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:
Search by name, department or badge ID.
Department and Job position filters, plus Group by and More filters for a narrower
view.
Tabs alongside the main list: Document Requests, Shift Requests, Work Type Requests,
Rotating Shift Assign, and further screens under More. Each is its own queue of requests
employees have raised, separate from the directory itself.
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.
What to read next
Adding an employee
Roles and permissions

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
Go to Employee → Employees.
Select Add Employee.
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.
Enter First Name and Last Name, and optionally a profile photo.
Enter Email and Phone — both required.
Fill in address, country, state, city and postal code if you track them.
Confirm the date of birth and gender.
Optionally record qualification, experience, marital status, number of children, and an
emergency contact (name, number and relation).
Select Create Employee.
What happens next
The employee appears in the directory immediately, with the status Active. Creating the record
does not by itself:
assign a department, shift or work type — those are set from the employee's profile once created;
tell the person how to sign in — HR passes on the address and first-password arrangements (see
First login and getting access for what is and is not
confirmed);
create a payroll contract — payroll only computes for an employee with an active contract, set
up separately under Payroll → Configuration → Contract.
Notes
The Badge ID prefix and whether badge numbering is active are organisation-wide settings, not
something you choose per employee.
Required fields are marked with an asterisk on the form; everything else can be filled in later
from the employee's profile.
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.
Related
The employee directory
Roles and permissions

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
Go to Employee → Employees.
Select Actions. The menu lists Import, Export, Archive, Un-Archive, Bulk Mail,
Bulk Update and Delete.
Select Import.
A dialog titled Import Employee opens. It contains:
a large area that reads Upload a File and Drag and drop files here;
a Choose file button, which shows No file chosen until you pick one;
a Download Template link;
an Upload button.
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:
Choosing a file and selecting Upload, and what appears afterwards.
Which of the 19 columns are required, and what format each value must have (for example dates, gender,
or how a department or reporting manager is matched).
What happens with a badge ID or email that already exists, or with a row that has an error.
Whether a file with fewer or more columns than the template is accepted.
Whether new employees receive a sign-in or other notification.
The maximum file size or number of rows, and which file types besides 
.xlsx are accepted.
Whether a partly valid file imports the good rows or none.
Related
The employee directory
Adding an employee
Roles and permissions

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
Related
The employee directory
General settings

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
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:
Employee KYC is not on this page. PAN, Aadhaar and similar records live in their own module. This page does not show them.
Edit
Edit opens Edit followed by the person's name, with three tabs.
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
You only see a Work information card. You are not the person, their reporting manager or someone with permission to view employees. Ask HR.
Edit does nothing for you. See who may edit, above.
A department, position, role, work type or employee type you need is not in the Work Info list. Those fields are dropdowns of existing values. Create the missing one first; see Company setup.
Not confirmed
Saving any Edit tab was not tried live. The three forms were opened, never submitted, so what each save does beyond the notification named above is not confirmed.
The profile of a person with more history than the sample data used (for example a long Documents or Mail Log list) was not seen.
Whether a reporting manager who is not in HR can open Edit on a direct report was not tried.
Related
The employee directory
Adding an employee
Roles and permissions
Payslips
How leave works