HR Records menu in HR Records module

The HR Records screen is used to create and manage employee information within the company. If a candidate passes the interview and is transferred to the HR Records Module, their details are stored here, officially recognizing them as a company employee.

1. Staff Management

1.1. Adding a New Staff Member

1. Navigate to HR Records Menu → New Staff Member.
2. The system will display the Employee Information screen with two tabs:
   • Profile
   • Related Information
3. Enter the required details.
4. Click Save to confirm or Close to cancel.

1.2. Viewing Staff Information

1. Locate the employee record.
2. Click View to display the employee's details.

1.3. Editing Staff Information

Note: Employees can edit their own profiles when logged into the system. Any changes made by an employee will be updated synchronously with their Staff Profile and visible to the Admin.

1. Locate the employee record.
2. Click Edit to modify details.
3. Click Save to confirm changes.

1.4. Deleting a Staff Member

Important: Deleting employees who have associated data (e.g., assigned tasks) is not recommended, as it may cause missing references in the system. Only employees with no linked data should be deleted.

Method 1: Delete a Single Employee

1. Select the employee record.
2. Click Delete and confirm the action.

Method 2: Bulk Deletion of Multiple Employees

1. Navigate to HR Records Screen.
2. Select multiple employee records.
3. Click Bulk Actions → Mass Delete.
4. The system will display a confirmation message. Click OK to proceed or Cancel to abort.

Method 3: Delete All Employees

1. Navigate to HR Records Screen.
2. Select the checkbox at the top to select all employees.
3. Click Bulk Actions → Mass Delete.
4. The system will display a confirmation message. Click OK to proceed or Cancel to abort.

2. Importing Employee Data from Excel

Step 1: Access the Import Function

1. Navigate to HR Records Menu → Import From Excel.

Step 2: Import Data

1. The system will display the Import Staff screen.
2. Click Create Sample File → Download the Template to obtain the Excel format.
3. Fill in the required details.
4. Upload the completed file.
5. Click Import to process the data.

Notes:

• The following fields are mandatory:
  • First Name, Last Name, Email, Status, and Job Position.
• Only the orange and blue columns can be modified.
• Red columns cannot be edited.
• The Gender column accepts only "Male" or "Female" values.
• The Birthday column must be in the format yyyy-mm-dd.
• The Status column must contain one of the following: "Working", "Maternity Leave", or "Inactive".
• The Workplace field is sourced from the Workplace Screen in the Settings Menu.
• The Direct Manager field retrieves data from the HR Records Menu (Staff Code).
• The Role Name field pulls data from the Roles Screen in the Setup Module.
• If no password is entered, the default password assigned will be 123456.

Step 3: Handling Import Errors

• If the file contains errors, the system will display an error message.
• Click Download Error File, correct the errors, re-upload, and click Import again.

3. Exporting Employee Data

Step 1: Export Staff Data

1. Navigate to HR Records Menu.
2. Select employees to export.
3. Click Export Staff.

Step 2: Download Exported Data

1. The system will display a message confirming that the data is ready.
2. Click Download Staff to retrieve the file.

Note: The exported file can be used to modify employee details and re-import data into the system.

4. Viewing the Employee Chart

1. Navigate to HR Records Menu → Chart.
2. The system will display a hierarchical staff chart showing reporting relationships within the organization.

Final Notes

• Ensure that staff information is accurately maintained to avoid data inconsistencies.
• Use the Bulk Actions function cautiously to prevent accidental deletions.
• Regularly export and back up employee data for record-keeping.