Employees

The Employees page is your central hub for managing all employee records. Here you can view, search, add, edit, and manage employee information.

Employee List

The employee list shows all employees with key information at a glance:

• Name — Full name and profile photo
• Employee ID — Company-assigned ID
• Department — The department they belong to
• Position — Their job title
• Status — Active or inactive

Filtering and Searching

Use the filter controls at the top of the list:

• Search — Type to search by name or employee ID.
• Department — Filter by department.
• Position — Filter by position.
• Status — Show active, inactive, or all employees.

The list supports pagination. Use the controls at the bottom to navigate between pages.

Adding an Employee

Click the Add Employee button to open the employee creation form. The form is organized into several tabs:

Personal Information

• First Name and Last Name — Required.
• Employee ID — A unique identifier within your company.
• Email — Used for notifications and login.
• Phone Number — Contact phone number.
• Date of Birth — For records.
• Gender — Male, Female, or Other.
• Profile Photo — Upload an employee photo.

Employment Details

• Department — Assign to a department.
• Position — Assign a job title.
• Group — Assign to an employee group (controls attendance rules).
• Join Date — When the employee started.
• Employment Status — Full-time, part-time, contract, etc.

Account Settings

• Username — Used for logging in (case-insensitive).
• Password — Initial password for the employee's account.
• Role — Set to Employee, Admin, or Owner.

Note: Usernames are case-insensitive. "john.doe" and "John.Doe" are treated as the same username.

Workplace

• Workplace — Assign the employee to a workplace location. This is used for GPS attendance verification.

Supervisor

• Supervisor — Assign a direct supervisor who will receive leave and overtime approval requests.

Shift

• Default Shift — Assign the employee's regular working shift.

Leave Balances

After creating the employee, you can view and adjust their leave balances from the employee detail page.

Editing an Employee

1. Click on the employee's row in the list to open their detail page.
2. Modify any fields across the tabs.
3. Click Save to apply changes.

Resetting an Employee's Password

1. Open the employee's detail page.
2. Click Reset Password.
3. Enter a new password and confirm.

The employee will need to use the new password on their next login.

Bulk Import

SativaHR supports importing multiple employees at once from a spreadsheet:

1. Click the Import button on the employee list page.
2. Download the import template (Excel format).
3. Fill in employee data in the template.
4. Upload the completed file.
5. Review the preview — the system validates each row and highlights errors.
6. Confirm the import to create all valid employee records.

Tip: Fix any errors shown in the preview before confirming. Rows with errors will be skipped during import.

Employee Attendance History

To view an employee's attendance records:

1. Open the employee's detail page.
2. Click the Attendance tab.
3. Select a date range to view.
4. Click Download to export as CSV.

Deactivating an Employee

Rather than deleting, you can deactivate employees who have left the company:

1. Open the employee's detail page.
2. Change their status to Inactive.
3. Save the changes.

Inactive employees cannot log in but their historical data is preserved.