Employees

Who can use this: Everyone can view employees (based on role). Only Admin and HR can create or edit.

Viewing the Employee List

1. Click Employees in the sidebar.
2. The table shows:

Column	Description
Profile	Avatar (uploaded photo or initials)
Employee #	Unique employee identifier
Name	Full name
Email	Work email
Entity	Company
Department	Department
Job Title	Position
Role	System role (Admin, HR, Manager, etc.)
Activity Status	Active or Inactive
Lifecycle	Probationary, Confirmed, Resigned, or Terminated

What You See Depends on Your Role

Role	Visibility
Admin & HR	All employees across all companies
Manager	All employees (read-only)
TeamLead	Employees in their led departments + own record
Employee	Own record only

Searching and Filtering

Search

Type in the search box to filter by name, employee number, email, or display name. Results update automatically.

Filters

Filter	Options
Entity	Show employees from one company
Department	Show employees from one department
Activity Status	Active or Inactive
Lifecycle	Probationary, Confirmed, Resigned, or Terminated

Filters combine — for example, show only "Active" employees in "Engineering".

Creating a New Employee

1. Click New Employee.
2. The employee wizard opens with 8 tabs:

Tab 1 — Personal Details

Field	Required	Description
Entity	Yes	Which company
Department	Yes	Which department (filters by selected entity)
Employee Number	Auto	Automatically generated after creation (e.g., HAYO-001)
Work Email	Yes	Unique email address
Salutation	No	Searchable dropdown (Mr, Mrs, Ms, Dr, etc.)
First Name	Yes	First name
Last Name	Yes	Last name
Display Name	No	Preferred name or nickname
Nationality	No	Searchable country dropdown (custom entry allowed)
Date of Birth	No	Birth date
Gender	No	Male, Female, or Other
Marital Status	No	Single, Married, Divorced, Widowed

Employee Number

You do not need to enter an employee number. The system generates it automatically based on the entity name. For example, employees under the "Hayo" entity will get numbers like HAYO-001, HAYO-002, etc. Each entity has its own independent sequence.

Tab 2 — Contact Details

Address, phone numbers, and personal email.

Tab 3 — Emergency Contacts

Add one or more emergency contacts with name, relationship, phone, and address.

Tab 4 — Dependents

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

Tab 5 — Job

Field	Required	Description
Job Title	No	Position (searchable dropdown with custom entry)
Activity Status	No	Defaults to Active
Employment Lifecycle	No	Defaults to Probationary
Reports To	No	Direct supervisor (searchable dropdown)
Role	Yes	System role assignment

Role Assignment

HR users can assign all roles except Admin. Only Admin users can assign the Admin role.

Tab 6 — Report-to

View and manage the reporting hierarchy.

Tab 7 — Qualifications

Five sub-sections: Work Experience, Education, Skills, Languages, Licenses.

Tab 8 — Attachments

Upload files (resume, ID copy, certificates). Max 1 MB per file. Categorized by section.

3. Click Next to advance tabs, or Finish on the last tab.

Viewing Employee Details

Click an employee's name or the View action to open their full profile:

• Hero card — Profile picture, name, job title, email, department, badges for status and lifecycle.
• 8 tabs — Overview, Contact, Emergency, Dependents, Job, Report-to, Qualifications, Attachments.

Editing an Employee

1. Click the Edit action on an employee row.
2. Navigate to the relevant tab and update fields.
3. Click Finish to save.

Profile Picture

Admin and HR only

• Upload: Hover over the avatar on the employee detail page → click the camera icon → select an image (JPEG, PNG, GIF, WebP; max 2 MB).
• Remove: Click the trash icon → confirm.

Managing Attachments

Upload

1. Go to the Attachments tab.
2. Select a section category.
3. Choose a file (max 1 MB) and add an optional comment.
4. Click Upload.

Download

Click the download icon next to any attachment.

Preview

For supported files (images and PDFs), click the file name to open an in-app preview without downloading.

Delete

Click the trash icon → confirm deletion.

Deactivating or Terminating

Employee records are never deleted. Instead, update their status:

Combination	Meaning
Active + Probationary	Employee in probation period
Active + Confirmed	Fully confirmed, KPI-eligible
Inactive + Resigned	Left voluntarily
Inactive + Terminated	Terminated by company

Invalid Combinations

Active + Resigned and Active + Terminated are not allowed. The system enforces that resigned or terminated employees must be inactive.

Exporting to CSV

Click Export CSV to download the employee list. The export respects your current filters and search.

Reporting Hierarchy

Each employee has a Reports To field setting their direct supervisor, and a Direct Reports section showing who reports to them. This creates a clear chain of command visible on any employee's profile.