Employee Profile

This guide explains how to view, edit, and manage employee profiles in the HRMS system. Profiles contain all personal, employment, and compliance information for each employee.

What You’ll Learn

By the end of this guide, you’ll know how to:

• Access employee profiles
• Navigate profile sections
• Update profile details
• Upload and manage documents
• Track history and changes
• Export or print profiles

Getting Started

Prerequisites

• Employee Access → View your own profile
• Manager Access → View team member profiles
• HR Access → View and edit all profiles
• Complete Data → Profiles should contain up-to-date employee information

Profile Sections

Each profile is organized into tabs:

• Personal Information – Basic details and identity proofs
• Employment Details – Job, department, and salary info
• Contact Information – Current, permanent, and emergency contacts
• Documents – Uploaded certificates and proofs
• History – Record of employment changes

Accessing Employee Profiles

Step 1: Open a Profile

• Go to Employees > Directory
• Search for the employee
• Click the employee’s name
• View the profile overview

Step 2: Use Profile Tabs

Navigate between tabs to find specific information:

• Personal – Personal and identity details
• Employment – Job and salary details
• Contact – Addresses and phone/email info
• Emergency – Emergency contacts
• Documents – Uploaded employee documents
• History – Change logs and past records

Personal Information Tab

• Basic Details – Name, DOB, gender, marital status, nationality, blood group
• Identity Information – Employee ID, UAN, PAN, Aadhaar, passport, driving license
• Profile Photo – Upload/change photo (check format and approval rules)

Employment Information Tab

• Job Details – Department, designation, reporting manager, employment type, location, schedule
• Important Dates – Joining, probation, confirmation, promotions, contract expiry
• Compensation – Basic salary, CTC, payment frequency, bank details, tax info

Contact Information Tab

• Current Address – Residential/office address, city, state, postal code
• Permanent Address – With “same as current” option and verification status
• Contact Details – Phone numbers, primary/alternate emails

Emergency Contacts Tab

• Primary Contact – Name, relationship, phone, email, address (priority contact)
• Secondary Contact – Additional emergency contact details

Documents Tab

• Required Documents – ID proof, address proof, education/experience certificates, medical records
• Document Management – View, download, upload, replace, delete document
• Status Tracking – Verified, pending, expired, or missing documents

History Tab

• Employment History – Promotions, transfers, salary changes
• Change Log – Details of recent updates (who, when, what, why)

Profile Actions

Edit Profile

• Click Edit Profile
• Make changes
• Save updates
• Review edits

Export Profile

• Click Export
• Select format (PDF/Excel)
• Choose sections
• Download file

Print Profile

• Click Print
• Select sections
• Preview
• Print

Troubleshooting

Profile Not Loading

• Error: Profile not found
• Fix: Verify employee ID and access permissions

Cannot Edit Profile

• Error: Cannot edit profile
• Fix: Check role-based permissions

Documents Not Uploading

• Error: Upload failed
• Fix: Ensure file size and format are supported

Best Practices

• Keep data updated and accurate
• Upload and renew documents on time
• Use search and filters for quick access
• Review change logs regularly
• Handle sensitive data responsibly

Edit Employee Details

This guide explains how to update and manage employee records in the HRMS system. It covers personal details, contact information, job-related data, access settings, and more.

Learning Objectives

After completing this guide, you’ll be able to:

• Locate and access the employee edit functionality
• Update personal, contact, and employment information
• Modify access rights, roles, and notifications
• Upload or replace documents
• Save updates and verify accuracy

Getting Started

Prerequisites

Before editing employee details, ensure that you have:

• HR Admin or Manager Access – Required to make changes
• Employee ID – To quickly locate the employee
• Updated Information – The correct data for modification
• Approval Authority – If certain changes require higher-level approval

Editable Information

You can update:

• Personal Details (name, date of birth, marital status, etc.)
• Contact Information (addresses, phone numbers, emails)
• Employment Data (department, salary, reporting manager)
• System Access (roles, permissions, login preferences)
• Emergency Contacts (primary and secondary)
• Documents (upload, replace, or remove)

Step-by-Step Process

Step 1: Locate the Employee

• Navigate to Employees > Directory
• Use the search bar or filters (ID, name, department, email)
• Select the employee’s name to open their profile
• Click Edit (top-right corner of the profile page)

Tip: Use the employee ID for the fastest search.

Step 2: Update Personal Information

• Basic Info: First name, last name, date of birth, gender, marital status, blood group
• Identity Info: UAN, PAN, Aadhaar, passport details

Note: Employee ID is usually fixed. Identity changes may require supporting documents.

Step 3: Update Contact Information

• Current Address: Street, city, state, postal code, country
• Permanent Address: Copy current or update separately
• Contact Details: Primary/secondary phone numbers, primary/alternate emails

Step 4: Update Employment Information

• Job Details: Department, designation, reporting manager, employment type, work location
• Key Dates: Probation, confirmation, contract end (joining date is fixed)
• Compensation: Salary, currency, payment frequency, bank details

Note: Salary, department, or role changes often require HR/Admin approval.

Step 5: Update Emergency Contacts

• Primary Contact: Name, relationship, phone, email, address
• Secondary Contact: Same fields as primary

Step 6: Update System Access

• Account Settings: Username (fixed), password reset, role, permissions
• Notifications: Email alerts, manager notifications, system alerts

Step 7: Manage Documents

• Replace Existing: Select document → Replace → Upload new file → Save
• Add New: Click Add Document → Choose type → Upload → Save

Saving & Verification

• Review – Check all fields for accuracy and required data
• Save – Click Save Changes and wait for confirmation
• Verify – Ensure success message appears and change log is updated

Post-Save Actions: Notify employee, update related systems, generate updated reports, and record in audit log

Add New Employee

Add New Employee correctly ensures smooth onboarding and accurate records in the HRMS. This guide walks you through the process step by step.

What You’ll Learn

By the end of this guide, you’ll know how to:

• Access and open the Add Employee form
• Enter personal and contact details
• Record employment and emergency information
• Configure system access and permissions
• Upload and verify documents
• Save and validate the new employee record

Getting Started

Prerequisites

Before adding an employee, ensure you have:

• HR Admin or Manager access
• All employee details (personal, employment, and contact)
• Valid email address for system login
• Department & designation information

Required Information

Keep the following details ready:

• Personal details (name, DOB, gender, etc.)
• Contact information (address, phone, email)
• Employment details (department, job title, joining date)
• Emergency contacts (name, relationship, phone)
• Supporting documents (ID, address proof, certificates)

Step-by-Step Process

Step 1: Open the Add Employee Form

• Log into HRMS with admin credentials.
• Go to Employees in the main menu.
• Click Add New Employee.
• Review the form layout.

Tip: The form is divided into sections. Complete each section before proceeding.

Step 2: Personal Information

Basic Information

• First, Middle, Last Name (first & last required)
• Date of Birth (DD/MM/YYYY)
• Gender, Marital Status, Blood Group

Identity Details

• Employee ID (unique, auto/manual)
• UAN, PAN, Aadhaar, Passport (if available)

Employee ID must be unique. The system will warn you if it already exists.

Step 3: Contact Information

Current Address

• Address lines, City, State, Postal Code, Country

Permanent Address

• Tick “Same as Current” or enter separately

Contact Details

• Primary & Secondary phone numbers
• Primary email (mandatory for login)
• Alternate email (optional)

Step 4: Employment Information

Job Details

• Department, Designation, Reporting Manager
• Employment Type (Full-time, Part-time, Contract, Intern)
• Work Location (Office or Remote)

Dates

• Joining Date
• Probation & Confirmation Dates
• Contract End Date (if applicable)

Compensation

• Basic Salary, Currency, Payment Frequency
• Bank Account details (if available)

Step 5: Emergency Contacts

Primary Contact

• Name, Relationship, Phone, Email, Address

Secondary Contact

• Name, Relationship, Phone, Email

Step 6: System Access

User Account Setup

• Create User Account (Yes/No)
• Username, Initial Password
• Role & Permissions

Notifications

• Send Welcome Email
• Include Login Details
• Notify Reporting Manager

Step 7: Documents

Upload Process

• Click Choose File
• Select Document Type (ID, Address Proof, etc.)
• Add description
• Click Upload
• Repeat for more documents

Saving & Verification

Review Before Saving

• Check all required fields
• Verify data accuracy
• Confirm uploaded documents
• Review system permissions

Save Employee

• Click Save Employee
• Wait for confirmation message
• Note the generated Employee ID

Post-Save Actions

• Welcome Email sent (if enabled)
• Reporting Manager notified
• System account created
• Employee ID card can be generated

Troubleshooting

• Required Field Error → Fill all mandatory fields
• Duplicate Employee ID → Use a unique ID
• Invalid Email Format → Ensure correct format (e.g., name@domain.com)
• File Upload Failed → Check file size/format (PDF, JPG, PNG)

Red fields and error messages guide you to missing or incorrect data.

Best Practices

Data Quality

• Enter accurate, complete information
• Use consistent formats
• Keep details updated
• Verify documents before upload

Security

• Protect personal data
• Limit access to authorized users
• Use strong passwords for accounts
• Follow company data policies

Efficiency

• Use batch uploads if available
• Apply templates for standard roles
• Use default values for faster entry
• Rely on form validation to reduce errors

Getting Help

• Self-Service: Help guides, tutorials, built-in validation
• HR Support: For employee data or process questions
• IT Support: For login or technical issues
• Support Ticket: For unresolved cases

Important Notes

• Respect data privacy and follow compliance rules
• Employee activity may be logged for audit
• Be aware of file size, character, and field limits
• Always follow validation rules for successful entry

Final Note

Adding employees is a critical step in onboarding. Take the time to review all details carefully—accurate data ensures smooth HR, payroll, and compliance processes.

Employee Directory

The Employee Directory is the central hub for accessing and managing employee information. Whether you’re looking for a colleague’s details, exporting reports, or updating employee records, this guide will walk you through everything you need.

What You’ll Learn

By the end of this guide, you’ll know how to:

• Access the employee directory
• Search and filter employees
• View employee profiles and details
• Use employee list features (sorting, pagination, actions)
• Export employee data
• Manage employee information effectively
• Troubleshoot common issues

Accessing the Employee Directory

Step 1: Navigate to Employees

• Log in to the HRMS system.
• Click on Employees in the left navigation menu.
• Select Employee Directory from the submenu.

Note: If the Employees menu isn’t visible, you may not have the required permissions. Contact your administrator.

Step 2: Understand the Interface

The directory interface includes:

• Employee List – A table of all employees.
• Search Bar – Quickly find employees.
• Filter Options – Narrow results by department, role, or status.
• Action Buttons – Add, edit, or export data.
• Pagination – Navigate across pages.

Searching for Employees

Basic Search

• Enter a name, employee ID, or email in the search bar.
• Press Enter to see results.
• Click the “X” to clear the search.

Advanced Search

• Click Advanced Search next to the search bar.
• Choose search criteria (Name, Employee ID, Email, Department, Designation, or Status).
• Enter values and click Search.
• Use Clear to reset filters.

Filtering Employees

• Department Filter – Select a department from the dropdown.
• Status Filter – Choose between Active, Inactive, or Terminated employees.
• Role Filter – Filter by employee role.

Use “All” options to clear any filter.

Viewing Employee Details

• Quick View – Hover over a row to see basic info.
• Full Profile – Click an employee’s name to view:
  • Personal Info
  • Employment Details
  • Contact & Emergency Info
  • Documents
  • Employment History

Employee List Features

• Columns Displayed – Photo, Name, Employee ID, Department, Designation, Email, Phone, Status, and Actions.
• Sorting – Click a column header to sort (A–Z, Z–A, 1–9, 9–1).
• Pagination – Navigate with arrows, page numbers, or adjust the page size.

Employee Actions

Depending on permissions, you can:

• View employee details
• Edit employee information
• Email employees directly
• Call if a phone number is available
• Access Documents
• Delete (Admin only)

Bulk Actions

• Select multiple employees via checkboxes.
• Apply actions like: Send Email, Export Data, Change Department, or Change Status.
• Click Apply to confirm.

Exporting Employee Data

• Export All – Click Export, choose format (Excel, CSV, PDF), and download.
• Export Filtered – Apply filters, then export only the filtered list.
• Choose Fields – Customize which columns to include.

Employee Search Tips

• Use partial names (e.g., “John” shows “John Smith”).
• Try different formats (“Smith, John” vs. “John Smith”).
• Search by employee ID or full email for accuracy.
• Combine filters + search for faster results.

Mobile Usage

• Responsive Design – Works across devices.
• Touch-Friendly – Swipe actions for quick options.
• Landscape Mode – Rotate device for better table viewing.

Important Notes

• Privacy – Only access information you need.
• Confidential Data – Handle with care.
• Permissions – View, Edit, Export, or Admin permissions determine access.

Best Practices

• Use filters instead of scrolling through large lists.
• Export data regularly for offline access.
• Keep employee details updated.
• Report inaccuracies to HR/admin.

Troubleshooting

• Directory not visible? – Check permissions or contact admin.
• Search not working? – Verify spelling, clear filters, or try broader terms.
• Slow loading? – Check internet connection, reduce filters, or contact IT.

Getting Help

• Self-Service – Help docs, FAQs, video tutorials.
• Direct Support – Contact HR for employee queries or IT for technical help.
• Submit a Ticket – Use the support system for unresolved issues.