The Staff screen is where employee records exist, from here you can:

If changes need to be made to the Staff screen, it's generally advisable to deal with those changes prior to beginning your pay process.

The layout of the Staff screen is broken into 3 main elements

The Employee column is situated on the left

The Employee tabs are to the right of the Employee column just below the Navigation bar

The Employee detail panel sits beside the Employee column and below the Employee tabs.

The basic functionality of the Staff screen works like this:

In other words:

You can obviously only select from employees that currently exist in your payroll, if you need to create a new employee, refer to this guide:

Each Employee tab houses a different set of set of options, fields and settings. In order to make changes to employees it's important to understand exactly what each Employee tab is for, and what can be changed there.

Bear in mind that the:

May be different for your payroll, this is dependent on which country the payroll is for, but are mostly consistent.

Used for general employee personal details & identifying information.

The following fields are used to enter the employee's personal information, and are included where relative in various outputs.

Email and SMS both have direct functionality

The Print button situated beside the Surname field - can only be used without opening the personal tab modal

When you click it, a printable employee detail sign off sheet is produced, within the internal PDF viewer

The Email button situated beside the Email field - can only be used without opening the personal tab modal

When you click it, your default email client is loaded and a new draft email is created addressed to the email address entered in the Email field.

The Portrait button, situated next to the Email button- can only be used without opening the personal tab modal

When you click it, a modal opens with a list of email receipts relating to payslips delivered by email to the email address entered in the Email field.

The Employee profile image, situated at the top right of the available fields

When you click it, it will open up your file explorer and allow you to select an image to to upload, but you can simply drag and drop an image onto the option itself.

Once you've done that, the image should appear in the box and be stored against the record.

Clicking the, the X at the top right of this option, will remove the image from the employee record.

The contract tab contains no direct options for itself, it houses access to a set of nested tabs

The nested Employment tab has multiple purposes that are all used to define an employee at a fundamental level.

For ease of understanding, this part is broken into multiple sections:

These options and fields define some of the basic settings that relate to how the employee record works broadly.

The options and fields available are:

These options and fields define some preferences for payslip production and how the employee is paid, as well as ways to define categories associated with the employees pay.

The options and fields available are:

These options and fields allow you to assign internal identifiers to employee records, which are useful organising employee records, and essential for importing data related to employee records.

The options and fields available are:

These options and fields allow you to assign default costing categories to the employee record, they all link to their respective category in the Codes screen

For more information on this topic please see the <General overview of accounting> guide for further details

These options, fields and settings are used to define the employee's standard working week. These settings are fundamental to various aspects of how an employee's pay works and how leave is valued and used, as well as

See the <Definition of a working week> guide for further details.

The "i" button, situated next to the Wage type field, provides a brief description of the available options.

Clicking it, brings up a prompt displaying the descriptions related to the available options

The Spanner button, situated next to the Paypoint field, provides a selection of options that allow broad changes to current, as well as historical costing associated with pays.

Clicking it, opens a panel displaying the available options

For further information see the <General overview of accounting> guide.

The "i" button, situated next to the Truly irregular work pattern? tick box, provides a brief description relating to the use case of the setting.

Clicking it, brings up a prompt displaying a description of the use case.

Used for marking an employee as an Apprentice, in order to track hours completed on an apprenticeship

The following options, fields and settings are used to mark an employee as an Apprentice, assign a date to when the apprenticeship started, track the hours and choose where to show the total hours on the employee's payslip.

Used to assign Overtime or TOIL rules that work with the Timesheet function in the Payrun screen

All of the following options tie into consideration of how an employee works and create automatic function with time entered for the employee using the Timesheet function.

These sections of this tab tie into the Timesheet function, please see the <Timesheet> guide for further details.

This section of this tab, mirror the exact same fields from the Definition of working week area under the nested Employment tab, they're simply a secondary reference to those options.

Used for assigning rules that relate mostly to specific integrations with 3rd party time and attendance software that use timeclocking devices, but there is also a couple of options that provide additional settings that relate to the Timesheet function.

None of the options present here do anything, unless the Use special timeclock import rules for this employee? tick box is marked.

These options and settings change the way imported time comes through for some specific systems and also adjust how weekend work is treated in terms of TOIL.

These sections of this tab, correlate to two specific time and attendance systems, which are:

They do not function with any other systems.

Please see either the <Lauranka> guide, or the <ZKTeco> guide for further details

This section of this tab, ties into the Timesheet function. Please see the <Timesheet> guide for further details.

Used for accessing options and settings that don't fit neatly fit into all other previous nested tabs.

These options and settings can't cleanly be defined as one thing, there may also be additional options here related to your jurisdiction, review your country specific guide for further details.

The available options that are available uniformly for all jurisdictions are:

The "i" button next to the Truly irregular work pattern? box, does exactly the same thing as it does within the nested Employment tab.

The Payslips password field allows a password to be set on a payslip, but this only available if the format is set to PDF. Please see the <Payslip Production> guide for further details.

The password entered, determines the password that needs to be entered to open the PDF payslip.

Used to determine which bank account(s) the employee's NET pay will be paid to

Not every jurisdiction has full bank account interpretation, in order to check if it's available for your country, please refer to your country specific guide, it will also determine the correct format of BSB+account number for your jurisdiction, if available.

The interaction bar at the bottom of the bank accounts column, allow you to add, remove bank account details by using the + or - button, and you are able to edit a set of bank account details that are already present using the edit button.

If you either edit an existing record, or add a new record a modal will appear, with the following options and fields:

It is recommended to have at least one account set as Net pay to this account, any additional bank accounts should have a different Calculation rule applied to them.

Used to review employee pay history, and also establish pay history for onboarding employees with existing history, usually in relation to migrating from another payroll product.

The interaction bar at the bottom of the Pays Entered column allows you to manually add pay history using the + button, remove pay history that was added this way using the - button, and edit pay history using the edit button.

The Pays Entered column displays the financial year shown at the top of the column. Use the arrow buttons to change which financial year is being reviewed.

For pays created through a pay process, editing is available in a limited capacity only.

This is area is essential for compliant calculations in some jurisdictions. Please refer to your <country specific guide> for more information.

The Leave tab contains no direct options for itself, it houses access to two nested tabs

Used to adjust employee leave settings

This is covered in detail in the Configuring leave settings guide, please refer to that guide if you need to make changes to leave settings

Used to review and adjust employee leave balances.

This area is covered in detail in the Adjusting Leave balances guide, please refer to that guide if you need to adjust leave balances. The Reviewing & reading leave balances explains how to read leave balances.

Used to make adjustments to an employee's superannuation settings

The available options and settings can be quite different for each country, but as a standard, there will be:

The minimum contribution rates and settings should already be applied here, and you generally would only need to make changes here if you are providing above the minimum requirements.

To review settings related to your particular country within this area, please review the Superannuation section of your <country specific guide>.

Used to set up recurring deductions or payments to 3rd parties from an employee's wages.

If you need to set something up of this nature, please review the <Payments/Recurring deductions> guide, where this topic is covered in detail.

Used to store notes and documents against an employee record.

The interaction bar at the bottom of the notes column allows you to add a new note using the + button, remove a note using the - button and make changes to the selected note using the edit button.

Using either the + or the edit button will open a modal which gives the following options and fields:

You are also able to attach a document to the note.

Click on the grey box at the top right, or drag and drop a file onto the same box.

Once the note has been saved, an option to download the file will appear below the summary on the right.

Used to determine employee's tax settings.

This area is more or less completely different for each country, please refer to the Tax section of your <country specific guide> before making any changes here.