Employee Management
Purpose
Keep your in-store team organized, compliant and productive. This module centralizes employee profiles, role & permission assignments, pay rates, lunch/break policies, hire/termination dates and attendance summaries so you can hire, schedule, pay and audit staff efficiently.
It’s built for small to medium physical stores (retail, groceries, salons, restaurants, hotels) where staff operations directly impact sales, customer experience and compliance.
🧭 What this feature shows
1. Employee Directory
List view with photo, name, role, per-hour & overtime rates, lunch break and quick action buttons (View, Edit, Delete).
Search and filters (by name, role, status) and sortable columns (hire date, total hours, hourly rate).
2. Employee Profile
Full personal details (contact, DOB), employment meta (employee code, hire date, status).
Role & permissions summary, rates, lunch break, overtime settings and attachments (ID, documents, photo).
3. Role & Permissions
Role management (create roles, list permissions per role).
Preview the permissions for a role when assigning it to employees.
Fine-grained control (POS access, refunds, payroll edit, inventory adjustments, reports).
4. Attendance / Hours
Attendance logs and summaries per employee.
Total hours worked, overtime calculation, and lunch break deduction support.
Short view to spot under- or overworked staff.
5. Bulk import
Import employee lists via CSV/XLSX (useful for multi-store rollouts or onboarding many hires).
6. Add/Edit Employee Wizard
Intuitive form for adding staff: image, employee code, name, contact, DOB, role, rates, lunch break, hire date, status.
Role selection previews permissions instantly.
7. Pagination & Exports
Paginated lists with exportable results (CSV for payroll, audits, or HR onboarding).
👥 Who should use this
Shop owners who hire and manage frontline staff (cashiers, floor staff, service providers).
Store managers scheduling shifts, tracking attendance and checking labor costs.
HR / Payroll teams preparing hours and rates for payroll.
Area managers (multi-store) who onboard many employees and standardize roles across locations.
⚙️ How it works (high level)
Master data: Employees, roles and permissions are stored in the backend.
Role mapping: Roles map to permission sets used by the app to enable/disable UI actions.
Attendance aggregation: Clock-in/out or manual attendance flows feed daily/period totals.
Calculations: Hours, overtime, and break deduction algorithms compute totals for payroll export.
UI interactions: Selecting a role dynamically fetches and shows its permissions before assignment.
Import validation: CSV/XLSX imports validate required fields (employee code, mobile, hire date) and report errors.
🪜 How to use — step-by-step
Open Store → Employee Management.
Use the Search or Role filter to find specific employees.
Click Add Employee to create a new staff record — fill required fields (employee code, name, mobile, DOB, role, hourly rate, hire date, status).
Choose a role — preview permissions in the side box. Create role first if needed.
Upload ID or profile image if you want a visual roster. Save.
To edit pay, breaks or permissions, open the employee and click Edit.
Use Import Employees for bulk onboarding (check the template / required columns first).
For attendance and hours, open the employee profile’s attendance section or use the attendance reports export for payroll.
📊 How to interpret results (operational guidance)
Per Hour & Overtime Rates — use to estimate daily labor cost and forecast payroll. If overtime costs spike, consider hiring or redistributing shifts.
Lunch Break Duration — ensure break policies are applied when calculating payable hours. Longer breaks reduce paid hours.
Total Hours Worked — cross-check high totals with expected shift lengths (may indicate timecard mistakes or unauthorized overtime).
Status (Active / Inactive / Terminated) — terminated employees should be removed from active rosters to prevent unauthorised access.
Role Permission List — ensure non-manager roles don’t have financial controls (refunds, discounting, payroll edits). Principle of least privilege.
✅ Recommended actions (prioritised)
Set roles first — define common roles (Cashier, Supervisor, Store Manager, Inventory Clerk) and assign minimal permissions.
Standardize pay rules — set per-hour and overtime rates consistently before payroll period starts.
Verify employee codes & contacts — unique codes avoid duplicate records during import or attendance.
Use import carefully — validate file and preview errors; back up current roster before big imports.
Audit permissions monthly — remove permissions for role changes and terminated staff.
Track attendance weekly — detect unapproved overtime or shift gaps early.
Export attendance for payroll — generate a CSV with hours, overtime and deductions for payroll processing.
📤 Exporting & reporting
Employee list export — CSV with basic details for HR or compliance.
Attendance export — detailed hours by day for payroll processing.
Role / permission export — audit which roles can access sensitive features.
Bulk import template — use for onboarding; contains required columns and example rows.
🗓️ Recommended cadence
Daily
Quick check: staff scheduled vs present; flag no-shows.
Weekly
Review overtime, unusual hours, and update schedules.
Monthly
Export attendance for payroll; reconcile hours with pay.
Quarterly
Audit roles & permissions; run headcount and turnover reports.
🔍 Special advantages for a brick-and-mortar shop
On-floor clarity: have staff photos, contact and role handy — great for quick identification during shift changes.
Shift & cost control: per-hour vs overtime visibility helps control labour spend on busy days.
Fast onboarding: bulk import and role templates speed up hiring for seasonal demand.
Access control: limit POS/discount/refund permissions to trusted staff, preventing revenue leakage.
Compliance ready: attendance exports streamline payroll and legal record keeping (labour laws, hours worked).
🔒 Privacy & security
Only authorized managers/HR roles should see full employee PII (DOB, mobile, bank details).
Limit exports to payroll officers; log all export actions.
Protect file uploads (IDs) and images; store with access control and retention policy.
Follow local labour law for retention of employee records and consent for data storage.
🧩 Troubleshooting & FAQs
Q: Imported employees are missing or duplicated. A: Check unique employee_code column and import file for blank IDs. Validate CSV encoding (UTF-8) and date formats.
Q: Employee not appearing in role filter. A: Confirm role assignment saved. If the role was deleted after assignment, reassign a valid role.
Q: Attendance hours don’t match expected shift. A: Check lunch break configuration and whether timecards subtract break duration. Verify time zone and clock-in/out timestamps.
Q: Permissions show “Unknown Permission” in import. A: Ensure permissions map in import data matches the system’s canonical permission keys. Use the role management export to validate.
Q: Cannot delete employee record. A: If an employee has linked transactions (sales, payroll), deletion might be restricted. Use “inactive/terminated” status or archive instead.
✅ Quick checklist for shop owners / managers
Create standard roles (Cashier, Supervisor, Manager) before hiring.
Require unique
employee_codefor every hire.Validate hourly and overtime rates on hire date.
Use the permissions preview when assigning a role.
Run weekly overtime checks to control costs.
Archive (not delete) employees with historical transactions.
Export attendance monthly for payroll reconciliation.
Restrict export & role-change permissions to HR/owners.
📎 Related modules
Attendance — clock in/out, daily logs, and summary totals.
Payroll / Expenses — push hours and salary data into payroll processing.
Roles & Permissions — centralized role creation and permission assignment.
Sales / POS — tie employees to transactions (sales by cashier).
Activity Log — audit changes to employee records or permission updates.
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