An employee database with one complete profile per person

How it works

1. HR adds a full employee record, saves an unfinished one as a draft, or approves a joiner who filled in their own details through the self-onboarding link.
2. The profile opens in tabs: personal, job, bank, compliance, documents, payroll, leave, address, nominees and work terms.
3. In the organization assignment, HR picks department, designation, grade, cost centre, location, employment type, category, reporting manager and HR partner from lists.
4. Education and previous experience are added as separate entries, so a person with three past employers has three rows, not one crowded text box.
5. The register shows Active, Previous, Temporary, Pending approvals, Drafts and All staff lists, each with its own count.
6. When offboarding is completed, the record moves to Previous with its payroll and compliance history kept.

What you can set

• Register lists: Active, Previous, Temporary, Pending approvals, Drafts and All staff.
• Profile tabs: personal, job, bank, compliance, documents, payroll, leave, address, nominees and work terms.
• Organization assignment from seven masters, plus a reporting manager and an HR partner picked from your employees.
• Archived master entries cannot be picked for new assignments, while existing links stay.
• Nobody can be set as their own manager, and a choice that would create a reporting loop is refused.
• Salary, bank and contact fields shown in full, masked or hidden by the viewer's role once access control is on.
• Payroll tab with the Direct Payroll salary structure, set from monthly gross.
• Documents tab linked both ways with the Employee Documents module.
• Nominees on the profile; employees can add their first nominee in the mobile app.

Why one profile works better than five spreadsheets

In many Indian companies the same person lives in several files: the payroll sheet has the bank account, the PF sheet has the UAN, the admin register has the address and the manager's diary has the joining date. When one of them changes, the others go stale, and the mismatch shows up as a bounced salary credit or a PF KYC rejection. Keeping one profile per person, with statutory numbers on the compliance tab and bank details on the bank tab, means a correction is made once and every report reads the same value.

Worked example: a new accountant in the Pune branch

Priya Deshmukh joins the Pune branch on 1 October 2026 as an Accountant. On her first day HR creates her record from the documents she brought and saves it as a draft, because her address proof is still pending. When it arrives two days later, HR completes the record and assigns Finance as department, Accountant as designation, grade G3, location Pune and Rakesh Iyer, the Finance Manager, as reporting manager. Priya now appears on Rakesh's My Team page, and her first leave request will go to Rakesh before HR. HR sets her monthly gross of ₹42,000 on the payroll tab, and Direct Payroll splits it into Basic, DA, HRA and Special by the company's percentages.

Good habits for a clean employee database

A database stays useful only if a few rules are followed from the first day. Most of the clean-up work HR does in its second year comes from shortcuts taken in the first month, when records were rushed in before payroll and nobody went back to complete them.

• Set up departments, designations and branches before adding people, so every assignment is picked from a list.
• Give every employee a reporting manager; approvals and My Team depend on it.
• Use Drafts for records waiting on documents instead of saving half-filled active records.
• Never delete a person who has left; offboard them so the history stays for PF, gratuity and background checks.
• Check PAN, UAN and bank details against the documents before the first payroll run.

Frequently asked questions