Employee

The Employee page shows one employee: their photo, their details and employment status, and tabs for their data fields, files and action log. It is also where you change the employee’s details, and record when they leave.

To open it, select the employee’s Employee ID on the Employee Master page, or the name of the Manager on another employee’s page. The heading is Employee Details. ◄ Back to Employee Master takes you back to the list. You can open the employees of the companies you have access to: a manager in another company opens only if you have access to that company too.

An employee is a TrakIT user. Their User ID, names, Email and mobile number are those of their user record, so changing the names or the mobile number here changes them for the user too. The email address can be changed only under Admin > User Management.

The top of the page

• Tags label the employee. To add one, type a tag of at least 3 letters or numbers, without spaces, in Add a Tag and press Enter; to remove one, select the cross next to it. You can change tags if your role can update employees. You can find employees by tag on the Employee Master page.
• The light before the employee’s ID and name is green (Employee Online) when the employee is online in TrakIT now, and unlit (Employee Offline) otherwise.
• The details have a pale red background once the employee has left.

Details

Field	Shows
Photo	The employee’s photo. See Photo.
User ID	The employee’s TrakIT user ID.
First Name, Last Name	The employee’s names.
Email	The email address. Select it to write an email.
Mobile Number	The mobile number, or -.
Manager	The employee’s direct manager. Select the name to open the manager’s employee page. NA if there is none.
Gender	Male, Female, Other, or [Not Set].
Designation, Department	The employee’s designation and department.
Start Date	The date the employee was hired or started work.
Date of Birth, Blood Group	If they were entered, or -.
Status	The employment status.
Last Date	The employee’s last day of work, once they have left.

If your role can update employees, Change Status and the pencil (Modify User) appear below the details.

Photo

To add or replace the employee’s photo:

1. Select Upload under the photo, or Change if the employee has one.
2. In Upload Photo, drag a photo onto the box under Select Photo, or select the box to choose one. JPEG and PNG images are accepted, one at a time.
3. Move and resize the square over the part of the photo to keep. It cannot be smaller than 200 × 200 pixels of the photo.
4. Select Crop & Save Photo.

TrakIT saves the square, reduced to 600 × 600 pixels if it is larger, says Photo uploaded successfully, and shows the new photo.

Message	What to do
Invalid Image	The file could not be read as an image. Check the file, or save it again as JPEG or PNG.
An error occurred while processing the photo	The photo was not saved. Try again, keeping the square at least 200 × 200 pixels.

To remove the photo, select Remove under it, then confirm. TrakIT says Photo removed successfully.

Change the employee’s details

1. Select the pencil (Modify User). The heading becomes Update Employee.
2. Change the fields you need, described below.
3. Select Save.

TrakIT says Employee updated successfully. Cancel goes back without saving. The Action Log records each changed field.

Field	What to enter
Employee ID	A unique ID of letters and numbers, up to 20 characters. TrakIT removes spaces and saves it in capitals. Required.
First Name, Last Name	Up to 50 characters each. Required.
Designation	The employee’s job title. Required.
Department	The employee’s department, or — for none.
Manager	The employee’s direct manager: a user of the employee’s company who is not locked and has not left. — Select User — for none.
Gender	Male, Female or Other, or —.
Mobile	The mobile number with the country code and a plus sign, up to 15 characters.
Blood Group	The blood group, or — if it is not known.
Date of Birth	Optional. The employee must be between 16 and 80 years old, and born at least 16 years before the start date.
Start Date	The date the employee was hired or started work. It cannot be in the future, or more than 40 years ago. Required.

A system administrator sets up the designations and departments under Admin > Masters > Master Tables.

When you choose a new manager, the employee’s leave applications that are still waiting for their manager’s approval move to the new manager. See Leave approval.

Message	What to do
Employee ID is required, First Name is required, Last Name is required, Designation is required	Fill in the field.
Name contains invalid characters, Mobile Number is invalid	Remove any HTML tags, and don’t start a name with =, + or @. A mobile number can start with + when the rest is digits, spaces, brackets, dots and hyphens.
Specified Employee ID is already in use	Another employee has this ID: choose another.
The Start Date specified is not valid, The Date of Birth specified 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 is out of valid range (16-100 years ago), 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.

Change the status

The status records how the employee works for the company, and when they leave.

1. Select Change Status. The popup opens on the employee’s current status.
2. In Select Status, choose the new status.
3. For Resigned, Terminated or Retired, enter the Last Day of Work. It cannot be before the start date or in the future.
4. Select Save.

Choosing any other status clears the last day of work, for example when an employee who left comes back.

Message	What to do
Please select status	Choose a status.
Please enter a valid date	Choose the last day of work from the calendar.
Last Date cannot be before Start Date, Last Date cannot be in the future	Check the last day of work.

Statuses

Status	Notes
On Probation, Full-Time, Part-Time, Temporary, Contract, Intern, Consultant, Volunteer	The kind of employment.
Freelance	Shown as Freelancer in the details and on the Employee Master page.
On Leave	On long leave. When a day’s attendance is started, the employee starts as On Leave instead of Present.
Suspended	Suspended from work.
Resigned, Terminated, Retired	The employee has left, on the Last Day of Work.

Once an employee has left:

• the Employee Master page lists them, in red, only with Show Ex-Employees;
• the Attendance page no longer lists them for the days after their last day;
• they are no longer offered as a manager.

Recording that an employee has left does not stop them signing in to TrakIT. To do that, lock their user under Admin > User Management.

Tabs

The tabs below the details are Data, Files and Action Log. The page opens on Data. The tabs are hidden while you change the employee’s details.

Data tab

The Data tab lists the employee’s data fields: extra fields your company has set up for employees, for example an identity number or an emergency contact. A system administrator sets them up under Admin > Masters > Data Fields, on the Employees tab, and can limit a field to some companies; the tab shows those for the employee’s company.

Column	Shows
Field	The field’s name. A star marks a required field. Fields no longer in use are shown in red, and only if they have a value.
Code	The field’s code.
Value	The value.
Remarks	Remarks about the value.
Updated By	Who last changed the value, and when. System for values TrakIT worked out.

To change values, if your role can update employees:

1. Enter the Value and the Remarks of each field to change. Depending on the field, you type the value, choose a date, choose one or more values from a list, choose an entity (type part of its name), or choose a place.
2. Select Save.

TrakIT marks each saved row, or shows why it was not saved, such as Value must be numeric or Value not from list. It then says Data fields updated successfully, One or more errors were found when saving, or No changes were made to the data. Remarks can be up to 5,000 characters.

Use Search to find a field by name or code. Computed fields are worked out by TrakIT and cannot be changed.

Files tab

The Files tab holds the employee’s files, such as a contract, a copy of an identity document or certificates, 10 per page, with their title, file name, type, status, expiry date (red from the expiry date), size and who uploaded them. Cancelled files are shown in red. Select the icons to download, preview or print a file; printing is offered for PDF files and images.

To add files, if your role can update employees:

1. Select Add Files.
2. In Upload Files, enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed. Without a title, each file is titled with its file name.
3. Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the popup (Allowed Files). To change a file’s details, select its pencil (Modify Document), make the changes in Modify File and select Update. In the same popup you can cancel the file with Cancel Document, or delete it with the cross at the bottom left, then confirm. Some files that TrakIT added itself are locked and cannot be deleted.

Action Log tab

The Action Log tab lists what was done to the employee and when: when they were added as an employee, changes to their details (with each changed field), status changes, photos uploaded and removed, tags, and files added, changed and deleted. Use Search to find a user, action or value, and Show Page Loads to include page views. Select Export to download the log as an Excel file. How long the log is kept depends on your installation’s data retention policy.

Who can use this page

Your role needs these permissions in the Employee Master section:

Permission	Allows you to
Read	Open the page, and download, preview and print the employee’s files.
Update	Change the employee’s details and status, upload and remove the photo, change tags and data fields, and add, change, cancel and delete files.

Only TrakIT Support can give a role the permissions of the Employee Master section. The same permissions control the Employee Master page. Either way, you reach only the employees of the companies you have access to.

System administrators cannot open this page.