Overview:
This guide walks you through the complete process of navigating to the Employees module in HR360Hub, understanding the Employees List, adding a new employee, and managing each employee's profile through its eight dedicated tabs: Basic Information, Contract, Leave, Salary Info, Emergency Contact, Documents, Territories, and Login History.
📜 Note:Only users with Administrator or HR Manager roles can access the Employees module, add new employees, or edit employee profiles. If you cannot see the Employees menu in the sidebar, contact your system administrator to verify your role and permissions.
Section 1: Accessing the Employees Module
After logging in to the HR360Hub portal with your administrator credentials, follow these steps to navigate to the Employees List.
•On the left-hand sidebar, locate the Employees menu item.
•Click on Employees to expand its sub-menu. The expanded menu displays: Employees List, Employee Exit, and Exit Reason.
•Click on Employees List (highlighted in orange) to open the Employees List page.
Section 2: Employees List Page
The Employees List page provides a complete overview of all employees in your organisation. Three summary cards at the top display your total headcount along with a breakdown of active and inactive employees. Below the cards, a paginated, sortable table lists every employee record with key details and quick-action controls.
2.1. Summary Cards
The three cards at the top of the page provide an instant snapshot of your workforce:
Card | Description |
Total Employees | The total number of employee records currently in the system, regardless of status. |
Active Employees | Employees whose status is Active — currently working and able to access the portal. |
Inactive Employees | Employees whose status is Inactive — retained in the system for record-keeping but without active portal access. |
2.2. Employees Table
The table below the summary cards lists every employee record. Click any column header to sort the list ascending or descending. The table includes the following columns:
Column | Description |
Name | The employee's full name and official email address. A circular avatar with initials or photo is shown to the left. |
Designation | The employee's current job title (e.g. Video Editor, Finance Manager). |
Contact No | The employee's primary contact number including the country dial-code prefix. |
Country | The country associated with the employee's record. |
Role | The system role assigned to the employee, controlling portal access (e.g. Employee, Manager, Admin). |
Status | Indicates whether the employee is currently Active (green badge) or Inactive (red badge). |
Actions | Eye icon (👁) to view/edit the employee's full profile. An email icon (✉) is shown for employees with a registered email address. |
💡 Tip: Use the Search icon (🔍) above the table to find an employee by name or email. The Items per page dropdown controls how many rows are displayed at once. The Refresh icon reloads the list to show the latest data.
Section 3: Accessing a New Employee
To onboard a new employee, you must complete the Add New Employee form. Once saved, the system automatically creates the employee's account and emails them a secure Set Password link.
3.1. Opening the Form
•On the Employees List page, click the + Add Employee button at the top-right of the table.
•The Add New Employee form will slide open.
3.2. Form Sections
The form is organised into four sections. Required fields are marked with a red asterisk (*).
3.2.1 Basic Information
Field | Required | Description |
First Name | Yes | The employee's legal first name. |
Middle Name | No | The employee's middle name, if applicable. |
Last Name | Yes | The employee's legal last name or surname. |
Yes | The employee's official work email. Used for portal login and the Set Password link. Do not enter a personal email here. | |
Username | Yes | A unique username the employee will use to identify their account. |
Contact Number | Yes | Primary contact number. Select the country dial code from the dropdown then enter the local number. |
Gender | Yes | Select the employee's gender from the dropdown. |
Personal Email | No | An optional personal email for non-system communication. Never used for portal login. |
⚠️ Important:Always enter the employee's official organisational email in the Email field — not their personal email. The Set Password link, login notifications, and all HR system emails are sent only to this address.
3.2.2 Employment Details
Field | Required | Description |
Employee ID | Auto | Auto-generated by the system when Country and Role are selected. Read-only. |
Role | Yes | System role controlling what the employee can access in HR360Hub (e.g. Employee, Admin, Manager). |
Country | Yes | The country in which the employee is based. Also feeds the auto-generated Employee ID. |
Department | Yes | The department the employee belongs to. |
Grade | No | Internal grade or band assigned to the employee (e.g. HR Tier II). |
Designation | Yes | Official job title. Available options depend on the selected Department. |
Reporting To | Yes | The manager or supervisor this employee reports to. |
Contract Date / Joining Date | Yes | The date the employee officially joined the organisation. |
Regional Hub | Yes | The regional hub or business unit the employee is associated with. |
3.2.3 Payroll Information
Field | Required | Description |
Currency | Yes | The currency in which the employee's salary is paid (e.g. USD, EUR, PKR). |
Payslip Type | Yes | The pay frequency for this employee (e.g. Monthly, Bi-Weekly, Hourly). |
Basic Salary | Yes | The employee's base salary amount in the selected currency. |
3.2.4 Licence Information
Field | Required | Description |
Is Licensed | Yes | Select Yes if the employee holds a professional licence, otherwise select No. Additional licence fields appear when Yes is selected. |
3.3. Saving the Employee
•Review all sections to ensure the information is accurate.
•Click the Save Employee button (orange, bottom-right) to create the record.
•If the form is valid, it closes and the new employee appears at the top of the Employees List.
•Click Cancel to discard changes without saving.
⚠️ Important:If the form cannot be saved, check that all required fields (*) have been completed. Common issues include a duplicate email or username, missing Department/Grade/Designation selections, or an invalid contact number format.
Section 4: Viewing and Editing an Employee Profile
Click the eye icon (👁) in the Actions column of any employee row to open that employee's full profile. The profile page is divided into eight tabs accessible from the tab bar at the top. A summary card on the left side displays the employee's avatar, name, role, status, and key contact details at all times. A Deactivate button on the summary card allows administrators to deactivate the employee's account.
Tab | Purpose |
Basic Information | View and update personal details, contact information, and address. |
Contract | Manage employment details, role, department, designation, licence, and leave categories. |
Leave | View leave balances and manually adjust accrued leave. |
Salary Info | Configure payslip type, currency, income components, deductions, and payment method. |
Emergency Contact | Add and manage emergency contacts for the employee. |
Documents | Upload and manage employee compliance documents. |
Territories | Assign geographic territories to the employee. |
Login History | View the employee's recent device and login activity. |
4.1. Basic Information Tab
The Basic Information tab displays personal details and contact information for the employee. All fields can be edited by the administrator. Click Update Profile to save any changes.
4.2. Contract Tab
The Contract tab manages all employment-related details for the employee including role, department, designation, reporting line, licence information, leave categories, and a freeform role description.
Field | Required | Description |
Employee ID | Auto | System-generated identifier. Read-only. |
Contract Date / Joining Date | Yes | The employee's official start date. |
Contract End Date | No | The end date of the employee's current contract, if applicable. |
Role | Yes | System role that controls portal access permissions. |
Country | Yes | Country of the employee's record. |
Department | Yes | The department the employee is assigned to. |
Designation | Yes | Job title. Options depend on the selected Department. |
Grade | No | Internal grade or band (e.g. HR Tier II). |
Reporting To | Yes | The manager this employee reports to. |
Office Shift | No | The employee's assigned office shift. |
Regional Hub | Yes | The regional hub or business unit. |
Is Licensed | No | Indicates whether the employee holds a professional licence. |
License Start Date | Cond. | Visible when Is Licensed is Yes. The licence validity start date. |
License Expiry Date | Cond. | Visible when Is Licensed is Yes. The licence expiry date. |
Leave Categories | No | The leave types assigned to this employee (e.g. Paternity, Bereavement). |
Role Description | No | A rich-text field to describe the employee's responsibilities. |
4.3. Leave Tab
The Leave tab displays the employee's leave balance summary for each assigned leave type. Administrators can manually adjust accrued leave balances using the edit action on each row.
Column | Description |
Leave Type | The category of leave assigned to the employee (e.g. Bereavement, Paternity). |
Balance | The total leave balance (opening balance) allocated for the current year. |
Accrued | The number of additional leave days accrued so far this year through a manual or automatic accrual process. |
Used | The total number of leave days the employee has used in the current year. |
Booked | Leave days that have been approved and scheduled but not yet taken. |
Remaining | The remaining leave balance available to the employee (Balance + Accrued − Used − Booked). |
Actions | Edit icon (✏️) to open the Adjust Accrued Leave dialog for that leave type. |
4.3.1 Adjusting Accrued Leave
Click the edit icon (✏️) on any leave row to open the Adjust Accrued Leave dialog.
Field | Description |
Leave Type | Displays the name of the leave type being adjusted (read-only). |
Opening Balance | The current total balance for this leave type (read-only). |
Used | The number of days already used by the employee (read-only). |
Accrued Amount | Enter the number of additional days to accrue. The Updated Remaining Balance preview updates automatically. |
Updated Remaining Balance | A live preview of the new remaining balance after the accrual is applied. |
•Enter the number of days to accrue in the Accrued Amount field.
•Verify the Updated Remaining Balance preview is correct.
•Click Update Balance to save or Cancel to discard.
4.4. Salary Info Tab
The Salary Info tab is divided into two panels: Salary Information (income and deduction configuration) and Payment Method (bank account, crypto wallet, or PayPal details).
4.4.1 Salary Information
Field | Required | Description |
Payslip Type | Yes | The pay frequency (e.g. Monthly, Hourly). |
Currency | Yes | The currency in which the salary is paid. |
Basic Salary / Hourly Rate | Yes | Base salary amount (for Monthly) or rate per hour (for Hourly payslip type). |
Salary Dispute | No | Income — any disputed salary amount to add. |
Bonus | No | Income — bonus amount to include in the payslip. |
Income Tax | No | Deduction — income tax amount. |
Benefits Deduction | No | Deduction — benefits-related deduction amount. |
Meal Deduction | No | Deduction — meal subsidy deduction. |
Other Tax | No | Deduction — any other applicable tax. |
Expense | No | Deduction — expense deduction amount. |
4.4.2 Payment Method
Select the payment method for this employee and provide the required account details. Three options are available:
Option | Required Fields |
Bank Account | Country*, Account Holder Name / Account Title*, Bank Name*, IBAN*. Optionally: Swift Code, Branch Code. |
Crypto Wallet | Crypto Wallet Address*, Crypto Coin*. |
PayPal | PayPal Email Address*. |
⚠️ Warning: Payment method details contain sensitive financial information. Ensure only authorised personnel have access to this tab and that data is handled in accordance with your organisation's data security policy.
4.5. Emergency Contact Tab
The Emergency Contact tab lists all emergency contacts registered for the employee. Multiple contacts can be added. The table shows Full Name, Relation, Contact Number, and action buttons.
4.5.1 Adding an Emergency Contact
•Click the + Add Contact button at the top-right of the tab.
•The Add Emergency Contact dialog will open.
Field | Required | Description |
Full Name | Yes | The full name of the emergency contact person. |
Contact Number | Yes | The contact's phone number including country dial code. |
Relation | Yes | The relationship to the employee (e.g. Spouse, Parent, Sibling). |
No | The contact's email address. | |
Address | No | The contact's physical address. |
•Click Save to add the contact or Cancel to close without saving.
4.6. Documents Tab
The Documents tab stores compliance and identity documents for the employee such as passports, visas, certificates, and contracts. Each document record includes the document name, type, a downloadable file, and an optional expiry date.
4.6.1 Adding a Document
•Click the + Add Document button at the top-right of the tab.
•The Add New Document dialog will open.
Field | Required | Description |
Document Name | Yes | A descriptive name for the document (e.g. Passport, Employment Contract). |
Document Type | Yes | The category of document. Select from the dropdown list. |
Expiry Date | No | The document's expiry date, if applicable (e.g. passport or visa expiry). |
Upload Documents | Yes | Click Choose File to select and upload the document file from your device. |
•Click Save to upload and attach the document or Cancel to close without saving.
💡 Tip: Set expiry dates for time-sensitive documents such as work permits and professional licences. This allows administrators to proactively track and renew documents before they lapse.
4.7. Territories Tab
The Territories tab allows administrators to assign one or more geographic territories to the employee. Territories define the regions the employee is responsible for within the client management or operations context.
•Click the Select Territory dropdown and choose the desired territory.
•Click Save to assign the territory to the employee.
•Repeat for each additional territory that needs to be assigned.
📜 Note: If no territories have been assigned yet, the panel displays a 'No Territories Added' placeholder. Territories are configured separately by the system administrator before they can be assigned to employees.
4.8. Login History Tab
The Login History tab displays the employee's recent device and session activity. It shows each unique device the employee has used to log in, along with the browser, IP address, and the most recent activity timestamp.
Column | Description |
Browser | The web browser used for the login session (e.g. Chrome, Firefox, Safari). |
Device | The type of device used (e.g. Desktop, Mobile, Tablet). |
IP | The IP address from which the employee accessed the portal. |
Recent Activity | The date and time of the most recent session from this device. |
📜 Note: The Login History tab is read-only and cannot be edited. If no login activity has been recorded yet, the table displays 'No data available'. This is expected for newly created accounts that have not yet logged in.
Summary:
The following table summarises the key tasks covered in this guide and where to perform them.
Step | Task | Location |
1 | Navigate to Employees | Left Sidebar → Employees → Employees List |
2 | Review workforce headcount | Employees List — Total / Active / Inactive summary cards |
3 | Search for an employee | Employees List — Search icon above the table |
4 | Add a new employee | Employees List → + Add Employee button |
5 | Complete Basic Information | Add Employee form → Basic Information section |
6 | Complete Employment Details | Add Employee form → Employment Details section |
7 | Complete Payroll Information | Add Employee form → Payroll Information section |
8 | Set licence status | Add Employee form → Licence Information section |
9 | Save the employee | Add Employee form → Save Employee button |
10 | Edit personal details | Employee profile → Basic Information tab → Update Profile |
11 | Update contract / employment info | Employee profile → Contract tab → Save |
12 | View or adjust leave balances | Employee profile → Leave tab → Edit icon |
13 | Configure salary and payment | Employee profile → Salary Info tab → Save |
14 | Add emergency contacts | Employee profile → Emergency Contact tab → + Add Contact |
15 | Upload documents | Employee profile → Documents tab → + Add Document |
16 | Assign territories | Employee profile → Territories tab → Select Territory → Save |
17 | Review login activity | Employee profile → Login History tab |