Employee Management

The Employees section is the central record of your workforce. From here you can onboard new hires, edit existing records, manage profile pictures, and export data for payroll or reporting.

---

The Employee List

Click Employees in the sidebar to open the employee list. The table displays:

Column	Description
Profile	Avatar (photo or initials)
Employee #	Unique system-assigned identifier
Name	Full display name
Email	Work email, or personal email if work email is not set
Entity	Company
Department	Department
Job Position	Current job title
Role	System role (Administrator, HR, Manager, etc.)
Activity Status	Active or Inactive
Lifecycle	Probationary, Confirmed, Resigned, or Terminated

Searching and Filtering

• Search box — filter by name, employee number, email, or display name in real time
• Entity filter — show only employees from one company
• Department filter — show only employees from one department
• Status filter — Active or Inactive
• Lifecycle filter — Probationary, Confirmed, Resigned, or Terminated

---

Creating a New Employee

Click New Employee. The employee wizard opens with nine tabs. You must save the Personal Details tab first — the remaining tabs become accessible once the employee record is created.

Tab 1 — Personal Details

Field	Required	Notes
Entity	✅ Yes	The company the employee belongs to
Department	✅ Yes	The employee's department
Employee Number	Auto	Generated automatically — no input needed
Salutation	No
First Name	✅ Yes
Last Name	✅ Yes
Personal Email	No	Used as login if work email is not set
Work Email	No	Becomes the login email when provided
CNIC	No	Stored as xxxxx-xxxxxxx-x
Other ID	No	Secondary identifier if applicable
Nationality	No
Date of Birth	No
Gender	No
Marital Status	No
Role	✅ Yes	Determines what the employee can access in the system
Activity Status	No	Defaults to Active
Employment Lifecycle	No	Defaults to Probationary
Reports To	No	The employee's direct supervisor

Employee Numbers

Employee numbers are generated automatically based on the entity name. For example, employees under Hayo Net get numbers like HAYO-001, HAYO-002, and so on. You do not need to enter this manually.

Login Email

The linked user account uses work email as the login. If work email is not set, the account uses personal email. At least one email must be provided.

Tab 2 — Contact Details

Address (line 1, line 2, city, state, country, postal code), home phone, and mobile number.

Tab 3 — Bank Details

Bank name, account title, account number, and IBAN. For employees who manage their own bank details through the self-service request workflow, you will also see any pending change requests here (see Bank Detail Change Requests).

Tab 4 — Emergency Contacts

Add one or more emergency contacts with name, relationship, and phone details. At least one contact is recommended.

Tab 5 — Dependents

Family members with name, relationship, and date of birth.

Tab 6 — Job

Field	Description
Job Position	Must be selected from the Job Positions master list
Sub Unit	Optional subdivision within the department
Office Location	Free-text location
Employment Status	Full-time, Part-time, Contract, Freelance, or Intern
Joining Date	The employee's official joining date
Grade	Employee grade (T0 through M4) — visible to Administrator and HR only

The Department shown here is pulled from the Personal Details tab and cannot be changed from the Job tab.

Tab 7 — Report-to

View and manage the reporting hierarchy for this employee. Shows the current supervisor and any direct reports.

Tab 8 — Qualifications

Work experience, education, skills, languages, and licences/certifications.

Tab 9 — Attachments

Upload documents such as a CV, ID copy, offer letter, or signed contract.

---

Editing an Employee

1. Find the employee in the list.
2. Click the Edit action on their row.
3. Navigate to the relevant tab and update the fields.
4. Click Save & Next (or Save on the final tab).

All tabs are accessible at any time — you do not need to go in order after the initial creation.

---

Profile Picture

To upload or change a profile picture:

1. Open the employee's profile (Edit or View).
2. In the page header, hover over the avatar and click the camera icon.
3. Select an image file.

To remove a picture:

1. Hover over the avatar.
2. Click the trash icon and confirm.

---

Employee Status and Lifecycle

Employee records are never deleted. When an employee leaves or transitions, update their status instead.

Activity Status	Employment Lifecycle	Meaning
Active	Probationary	New employee in their probation period
Active	Confirmed	Fully confirmed, eligible for KPI evaluations
Inactive	Resigned	Left the organisation voluntarily
Inactive	Terminated	Employment ended by the company

KPI Eligibility

Only employees with Active + Confirmed status are included when a KPI cycle is published. Probationary employees are excluded unless specifically targeted by a probation review.

---

Importing Employees

Use the bulk import to create or update many employees at once via an Excel workbook.

Downloading the Template

1. Click the Import button on the Employees page.
2. Click Download Template to get the pre-formatted workbook.

The workbook has multiple sheets — one for the main employee record and one for each sub-resource (contacts, bank details, qualifications, etc.).

Filling the Template

• Creating new employees — leave the employee_number column blank. The system generates it automatically.
• Updating existing employees — fill in the employee_number column with the employee's existing number. The system will match and update that record.
• Child sheets (emergency contacts, qualifications, etc.) — use employee_ref to link rows to the main employee record. If an employee's ref appears in a child sheet, all existing records for that sub-resource are replaced with the sheet rows.

Running the Import

1. Click Import.

2. Upload your completed workbook.

3. The system processes all rows and returns a summary:

   • Total rows processed
   • Successfully created
   • Successfully updated
   • Failed rows

4. If any rows fail, a downloadable error report is provided. Download it, fix the issues, and re-import only the corrected rows.

tip

Export the current employee list first (see below), make changes directly in the exported workbook, and re-import. Since the export includes employee_number, all rows will be treated as updates.

---

Exporting Employees

Click Export on the Employees page. A dialog lets you choose exactly which columns to include in the export. You can:

• Click Select All to include every available column at once
• Or manually select individual columns from the three groups: Identity, Contact, and Job Info

Employee Number is always included

The Employee Number column is always exported and cannot be deselected. It is required to match rows back to existing employee records during a bulk import update.

The export respects any active search filters and status filters, so you can export a targeted subset of employees (e.g., only active confirmed employees in one department).

The exported workbook is in the same format as the import template — it can be used directly for bulk updates.