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Help centre · People

Adding and keeping employee records

Add a person, import many at once, keep their documents, end their employment when they leave, and look after former employees' personal data.

Who can do this: Seeing the list needs the see people permission (TenantAdmin, StoreManager). Adding, editing, documents and ending employment need manage people (TenantAdmin).

Add one person

  1. Go to People → Employees and press Add employee.
  2. Fill in the Person section: First name is required. Last name, Preferred name (what everyone calls them, shown on rosters and the till), NIC number, Date of birth and Gender are optional.
  3. Fill in Contact and emergency: Phone, E-mail, Address, and who to call if something happens at work.
  4. Fill in Employment: Job title, Department, Home store (where they usually work; rosters are planned per store), Employment type (Full time, Part time, Casual or Contract), Joined on and, if there is one, Probation until.
  5. Press Add employee. The person gets a number such as EMP-000001 that never changes.

The NIC can be the old format (9 digits and V or X) or the new 12-digit format. The screen checks it when you save.

Import many people from a spreadsheet

  1. On People → Employees press Import from spreadsheet.
  2. Press Download CSV template. Open it in Excel or Google Sheets and fill one row per person. Only first_name and joined_on are required.
  3. Write dates as yyyy-mm-dd or d/m/yyyy. For home_location use the store code, for example MAIN. For employment_type use FULL_TIME, PART_TIME, CASUAL or CONTRACT.
  4. Save the sheet as CSV, choose the file and check the first rows shown on screen. Columns that are not in the template are listed and ignored.
  5. Press Import. The result says how many people were added and how many were skipped because they were already on the books (same NIC or phone). Rows with a problem are listed with the reason: fix them in the sheet and import just those rows again.

Open, edit and keep documents

The list shows active people by default. Search by name, number, phone or e-mail, and filter by status (Active, Left, Everyone) or store. Above the list you see how many active people each store has.

Press View on a row to open the record. It shows the person's details, their leave this year, their timesheet and, for managers, the login, time clock PIN and documents.

  1. To change details, open the record and press Edit.
  2. To add a document, choose the Type (NIC copy, Contract, Offer letter or Other), give it a Title, choose the File (PDF, JPEG, PNG or WebP) and press Upload document.
  3. Press Open to see a document. Removing a document deletes the file for good.

When someone leaves

  1. Open the record and press End employment.
  2. Enter the Last day and, if you like, a Reason. Press End employment again to confirm.
  3. The record stays, marked Left, with the date and reason. Their login is not switched off automatically: disable it under Settings → Users.
  4. If the person comes back, open their record and press Bring back. The leaving date is cleared and the record is active again.

Former employees and personal data

Sri Lanka's Personal Data Protection Act expects you not to keep personal details longer than you need them. On People → Employees press Record keeping and set how many years after their last day former employees are anonymised automatically. Seven years is the usual period; you can choose 1 to 50.

Anonymising removes the name, NIC, contact details, notes and documents. The employee number, dates, role and store stay, so your reports do not change.

If a former employee asks to be forgotten, open their record and press Anonymise. This cannot be undone.

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