Employees

Where

Attendance & HR → Employees

Plan

Standard and above

Permission

Workforce → Employee

How to add an employee

1. Go to Attendance & HR → Employees and click New record.
2. Check the Company — it is filled in from the top bar. Choose carefully: it cannot be changed afterwards.
3. Optionally set the Location.
4. Give them an Employee no. if you use them. It must be unique.
5. Type the First name and Last name — both required.
6. Add the Email, Mobile, Phone and City.
7. Pick the ID type — National ID, Passport, Driver’s licence, Voter ID, SSNIT, TIN, NHIS or Other — and the ID number.
8. Set the Start date and leave Status as Active.
9. Add a Photo if you want one.
10. Save.

Employees work offline — add and edit freely, and it syncs later.

The Company box stops working after you save

On an existing employee the Company dropdown still opens and lets you pick, and then does nothing at all. It is not broken so much as silently frozen. If someone moves company, create them again.

What is not on the form

There is no job title, no department and no pay rate. These are not hidden fields — the concepts do not exist on an employee record.

The nearest thing to a department is Location, which is a physical branch.

Start date and End date are stored and read by nothing. No length of service, no anniversary, nothing happens on an end date.

Employees and logins are completely separate

Creating an employee does not create a login

An employee record and a user login are two unrelated things, deliberately so — someone can exist as one without the other. Nothing links them. The email on an employee record does not create an account, and adding a user under Administration does not create an employee.

Matching them up is done by reading the names. The app has no idea which employee a logged-in person is.

That is also why there is no employee self-service: no “My shifts”, no “My timesheet”. There is no way for the app to filter anything to the person looking at it. Rotas, overtime and swap requests are all managed on staff’s behalf by a manager.

Four screens where the employee picker will fail

Expect a save error on these

These four screens show an employee dropdown, but the field behind it expects a user login, not an employee. Picking someone from the list should fail when you save.

Screen	The field
Cash advances	Employee
Cash submissions	Submitted by, Received by
Commission records	Sales person
Petty cash funds	Custodian

The codebase documents the hazard in as many words — “HR employees are NOT users… feeding an employee id into a users FK fails on save” — and these four screens use the employee picker anyway.

If a save on one of these fails for no apparent reason, this is why. It is not something you can work around from the screen; it needs fixing in the app.

Where the employee record genuinely works

Everywhere else, picking an employee does what you expect:

• Timesheets, shift assignments, overtime requests and shift swaps
• Quality checks — the inspector
• Operation time logs and work order labour
• Machine maintenance logs — the technician
• Vans and van trips — the driver
• Job cards, practitioners, trainer sessions and repair tickets in the industry packs

Typing a name into the global search also finds employees.

How to record someone leaving

1. Open the employee.
2. Set the End date to their last day.
3. Set Status to Inactive.
4. Save.

Their history stays intact — every timesheet, shift and log keeps their name.

Do not use Delete for a leaver

Delete hides the record, and because the history rows reference employees loosely, they are not cleaned up. They keep pointing at a record that no longer resolves, so old timesheets and logs start showing a raw internal identifier instead of the person’s name.

Use Inactive. Delete is for records created by mistake.

Leavers still appear in every dropdown

Marking someone Inactive does not remove them from the employee pickers anywhere in the app. The lists are not filtered by status, so last year’s staff keep showing up alongside current ones.

Two more limits worth knowing

• Only the first 200 employees load. There is no paging on this screen, so a business with more staff than that will not see them all.
• Export does nothing. The CSV, Excel and PDF options show “Exporting as CSV…” and produce no file.

Related

• Staff and rotas
• Roles and permissions — creating actual logins