Employees

The Employee section in the Employee Directory provides a centralized repository of all employee records within the organization. It enables HR administrators and reporting managers to view, search, and manage employee information from a single interface. The directory consolidates personal details, employment information, bank details, addresses, and compliance records into a structured, searchable list for efficient workforce management across multiple locations.

Users can:

• View all employee records.
• Search employees by name or other details.
• Open an employee profile for detailed information.
• Add new employee records.
• View onboarding information automatically populated into employee records.

Access Employee Directory

To access the Employee directory:

1. Log in to the Admin Portal.
2. Navigate to Employee Directory → Employee.

The system displays the complete employee directory in a tabular format.

Employee Directory

The Employee directory displays all reported employees along with their essential information.

Typical information displayed includes:

• Employee ID
• Employee Name
• Gender
• Date of Birth
• Blood Group
• Official Email
• Phone Number
• Employment Details
• Bank Details
• Address Information
• Compliance Information

Employee records created during the onboarding process are automatically available in the directory with all submitted information populated.

Search Employees

The search bar allows users to quickly locate a specific employee.

To search for an employee:

1. Enter the employee’s name or relevant details in the search box.
2. Matching employee records are displayed instantly.

If no matching employee is found, the system displays:

No results found.

View Employee Profile

Selecting an employee record opens the employee profile in view mode.

The profile provides detailed employee information for review, including:

• Personal Details
• Employment Details
• Bank Details
• Compliance Details

If the profile cannot be loaded, an error message is displayed.

Add New Employee

Users can create a new employee record from the Employee directory.

To add a new employee:

1. Open the Employee directory.
2. Click New.
3. The employee creation form opens.
4. Enter the required employee information.
5. Save the record.

If the form cannot be opened, the system displays an error notification.

Delete and Deactivate

Admin can delete or deactivate employee’s data either individually by clicking inline option of rows and mass delete option of action drop-down.

For Activate/Deactivate-

1. Open the Employee directory.
2. Click on three dots of an employee.
3. Select Activate/Deactivate.

For Delete-

1. Open the Employee directory.
2. Select checkbox before employee’s name.
3. Click on Mass Delete option under Action drop-down.
4. Click Delete on confirmation message.

Automatic Employee Record Creation

Employee records are also created automatically when an employee completes the onboarding process. Personal, employment, and related information submitted during onboarding is populated into the Employee directory without requiring manual entry.

Error Handling

The system handles common scenarios as follows:

• If the Employee directory cannot be loaded, an error message with a retry option is displayed.
• Duplicate employee records are prevented by validating Employee ID and employee name.
• If no employee records exist, the system displays No employees available.
• If an employee profile cannot be opened, an appropriate error message is displayed.
• If the employee creation form fails to load, an error notification is shown.

Change History

The Change History section provides a read-only audit trail of every update made to an employee’s record from the Employee Directory, including designation, contact details, and employment information.

Every successful update automatically creates a Change History entry containing:

• Field Name
• Previous Value
• Updated Value
• Changed By
• Date & Time
• Action Log (Update, Approve Changes, Approve Compliance, Activate, Deactivate)

For example, updating the Designation field from “Executive” to “Senior Executive” generates a new history row showing the exact before/after values, the user who made the change, and the timestamp.

Only successfully saved changes are recorded — cancelled or unsuccessful updates do not create history entries.

The Change History grid displays: Field Name, Changed From, Changed To, Changed By, and Date & Time.

For example: Field Name – Designation, Changed From – Executive, Changed To – Senior Executive, Changed By – Admin’s Name, Date & Time – Current Date & Time.

Search, Filter, Sort, and Export

• Search — Searches Change History by Field Name or Changed By.
• Refresh — Reloads the Change History grid.
• Filter — Applies field-level filters (e.g., by date range or Changed By).
• Sort — Sorts the grid by any column.
• Reset — Clears all search, filter, and sort criteria.
• Actions — Export only.

Availability by Mode

• Read Mode: The Change History section is fully visible and remains read-only. Users can search, filter, sort, refresh, reset, and export history records.
• Edit Mode: Record details become editable per business rules, but the Change History section remains read-only regardless of page mode.

Records are displayed in descending chronological order, with the most recent change shown first. If no history records exist, the system displays “No Change History Available.” Users without view permission to this screen cannot access its Change History grid and are redirected to an access-denied page.

Important Notes

• The Employee directory provides a centralized view of all employee records.
• Employee information is displayed in a searchable tabular format.
• New employees are automatically added after successful onboarding.
• Duplicate employee records are prevented through system validation.
• Users can search, view, and create employee records from a single interface.