Employee Management
On this page
The Employee Management addon keeps your staff records beyond the login: designation, joining date, salary and an emergency contact. It adds a daily attendance register and a monthly payroll sheet that works out each person's basic pay from the days they actually worked.
It is for the owner or manager who pays the audiologists, technicians and receptionists at the end of the month. A staff record does not need a login: the cleaner and the driver belong on the payroll even though they never sign in.
Switching it on
Employee Management is a free addon that comes with the script. Open Admin → Addons, find its card and press Enable.
Where to find it
The addon has its own heading in the sidebar, Employee Management Addons:
- Employees: the staff records.
- Attendance: the register for one day.
- Payroll: the salary sheet for one month.
- Settings: the addon's settings.
The permissions, in the Employees group under Roles & Permissions, are View staff records, Add / edit / delete staff records, Mark attendance and approve leave and See salary figures and the payroll. Give the last one only to the people who should see what everybody earns. See Users and roles.
Employees
Employees → + Add an employee. The form has three parts.
The person
| Field | What to enter |
|---|---|
| Full name | Required. |
| Staff number | Your own number for them, if you use one. |
| Designation | For example Audiologist, Receptionist or Technician. |
| Department | For example Clinic, Lab, Front desk or Accounts. |
| Their login | Links this record to the account they sign in with. Optional. |
| Employment | Full time, Part time, Contract, Intern or Visiting. |
| Branch | Where they work, when you run more than one branch. |
| Phone, E-mail, Date of birth, Sex, NID, Blood group, Address | Their personal details. |
| Photograph | A picture for the record. |
Employment
- Joined on and Left on. Filling in Left on does not delete anything; the record stays for the payroll history.
- Monthly salary: the figure the payroll starts from.
- Status: Working here or No longer here. Only people working here appear in the register and on the payroll.
In an emergency
- Who to call and their Number, and Notes.
The list shows each person's photo, name and designation, department, phone, joining date and status, and can be searched by name, designation, phone, staff number or NID.
Attendance
Attendance opens today's register. Use the arrows or the date box to go to another day, and Today to come back.
- For each person, choose a Status: Present, Late, Half day, On leave, Holiday or Absent.
- Type the In and Out times if you keep them, and a Note if needed.
- Press Save the register.
Mark everyone present sets everybody not already marked to Present in one go; then change only the exceptions.
Anyone left as not marked is untouched. The register is not a statement that they were absent. Someone marked Present with an In time after the late time in the settings is saved as Late.
Above the list, small counters show how many are in, late, on leave, absent and not marked, and the late time for the day.
Each person has one line per day, so saving the register twice corrects it rather than counting the day twice.
Payroll
Payroll opens the sheet for this month. Use the arrows or the month box to go to another month. Print prints the sheet.
Each row shows the employee, their monthly salary and their attendance for the month, then:
- Basic: worked out for you. The daily rate is the monthly salary divided by the working days in the settings, times the days worked. Present, Late, On leave and Holiday count as full days and a Half day as half. Basic never goes above the monthly salary. If nothing was marked for that person all month, the row says register empty and Full salary assumed: nobody is paid nothing because a box was not ticked.
- Allowance, Overtime and Deduction: type them in.
- Net: basic plus allowance and overtime, less deduction, shown once the row is saved.
- Paid: the date it was paid and the method: Cash, Bank, bKash, Nagad or Cheque.
Tick the rows you are paying and press Save the payroll. Only ticked rows are saved. Saving again corrects a row rather than paying twice. The card header shows how many people are on the sheet and the total recorded.
Settings
| Setting | What it does |
|---|---|
| Working days in a month | Used to work a daily rate out of a monthly salary. 26 by default. |
| Count as late after | The time, in 24-hour form, after which an arrival counts as late. 10:15 by default. |
| Keep an attendance register | Shows an In today card on the dashboard: how many staff are present out of how many are working here. |
The month's routine
- Every morning, open Attendance, press Mark everyone present, then change the few who are late, on leave or absent, with their times.
- At the end of the month, open Payroll. Check the attendance column and the basic figures.
- Add allowances, overtime and deductions, choose how each person was paid, tick the rows and press Save the payroll.
- Print the sheet for your records.
Tips
- Mark public holidays as Holiday for everyone, so the days count as paid.
- The payroll sheet records what was paid; it does not take money out of the cash book by itself. If you use the Accounts addon, enter the month's salaries there under the expense head Staff salary.
- A staff member who also signs in to the panel is set up under Users (Users and roles); link the two with Their login.