Employees

The employee directory, adding people, and who can see or change what.

The employee directory

Employee → Employees is the single record of everyone in your organisation. Every other module — attendance, leave, payroll, performance — reads from this record rather than keeping its own copy, so an employee's department, job position or badge ID only needs to be correct in one place.

What you see

A searchable list, one row per employee, with their department, job position and status (Active, or otherwise). Above the list:

The Employees list, with search, Department/Job position filters, and the Document/Shift/Work Type Request tabs

Opening a record

Selecting an employee opens their full profile: personal details, employment information, the documents they have been issued, and their history in the organisation. What you can change there depends on your role — see Roles and permissions. The tabs and the Edit page are described in An employee's profile.

Who can do what

Viewing and editing the directory is controlled the same way as every other module: through user groups and employee permissions, not through a special "HR mode". A person with the right permission sees the same Employees screen whether they are in HR, a manager, or an administrator; the difference is which actions are available to them once they are there.

Adding an employee

Every employee record starts here, whether they will use BlueOneHR themselves or the record exists purely for HR and payroll purposes.

Add your first employee

Before you begin

You need permission to create employees, which your administrator grants through user groups (see Roles and permissions). Have on hand: the person's legal name, a work email, phone number, and date of birth. Department and job position are easiest to set if they already exist under Settings; if not, create them first — see Company setup.

Steps

  1. Go to Employee → Employees.
  2. Select Add Employee.
  3. BlueOneHR proposes the next Badge ID automatically, using your organisation's badge prefix (set once under Settings → General). You can change it before saving if you need to.
  4. Enter First Name and Last Name, and optionally a profile photo.
  5. Enter Email and Phone — both required.
  6. Fill in address, country, state, city and postal code if you track them.
  7. Confirm the date of birth and gender.
  8. Optionally record qualification, experience, marital status, number of children, and an emergency contact (name, number and relation).
  9. Select Create Employee.

The Add Employee form, with Badge ID pre-filled and the fields described above

What happens next

The employee appears in the directory immediately, with the status Active. Creating the record does not by itself:

Notes

Troubleshooting

The email is already in use. Each employee needs a unique email. Check the directory search before assuming the person has no existing record — a re-hire or a previously deactivated record can collide.

Importing many employees

The Employees screen has an Import entry for bringing in many employees from a file instead of adding them one at a time (see Adding an employee for the one-at-a-time form). This page describes the Import dialog and the template it offers. It does not describe a complete import, because the upload step has not been tried; see Not confirmed below.

Look at the Import Employee dialog (a tour)

Before you begin

Sign in as someone who can manage employees (see Roles and permissions). The steps below were looked at as an HR Head.

Open the Import dialog

  1. Go to Employee → Employees.
  2. Select Actions. The menu lists Import, Export, Archive, Un-Archive, Bulk Mail, Bulk Update and Delete.
  3. Select Import.

A dialog titled Import Employee opens. It contains:

Download the template

Select Download Template. A prompt asks Do you want to download the template? with Confirm and Cancel buttons. Choose Confirm to download the file, or Cancel to leave the dialog as it was.

The file is a spreadsheet named work_info_template.xlsx, with one sheet, a single header row and no example rows. The header row has 19 columns:
Badge ID First Name Last Name
Email Phone Gender
Department Job Position Job Role
Shift Work Type Reporting Manager
Employee Type Location Date Joining
Basic Salary Salary Hour Contract End Date
Company

Not confirmed

These have not been tried, so this page does not say what happens:

Roles and permissions

BlueOneHR does not have a fixed list of roles like "HR Manager" or "Payroll Officer" built in. Instead, access is built from two things: user groups, and employee permissions assigned directly to a person. Both live under Settings → General.

Who can see and change what: roles and permissions

User groups

A user group is a named bundle of permissions — for example, everything a payroll administrator needs, or everything a line manager needs to approve their team's requests. Create the group once under Settings → General → User Group, then add employees to it.

Group membership is the normal way to manage access for more than a handful of people: change what the group can do, and everyone in it changes with it.

Direct employee permissions

Settings → General → Employee Permission grants or removes an individual permission for one specific employee, outside of any group. Use this for an exception — one person who needs a single extra permission — rather than as the everyday way of managing access. A permission granted this way does not appear anywhere in the group list, so it is easy to forget it is there; prefer a group for anything more than a temporary exception.

What a permission actually covers

Permissions are scoped to a module and an action — for instance, the ability to view the payroll register is separate from the ability to approve a payroll run, and both are separate from being able to see attendance records. Assign the narrowest set that lets someone do their job: a manager who should approve leave for their own team does not need the permission that lets them view payroll for the whole company.

Screenshot

Settings → General → User Group, listing the configured groups and their permission counts

An employee's profile

Select a name in Employee → Employees and you land on that person's profile: one page that gathers their details, their pay, their time, their leave and the things they hold. This page describes what is on it, who can open it in full, and what Edit offers.

Read and update an employee record

Before you start

Who sees what is decided by the profile page itself:

You are You see
Anyone with permission to view employees (HR Head, HR Ops and, in the test workspace used for this page, the Manager group) The full profile, with every tab.
The employee themselves Their own full profile.
The employee's reporting manager The full profile.
Any other signed-in employee Only a Work information card: department, job position, job role, who they report to, employee type, work type, shift, location, work e-mail, work phone and "with the company since". The page says: "This is the work information anyone in the company can look up. Personal details, pay and records are visible only to [the person], their reporting manager, and HR."

That last row was checked by opening a colleague's profile signed in as an Employee. The personal fields are not part of that page at all.

The profile

An employee profile, About tab: a header card with the name, position, badge and Active status, Reporting and Contact cards, and the Personal Information, Employment and Compensation and Compliance sections

In this capture the contact and personal details (work e-mail, phone, date of birth, personal e-mail, city, state, marital status) are masked. The screenshots on this page are masked by design; the real page shows those values.

The left column carries the person's name, job position, badge ID and Active status, an Edit button, a Reporting card (their reporting manager, or "No reporting manager set") and a Contact card with work e-mail, phone and department.

The right side has fifteen tabs. Open one by selecting it; the address gains ?tab= and the tab name.

Tab What it shows
About Personal Information, Employment, Compensation and Compliance (contract, wage type, bank account and bank name) and Team, the colleagues in the same department.
Work Type & Shift Rotating shift and rotating work type assignments, and shift and work type requests.
Attendance Recent attendance: date, clock in, clock out, worked hours, status.
Leave Leave balance by leave type.
Payroll Payslips by period: gross pay, deduction, net pay, status.
Allowance & Deduction The allowances and deductions applied to this person.
Penalty Account Penalties recorded, or "No penalties recorded".
History No change log is shown here in this release.
Assets Assets assigned to them, with assigned date and return state.
Performance Performance feedback cycles.
Groups & Permissions The sign-in account: username, staff access, superuser, groups and individual permissions.
Note Notes recorded about the person.
Documents Documents on file, with status, issue date and expiry.
Mail Log E-mails logged for the person's address.
Bonus Points Bonus points.

One thing to know:

Edit

Edit opens Edit followed by the person's name, with three tabs.

The Edit page, Work Info tab: department, job position, job role, reporting manager, shift, work type, employee type, employee tag, work location, company and work contact fields

Work e-mail, work phone, basic salary, salary per hour, additional information and experience are masked in this capture.

Tab Fields
Personal Info Badge ID, First name, Last name, Employee profile (photo), E-mail, Phone, Address, Country, State, City, Zip, DOB, Gender, Qualification, Experience, Marital status, Children, Emergency contact, Emergency contact name, Emergency contact relation. E-mail, Phone, First name and Gender are required.
Work Info Department, Job position, Job role, Reporting manager, Shift, Work type, Employee type, Employee tag, Work location, Company, Work e-mail, Work phone, Joining date, Contract end date, Basic salary, Salary per hour, Additional info, Experience.
Bank Info Bank name, Account number, Branch, Bank code #1, Address, Country, State, City, Bank code #2. Bank name, Account number, Branch, Bank code #1 and Address are required.

Each tab has its own save button (Save Personal Info, Save Work Info, Save Bank Info), so saving one tab does not save the others.

Who may edit: someone with permission to change employees, or the employee's reporting manager. An employee who selects Edit on their own profile is returned to the profile page; the message reads "You do not have permission to edit this employee."

Saving the Work Info tab notifies the employee with the message "Your work details has been updated."

What you should see

Opening a profile as an HR user shows the header card and the About tab. A tab that has nothing to show says so in words, such as "No documents on file" or "No notes recorded".

If it does not work

Not confirmed