Employees

The Employees module is where your organization’s workforce data lives in GEMS CRM — personal details, job information, and organizational placement, with the option to generate system access (a User account) at the same time an employee is onboarded.

Employees List View

A searchable overview of every employee record.

What You’ll See

• Header Badges – Total, Active, and Inactive counts; clicking a badge filters the grid to that status
• Search – find an employee by username, with real-time partial matching
• Employees Grid – core identity and status for every employee

Grid Columns

Column	Description
Employee ID	Unique, system-generated reference
Name	The employee’s full name
Email	Their work email address
Status	Active or Inactive
Created At	When the record was created

Each row includes View, Edit, and Delete actions.

Toolbar Actions

• New – opens the Create Page
• Refresh, Column Settings, Filter, Sort, Reset
• Actions – bulk operations:
  • Activate Selected / Deactivate Selected – toggles status for selected employees
  • Mass Delete – soft-deletes selected employees, subject to deletion restrictions

Good to Know

• Deleting an employee is blocked if they’re referenced elsewhere in a way that would break something — for example, if they’re currently set as another employee’s Reporting Manager

Creating a New Employee

Employee creation is a two-step process: Employee Info, then Organisational Details.

Step 1: Employee Info

Personal Information

• First Name and Last Name are mandatory; Title, Middle Name, Gender, and Nationality are optional
• Employee Status defaults to Active
• Create User – a checkbox that, if enabled, automatically creates a corresponding User account the moment the employee is saved, so they’re immediately available in User Management without a separate step. Leave it unchecked and only the Employee record is created

Job Information

• Department, Designation, and Employment Type are mandatory; Grade/Level is optional. All four are drawn from Active master data configured under Configuration → Data & Fields — if a dropdown has no Active values configured, it simply stays empty until some are added
• Reporting Manager is optional and limited to Active Employees only
• Date of Joining and Employment End Date round out this section

Contact Information

• Work Email and Mobile are mandatory; Work Email must be unique across every employee in the system
• Alternate Email, Work Phone, Country, and Time Zone are optional

Clicking Next validates everything in this step before letting you move on — any missing mandatory field blocks navigation with an inline error.

Step 2: Organisational Details

A cascading hierarchy that narrows as you go:

• Business Entity – the top-level selection
• Business Unit – only shows Active units belonging to the Business Entity you picked; changing the Business Entity resets this
• Sales Channel – only shows Active channels belonging to the Business Unit you picked; changing the Business Unit resets this
• Territory – limited to Active territories from Territory Management
• Work Location – a standalone field, not part of the cascade

If any level in the hierarchy has no Active values configured for the parent you selected, that dropdown just stays empty until something’s added.

Saving

On Save, the system validates all mandatory fields, confirms Work Email uniqueness, and checks organizational hierarchy consistency. On success, the Employee ID generates automatically — and if you checked Create User, a linked User account is created in the same step.

Employee Detailed View

Opens in read-only mode by default across three tabs: Employee Info, Organisational Details, and Change History.

Employee Info Tab

Mirrors Personal, Job, and Contact Information from creation.

• Employee ID stays locked in every mode, permanently
• Department, Designation, Grade/Level, and Employment Type dropdowns still only offer Active values when editing — but if an employee’s current value has since gone Inactive, it’s still displayed and retained on their record; it’s just not offered as something to switch back to later
• Reporting Manager still only offers Active Employees

Organisational Details Tab

Shows the employee’s Business Entity, Business Unit, Sales Channel, Territory, and Work Location as resolved names — not internal IDs — when in read mode. Editing follows the same cascading dependency rules as creation: changing Business Entity resets Business Unit (and cascades further down), and so on.

Change History Tab

A complete, read-only audit trail spanning both the Employee Info and Organisational Details tabs — showing the field changed, old and new values, who made the change, and when. Shown most recent first, and can never be added to, edited, or deleted manually in either View or Edit mode. An Export option lets you pull this data out for review elsewhere.