FAQ: Managing Employees
Quick answers to common questions about creating, updating, and deleting employee records.
FAQ: Managing Employees
Can I edit an employee record after creating it?
Yes. Go to HR → Employees, find the employee in the list, and click their name to open their record. You can update any field except the employee number (if it was auto-generated). Some fields like start date may require payroll adjustment if an employee has already been paid, so check with your finance team before changing employment dates.
What happens if I delete an employee?
Deleting an employee removes their record and all linked data (payroll history, attendance, assignments). This action cannot be undone. If you only want to deactivate someone, most systems allow you to set an end date instead of deleting—this keeps the historical record intact for audits and tax filings. Contact your HR admin before deleting.
Can I change an employee's ID or employee number?
Employee numbers are typically fixed to avoid payroll and audit confusion. If you made a typo when creating the record, contact your system administrator; they may need to reassign the number or recreate the record. Do not manually edit employee numbers in production systems.
How do I add a bank account for salary payments?
This is usually done in a separate Bank Details or Salary Settings section within the employee's record. Click the employee's name to open their profile, then look for a Banking or Payment tab. You'll enter their account number, bank name, and account holder name. The exact field names depend on your country's bank requirements.
Can multiple employees have the same name?
The system allows it, but it's not recommended. If two people have the same name, assign them distinct employee numbers so they're not confused in reports and payroll. You can optionally add a middle initial or middle name to their record to make them distinct.
What if I need to import employees but don't have all their details?
You can import with only the required fields (name and date of birth, at minimum) and leave other fields blank. You can always add missing information later by editing each employee's record. However, if you're planning to run payroll, you'll need to fill in bank details and salary information before processing payments.
How do I export a list of all employees?
Most systems have an Export button on the employee list page. Go to HR → Employees, click Export, and select CSV or Excel format. You'll get a file with all employees and their visible fields. This is useful for backup, reporting, or sharing with external systems.
Can I assign the same Usystems user account to multiple employees?
No. Each employee who needs a Usystems login must have a unique user account. If you need multiple employees to see the same data (e.g., a shared HR view), assign them to the same group or role instead of sharing a login.
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