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How To Update Employees

2 min read

Emsployees in The Smart DMS can be created and managed under the HR > Employees section. This guide covers how to add an employee, define their roles, assign locations, working hours, and more.

Open the Create Employee Form #

Navigate to:

Human Resource > Employees > Create or Human Resource > Employees > Employee Name > Edit

You’ll land on the Create / Edit Employee form, which is divided into several sections.

Manage Employee #

This section captures the core details about the employee:

  • User: Link the employee to a system user account (required for login).
  • Department: Select the department they belong to.
  • Job: Assign their job title or designation.
  • Employee ID: Optional custom identifier.
  • Type: Categorize the employee (e.g., full-time, contract).
  • Start Date: The date the employee began working.
  • Active: When marked inactive, the employee is:
    • Hidden from dropdowns (e.g., task assignment).
    • Excluded from payroll processing.

Manage User Roles #

Assign the roles that define what actions the employee can perform within the system.

This controls access and visibility to various parts of the DMS.

Employee Shifts & Working Days #

Off Days #

Set the employee’s regular off days (e.g., Sunday, Monday). This helps in scheduling and payroll accuracy.

Working Periods (Shifts) #

Define custom working hours for each day of the week:

  • Day: Select the weekday.
  • Check In / Check Out Times: Use 24-hour format (e.g., 07:30, 18:00).

These values override the default shift times (configured from Attendance Settings) and are used in attendance, task tracking, and time-based reporting.

Locations #

Specify where the employee operates:

  • Locations: Choose one or more locations.
  • Leave this blank if the employee works across all locations.

This controls visibility of the employee in location-restricted dropdowns (e.g., task assignment, performance filters).

Manage Documents #

Upload documents related to the employee such as:

  • ID scans
  • Certificates
  • Contracts

These files are stored and attached to the employee profile.

Manage Next of Kin #

Add the emergency contact(s) or next of kin for the employee, including:

  • Name
  • Relationship
  • Phone Number

Click Create to save the employee profile. The employee will now be available in relevant dropdowns and modules depending on their role, status, and location.