Add and manage staff records

HR & Payroll → Staff Directory & HR is the home of every staff member. The Employees tab holds the full record for each person; Staff Assets and Disciplinary Cases in the same group stay linked to that record.

Add one employee

1. Open HR & Payroll → Staff Directory & HR → Employees.
2. Click New Employee, then work through the wizard:
   • Personal information — names, national ID, date of birth, gender, marital status, contact details and address.
   • Employment — department, designation, role, employment type, date joined, contract end date (for contract staff) and status.
   • Salary — the salary grade, plus any individual allowances specific to this person.
   • Family & next of kin — spouse details, dependents and emergency contacts.
   • Health & medical notes — conditions, allergies and anything a first-aider should know.
   • Custom fields — any extra pairs your school needs (for example "TSC number").
3. Save.

Saving the employee provisions a linked portal account automatically. The person receives an activation email the first time an account is created; re-importing or re-saving does not re-send it.

Managing the directory

• Search and filter the table by name, department, role, employment type or status.
• Change Status on a row moves someone between Active, Suspended, On Leave and Terminated. Deactivating a person keeps their history — do not delete staff who have payroll, leave or asset records.
• Promote records a promotion with the new grade and effective date.
• Assign Asset hands an item from the fixed-asset register to the employee; it appears under Staff Assets.
• Use bulk actions to send activation emails or change the status of several people at once.

Import a whole staff list

Adding dozens of people by hand is slow. Use the spreadsheet importer instead — see Import staff from a spreadsheet.

Staff assets and disciplinary cases

• Staff Assets shows what each employee holds — laptops, keys, vehicles — with the date issued. Return the asset when the person leaves.
• Disciplinary Cases records incidents, the staff involved, the outcome and any follow-up dates. It is visible only to people with HR access.

Next steps

• Payroll and compensation
• Staff attendance and leave
• Manage staff accounts and permissions