Employees

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

All Employees

Navigate to Employee Management > All Employees from the sidebar to view your employee directory.

List Features

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

Status Indicators

Status	Description
Active	Currently employed and working
Onboarding	New employee being onboarded
Inactive	Temporarily inactive
Terminated	Employment ended

The system also supports additional statuses such as Suspended, Retired, Relieved, and Probation Failed for specific workflows.

Employee Categories

Navigate to Employee Management > Employee Categories to quickly access filtered views of your employees by their current status.

The following category views are available:

Category	Navigation Path	Description
Onboarding	Employee Management > Employee Categories > Onboarding	Employees currently being onboarded
On Probation	Employee Management > Employee Categories > On Probation	Employees within their probation period
Inactive	Employee Management > Employee Categories > Inactive	Employees with inactive status
Terminated	Employee Management > Employee Categories > Terminated	Employees whose employment has ended

Each category view shows the same employee list page filtered to the selected status. You can use the standard search and filter tools within each view.

Adding an Employee

Step-by-Step Process

1. Navigate to Employee Management > Add Employee
2. Complete the multi-step form as described below
3. Click Save

Step 1: Personal 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	Yes
Employee Code	Unique identifier (auto-generated based on location or manually entered)	Yes
Gender	Male, Female, or Other	Yes
Date of Birth	Employee's birth date	Yes
Blood Group	Blood type (A+, A-, B+, B-, AB+, AB-, O+, O-)	No
Alt Phone	Alternative phone number	No
Address	Residential address	No
Profile Photo	Employee photograph (JPEG, PNG, JPG, max 2MB)	No

Employee Code Generation

When a location is selected, the system auto-generates an employee code using the location prefix, the current year, and a sequential number (e.g., NYC-2026-0012). If no location is selected, a generic EMP prefix is used.

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

Step 2: Employment & Account Details

Field	Description	Required
Joining Date	Employment start date	Yes
Designation	Job title/position	Yes
Team	Assigned team	Yes
Shift	Assigned work schedule	Yes
Reporting To	Direct manager/supervisor	Yes
Role	System role for access control	Yes
Password	Account password (or use default password from settings)	No

Attendance Configuration

Field	Description	Required
Attendance Type	How the employee records attendance	Yes

Available attendance types: Open, Geofence, IP Address, Static QR, Dynamic QR, Site, or Face recognition. Depending on the selected type, additional configuration fields appear (e.g., Geofence Group, IP Group, QR Group, Site, or Dynamic QR Device).

Probation Period (Optional)

Field	Description	Required
Probation Period (Months)	Length of probation (1-12 months)	No
Probation Remarks	Notes about the probation	No

Bank Account Details

You can add bank account details from the employee profile after creation:

Field	Description	Required
Bank Name	Name of the bank	Yes
Bank Code	Bank identifier code	Yes
Account Name	Name on the account	Yes
Account Number	Bank account number	Yes
Branch Name	Name of the branch	Yes
Branch Code	Branch identifier code	Yes

Employee Profile

Clicking on an employee from the list opens their full profile. The profile includes multiple tabs:

• Overview: Employment status, key stats, and recent activity
• Personal Info: Personal details and emergency contacts
• Employment: Designation, team, shift, reporting manager
• Bank Account: Banking details
• Documents: Uploaded documents (requires Document Management addon)
• Timeline: Lifecycle events such as joining, promotions, probation confirmations, and terminations

Employee Documents

Document management is available when the Document Management addon is enabled.

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 (max 10MB)
6. Add an optional title and remarks
7. Click Upload

Managing Documents

• View: Click on any document to preview
• Download: Download documents for offline access
• Delete: Remove outdated documents (requires permission)

Status Management

Changing Employee Status

1. Open the employee's profile
2. Click Edit or use the status actions
3. Select the new status
4. Provide additional details if required
5. Save changes

Probation Management

Employees on probation can be managed from their profile:

• Confirm Probation: Mark the employee as confirmed after a successful probation period. A notification is sent to the employee.
• Extend Probation: Extend the probation end date if more time is needed for evaluation.
• Fail Probation: Mark the probation as failed. The employee status changes to Probation Failed.

Termination Process

1. Navigate to the employee's profile
2. Click the terminate action
3. Enter the termination date
4. Select termination type (Resignation, Termination, Contract End, Retirement)
5. Add notes if needed
6. Confirm termination

Data Retention

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

Retirement

For employees reaching retirement, use the Mark as Retired action from the employee profile. This records the retirement date and changes the employee's status accordingly.

Employee Reports

Access employee reports via Employee Management > Employee Reports in the sidebar. Six reports are available, each accessible from its own submenu entry.

Headcount Report

Navigate to Employee Management > Employee Reports > Headcount Report.

Provides a comprehensive overview of your current workforce size with visual charts:

• Total active employees with month-over-month growth percentage
• Headcount by department (team) breakdown chart
• Headcount by designation breakdown chart
• Headcount by employment status (Under Probation, Confirmed, Regular)
• 12-month headcount trend showing monthly employee counts

Filters available: Department, Designation

Export: Download as Excel

Turnover Analysis

Navigate to Employee Management > Employee Reports > Turnover Analysis.

Analyzes employee turnover rates over a selected period:

• Overall turnover rate as a percentage
• Total terminations and average headcount for the period
• Monthly turnover trend chart (last 12 months)
• Turnover by department breakdown
• Turnover by termination type (Resignation, Termination, Contract End, Retirement)
• Average tenure of terminated employees in months
• Voluntary vs. involuntary termination split
• Termination records table with employee details, dates, and exit reasons

Filters available: Date range, Department, Termination type

Export: Download as Excel

Demographics Report

Navigate to Employee Management > Employee Reports > Demographics Report.

Provides workforce demographic insights:

• Gender distribution chart
• Age group distribution (18-25, 26-35, 36-45, 46-55, 56+)
• Average age across the workforce
• Average tenure in months
• Tenure distribution (0-6 months, 6-12 months, 1-2 years, 3-5 years, 5+ years)
• Probation status distribution (Under Probation, Confirmed, Pending Confirmation, Not Applicable)
• Profile completion rate (percentage of employees with complete data)

Employee Tenure Report

Navigate to Employee Management > Employee Reports > Employee Tenure Report.

Analyzes how long employees have been with the organization:

• Average tenure across the workforce
• Tenure by department with employee count and average months
• Tenure by designation (top 10) with average months
• Tenure distribution bar chart (0-1 Year, 1-3 Years, 3-5 Years, 5-10 Years, 10+ Years)
• Longest serving employees table (top 10)
• Newest employees (joined in the last 30 days)

Filters available: Department, Designation

Export: Download as Excel

Probation Analysis

Navigate to Employee Management > Employee Reports > Probation Analysis.

Tracks employees on probation with detailed analytics:

• Current on probation count
• Success rate and failure rate percentages
• Extension rate for probation periods
• Average probation duration in days
• Upcoming probation endings (next 30 days)
• Monthly probation completion chart (confirmed, failed, extended by month)
• Department breakdown of probation outcomes
• Outcome distribution pie chart (Confirmed, Failed, Extended, Ongoing)
• Current probation employees table with days remaining
• Upcoming endings table with urgency indicators

Filters available: Date range, Department, Year

Export: Download as Excel

Lifecycle Events Report

Navigate to Employee Management > Employee Reports > Lifecycle Events Report.

Tracks key employee lifecycle events across the organization:

• Total events count and recent events (last 30 days)
• Events by type breakdown (e.g., Joined, Terminated, Promoted, Probation Confirmed)
• Events by category (e.g., Employment, Probation, Status Change)
• Events table with employee name, event type, date, description, and who triggered the event

Filters available: Date range, Event type, Event category, Employee, Department

Export: Download as Excel

Generating Reports

1. Navigate to Employee Management > Employee Reports
2. Select the desired report from the submenu
3. Configure filters (date range, department, etc.)
4. View the report on screen with interactive charts
5. Click Export to download as Excel

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Next: Learn about Departments to organize your workforce structure.