Employee Management

Overview

The Employee Management section under HRMS covers the complete employee data — verification, documents, profiles, org structure, and lifecycle events.

Employee Verification

Purpose: Employee Verification is where HR validates the authenticity of an employee's data and the documents they have submitted — identity, address, education, employment history, PAN, Aadhar, and more. Each verification type is reviewed, remarked, stamped as verified, and signed off, so every employee record in the system is trustworthy and audit-ready.

Open HRMS → Employee Verification. Lists: Emp Code, Employee, Verified Count, Verification Date, Last Verified Date, Verified By, View (eye icon).

Click the eye icon to open the detail page — shows employee header (Code, Phone, DOB, DOJ, Email, Department, Designation) and verification tabs: Identity, Address, Employment, Education, Driving, Social, Criminal, Drug, Family, Residence, Passport/Aadhar, PAN. Each tab shows ID Type, ID Number, Remarks, and uploaded document with verified stamp.

Employee Documents

Purpose: Employee Documents is the single repository for every document related to an employee — offer letters, ID proofs, educational certificates, contracts, appointment letters, and any other files attached during onboarding or later. HR can view, share, or remove documents for any employee from one place without leaving HRMS.

Open HRMS → Employee Documents. Lists: Emp Code, Employee, No of Documents Attached, View (eye icon), Delete (trash icon).

Click the eye icon to see document cards — each shows Type (Identity/Employment Verification etc.), Updated On, Name, Remarks, and attached file with share and view icons. Back button to return.

Employee Profile

Purpose: Employee Profile is the complete 360° view of an employee — who they are, what position they hold, which department they belong to, who they report to, their qualifications, emergency contacts, past work history, and bank/statutory details. It acts as the single source of truth for every detail about the employee and their place in the organization.

Open HRMS → Employee Profile. Card grid showing each employee's Name, Code, Designation, Department badge. Filter + Search at top. Click a card to open the profile detail with 6 tabs:

• Personal — Basic Information (Full Name, Code, Email, Phone, DOB, Gender), Personal Details (Blood Group, Marital Status, Nationality, Aadhar, PAN, Father's Name, Spouse's Name), Address. Edit button.
• Employment — Employment Details (Date of Joining, Designation, Department, Reporting Manager, Category, Username), Grade & Probation (Grade, Employment Type, Probation End Date, Confirmation Date, Notice Period). Edit button.
• Qualifications — + Add Qualification
• Emergency Contacts — + Add Contact
• Work History — + Add Work History
• Bank & Statutory — Bank Details (Bank Name, Account Number, IFSC Code), Statutory Details (UAN, ESI Number, PAN, Aadhar). Read-only, managed via Employee Creation.

Organization Structure

Purpose: Organization Structure gives a top-down view of how the entire company is organized — departments, the overall reporting hierarchy, department heads (such as the main HR Manager), cost centers, and where each employee sits in the chart. HR and management use it to visualize the org chart, understand reporting lines, and plan departmental changes.

Open HRMS → Organization Structure. Three tabs:

• Org Chart — Summary cards (Total Employees, Departments, per-department count). Employee cards with Name, Designation, Department. Search.
• Departments — List of departments with head, employee count, pencil to edit. Drag to rearrange or click edit to set parent.
• Cost Centers — + Add Cost Center.

Employee Lifecycle

Purpose: Employee Lifecycle tracks every stage of an employee's journey with the company — from onboarding, through probation and confirmation, to promotions, transfers, and increments, and eventually separation with Full & Final settlement. It ensures no lifecycle event is missed and each stage has the right checklist, approval, and record.

Open HRMS → Employee Lifecycle. Six tabs:

• Dashboard — Lifecycle Overview: Pending Onboardings, Probation Due Soon, Active Separations, Pending FnF, Confirmations This Month, Movements This Month.
• Onboarding — Onboarding Progress. Initialize checklists from Lifecycle Events tab.
• Probation — Filters: All, Overdue, Due Soon, On Probation, Confirmed.
• Lifecycle Events — Event types: Onboarding, Confirmation, Promotion, Transfer, Increment, Separation, Rehire. + New button per type.
• Separation & FnF — Pending Settlements. FnF settlements created from separation events.
• Checklist Config — Onboarding Checklist Templates. + Add Item for auto-assignment during onboarding.

How Employee Management Works

1. Admin adds an employee through Settings → Users with personal, payroll, and application info.
2. HR verifies the employee's identity, address, education, and other documents through Employee Verification — each verification type is checked and stamped.
3. Verified documents are stored in Employee Documents for future reference.
4. The employee's complete profile (personal, employment, qualifications, emergency contacts, work history, bank details) is accessible via Employee Profile.
5. Organization Structure shows the department hierarchy and employee distribution.
6. Employee Lifecycle tracks the employee from onboarding → probation → confirmation → promotions/transfers/increments → separation → FnF settlement.