Employee Profile Management
All details related to the Employees are managed under this section
Employee Management
This module maintains all relevant employee-related information. Records under this module can either be captured manually one by one or in a batch. This module is shown in the figure below;
The functionality of this Module differs depending on the rights of the employee.
Under this module,
The HR can: view employees, add employees, single/batch profile updates, employee benefits, Employee relations, Employee exit, and view organization chart.
The Employee has no access to this module but can view and update his/her details under the ‘My Account' Module.
View Employees
To access this section, go to; Module >> Employees >> View Employees. Under this interface, an employee with Admin rights can view all the employees registered in the system as shown in the figure below;
Add Employee
The admin/System User with the rights and permission sets up/adds an employee with all the relevant information under this section. By navigating to the Add employee section as shown; Module >> Employees >> Add Employees.
Below are the different categories/steps of employee registration to be filled under the “Add Employee” section.
Employee Batch Add
Under this interface, the system admin is able to do a “batch Add” by clicking on the right upper icon as shown in the figure below
One by One Employee Add
To be able to add an employee go to; Module >> Employees >> Add employee. An interface as shown below will be generated. Fill in the details as required.
Once the details are filled and saved, different categories/steps of employee registration will be populated as shown in the figure below.
Profile Summary (Bio)
This section has many fields such as employee’s names, contact, address, next of kin and many more that need to be filled with the right information. Once all fields are filled click the "Save and continue" button to go to the next step (Contract).
After clicking on the “Save and continue” button, more employee registration details are entered in the sections as shown in the figure above.
Family & Dependents
This section shows the list of the family members/dependents as per the employee of the organization.
Contract
This section summarizes all the contractual details of an employee such as Department Position, contract type, contract start and end date. It also includes the User role and immediate supervisor fields. The User role field defines the employee role in the system i.e.; admin/employee.
Education
After completing the above sections, this is the next interface that comprises schools attended, education levels and dates from start to end period. An employee can add more information by clicking on the Add Education tab.
Employment History
This section comprises job-related fields such as company, job title and more that are mandatory to be filled before you proceed to the next interface. An employee can add more information by clicking on the Add Work Experience tab.
Remuneration
This section deals with the basic pay, allowances, deductions, bank and taxing information of the employee. It's grouped into categories as below.
Remuneration >> Basic pay and Recurring Statutory benefits
This feature includes; the basic pay and the taxes as shown in the figure below;
Under basic pay, input the rate numbers without commas and select the right contractual currency from the drop-down as well with the frequency and payment terms which are in different ranges of daily, hourly, weekly, monthly and annually. In case it's an hourly pay, link it to the timesheets' module from within the system. Select the contract start and end applied/date from the system calendar
With NSSF, PAYE, LST and Withholding tax check the different circles beside each as it may apply with the company policies.
Remuneration >> Recurring Allowances (Payroll Credits)
In case of any allowance addition/ Payroll credits, drop-down to the desired allowance type and fill in the accurate rate (Allowance figure), select the currency (contract currency), frequency and the payroll term, Where if indefinite check the credit box and if not select the credit start date and end date from the system calendar. The allowances can be taxable or non-taxable and this can be configured in the settings section. The figure below shows the features of this section;
Remuneration >> Deductions (Payroll Debits)
These are more like allowance, but they debit the payroll i.e. salary advances where an employee can configure the debit start date as shown in the figure below;
Remuneration >> Banking Details and Taxing Information
This section has fields that necessitate the Admin to fill in the required information of the employees, these are Bank details and statutory bodies Identification numbers i.e. TIN and NSSF. Then save and continue to the next interface. As shown in the figure below;
Leave
This section has two parts, the leave Benefit and leave approval. This section deals with the Employee’s leave details as shown in the figure below;
Leave >> Leave Benefit
The leave benefits section deals with the number and the leave type of leave requested for as shown in the figure below
Leave >> Leave Approval
The HR sets the leave approval to either default or override.
Use Default Settings >> When this is selected, no changes will be done as the section will be inactive as shown in the figure below. These settings are already set by the System Admin/user with the rights and permissions under the Settings Menu (this is found on the Menu Bar)
Override >> When selecting override, select the different checkboxes with the required information as shown in the figure below.
Attendance
Under this interface (Attendance), the user can configure the working days by clicking on the small box beside each working day and enter the hours worked per day and week as shown in the figure below;
Documents
This section is for employee document uploads. Different documents in these formats can be uploaded i.e.; doc, DOCX, PDF, TXT, JPG, JPEG, XLS, XLSX.
Payroll History
Under this section, the employee Historical payroll information such as Transaction date, Gross (UGX), Net (UGX), and Status is displayed.
Account
This is the final step after going through the above 10 steps. It has 2 sections; account and preferences. Give employee access by setting for them an account (login email and username).
And providing the employee with the preferred preferences in their account where they can be able to tick in the checkbox. This is as shown on the form below;
Salary Advances
The HR sets the salary advance approval to either default or override.
Use Default Settings >> When this is selected, no changes will be done as the section will be inactive as shown in the figure below. These settings are already set by the System Admin/user with the rights and permissions under the Settings Menu (this is found on the Menu Bar)
Override >> When selecting override, select the different checkboxes with the required information as shown in the figure below.
Batch Profile Updates
Under this module, the admin/employee with the system rights can update all employee profiles in one sheet and submit for approval. To access this section, go to Module >> Employees >> Batch Profile Updates. The figure below shows the layout of the batch profile updates;
Employee benefits
This section entails setting up what the employee will earn and also payout as taxes. This is set up by the Admin or an employee with the system rights. To navigate to this section, go to; Module >> Employees >> Employee Benefits then select the category needed. The employee benefits has 3 features such as;
Salary
Allowances
Deductions
Employee Benefits >> Salary
This section shows the salary of all employees as shown in the figure below;
Employee Benefits >> Allowance
This section has all allowance details for employees. The figure below shows the allowance form;
Employee Benefits >> Deductions
This section has all deduction details of all employees as shown in the figure below
Employee Relations
This section is where the employee disciplinary related features are found. To go to this section, go to; Module >> Employee >> Employee Relations as shown in the figure below.
All features under this section show a list of actions assigned to employees. These section has 5 features as shown below
Adding An Employee Relation
Go to the employee relations section, click on any of the required interfaces shown above to be able to access the relations interface as illustrated in the figure below.
Click on the Actions button shown above to be able to access the add new case interface.
Fill in all the required details needed in the interface as shown in the figure below. After filling in the details, submit the new case to be able to access it from the Employee Relations Page illustrated above.
Employee Exit
This is the section where employee elimination takes place. Once eliminated the employee’s account remains inactive. This section is only accessed by the Admin/Employee with system rights. To exit an employee, click on the red button Terminate Employee and fill in the required information. To access this section, go to Module >> Employees >> Employee Exit. The figure below shows the outlay of the employee exit feature.
View organization chart
This is the last section of the Employees module where one can view all the employees of the organization. Using this section, you can export to PDF, PNG, and CSV to view the employees. To navigate to this section, go to: Module >> Employees >> View Organization Chart
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