Employees
Open a worker for their work relationships, right to work, compliance, talent profile, goals, reviews and offboarding. A rehire is a new relationship and the same person, which is what keeps continuous service right.
Where to find it
Address in the console: /hrms/employees
List · 11 columns · 34 fields on its form · 4 of them required · 5 actions
Records here are not deleted. Where something must be undone it is reversed or superseded, so the trail survives.
What the list shows
These are the columns of the list, in the order they are drawn. Any of them can be sorted on, filtered on, hidden, or exported.
| Column | Kind | Field name |
|---|---|---|
| ID | Code | employee_no |
| First | Text | first_name |
| Last | Text | last_name |
| Position | Text | position_title |
| Type | Status | worker_type |
| Pay | Status | pay_type |
| Base pay | Amount | base_pay |
| Currency | Code | currency |
| Status | Status | employment_status |
| Scheduled change | Text | pending_change |
| Signs in as | Text | signs_in_as |
The form
What is asked for when a record is created here. Required fields are marked; a choice drawn from a configuration list is one an administrator can extend without a release.
| Field | Type | Choices | Notes |
|---|---|---|---|
| Employee number | Text | Left blank, the platform allocates the next one from the number range. | |
| First name required | Text | ||
| Last name required | Text | ||
| Text | Their work email. One that already belongs to another current employee is refused. | ||
| Worker type | Choice | Configuration list | |
| Position | Choice | Looked up from existing records | |
| Manager | Choice | Looked up from existing records | Who they report to. Leave empty for somebody at the top of the organisation chart. |
| Hire date required | Date | ||
| Pay type | Choice | salary, hourly | |
| Base pay (annual salary or hourly rate) required | Number | ||
| Pay currency | Choice | Looked up from existing records | Leave empty for the company’s own currency. |
| Work region | Choice | Looked up from existing records | The state or region they work in. |
| Overtime rule | Choice | Looked up from existing records | Empty: their pay group’s rule, or the rules decide by where they work. Chosen: this rule governs them. |
| State of residence | Text | Empty means the work state. A different state brings in reciprocity or the resident-state credit. | |
| Work locality | Choice | Looked up from existing records | The city, PSD or district they work in, for local tax. |
| Home locality | Choice | Looked up from existing records | Where they live. More than one (a school district as well) goes on Local Tax Assignments. |
| Paid | Choice | Configuration list | How often a payslip is due. A monthly salary is the annual base pay over twelve. |
| Work country | Choice | Looked up from existing records | Chooses how they are paid and taxed. Leave empty for the company’s own country. |
| Statutory pay: basic wage (monthly) | Number | India: EPF is worked out on basic + DA; left empty, half the monthly gross is used. Saudi Arabia: GOSI is worked out on basic + housing; left empty, the monthly gross is used. | |
| India statutory: dearness allowance (monthly) | Number | ||
| India statutory: house rent allowance (monthly) | Number | ||
| India statutory: special allowance (monthly) | Number | ||
| India statutory: professional tax state | Choice | 01 Jammu and Kashmir, 02 Himachal Pradesh, 03 Punjab, 04 Chandigarh, 05 Uttarakhand, 06 Haryana, 07 Delhi, 08 Rajasthan, 09 Uttar Pradesh, 10 Bihar, 11 Sikkim, 12 Arunachal Pradesh, 13 Nagaland, 14 Manipur, 15 Mizoram, 16 Tripura, 17 Meghalaya, 18 Assam, 19 West Bengal, 20 Jharkhand, 21 Odisha, 22 Chhattisgarh, 23 Madhya Pradesh, 24 Gujarat, 26 Dadra and Nagar Haveli and Daman and Diu, 27 Maharashtra, 29 Karnataka, 30 Goa, 31 Lakshadweep, 32 Kerala, 33 Tamil Nadu, 34 Puducherry, 35 Andaman and Nicobar Islands, 36 Telangana, 37 Andhra Pradesh, 38 Ladakh, 97 Other Territory | The state whose professional tax and labour welfare fund apply. |
| India statutory: income tax regime | Choice | new, old | New unless the employee has opted for the old regime this year. |
| India statutory: EPF applies | Yes or no | ||
| India statutory: ESI applies | Yes or no | ||
| India statutory: UAN | Text | The EPF Universal Account Number, twelve digits. | |
| Saudi payroll: housing allowance (monthly) | Number | ||
| Saudi payroll: transport allowance (monthly) | Number | Counts toward the last wage an end-of-service award is worked out on. | |
| Saudi payroll: GOSI category | Choice | Saudi national, Non-Saudi | Empty: read from the person’s nationality. |
| Saudi payroll: GOSI number | Text | ||
| Saudi payroll: first registered with GOSI | Date | On or after 3 July 2024, a Saudi is on the new Social Insurance Law’s annuity rates. | |
| Saudi payroll: iqama or national ID | Text | The ID the WPS salary file names the employee by. | |
| Signs in as | Choice | Looked up from existing records | The user this person signs in with. Approvals that wait for them as their HRMS approver become theirs to decide once this is set. |
What you can do here
Terminate
Coordinated offboarding, effective today or earlier: records the action, deactivates system access, unassigns open field work orders.
Asks for: Effective date* Type of leaving Reason*
Plan separation
The employee stays as they are until the leaving date and the list shows "Retires on …" or "Leaves on …". On that date they become retired or terminated and offboarding runs. It can be cancelled until then.
Asks for: Type of leaving* Leaving date* Reason*
Change status
Today or earlier applies now. A later date is scheduled and applied on that day; it can be cancelled until then. Leaving is Terminate or Plan separation.
Asks for: New status* Effective date* Reason*
Cancel scheduled change
Asks for confirmation: Cancel the scheduled status change? The employee stays as they are.
Asks for: Reason
Verify identity
Asks for: Check* PAN (empty: the one on the employee) Aadhaar number (used for this check only, never kept) Offline XML share code UAN (empty: the one on the employee) DigiLocker document Iqama / national ID (empty: the one on the employee) The employee has given consent Why late (E-Verify, after three business days)
* required
The rules that apply here
Everything on this screen obeys the platform rules rather than rules of its own. The ones worth knowing before you use it:
- Narrowing a list — search, conditions, sort, totals, export and saved views.
- What may be changed — the five grounds a record may not be edited on.
- Companies and business units — what the switcher above this list is doing to it.
- Creating a record — required fields, where choices come from, and how the number is allocated.
- Importing a spreadsheet — this screen accepts one, and it runs through the same rules as typing.