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Add and edit employees

Add people to the staff directory, update their details, set who they report to, and deactivate or delete a record.

The Employees screen is your staff directory. Owners and admins add and change employees here. Everyone else can read the directory.

Who can do this

  • Owners and admins can add, edit, deactivate, reactivate and delete employees, and set Reports to.
  • Everyone else in the workspace sees the directory only: name, number, department, designation, reports to, type, join date and status. Private details such as salary and NRIC are never shown in the directory.
  • People who have others reporting to them also get a Team filter with My team.

Nothing can be changed in the demo workspace.

Steps

Add an employee

  1. Open HR, then Employees under Management.

  2. In All employees, click Add employee.

  3. Fill in the details. Only Name is required.

    • Employee no.: leave it blank and the next free number is given.
    • Work email, Designation, Department, Employment type (Full-time, Part-time, Contract or Intern) and Join date.
    • Reports to: search by name, then pick the person, or Nobody.

  4. Fill in the Private details you have. These are seen only by owners, admins and the employee themselves: Monthly base salary (RM), NRIC / passport no., Date of birth, Citizenship (for EPF and EIS), Phone, Home address, Bank, Bank account no., KWSP (EPF) no., PERKESO (SOCSO) no., LHDN tax no., Emergency contact and Emergency contact phone.

    Citizenship (for EPF and EIS) decides which rates payroll proposes. Choose Malaysian citizen, Permanent resident, Non-citizen, EPF member since before 1 August 1998 or Non-citizen. Left as Not recorded (paid as a Malaysian citizen), payroll works the employee out as a Malaysian citizen, so set it for anyone who is not. See Run payroll.

  5. Click Add employee.

Edit an employee

  1. On the employee's row, click Edit.
  2. Change what you need. When editing you can also change the Status, and the Leave entitlements for this year: annual, medical and emergency leave, in whole or half days. Changing one updates this year's balance.
  3. Click Save changes.

Find someone

Use Search name, email, employee no…, and the Department and Status filters above the table.

Deactivate or delete

  • Click Deactivate to make someone inactive. Click Reactivate to bring them back.
  • Click Delete, then Delete for good. This deletes their leave, claims, draft payslips, documents, files and letters too, and cannot be undone. Someone with a paid payslip cannot be deleted: make them inactive instead.

Common problems

  • "Another employee already has that employee number." or "Another employee already has that work email." Each must be unique.
  • "That would make a loop: … already reports to this person, directly or through others." Pick a different manager in Reports to.
  • "The employee was saved, but "Reports to" was not: …" The details were saved. Choose Edit on their row to set Reports to again.
  • "This employee has paid payslips. Make them inactive instead." Use Deactivate.

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