Employees and workforce operations

Before you begin#

• Prepare approved employment details and effective dates.
• Set up the relevant department and designation and identify the reporting manager.
• Confirm which staff may view employment, performance or compensation records.

Create an employee record#

1. Open People → Employees and choose New employee after checking for an existing record.
2. Enter the First name and Last name. Amina Kariuki is the fictional entry example. Leave Employee code blank for an automatically generated number.
3. Add the Work email and select Department, Designation and Employment type when known. Review Joining date before choosing Create employee.
4. Open the saved employee to check identity, assignment, linked user and employment history. An employment record alone does not create a login or a payroll payment.

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Review the linked user and responsibilities#

Select an employee name to open their profile. The captured Ruth Wambui record shows Finance, Bursar, a linked fictional login, reporting responsibility and an expense approver. Linking a user identifies the employee for requests and approvals; the user’s actual roles still control access.

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Record an effective employment change#

1. Open the employee and choose Update employment details.
2. Review Department, Designation, Reports to and Expense approver. An explicitly chosen approver must also hold the required approval permission.
3. Set Effective date and enter Reason for change. The example prepares a Finance reporting change for the new term.
4. Choose Save employment change only after reviewing the intended change. Reopen Employment history to verify its date and reason.

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Maintain the organization structure#

Open People → Organization structure to review departments, designations and reporting responsibilities. Use meaningful names and check the impact on current employees before changing a reporting relationship.

For transfers, record the actual effective date and explanation through the employment-change flow so future review can distinguish current placement from history.

Attendance, holidays and leave#

Check the correct employee and dates when a result looks wrong. Do not change historical attendance merely to make a payroll total agree.

1. Review People → Holiday calendars before recording leave or attendance for the period.
2. Use Attendance for actual workforce attendance records.
3. Use Leave to prepare requests and inspect their status and available approval actions.
4. An authorized approver reviews the request and records the decision; a saved request is not approved leave.

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Recruitment, onboarding and separation#

Recruitment provides vacancy, applicant, offer and hiring records. Use the available lifecycle controls to record decisions against the correct applicant, retaining the supporting evidence.

Onboarding & separation provides employee checklists. Track actual completion and outstanding responsibilities. On separation, review user membership, key revocation, custody and outstanding requests separately; a checklist item is not proof those actions executed.

Performance and training#

Use Performance for the available review records and Training for planned events and participation. Record actual outcomes against the intended employee and review period.

Keep evaluations factual and access-restricted. Ask Spark to summarize permitted evidence or help prepare a draft; a generated recommendation is not the human employment decision.

Employee finance#