Employee master

The Employee Master page lists the employees of a company, with their employee ID, start date, employment status, designation, department and manager. From here you find employees, open an employee’s page, add a user as an employee and export the list.

To open it, select HR > Employee Master.

Every employee is a TrakIT user of the company. A user becomes an employee when you add them here with an employee ID, a start date and a designation. The employee’s names, email address and mobile number are those of their user record. Users are created under Admin > User Management: see Setting up TrakIT.

Choose the company

The list at the top holds the companies you have access to. TrakIT remembers your choice. It is greyed out if you have only one company. Choosing another company clears the filters.

Find an employee

1. Select Filters to open the filter panel, if it is closed.
2. Enter or select the filters you need.
3. Select Search.

Reset clears the filters. TrakIT remembers your filters for the next time you open the page.

Filter	Finds
Name	Any part of the employee’s full name.
Email	Any part of the employee’s email address.
Gender	Male, Female or Other, or – Any –.
Show Ex-Employees	Also the employees who have left: those with a last day of work. Without it, they are not listed.
Status	The employment statuses to include. The list offers the statuses the company’s employees have.
Designation, Department	The designations and departments to include. The lists offer those of the company’s employees.
Tags	Employees with the selected tags. [No Tags] includes employees without tags.

In the Status, Designation, Department and Tags boxes, the check icon selects all or none.

The list

The list shows 20 employees per page, in order of name to start with. Employees Found counts them. Select a column heading to sort by it, where the column allows it. Employees who have left are shown in red.

Column	Shows
Person icon	Opens the employee’s profile at the address set up for the company as its User Url, in a new tab. Shown only when the company has one.
Employee ID	The employee ID. Select it to open the employee.
User ID	The employee’s TrakIT user ID.
Full Name, Email	The employee’s name and email address.
Start Date	The date the employee was hired or started work.
Status	The employment status. See Statuses.
Designation, Department	The employee’s designation and department.
Gender	Male, Female, Other, or [Not Set].
Employed For	How long the employee has worked for the company, in years and months, for example 3Y 8M; for an employee who has left, up to their last day. Sorting by it sorts by start date.
LastDate	Only with Show Ex-Employees: the employee’s last day of work.
Manager	The employee’s direct manager.
Updated By	Who last changed the employee or their user record, and how long ago.
Last Active	How long ago the employee last used TrakIT.
Online	A green light when the employee is online in TrakIT now.

Export the list

Select Export to download the employees that match the filters, on all pages, as an Excel file. It has the columns Employee ID, User ID, Full Name, Email, Start Date, Status, Designation, Department, Gender, Employed For, Manager, Updated By and Updated. Export appears when the list has employees, if your role can export.

Add an employee

Add the person as a user under Admin > User Management first, in the company they work for.

1. Choose the company at the top of the page.
2. Select Add.
3. In Add New Employee, fill in the fields below.
4. Select Add.

TrakIT says Employee added successfully, and the employee appears in the list. Open their page to add a photo, data fields and files: see Employee.

Field	What to enter
Select User	The user to add. The list offers the users of the company who are not employees yet. Required.
Employee ID	A unique ID of letters and numbers, up to 20 characters. TrakIT removes spaces and saves it in capitals. Required.
Start Date	The date the employee was hired or started work. It cannot be in the future, or more than 40 years ago. Required.
Status	The employment status: On Probation, Full-Time, Part-Time, Temporary, On Leave, Suspended, Contract, Intern, Freelance, Consultant or Volunteer. Required. To record that an employee has left, use Change Status on their page.
Designation	The employee’s job title. Required.
Department	The employee’s department, if any.
Manager	The employee’s direct manager: an employee of the company who has not left.
Gender	Male, Female or Other. Required.
Date of Birth	Optional. The employee must be between 16 and 80 years old, and born at least 16 years before the start date.
Blood Group	The blood group, or empty if it is not known.

A system administrator sets up the designations and departments under Admin > Masters > Master Tables, on the Designations and Departments tabs.

Message	What to do
User selection is required, Status selection is required, Gender selection is required, Designation is required	Choose a value in the field.
Employee ID is required, Start Date is required	Fill in the field.
Specified Employee ID is already in use	Another employee has this ID: choose another.
Employee ID is invalid	Use letters and numbers only.
Start Date is not valid, Date of Birth is not valid	Choose the date from the calendar.
Start Date cannot be in the future, Hire Date cannot be older than 40 years	Check the start date.
Date of Birth indicates employee is younger than 16 years., Date of Birth indicates employee is older than 80 years., Date of Birth must be at least 16 years before Start Date	Check the date of birth and the start date.

Employees cannot be deleted. When an employee leaves, record their last day with Change Status.

Who can use this page

Your role needs these permissions in the Employee Master section:

Permission	Allows you to
Read	Open the page, see the employees of the companies you have access to, and open their pages.
Create	Add employees.
Update	Change employees on their Employee page.
Export	Export the list.

Only TrakIT Support can give a role the permissions of the Employee Master section: on the role page, system administrators see them greyed out.

System administrators can use this page with all its permissions, but cannot open the Employee page.