Employee Database

Overview

The Employee Database menu displays all employee data registered in the system. This feature allows you to manage complete employee information from personal identity, bank data, employment information, contacts, to emergency contacts.

Page Navigation

The Employee Database page is located within the Database menu.

Employee Data Input Methods

When adding a new employee, you will be presented with data input method options.

Method Options:

• Download templates - Download Excel template to fill
• Import File - Import completed Excel file
• Add Manual - Add employee data manually through a form

Download Templates

• Click Download templates to get the template file
• Template contains required columns for employee data
• Format: Excel (.xlsx)

Import File

• Click Import File after filling the template
• Select the completed file
• System will validate and import the data
• Employee data will appear in the database

Add Manual

• Click Add Manual to fill out the employee form one by one
• Suitable for adding small amounts of data

Employee List Display

The employee list page displays all registered employees.

Employee Data

Here is an example of registered employee data:

Filter and Export

Options are available to filter and export data:

• Filters - Filter data based on specific criteria
• Export - Export data to file formats (CSV, Excel)

Access Mode

Employee access status:

• Active - Active employees can access the system
• Inactive - Inactive employees cannot access the system

Manual Employee Input Form

If you choose Add Manual, you will be directed to a multi-tab form to fill out employee data.

Identity Tab

Identity Form Components:

Details Tab

Details Form Components:

Employment Tab

Employment Form Components:

Contacts Tab

Contacts Form Components:

Emergency Contact 1:

Emergency Contact 2:

Additional Information:

Action Buttons

• Save Changes - Save all employee data
• Cancel - Cancel adding employee

Employee Data in Table Format

Here is an example of employee data in complete table format:

Basic Identity

Domicile Address, Gender, Religion, and Contract

Email, Blood Type, Phone, and Bank

Emergency Contact and Cost Type

Actions on Employee Data

On each employee data row, action buttons are available to manage the data.

View

• Click the View icon to see complete employee details
• Displays all information in read-only mode

Edit

• Click the Edit icon to modify employee data
• The edit form will open with pre-filled data
• Modify the necessary information
• Click Save to save the changes

Delete

• Click the Delete icon to delete employee data
• Confirm the deletion in the dialog that appears
• The employee data will be permanently deleted

Mobile Access

Mobile access status for employees:

• Active - Employee can access the mobile application
• Inactive - Employee cannot access the mobile application

Usage Tips

1. Use templates for mass import - To add many employees at once, use the Download templates and Import File features.
2. Prepare complete data - Before adding an employee, ensure all data is complete (ID card, tax ID, family card, bank account, etc.).
3. Pay attention to file format - For photo uploads, ensure format and size meet requirements (jpeg, jpg, png, gif, max 3.1 MB).
4. Check for duplicate data - Before adding a new employee, ensure no data with the same identity number already exists.
5. Fill in emergency contacts - Always fill in emergency contacts for anticipation of urgent situations.
6. Pay attention to contract dates - Ensure contract start and end dates are filled correctly.
7. Group cost types - Use cost types appropriately (Direct Cost/Indirect Cost) for accounting purposes.

Troubleshooting

File import failed

• Ensure the file format matches the template
• Check required columns
• Ensure there are no problematic special characters
• Try with a smaller file

Photo cannot be uploaded

• Check file format (only jpeg, jpg, png, gif)
• Ensure file size is not more than 3.1 MB
• Try compressing the file if too large

Data not saved

• Ensure all required fields are filled (marked with *)
• Check date format (DD/MM/YYYY)
• Check internet connection

Employee cannot log in to mobile

• Check Mobile Access status (must be Active)
• Ensure email and login data are correct
• Check if the employee already has a user account

Duplicate data

• Use the search feature before adding a new employee
• Check identity numbers that might be the same
• Contact administrator for data merging if necessary

Next Steps

• Users
• Document Type
• Employment History
• Medical Check-up
• Payroll