Adding a New Employee

HR Admins can add new employees to the Udyamo HRMS system individually or via bulk import. This acts as the first step in the employee’s lifecycle.

Method 1: Individual Addition

1. Navigate to Employees > Employee Onboarding.
2. Click the + Add Employee button.
3. Basic Details: Enter the First Name, Last Name, Official Email, and Phone Number.
4. Employment Details:
   • Department & Designation: Assign their functional team and role.
   • Date of Joining: This triggers the start of their tenure.
   • Reporting Manager: Assign the manager responsible for their approvals.
5. System Access: Toggle Welcome Email to automatically send login credentials to the employee.
6. Click Save & Continue to create the profile.

(Refer to the screenshot above - Add Employee Form)

Method 2: Bulk Import

For onboarding multiple employees at once:

1. Go to Employees > Employee Onboarding.
2. Download Template: Get the standardized CSV file.
3. Fill Data: Enter employee details in the respective columns (do not change headers).
4. Upload: Drag and drop the filled CSV file.
5. Map Columns: Verify that the CSV headers match the system fields.
6. Click Import.

(Refer to the screenshot above - Bulk Import Interface)

Employee Profile Overview

(Refer to the screenshot above - Employee Profile View)

The Employee Profile is the central repository for all staff information. It is organized into detailed tabs:

1. Personal & Contact

• Identity: Date of Birth, Gender, Marital Status, Blood Group.
• Contact: Mobile Numbers, Personal Email, Emergency Contacts.
• Addresses: Present (Mailing) and Permanent addresses.

2. Job & Work

• Organization Control: Employee ID, Department, Grade/Band, Location.
• Shift & Policy: Assigned Shift Timing, Attendance Policy, and Leave Policy.
• Probation: Probation period duration and confirmation due date.

3. Documents

• A secure digital vault for employee documents.
• Uploads: Offer Letter, Aadhar/ID Proofs, Educational Certificates, Relieving Letters.
• Privacy: Document visibility can be restricted to HR Admins only.

Employee Lifecycle Tracker

The Lifecycle Tracker provides a visual timeline of an employee’s journey within the organization. It gives a chronological view of every major event since joining.

(Refer to the screenshot above - Lifecycle Tracker Timeline)

To view the tracker:

1. Navigate to Employees.
2. Click on the Employee Lifecycle Tracker tab.

Key Lifecycle Events Tracked:

• Onboarding: Date of Joining and account creation.
• Probation Confirmation: When the employee successfully completes probation.
• Role Changes: Updates to Designation or Department (Transfers).
• Appraisals: Yearly performance reviews and salary revisions.
• Status Changes: Moves between Active, Long Leave, or Notice Period.

This timeline acts as an audit trail for HR decision-making and history verification.

Updating Employee Status (Transitions)

Employee status updates drive system access and payroll processing.

• Active: Regular employee with full access.
• Probation: New joinees under evaluation.
• Notice Period: Employee who has resigned; strictly monitored for assets and handover.
• Inactive/Terminated: Access revoked immediately.

Offboarding & Exit Management

The Offboarding module handles the employee resignation and separation process.

Initiating Separation

To initiate offboarding, navigate to Employees > Employee Offboarding.

Required Details:

• Select Employee: Choose the employee resigning or being terminated.
• Reason for Resignation: Provide a detailed reason for the separation.
• Notice Period (in days): Specify the notice period duration (e.g., 30 days). Default notice period applies as per company policy.

Once submitted, the offboarding process is initiated.

(Refer to the screenshot above - Offboarding Details)