Employee Management Module User Guide

Table of Contents

1. Overview
2. Employee Attributes
3. Viewing and Managing Employees
   • 3.1 Employee Table Interface
   • 3.2 Adding an Employee
   • 3.3 Post-Creation Steps for Employees
4. Permissions & Role-Based Access
   • 4.1 Managing Permissions
   • 4.2 Default Access Levels by Role

Overview

The Employee Management Module enables enterprises to efficiently manage employee records, permissions, and access controls. Key features include:

• Storing comprehensive employee profiles.
• Configuring role-based permissions.
• Streamlining onboarding with automated credentials.

Employee Attributes

Employee profiles include the following fields, categorized for clarity:

Personal Information

• First Name
• Last Name
• Date of Birth
• Home District
• Next of Kin
• Passport Photo
• National ID Photo
• Phone Number
• Email

Employment Details

• Staff ID
• Position ID
• Department ID
• Title
• Job Description
• Date of Entry
• Contract Expiry Date
• Contract Documents
• Basic Salary
• Entitled Leave Days

Government & Tax Identifiers

• NIN (National Identification Number)
• NSSF No (Social Security Number)
• TIN No (Tax Identification Number)

System Credentials

• User ID (auto-generated)

Viewing and Managing Employees

Employee Table Interface

Access Path:

1. Navigate to the General section in the sidebar.
2. Click Employees (menu item will highlight in gray).

Table Features:

• Filters: Search by:
  • Employee Name
  • Position
  • Department
  • Contract Duration
• Actions:
  • Sort columns.
  • Export data (if permissions allow).

Adding an Employee

1. Click the + Add Employee button (blue button at the top right).
2. Fill in the employee details in the form.
   • Mandatory Field: Email (used for system access credentials).
3. Click Create.
   • A success toast notification will appear.
   • Login credentials (email + temporary password) are automatically sent to the employee.

Post-Creation Steps for Employees

Employees must reset their password after first login:

1. Log in to QUOTIENT HRMIS using the provided credentials.
2. Click your avatar (top-right corner).
3. Select My Profile from the dropdown.
4. Under Account Settings:
   • Update your password.
   • Edit personal details (optional).
5. Click Create.

Permissions & Role-Based Access

Managing Permissions

To configure permissions for roles:

1. Go to Settings > Roles.
2. Click Edit next to the desired role.
3. Toggle permissions (check/uncheck boxes):
   • Delete employee records
   • Edit employee details
   • View full employee profiles
4. Click Update Role to save changes.

Default Access Levels by Role

Important Notes

• 📁 Documents: Upload contract copies and national IDs in PDF/JPEG/PNG format.
• ⚠️ Data Integrity: Deleting an employee removes all associated records. Use with caution.