Employee Management

Employee records: an overview

How the Employee Management screen works, what each column and KPI means, and how the employee record feeds attendance, leave, payroll and the employee portal.

  • HR Admin
  • Payroll Admin
2 min read
On this page (5 sections)
  1. What Employee Management is for
  2. The KPI cards
  3. The employee list
  4. How employee data is used elsewhere
  5. Who can do what

What Employee Management is for

Employee Management is your master record of everyone in the organisation. From one screen you add, edit, view, activate or deactivate employees, invite them to the employee portal and bulk-import new joiners.

Go to
  1. Employees
  2. General Details

The menu item is called General Details; the page it opens is titled Employee Management.

The KPI cards

CardWhat it counts
Total EmployeesEveryone in the directory — employee records plus portal users who don’t have an employee profile yet.
New Hires (This Month)Employees whose Start Date falls in the current calendar month.
On Leave TodayEmployees on approved leave today, with the share of the workforce this represents.
Avg. TenureAverage time since Start Date, in years, across employees who have a start date.

The employee list

The list shows 10 employees per page. Search by name or email using the box above the list.

ColumnMeaning
EmployeeName, with the designation (or email) underneath.
Department / BranchWhere the employee sits in your organisation.
Reporting ManagerThe person who approves their leave requests.
Portal StatusWhether they can sign in to the employee portal — see Employee portal access.
StatusActive or Inactive. With edit permission this is a switch you can flip directly.

Click a row to open the employee’s profile. Row actions let you view, edit, invite, resend an invitation, re-sync or delete, depending on the employee’s portal status and your permissions.

How employee data is used elsewhere

ModuleUses from the employee record
AttendanceBranch, work schedule and work shift.
LeaveBranch (which leave types and balances apply) and reporting manager (who approves).
PayrollBanking details for salary payment files. Salary itself comes from Salary Structure Assignment.
Employee portalPortal access — the employee signs in to My Workspace.
Document CenterEach employee gets their own document folders automatically.

Who can do what

PermissionAllows
ViewOpen Employee Management and employee profiles.
CreateAdd employees, bulk upload, complete profiles, invite and resend invitations.
UpdateEdit employees and switch their status.
DeleteDelete employees.

Bulk import needs view, create and update permission. Other employees’ bank account numbers are visible only to users with an organisation-wide HR or administrator role. Users with the Employee role never see this area — they use My Workspace.

Related articles

Employee records: an overview | Mocha HRMS Help Center