Employees, departments and designations

Every person you pay needs an Employee record. Attendance, leave and salary slips all link to it. Keep it correct and payroll stays correct.

Before you start

The Department and Designation (job title) exist. To add one, search for "Department" or "Designation" in the search bar and click + Add.
The employee's Holiday List and Shift Type exist. See Holidays and shifts.

Add an employee

Go to HR > Employee > + Add Employee.
Enter First Name, Last Name, Gender and Date of Birth.
Enter the Date of Joining. Payroll uses it to pay the first month only from this date.
Select the Company, Department, Designation and Branch (if you use branches).
In the attendance section, set the Holiday List and Default Shift if they differ from the company default.
Select the Leave Approver: the manager who approves this person's leave.
Add the TIN, bank name and account number in the fields your consultant set up for them. Payroll and bank lists need them.
Click Save. The status is Active.

Example

Example Foods PLC hires Yonas as a production supervisor. Selam creates his Employee record with Date of Joining 2026-10-11, Department "Production", Designation "Production Supervisor", Leave Approver = the production manager. Next she gives him a salary structure. See Salary structure for Ethiopia.

When someone leaves

Open the Employee.
Enter the Relieving Date (the last working day).
Change Status to Left and click Save.

Payroll pays a leaver only up to the relieving date. Do this before you run the payroll for that month.

Changes during employment

Promotion or transfer: change the Designation, Department or Branch on the Employee. If the salary changes, add a new Salary Structure Assignment. Do not edit the old one.
New manager: change the Leave Approver. Leave applications that are already open keep the old approver, so tell the employee to check.

Good to know

Never delete an employee who has attendance or salary slips. Set the status to Left.
Do not create the same person twice. Search the Employee list by name first.
Use the Employee list filters (Department, Branch, Status) to check your headcount before each payroll.
Who can see salary details depends on roles. Ask your system admin if a manager should not see salaries.