# Employee
Employee master records store personal, job, identity, and bank details for every person in the organization. Employees are used across HRMS, payroll, attendance, and other modules.
Overview & List View
The Employees list shows all employees with code, contact details, pay classification, and status. Use quick filters or advanced filters to find specific employees.
Quick filters
| **Filter** | **Description** |
|------------|-----------------|
| Default | All employees. |
| Active | Active employees. |
| Active and no login access | Active but without system login. |
| Inactive | Inactive employees. |
| Resigned | Resigned employees. |
| Joined this month | Employees who joined in the current month. |
Advanced filters
Id, First Name, Last Name, Status, Employee Code, Employee Type, Department, Employee Group, Payroll Group, Branch, Brand, Timeslot, Shift, Employee Pass Status, Joined, Created Date.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Record ID. |
| Name | Employee full name. |
| Employee code | Unique employee code. |
| Phone | Primary phone number. |
| Email | Primary email. |
| Gender | Gender. |
| Pay classification | Salaried or Labour (Variable Shift). |
| Status | Current employment status. |
List row actions
| **Action** | **Available when** |
|------------|-------------------|
| Edit | All (if permitted) |
| Delete | All (if permitted) |
| Suspend | Active employees |
| Activate | Suspended employees |
| View | All |
Quick Start — Create an Employee
1. Navigate
Go to HRMS → Employee.
2. Create new employee
Click New.
3. Fill in mandatory fields
- First Name, Employee code (hidden when auto-numbering is enabled), Joined Date, Pay classification.
- Add job details, contact information, and identity documents as needed.
4. Save
Click Save. Use Save As Draft on edit to save without finalizing.
Basic Details
| **Field** | **Description** |
|-----------|-----------------|
| First Name * | Employee first name. |
| Last Name | Employee last name. |
| Primary Email | Primary email address. |
| Employee code * | Unique employee identifier. Hidden and auto-generated when auto-numbering is enabled for employees; otherwise entered manually. |
| Joined Date * | Date the employee officially joined. |
| Pay classification * | Salaried or Labour (Variable Shift). |
| Shift | Default working shift. |
| Time slot | Default time slot for fixed-hour employees. |
| Payroll group | Payroll group for salary processing. |
| Employee Group | Employee group for filtering and reporting. |
| Branch | Branch assignment. Shown when multi-branch is enabled. |
| Brand | Brand assignment. Shown when brand tracking is enabled. |
| Show in modules | Controls which modules the employee appears in. |
| POS PIN | Point-of-sale PIN if applicable. |
| Consider in attendance | Whether the employee is included in attendance tracking. |
Personal Details
| **Field** | **Description** |
|-----------|-----------------|
| Gender | Employee gender. |
| Blood | Blood group. |
| Marital Status | Marital status. |
| Nationality | Nationality. |
| Date of Birth | Date of birth. |
Contact Details
| **Field** | **Description** |
|-----------|-----------------|
| Primary Phone | Main phone number. |
| Secondary Phone | Alternate phone. |
| Primary Address | Primary residential address. |
| Secondary Address | Alternate address. |
| Secondary Email | Alternate email. |
Identity
Stores identification documents and expiry dates. The HRMS dashboard tracks documents expiring within 45 days.
| **Field** | **Description** |
|-----------|-----------------|
| Passport Number | Passport number. |
| Passport Expiry | Passport expiry date. |
| Civil ID | Civil identification number. |
| Civil ID Expiry | Civil ID expiry date. |
| Visa ID | Visa number. |
| Visa Expiry | Visa expiry date. |
| Labor Card ID | Labor card number. |
| Labor Card Expiry | Labor card expiry date. |
| Medical Insurance ID | Medical insurance number. |
| Medical Insurance Expiry | Medical insurance expiry date. |
| Emirates ID / Bahrain ID / Qatar ID / Iqama ID | Country-specific ID (shown based on company country). |
| Aadhaar Number | Aadhaar number (India). |
| PAN card Number | PAN number (India). |
| UAN Number | Universal Account Number (India). |
| ESI Number | ESI number (India). |
| Access Control Card Number | Access control card number. |
Job Details
Job Basic Details
| **Field** | **Description** |
|-----------|-----------------|
| Mode of recruitment | How the employee was recruited. |
| Hire Date | Official hire date. |
Job Details (multi-line table — click new Job to add)
| **Column** | **Description** |
|------------|-----------------|
| Department | Employee department. |
| Job Title | Job title or designation. |
| Center | Cost or work center. |
| Head of the Employee | Reporting manager. |
| Employee Type | Employment type. |
| Date | Effective date of this job record. |
| Notes | Notes for this job assignment. |
Experience & Education
Experience (click new experience)
| **Column** | **Description** |
|------------|-----------------|
| Previous Company | Previous employer name. |
| Job Title | Role at previous company. |
| Start Date | Employment start date. |
| End Date | Employment end date. |
| Description | Role description. |
Education Qualification (click new qualification)
| **Column** | **Description** |
|------------|-----------------|
| School Name | Institution name. |
| Degree/Diploma | Qualification obtained. |
| Field Of Study | Area of study. |
| Completion Date | Date of completion. |
Emergency Contact & Bank Accounts
Emergency Contact (click new Contact)
| **Column** | **Description** |
|------------|-----------------|
| Name | Contact person name. |
| Relation | Relationship to employee. |
| Phone | Contact phone number. |
Bank accounts (click new account)
| **Column** | **Description** |
|------------|-----------------|
| Account holder Name | Name on the bank account. |
| Account number | Bank account number. |
| Bank name | Bank name. |
| Branch | Bank branch. |
| IFSC Code | IFSC code (India). |
| IBAN Number | IBAN number. |
Employee Access Pass
| **Field** | **Description** |
|-----------|-----------------|
| Employee Pass Status | Current pass status. |
| Pass Issued Date | Date the pass was issued. |
| Pass Expiry Date | Pass expiry date. |
| Pass Returned Date | Date the pass was returned. |
Actions & Status
View toolbar actions
| **Action** | **Description** |
|------------|-----------------|
| Edit | Opens employee for editing. |
| Delete | Permanently removes the employee. |
| Clone | Creates a copy. |
| Print | Prints employee details. |
More menu (⋮) actions
| **Action** | **Description** |
|------------|-----------------|
| Activate | Reactivates a suspended or inactive employee. |
| Remove login access | Removes system login without deactivating the employee. |
| Terminate | Marks the employee as resigned/terminated. |
| Set login access | Grants system login with a role. |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Active | Currently employed and active. |
| Active and no login access | Active but cannot log in to the system. |
| Inactive | Temporarily inactive. |
| Resigned | Employee has left the organization. |
View Tabs
| **Tab** | **What it shows** |
|---------|-------------------|
| Personal | Demographics, identity documents, visibility settings. |
| Contact | Phone, email, and address details. |
| Job Details | Current and historical job assignments. |
| Bank accounts | Salary bank account details. |
| Attachments | Uploaded documents (passport, visa, etc.). |
Login Access
Login access controls whether an employee can sign in to Freespace ERP.
Set Login Access
- Open the employee profile.
- Click the more menu (⋮) → Set Login Access.
- Select a Role and save.
Remove Login Access
- Open the employee profile.
- Click the more menu (⋮) → Remove Login Access.
Best Practices
- Fill in identity document expiry dates — the dashboard alerts you 45 days before expiry.
- Assign Department, Job Title, and Head of the Employee for accurate reporting and approval routing.
- Set Consider in attendance correctly — exclude employees who should not appear on attendance sheets.
- Configure mandatory fields in HR Settings before onboarding employees.
FAQ
What is the difference between Salaried and Labour (Variable Shift)?
Salaried employees have fixed schedules and monthly salary. Labour (Variable Shift) employees have variable shifts and are typically paid based on hours or piece rate.
Can an employee log in without being Active?
No. Use Set Login Access on an Active employee to grant login. Use Active and no login access status if the employee should not log in.
How do I track document expiry?
Enter expiry dates in the Identity section. The HRMS dashboard and Employee Document Expiry Report show documents expiring within 45 days.
How do I link an employee to a system user?
Use Set Login Access on the employee view — creates or links a user for Employee Profile and Field Sale App access.
What is the difference between Employee Group and Department?
Department is organizational structure. Employee Group is a flexible tag for filters and leave bulk credit — an employee can have both.
Can I assign payroll group on the employee form?
Yes on job/payroll details — links the employee to Payroll Group for salary configuration and pay runs.
Why can't a labour employee use time slot only?
Labour (Variable Shift) employees should use shift maps. Time slot is intended for salaried fixed schedules.
What happens when I suspend an employee?
Suspended employees are hidden from new transactions but historical attendance and payroll records remain.
How is Employee code assigned?
If auto-generate is turned on for employees in Number Settings, the system generates the Employee code automatically from the numbering sequence (the field is hidden on the form). If it is off, enter the code manually.