Employees

Employee management is a core feature of Open Core Business Suite. This guide covers how to add, manage, and organize your workforce.

Employee List

Navigate to Employees from the main menu to view your employee directory.

List Features

• Search: Filter employees by name, email, or employee ID
• Filters: Filter by department, designation, status, or employment type
• Sorting: Sort by name, joining date, or employee ID
• Pagination: Navigate through large employee lists
• Export: Download employee data as Excel or CSV

Status Indicators

Status	Description
Active	Currently employed and working
Inactive	Temporarily inactive (e.g., on extended leave)
Terminated	Employment ended
Probation	Under probationary period

Creating Employees

Quick Add

For rapid employee entry:

1. Click + Add Employee from the header or employee list
2. Fill in required fields (name, email, department)
3. Click Save

Full Employee Creation

For complete employee records, use the detailed form:

1. Navigate to Employees > Add New
2. Complete each section as described below

Basic Information

Field	Description	Required
First Name	Employee's first name	Yes
Last Name	Employee's last name	Yes
Email	Primary email address (used for login)	Yes
Phone	Contact phone number	No
Date of Birth	Employee's birth date	No
Gender	Male, Female, or Other	No
Marital Status	Single, Married, etc.	No
Address	Residential address	No
Profile Photo	Employee photograph	No

Employment Details

Field	Description	Required
Employee ID	Unique identifier (auto-generated or custom)	Yes
Department	Assigned department	Yes
Designation	Job title/position	Yes
Reporting To	Direct manager/supervisor	No
Joining Date	Employment start date	Yes
Employment Type	Full-time, Part-time, Contract, Intern	Yes
Work Shift	Assigned work schedule	No
Probation End Date	End of probationary period	No

Bank Details

Field	Description	Required
Bank Name	Name of the bank	No
Account Number	Bank account number	No
Account Holder Name	Name on the account	No
IFSC/Swift Code	Bank routing code	No
Branch	Bank branch name	No

Privacy

Bank details are only visible to HR and payroll administrators.

Emergency Contact

Field	Description	Required
Contact Name	Emergency contact's name	No
Relationship	Relationship to employee	No
Phone Number	Emergency contact phone	No
Address	Emergency contact address	No

Social Profiles

Optional links to professional networks:

• LinkedIn
• Twitter/X
• Facebook
• Personal website

Employee Documents

Document Types

Common employee documents include:

• ID Proof: Government-issued identification
• Address Proof: Utility bills, rental agreement
• Educational Certificates: Degrees, diplomas
• Experience Letters: Previous employment verification
• Offer Letter: Signed employment offer
• Contract: Employment agreement
• Other: Any additional documents

Uploading Documents

1. Open the employee's profile
2. Navigate to the Documents tab
3. Click Upload Document
4. Select the document type
5. Choose the file (PDF, JPEG, PNG supported)
6. Add an optional description
7. Click Upload

Managing Documents

• View: Click on any document to preview
• Download: Download documents for offline access
• Delete: Remove outdated documents (requires permission)
• Expiry Tracking: Set expiry dates for time-sensitive documents

Document Organization

Use consistent naming conventions and always select the correct document type for easy retrieval.

Status Management

Changing Employee Status

1. Open the employee's profile
2. Click Edit or the status dropdown
3. Select the new status
4. Provide a reason (optional but recommended)
5. Save changes

Status Types

Active

The default status for employed workers. Active employees:

• Can log in to the system
• Appear in attendance tracking
• Are included in payroll processing
• Count toward headcount reports

Inactive

For temporary non-availability:

• Employee cannot log in
• Excluded from daily attendance
• May or may not be included in payroll (configurable)
• Use cases: Long-term medical leave, sabbatical

Terminated

For employees who have left:

• Cannot log in
• Excluded from all active processes
• Records retained for historical purposes
• Can specify termination date and reason

Termination Process

1. Navigate to the employee's profile
2. Click Actions > Terminate
3. Enter the termination date
4. Select termination reason (resignation, layoff, etc.)
5. Add notes if needed
6. Process final settlement (if payroll module enabled)
7. Confirm termination

Data Retention

Terminated employee records are retained for compliance and reporting. They are not deleted but marked as terminated.

Bulk Operations

Bulk Import

Import multiple employees via spreadsheet:

1. Go to Employees > Import
2. Download the template file
3. Fill in employee data following the template format
4. Upload the completed file
5. Review and confirm the import

Bulk Update

Update multiple employees at once:

1. Select employees using checkboxes
2. Click Bulk Actions
3. Choose the action (change department, update status, etc.)
4. Apply changes

Bulk Export

Export employee data for reporting:

1. Apply any desired filters
2. Click Export
3. Choose format (Excel, CSV)
4. Download the file

Employee Self-Service

If enabled, employees can:

• View their own profile
• Update personal information (limited fields)
• View payslips and documents
• Apply for leave
• Submit expense claims
• View attendance records

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Next: Learn about Departments to organize your workforce structure.