- The Employee Module in DaaI Suite is designed mainly for viewing and editing employee records.
- All employee creation and deletion tasks are handled exclusively in the Users module.
- This means:
- You can view and edit existing employee details from here.
- You cannot add new employees or delete employees from the Employee Module.
✅ What You Can & Can Not Do
| Action | Available in Employee Module | Available in Users Module |
|---|---|---|
| View Employee Record | ✅ Yes | ✅ Yes |
| Edit Employee Record | ✅ Yes | ✅ Yes |
| Add New Employee | ❌ No | ✅ Yes |
| Delete Employee Record | ❌ No | ✅ Yes |
| External User Management | ❌ No | ✅ Yes |
🔄 What exactly can you do in Employee Module?
- Create Employee ❌ Not Allowed from Employee Module
- Edit Employee ✅ Allowed from Employee Module
- Create / Edit External Users ❌ Not Allowed from Employee Module (only from Users)
📌 How to Add an Employee (From Users Module)
Adding a new employee is done through the Users module, not from the Employee Module.
For creating a new employee or any external user (Consultant, Advisor, Chartered Accountant, etc.), please refer to: 👉 Create / Edit / Delete User Guide
Steps:
- Go to Users from the main menu.
- Click on Add New User.
- Fill in the personal, contact, and job-related details of the employee.
- Tick Is Employee? so the record appears in HRM > Employee.
- Assign them an Employee Role and set login permissions (if applicable).
- Click Save to create the employee record.
Once saved, the employee will automatically appear in the Employee Module for viewing and editing.
📌 Auto leave allocation: The system allocates the standard leave balance whenever Is Employee transitions from false → true — both when creating a new user with Is Employee=true and when promoting an existing non-employee user.
✏️ How to Edit an Employee Record (From HRM Module)
Follow the steps below to edit any employee’s data:
- Go to HRM > Employee from the main sidebar.
- Locate the employee you want to edit in the list.
- Click on the Edit button on the right side of the record (or open the row and click Edit in the aside header).
- A detailed form will open with all the employee data, organised into tabs:
- Details — Personal Information, Contact Details, Department / Manager / Designation, Bank & Payroll Information, Emergency Contacts, Exit Details.
- Salary — current salary record (CTC, Basic, HRA, Conveyance, Variable, PF/ESIC, Effective Month / Year).
- Leaves — leave balances and history.
- Attendance (if enabled) — daily check-in/out, late marks.
- Documents — uploaded files.
- Change Log — full audit trail of edits.
- Make the necessary changes.
- Click the Update button on the top right corner of the form.
📋 Employee Details Section
Below is the purpose of each field captured on the Employee aside.
| Field Name | Purpose |
|---|---|
| Date of Birth | Employee’s birth date. |
| Mother’s Name | For HR records. |
| Father’s Name | For HR records. |
| Address | Full residential address. |
| Email (Official) | Company-provided email ID. |
| Phone No | Primary contact number. |
| Alternate Phone No | Backup contact number. |
| Aadhar Card | Government ID number for verification. |
| Pan Card | For tax and compliance records. |
| Total Experience | Years/months of prior work experience. |
| Past Employer | Name of the previous employer. |
| Department Head | Select the head of the department. |
| Reporting Manager | Select who will be the direct reporting manager. |
💰 Payroll-Related Fields
| Field Name | Purpose |
|---|---|
| Designation | Employee’s job title. |
| Bank Name | Bank name for payroll deposits. |
| Bank Account Number | Salary account number (for payroll). |
| BIC / SWIFT / IBAN / IFSC Code | Bank identification code (for payroll). |
| PF Number | Provident Fund number (for payroll). |
| PF UAN Number | Universal Account Number for Provident Fund. |
| Insurance ID | Insurance policy or employee insurance ID. |
| Joining Date | Date employee joined the company. |
| Tax Deducted at Source (TDS) | Annual TDS amount (in ₹) to deduct from salary. |
| Department | Select the department where the employee works. |
| Probation Period (Days) | Length of probation in days. |
💰 Salary Section
Make sure to add the current applicable salary record for each employee. Salary calculation is based on the latest valid salary record entered. For accurate salary processing, you must fill in these fields: CTC, Basic, HRA, Conveyance, Variable Pay, Total CTC, Emp PF, Empr PF, Emp ESIC, Empr ESIC, Month, Year.
If a revised salary is applicable but not added, the system will calculate salary using the last available salary record.
👉 To learn more, refer to: Add Salary Data and Setting Salary Data for Employees.
⚠️ Exit Process Section
| Field Name | Purpose |
|---|---|
| Start Exit | Tick to begin exit formalities. See the Employee Exit Process article. |
📞 Emergency Contact Section
| Field Name | Purpose |
|---|---|
| Emergency Contact (1) Name | First emergency contact person’s name. |
| Relation | Relation to the employee (e.g., Spouse, Parent). |
| Phone No | Phone number of first emergency contact. |
| Emergency Contact (2) Name | Second emergency contact person’s name. |
| Relation | Relation to the employee. |
| Phone No | Phone number of second emergency contact. |
📌 Salary & TDS Data Entry
- Always ensure that the current applicable salary record is added for each employee. If a revised salary is not added, the system will calculate salary using the last available record. Salary processing uses the latest valid salary data entered. For accurate calculation, you must fill: CTC, Basic, HRA, Conveyance, Variable Pay, Total CTC, Emp PF, Empr PF, Emp ESIC, Empr ESIC, Month, Year. 🔗 Learn how to add Salary Data
- If TDS is applicable, the admin must enable it by editing the employee from Employee > Edit. 🔗 Learn how to enter TDS Data
🧠 Notes
- You cannot add a new employee from this screen. Use the Users module to create a new user and tick Is Employee? — once saved, the record appears in HRM > Employee where you fill the fields above.
- All edits done from the Employee Module are reflected system-wide and round-trip with the User record.
- Only records marked as Is Employee? are visible in the HRM > Employee section.
- The User aside (Users > Users) is the source of truth for login email, password, role and Is Active. The Employee aside (HRM > Employee) owns everything else listed above.