Employees

Your employee directory is the heart of BusinessHRM. Every team member you add becomes an employee record that can log in, be assigned to projects and tasks, mark attendance, apply for leave, and appear in reports. This article covers adding an employee, understanding the employee profile, recording employment details, managing documents, and deactivating or offboarding someone who leaves.

The Employees list shows everyone in your company. At the top you'll find three action buttons (subject to your permissions):

• Add Employee — create a record by hand (opens a side panel).
• Invite Employee — send an email invitation so the person sets up their own account.
• Import Excel — bulk-load employees from a spreadsheet.

A Status filter lets you switch between All, Active (the default) and Inactive employees.

Adding an employee

How to add an employee

1. Go to HR → Employees.
2. Click Add Employee. A panel slides in with two sections: Account Details and Other Details.
3. Fill in the fields (see the tables below). At minimum you must supply Employee Name, Employee Email and a Business Address.
4. Click Save to finish, or Save & Add More to immediately start another employee.

Permission note: Adding employees requires the Add Employees permission. The Add Designation / Add Department quick-add buttons next to those dropdowns only appear if you also have the Add Designation / Add Department permissions.

Account Details fields

Other Details fields

Your company may have added custom fields; these appear at the bottom of the form.

The employee profile

Click any employee's name to open their profile. The profile is organised into tabs (some only appear if the relevant module is enabled and you have permission):

• Profile — overview of the personal and employment details you entered.
• Projects — projects the employee is assigned to.
• Tasks — tasks assigned to them.
• Attendance — their attendance history.
• Leaves — leaves applied and their status.
• Leaves Quota — entitlement, used, remaining and over-utilised leaves by type.
• Time Logs — recorded time entries.
• Documents — uploaded files (see below).
• Emergency Contact — emergency contact details.
• Bank Information — bank/payment details.
• Increment/Promotions — salary increments and promotion history.
• Tickets — support tickets linked to the employee.
• Appreciation — awards the employee has received.
• Shift Roster — the shifts assigned to them.
• Permissions — per-employee permission overrides (only if you can Manage Role & Permission — see Roles & Permissions).
• Activity — an activity log.
• Immigration — visa/passport details.

Tabs that don't fit on screen collapse into a More dropdown.

Editing an employee

From the profile (or the list row's action menu) choose Edit. The edit form is the same as the add form, with one extra section — Status — described under offboarding below. You cannot change your own status, and the primary company admin's status cannot be changed by anyone.

Documents

Employee documents (contracts, ID copies, certificates, and so on) live on the Documents tab of the profile.

How to upload a document

1. Open the employee's profile and select the Documents tab.
2. Click Add File.
3. Enter a File Name (required) and choose the file to Upload (required).
4. Click Submit.

Allowed file types: TXT, PDF, DOC, XLS, XLSX, DOCX, RTF, PNG, JPG, JPEG, SVG.

Each uploaded file appears as a card with a … menu offering View, Download, Edit (rename or replace the file) and Delete.

Permission note: Each action is independently controlled by the View / Add / Edit / Delete Documents permissions, and may be scoped to all documents, only documents you added, or only your own.

Related: The Immigration tab handles visa and passport records separately, and your company may also track document expiry dates.

Deactivating and offboarding an employee

When someone leaves, you don't delete them (that would remove their history) — you mark them Inactive.

How to deactivate one employee

1. Open the employee and click Edit.
2. Scroll to the Status section and set it to Inactive.
3. Enter a Last Date (required) — the employee's final working day.
4. Click Save.

The employee's status becomes Inactive and their last/inactive date is recorded. Switching them back to Active later clears that date.

Reactivating someone is blocked if it would exceed your plan's employee limit ("Max employees limit reached").

How to deactivate several employees at once

1. On the Employees list, tick the employees you want to change.
2. Open Quick Actions and choose Change Status.
3. Set the status to Inactive (or Active) and click Apply.

Bulk deactivation stamps today's date as the inactive date. (A bulk Delete option also exists for permanently removing records.)

Permission note: Bulk status changes require Edit Employees (All); bulk delete requires Delete Employees (All).

Structured offboarding

If your company uses the Onboarding module, deactivating an employee can also surface their pending offboarding tasks (exit checklist items) so you can mark them complete as part of the process.

Tips

• Set Reporting To thoughtfully — reporting managers can be granted the ability to approve their team's leave (configured in Leave Settings).
• Use Invite Employee for self-service onboarding: the employee receives an email and fills in their own details.
• The default Role for new hires is employee; change it only when someone needs broader access.
• Keep departed staff Inactive rather than deleting them so leave, attendance and project history stays intact.