The Employee module is the central repository for maintaining employee master data in GEMS ERP. It stores personal, contact, job, and organisational information for every employee within the organisation. Employee records are independent of system login accounts, but during employee creation, administrators can automatically create a linked User account for ERP access using the Create User Account option.

Purpose

The Employee module enables your organisation to:

• Maintain a central employee master database.
• Store personal and employment information.
• Manage organisational assignments.
• Create employee records with or without ERP login accounts.
• Simplify employee onboarding.
• Support employee lifecycle management.
• Maintain complete audit history for employee changes.

Navigation

Access Control → Employee

Key Features

The Employee module provides the following capabilities:

• Employee master creation
• Personal and contact information management
• Job and organisational assignment
• Automatic User account creation
• Employee status management
• Employee profile updates
• Organisational hierarchy mapping
• Change history
• Employee search and maintenance

Screen Overview

The Employee screen enables administrators to create and manage employee records throughout the employee lifecycle.

Section	Description
Employee Information	Captures personal details including name, gender, nationality, and employee status.
Contact Information	Stores work email, alternate email, mobile number, work phone, country, and time zone.
Job Information	Records department, designation, employment details, reporting manager, and joining information.
Organisational Details	Assigns business entity, business unit, work location, territory, and other organisational information.
Create User Account	Automatically creates a linked User account using the employee’s Work Email.
Audit Information	Displays creation details and employee change history.

Data Model

Each Employee record stores personal, contact, employment, and organisational information.

Employee Record

Every Employee is uniquely identified by a system-generated Employee ID.

Information Stored

Category	Information
Employee Information	Employee ID, Name, Gender, Nationality, Employee Status
Contact Information	Work Email, Alternate Email, Mobile Number, Work Phone, Country, Time Zone
Job Information	Department, Designation, Grade/Level, Employment Type, Reporting Manager, Date of Joining, Employment End Date
Organisational Information	Business Entity, Business Unit, Sales Channel, Sales Office, Territory, Work Location
User Account	Create User Account option
Audit Information	Created By, Created Date, Updated By, Updated Date

The Employee ID is automatically generated by the system and remains read-only after creation. When Create User Account is selected, a linked User account is automatically created using the employee’s Work Email.

Entity Relationship

Employee
│
├── Department
├── Designation
├── Business Entity
├── Business Unit
├── Work Location
└── User Account (Optional)

An Employee may optionally have a linked User account. The User account is created automatically when Create User Account is enabled during employee creation.

Status Lifecycle

Status	Description
Active	The employee is currently active within the organisation.
Inactive	The employee is no longer active but the record is retained for historical and audit purposes.

How It Works

The employee onboarding process typically follows these steps:

1. Navigate to Access Control → Employee.
2. Click New to create an Employee record.
3. Enter personal and contact information.
4. Choose whether to enable Create User Account.
5. Enter job and organisational details.
6. Save the Employee record.
7. If a User account was created, assign an appropriate Business Role from the Users module.
8. Generate login credentials if required.
9. Update employee information whenever organisational changes occur.
10. Review Change History whenever required.

Business Benefits

Using the Employee module helps organisations to:

• Centralise employee master data.
• Simplify employee onboarding.
• Reduce duplicate data entry.
• Integrate employee information with system access.
• Improve organisational data consistency.
• Maintain complete employee audit records.
• Support secure user provisioning.

Best Practices

• Complete all mandatory employee information before saving.
• Use the employee’s official Work Email when creating User accounts.
• Enable Create User Account only when ERP access is required.
• Assign a Business Role immediately after creating a User account.
• Update employee records whenever organisational changes occur.
• Use Active and Inactive status instead of deleting employee records.
• Periodically review Change History for compliance and auditing.

Next Steps

The Employee module includes the following functional areas:

1. Employee List
2. Create Employee
3. Edit Employee
4. View Employee
5. Activate/Deactivate Employee
6. Change History
7. Linked User Account Management