Employee Management
Maintain a complete employee directory with lifecycle tracking, document management, and compliance monitoring.
Overview
The Employee Management module is the foundation of the HR system. Every employee record is linked 1:1 to a user profile, giving them automatic system access through the existing invitation-based onboarding flow. Employees are scoped to business units (departments), reusing the multi-BU architecture for departmental accounting, permissions, and resource allocation.
Employee Directory
The directory provides a searchable, filterable list of all employees in your organization.
- Advanced filtering - Filter by department, employment status, employment type, and more
- Auto-generated codes - Sequential employee codes (EMP-0001, EMP-0002, ...) assigned automatically on creation
- Tabbed profiles - Each employee has a detailed profile with tabs for Overview, Personal, Employment, Documents, Skills, History, Leave, and Payroll
- Custom fields - Add organization-specific data fields to employee profiles using flexible JSON storage
Employee & User Integration
Each employee is linked to a user profile. When you create an employee, they automatically get system access with role-based permissions. No separate user account setup needed.
Employment Lifecycle
Track every stage of an employee's journey with your organization.
Onboarding
Multi-step wizard to create employee records: personal details, employment terms, department assignment, salary setup, and document uploads.
Probation Tracking
Set probation end dates and receive automatic alerts when probation periods are about to expire, prompting review.
Promotions & Transfers
Record promotions, department transfers, and role changes. Each event captures from/to positions, salary changes, and effective dates.
Termination & Resignation
Handle employee exits with proper status tracking. Terminated and resigned employees are archived but remain in the system for historical records.
Employment Events
Every lifecycle change (hire, promotion, transfer, salary change, termination) is recorded as an employment event, creating a complete audit trail for each employee.
Employment Types & Status
Support for various employment arrangements common in hospitality:
Employment Types
- Full-Time - Standard full-time employees
- Part-Time - Part-time staff with reduced hours
- Contract - Fixed-term contract workers
- Seasonal - Seasonal hospitality staff
- Intern - Training and internship positions
- Casual - On-call or casual workers
Employment Status
- Active - Currently employed and working
- On Leave - On approved leave of absence
- Suspended - Temporarily suspended
- Probation - In probationary period
- Notice Period - Serving notice period
- Terminated / Resigned - No longer employed
Document Management
Upload and track important employee documents with automated expiry monitoring — critical for hospitality operations where visa, work permit, and certification compliance is essential.
- Document types - Contracts, visas, work permits, passports, certificates, medical records, dive certifications, ID cards
- Expiry alerts - Automatic notifications at 30, 14, 7, and 1 day before document expiry
- Verification workflow - Mark documents as verified after review
- Issuing authority tracking - Record document numbers and issuing authorities
Dive Certifications
For dive operations, employee dive certification level, number, and expiry are tracked directly on the employee record for quick reference during trip planning.
Skills & Qualifications
Record employee skills, professional qualifications, and competency levels.
- Skill categories - Organize skills by category (e.g., Language, Technical, Safety)
- Proficiency levels - Track skill proficiency from beginner to expert
- Certification tracking - Link skills to certification numbers and expiry dates
Emergency Contacts
Store emergency contact information for each employee with support for multiple contacts and primary designation.
- Name, relationship, and phone number
- Multiple contacts per employee
- Primary contact designation
- Optional email address