How employee records work
Every other module reads from the employee record: attendance needs the employee's attendance group and shift, leave needs their leave group, payroll needs their salary and bank details, and approvals follow their reporting line.
What a record holds
| Part | What's in it | Used by |
|---|---|---|
| Personal information | Name, date of birth, gender, marital status, family names, personal contact details. | Leave (gender, birthday leave), payslips |
| Official information | Employee code, joining and confirmation dates, employment type and status, job (designation, grade, category, role), organisation (division, department, sub-department, location, cost centre), reporting line, official contact, active or left. | Every module, approvals, data access |
| Address information | Current and permanent address. | Statutory forms, state-level deductions |
| Additional information | Attendance group, base shift, week off, holiday calendar, leave group, device code, app role, pay structure. | Attendance, leave, payroll, permissions |
| Bank information | Bank account for salary payments. | Payroll bank files |
| Compliance information | Extra fields your organization defines, such as ID numbers, with documents. | Statutory compliance |
| Compensation | Salary revisions. | Payroll |
Employee codes
Employee codes are either typed in by hand or generated from a code series, depending on your employee code settings.
Sign-in accounts
When an employee's official information is saved for the first time, HCM Cafe creates their sign-in account:
- The user name is the employee code, or the official email if there's no code.
- A temporary password is emailed to the official email address. Without an official email, no email is sent; an admin sets the password in User role mapping.
Changes to the official email and phone are copied to the sign-in account.
The reporting line
The Reporting manager, Second reporting manager and HR manager on the official information decide who approves the employee's requests, depending on your approval workflows. They also build the org chart.
When an employee leaves
Turn off Employee is active and enter the Leaving date. Their sign-in account is deactivated at the same time. See Mark an employee as left.