Find, edit and deactivate employees

The employee list is where you keep records current: a new phone number, a transfer to another department, a promotion to a new job title, or an employee who is leaving. This article covers finding a record, editing it and ending employment correctly.

Find an employee

1. Open People › Employees › Employee Management.

2. Type in Search by name, number or email. The search also matches Arabic names, phone and mobile numbers.

3. To narrow the list, filter by Select branch, Department, Gender or Status, or set a Date range on the joining date. Select Reset to clear the filters.

The list shows No., Name, Email, Mobile, Department, Designation and Status. Inactive, resigned and terminated employees stay in the list, so filter by Status when you only want current staff. You can export the filtered list to a spreadsheet from the grid toolbar.

Edit a record

1. In the row's Actions menu, select Edit.

2. Change what you need and select Save.

The edit form has the same sections as the new employee form. If you empty an optional field and save, the system clears the stored value.

If the form shows This employee could not be loaded, the record was removed or belongs to another branch. Open it again from the list instead of retyping the data, because nothing typed on that screen would be saved.

Record a resignation or termination

1. Open the employee with Edit.

2. Set Status to Resigned or Terminated.

3. Enter the end-of-service date in the field that appears. It is required and cannot be earlier than the joining date.

4. Select Save.

When the status changes from Active to any other status, the system:

• removes the employee from their shift, while their attendance history keeps its original shift;

• deactivates the employee's self-service login, so they can no longer read payslips or documents.

Only active employees are included in a payroll run. Process the employee's last payroll run before you change the status, or settle the remaining days through end of service.

If you set the status back to Active (for a rehire, for example), the system clears the old end-of-service date.

Deactivate an employee

In the row's Actions menu, select Delete and confirm. The system does not erase the record. It sets the status to Inactive, removes the shift assignment and deactivates the portal login. Payslips, attendance, leave and loans stay on file for reports and audits. To bring the employee back, open Edit and set the status to Active.

Common questions

Can I change an employee's branch? The branch is the one the record was created in. Users working in another branch cannot open or edit it.

Why can I not see salary fields? Salary and bank details are shown only to permission groups allowed to view employee salaries.

Where do I see everything about one employee? Select Employee profile in the row's Actions menu. See the employee profile.