Creating and managing employee records

Creating and managing employee records

Creating an employee record in Usystems establishes your staff member's identity, contact information, and role within the organization. All payroll, attendance, and performance data links to this master record.

Before you start

• You must have permission to create and edit employees (typically HR admin or manager role)
• Know the employee's full name, contact number, and date of birth
• Identify which department the employee belongs to
• If assigning a Usystems login, prepare their email address
• Ensure your company's employee numbering system (if any) is ready

Steps

1. Go to HR → Employees, then click New Employee or the + button. Open in Usystems

2. Enter basic information:

   • First name and last name (required)
   • Employee number (optional, can be auto-generated)
   • Date of birth
   • Gender
   • Marital status
   • Nationality (if your system tracks it)

3. Add contact details:

   • Mobile number (required for most communications)
   • Email address
   • Permanent address
   • Temporary address (if different)

4. Assign to department:

   • Select the employee's department from the dropdown
   • Choose their job title or position
   • Set the employment type (full-time, part-time, contract, temporary)

5. Set employment dates:

   • Start date (date they joined or begin work)
   • End date (leave blank for ongoing employment; fill in if they've left)

6. Link a Usystems user account (optional):

   • If the employee needs to log in to Usystems, click Link User
   • Select an existing user account or create a new one
   • Choose the employee's roles (e.g., "can view payroll," "can clock attendance")

7. Save the record by clicking Save or Create.

Tips & common mistakes

• Save before you add more details. If you need to add bank information or emergency contacts, save the basic record first, then edit it to add sections.
• Email is case-sensitive. If linking a user account, ensure the email exactly matches the account.
• Department assignment affects payroll. Changing an employee's department after payroll has run for a month may require payroll adjustment.
• Employee IDs cannot be duplicated. If you use custom employee numbers, Usystems will warn you if the number already exists.

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