Employee

👤 What is the Employee Module?

The Employee Module in DaaiSuite is built for viewing and editing employee data. All employee creation and deletion tasks are performed through the Users module — the Employee module focuses purely on the HR side of the record (Personal Info, Employment, Bank & PF, Salary, TDS, Exit Process, Emergency Contacts, Documents).

📌 User vs Employee — what lives where

• The Users module owns the user-account fields: First Name, Last Name, Personal Email, Role, Password, Profile Image, Is Active, and the Is Employee? toggle.
• The Employee module owns all HR data: Personal Information, Employment, Bank & Payroll, Salary, TDS, Exit Process, Emergency Contacts, Documents.
• Editing one side never erases the other side’s fields — the two records stay in sync automatically.

✅ What You Can Do in the Employee Module

✏️ How to Edit Employee Details

📍 Screen: HRM > Employee → click any row to open the employee aside on the right → click Edit in the aside header. The aside switches into edit mode with grouped sections for each data area.

• Open the Employee list from HRM > Employee.
• Click the Employee Record you want to edit.
• Click the Edit button in the aside header.
• Update any of the following groups:
  • Personal Information — Name, DOB, contact details, address.
  • Contact & Address — Phone, alternate phone, current and permanent address.
  • Employment Information — Department, Designation, Date of Joining, Reporting Manager.
  • Bank & Payroll — Account details, PF / UAN, ESIC, Insurance ID.
  • Salary — Effective Month / Year, salary structure (see Add Salary Data).
  • TDS — Enable TDS toggle, Annual TDS amount per financial year, prior-employer figures (see Enable TDS for Employees).
  • Exit Process — Resign Date, Last Working Day, exit notes (only when you start a resignation).
  • Emergency Contacts and Documents.
• Click Update to save your changes.

🔄 Any change made here is also reflected against the matching User record in Users management.

🚫 What You Cannot Do in the Employee Module

• Create a new employee — this must be done from the Users module by ticking Is Employee? on the new user. The very first time a user is promoted to an employee (toggling Is Employee? from off to on), the system automatically allocates the standard leave starter balance for that employee, so the new joiner can immediately apply for leave.
• A user can be created with Is Employee? = on without filling any HR data. The Users form no longer forces you to fill 25+ employee fields up-front — HR can come back later through the Employee module and complete the data when ready.
• Manage External Users — users not categorized as employees (e.g., vendors, clients, consultants, advisors) can only be created and edited via the Users module.
• 👉 📎 Read: Create, Edit, Delete Users

📥 Bulk Importing Employee Data

📍 Screen: HRM > Employee → click the Actions dropdown (top-right) → Import. The import dialog opens with three sections.

Once your users have been added (with Is Employee? = on), HR can upload employee data in bulk. The Employee bulk import dialog has three independent sections — each with its own sample download:

• Employee Data — Personal, Contact, Employment, Bank & PF.
• Salary Structures — monthly salary effective dates, components.
• Annual TDS — yearly TDS records per financial year.

💡 Tip: Always click Download Sample File first. The sample lists every valid value for dropdown columns (Department, Designation, Bank Name, etc.) joined by ” / ” — so you know exactly what to type.

🔁 Round-Trip Between Users and Employee

• In Employee VIEW mode, the user-account fields (Personal Email, Role, Profile Image, Is Active) are shown read-only so you can see them at a glance — but you cannot edit them here.
• In Employee EDIT mode, the user-account fields are hidden — they live exclusively under the Users module.
• Resigned employees still appear in dropdowns of past records (CRM, Client, Project, Expense, Asset, Reimbursement) so historical ownership stays intact when you edit older records.

📌 Key Points

• The Employee module is for view and edit only — never for create or delete.
• Use the Users module to create new employees (tick Is Employee?) and to manage external (non-employee) users.
• Promoting a user to an employee for the first time automatically allocates the leave starter balance.
• An employee record can be created without filling any HR data — fill it later from the Employee module.
• Edits round-trip between the two modules, so the data stays consistent automatically.

💡 Related guides: Add / Edit Employee Data · Add Salary Data · Enable TDS for Employees · Employee Exit Process / Resignation