Employee

Last updated: 2026-03-29

Employee Management

This module allows you to manage all your staff records in one place. You can keep track of employee personal details, organize them into departments, and store important information like their bank accounts for payroll and emergency contacts.

When Do I Use This?

  • When onboarding a new employee and setting up their profile.
  • When updating an employee's information, such as a new bank account or a change in emergency contacts.
  • When creating new company departments and assigning department managers.
  • When an employee leaves the company and needs to be marked as inactive.

How To Use

Creating a Department

  1. Go to the Departments screen from the main menu.
  2. Click + New.
  3. Enter the Name of the department (e.g., "Human Resources", "Nursing").
  4. Select the Manager for this department.
  5. Click Save.

Adding a New Employee

  1. Go to the Employees screen.
  2. Click + New.
  3. Select the person's name in the Party field (create a new Party if they aren't in the system yet).
  4. Fill in their personal details like Date of Birth (DOB), Gender, and Nationality.
  5. If they need to log into the system, link their system account in the User field.
  6. Click Save.

Adding Bank Details & Contacts

Once an employee is created, you can add their financial and contact details.

  1. Open the employee's record.
  2. To add banking info for payroll, go to the Bank tab, click + New, enter the bank name and account number, and click Save.
  3. To add an emergency contact, go to the Contact tab, click + New, select the contact person, and click Save.

Field Descriptions

Employee Fields

Field Name Description
Party The core identity/name of the employee.
Serial The employee's unique ID number or badge number.
Nationality The employee's country of citizenship.
DOB The employee's Date of Birth.
Gender The employee's gender.
User The system login account tied to this employee (only needed if they use the software).
Active Check this box if the employee currently works here. Uncheck it if they have left the company.
Note Any extra internal notes about the employee.

Department Fields

Field Name Description
Name The title of the department (e.g., "Cardiology", "IT Support").
Manager The employee who manages or heads this department.
Active Indicates if this department is currently operational.

Bank Details Fields

Field Name Description
Employee The staff member this bank account belongs to.
Bank Name The name of the bank (e.g., "Chase", "Bank of America").
Bank Branch The specific branch location of the bank.
Bank Account No The employee's account number for direct deposit/payroll.
Active Whether this is the current active bank account to use for payments.

Contact Fields (Emergency/General)

Field Name Description
Employee The staff member this contact belongs to.
Party The name of the emergency contact or relative.
Note Details about the relationship (e.g., "Spouse", "Mother", "Call only after 5 PM").
Tip: Never delete an employee record when they leave the company. Instead, simply uncheck the Active box. This ensures their historical records (like past payroll and documents) remain intact in the system!
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