# Employees

> Add employees one by one or in bulk from a CSV, set up the document types you collect, and use the employee profile that ties every module together.

Sidebar → **Employees** (route `/employees`). Every person you manage has **one employee record**, whether guard, supervisor or office staff. Onboarding, KYC, deployment, attendance, leave and payroll all hang off this record.

**Who can do this:** Admin, Ops Manager, HR Manager (permission `employees.manage`).

## Add an employee

![Employees: (1) Add employee for one person, (2) Bulk Onboarding for many](/docs-images/guide/employees.webp)

**Employee Directory → Add employee**:

| Field | Required | Notes |
|---|---|---|
| First name | Yes | |
| Last name | | |
| Phone | Yes | Mobile number, 10 to 15 digits. Spaces and dashes are removed. |
| Email | | Optional, since many guards have none. If the person will sign in with an email, enter it here: it links their login to this record. Must be unique in the workspace. |
| Emergency Contact Name | | |
| Relationship | | Spouse, Parent, Sibling or Friend |
| Emergency Contact Number | Yes | 10 to 15 digits |
| Company, Branch, Department, Grade | | From [Organization](/docs/organization) |
| Reporting Manager | | Only people ticked as reporting managers in Administration |
| Hire Date | | |

![Add employee: (1–2) name, (3) mobile number, (4–5) emergency contact and number, (6) branch, (7) Save](/docs-images/guide/add-employee.webp)

The **employee code** (EMP-0001…) is generated. New employees start with status **Pending onboarding** (added, but onboarding not started yet), then move to **Onboarding** and **Active**. Hover a status in the directory to see what it means.

## Document types

Lower on the same page: **Document Types → Add document type**. This is the list of documents you collect from staff.

![Document Types, with Add document type](/docs-images/guide/document-types.webp)

| Field | Notes |
|---|---|
| Code | Short and unique, e.g. AADHAAR, PAN, POLICE_VERIFICATION |
| Name | e.g. *Aadhaar card*, *Police verification certificate* |
| Requires Expiry | **Yes** for documents that lapse (police verification, licences) |
| Required for Onboarding | **Yes** means **every worker** must submit it before onboarding can be completed |

Documents that only some workers need — a PSARA certificate for guards, an ITI certificate for electricians — are not marked required here. Add them as rules per staff category or designation in [Document rules](/docs/document-rules).

Starting a [KYC case](/docs/kyc) adds the ten standard document types automatically (Aadhaar, PAN, photograph, address proof, previous employment certificates, police verification, medical certificate, PSARA training, bank proof, education certificate) if they aren't there yet.

## The employee profile

Each row in the directory has a **Profile** button (route `/employees/<id>`). The profile is where every module meets:

- Header: name, code, email, phone, status, company, branch, department and grade.
- **Onboarding** banner: **Start onboarding**, or the current progress.
- **Employment**: reporting manager, laptop ID, hire date, termination.
- **Documents**, **Deployments**, **Roster Assignments**, **Attendance**, **Checks** (consents and verifications), **Payroll**, **Billing** and **Compliance**: everything recorded for this person in the other modules.
- **Activity Timeline**: every change to the record, from the audit log.

![An employee's profile](/docs-images/guide/employee-profile.webp)

## Import many people at once (bulk onboarding)

**Employee Directory → Bulk Onboarding** (route `/employees/bulk-onboarding`) is for batch hiring, or for moving staff over from another system.

![Bulk Onboarding: (1) Get the template, then drop the filled file on the box](/docs-images/guide/bulk-onboarding.webp)

1. Press **Get the template** to download the CSV with the right columns.
2. Fill one row per person. Columns:

| Column | Required | Notes |
|---|---|---|
| first_name | Yes | |
| last_name | | |
| phone | | |
| email | | Unique; also used to link a login later |
| laptop_id | | For office staff with a company laptop |
| reporting_manager | | The manager's employee code, email or full name |
| company_name, branch_name, department_name, grade_name | | Must match names in Organization |
| hire_date, date_of_birth | | YYYY-MM-DD |
| address, emergency_contact | | |
| bank_account_holder, bank_name, account_number, bank_ifsc, bank_branch | | If any bank field is given, all must be |
| client_name, site_name | | Give both or neither; the site must belong to the client |
| service_line_name, role_title | | e.g. *Manned guarding*, *Security Guard* |
| pay_rate, bill_rate | | Per day; not negative |

3. Upload it. Every row is checked **before anything is saved**. The preview shows what will be imported and the assignment (client · site · role) for each person.
4. Press **Import & onboard**. Employees are created; rows with problems are listed under **Not imported** with the reason, so you can fix just those and upload them again.
5. In **Documents & deployment**, pick each imported person, upload and verify their documents, then press **Deploy employee**, or **Deploy all verified** for everyone ready. If the CSV named a client, site and rates, that deployment is created.

**Import CSV** on the directory is a simpler import of employee details only.

## How it connects

- [Administration → Add member](/docs/administration#add-a-member-give-someone-a-login) links a login to the employee with the same email, or with the same mobile number for a mobile login.
- [Onboarding](/docs/onboarding) and [KYC](/docs/kyc) work on this record.
- [Deployment](/docs/deployment), [roster](/docs/shifts-and-roster), [attendance](/docs/field-attendance), [leave](/docs/leave) and [payroll](/docs/payroll-and-billing) all point at it.