Employee

The Employee module is the system of record for every person at the company — their profile, work information, documents, notes, and standing. It's the foundation the rest of the system builds on: attendance, leave, payroll, and performance all hang off the employee record created here. Every employee has access to their own record; HR administrators and reporting managers manage the rest.

This guide gives the big picture: what the module is for, what an employee record holds, who sees what, and what can be customized. Deeper guides for each area are linked below. No technical background needed.

Purpose

Employee Management answers the most basic question in the system: "Who works here, and what do we know about them?"

Everything about a person lives in one connected record:

• Personal details and work information — department, job position, reporting manager, and more.
• Bank details, for payroll.
• Documents, notes, and company policies.
• Standing — disciplinary actions, and whether the person is currently active.

What's Included

Employee Management has its own sidebar with ten screens. Each is covered in its own guide (a couple of closely related pairs share a guide, since they work the same way):

Area	What it covers
Profile	The screen an employee sees for their own record — personal details, work information, bank details, and how a login account gets created.
Employees	The company-wide directory — browsing, searching, creating, editing, importing/exporting, and bulk-updating employee records.
Document Requests (& Notes)	Requesting and reviewing documents, and keeping dated notes on a record.
Shift Requests & Work Type Requests	An employee asking to change their shift or work type, and how that gets approved.
Rotating Shift Assign & Rotating Work Type Assign	Putting a specific employee onto an already-defined rotating pattern.
Disciplinary Actions	Recording formal actions against an employee, and how they can block login access.
Policies	Distributing company policies.
Organization Chart	The visual chart of who reports to whom.
Archiving & Access	Deactivating, reactivating, and deleting an employee record, and blocking login access — reached from the Employees screen.

The Employee Record

Every employee has two closely linked halves to their record:

1. Personal information — name, contact details, address, date of birth, gender, marital status, emergency contacts, and a profile photo.
2. Work information — department, job position, job role, reporting manager, work type, shift, company, and salary basics. The reporting manager field is the backbone of manager access across the entire system — see How Visibility Is Decided below.

Creating an employee automatically provisions their login to the system and a starting bonus point balance, ready to go.

What Each User Sees

Employee area	Employee	Reporting Manager	HR Administrator
View & edit their own profile	✅	✅	✅
View their team's profiles	—	✅	✅
View every employee company-wide	—	—	✅
Create, edit, or archive an employee	—	—	✅
Add notes to a record	—	✅ (their team)	✅
Request or review documents	—	✅ (their team)	✅
Request their own shift or work type change	✅	✅	✅
Approve a shift or work type request	—	✅ (their team)	✅
Assign an employee to a rotating pattern	—	✅ (their team)	✅
Manage policies	—	—	✅
Record a disciplinary action	—	—	✅
View the organization chart	✅	✅	✅

In short:

• Employees always see and (if enabled) can edit their own profile, see the company's org chart, and can request their own shift or work type changes.
• Reporting Managers see and manage their team's records — notes, documents, shift/work type requests and assignments, and day-to-day details — through the same manager-hierarchy visibility used across the system.
• HR Administrators create, edit, archive, and fully manage every employee record.

How Visibility Is Decided

1. Being the employee in question. Everyone can always view — and, if the company allows it, edit — their own profile.
2. The reporting line. A person's reporting manager can see and act on their record for a wide range of day-to-day actions, without needing any separate permission — this is the manager-hierarchy pattern used throughout the system (see User Roles & Access), and it pivots on a single field: who someone's reporting manager is set to.
3. Permissions. Broad permissions grant company-wide visibility and the ability to create, edit, or archive any employee.
4. Feature-level restrictions. Some views — browsing the full employee list, viewing individual detail pages, and editing one's own profile — can additionally be narrowed by an administrator to a specific set of employees, independent of permissions. Until configured, these are open to everyone.
5. Company. Employees belong to the company their work information is set to.

Customization Options

• Whether employees can edit their own profile is a company-wide toggle.
• Badge ID format — the prefix used when auto-generating employee ID numbers — is configurable.
• Feature-level access to browsing employees, viewing individual profiles, and profile self-editing can each be restricted to a specific group of employees.

Good to Know

• A new employee's login is created automatically, with their phone number on file as the initial password — worth having them change it on first login.
• Creating an employee also sets them up elsewhere. A bonus point balance starts at zero automatically, and work information is required before most of the rest of the system (attendance, payroll, and so on) can track them.
• The reporting manager field matters far beyond this module. It's the single source of truth for manager-based access across attendance, leave, payroll, performance, and more — keeping it accurate keeps the rest of the system's visibility accurate too.

Every record starts here.