Employee records
Maintain employment, identity, banking, and tax info for staff.
Overview
The HR module maintains employee records distinct from clinic-app user accounts. A user has a clinic account for app access; an employee record holds employment terms, banking, tax, contracts. The two link via the same person.
Prerequisites
- Owner, Admin, or HR Manager role
hr_modulefeature flag (Professional+)- Employee details: identity, job title, salary, bank, tax ID
Steps
Open HR employees. Top nav → HR → Employees.
Click "+ New employee".
Identity section. Full name, date of birth, gender, national ID, photo.
Employment section. Job title (designation — see Designations), department, start date, employment type (full-time, part-time, contractor), reporting manager.
Compensation section. Base salary, payment cycle (monthly is typical), allowances (transport, housing), deductions (PAYE tax, pension).
Banking section. Bank, account number, account name. Used to generate payroll payment files.
Tax section. Tax ID, PAYE rate band. Drives auto tax calculation on payroll.
Link to clinic account. If the employee also has app access — link to their User record so login attendance can be tracked.
Save. Employee appears in HR roster.
Expected outcome
- A new Employee entry exists with full employment data
- Payroll runs include this employee
- HR reports (headcount, payroll cost) include them
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| HR module missing | Tier doesn't include hr_module | Upgrade or buy HR addon |
| Can't link to clinic user | User doesn't exist yet | Invite as staff first, then link |
| Bank account validation fails | Wrong format or invalid | Verify with employee's bank |
| Tax band missing | Designation needs tax setup | Set up via HR Settings → Tax bands |
| Salary structure complex | Multiple allowances + deductions | Use Payroll structures for templating |