Employee Management

Employee records are the foundation of Shaari's HR module. Every other HR feature -- payroll, attendance, leave, loans, custody -- references the employee record. This page covers how to create, edit, search, and manage employee profiles.

Creating an Employee Record

To add a new employee:

1. Navigate to HR Management > Employees.
2. Click Add Employee.
3. Fill in the required fields (see below).
4. Click Save.

The employee is created with an Active status by default.

Personal Information Fields

Each employee record captures the following personal details:

Field	Description	Required
Full Name (Arabic)	Employee's name in Arabic	Yes
Full Name (English)	Employee's name in English	Yes
National ID / Iqama	Government-issued ID number	Yes
Date of Birth	Employee's date of birth	No
Gender	Male or Female	No
Nationality	Country of nationality	No
Phone Number	Primary contact number	No
Email	Employee email address	No
Address	Residential address	No

info

Both Arabic and English names are required to support bilingual document generation. Salary slips, warning letters, and other PDFs use the name matching the document's language.

Bank Account Details

Payroll payments require bank information. Each employee record includes:

• Bank Name -- The financial institution
• IBAN -- International Bank Account Number
• Account Number -- Bank account number
• Account Holder Name -- Name as registered with the bank

caution

Ensure bank details are accurate before running payroll. Incorrect IBAN or account numbers can delay salary payments. Shaari stores this information but does not validate it against bank systems.

Employee Photo

You can upload a photo for each employee. Supported formats include JPG, PNG, and HEIC. The photo appears on the employee profile and can be included in generated documents.

To upload or change a photo:

1. Open the employee record.
2. Click the photo placeholder or existing photo.
3. Select an image file from your device.
4. The photo uploads immediately and is saved with the record.

Employment Type and Status

Employment Type

Shaari supports multiple employment types to reflect your workforce composition:

• Full-time -- Standard full-time employment
• Part-time -- Reduced hours employment
• Contract -- Fixed-term or project-based engagement
• Probation -- Employees in their probationary period
• Intern -- Internship or training placement

The employment type is informational and can be used for filtering. It does not automatically affect payroll calculations.

Employee Status

Every employee has a status:

• Active -- Currently employed and included in payroll runs, attendance tracking, and other HR processes.
• On Leave -- Employee is on an extended leave of absence.
• Suspended -- Employee is temporarily suspended from duties.
• Terminated -- Employment has been terminated by the organization.
• Resigned -- Employee has voluntarily resigned.
• Probation Failed -- Employee did not pass their probationary period.

To change an employee's status, edit their profile and update the Status field. Non-active employees are excluded from new payroll runs and attendance records but their historical data is preserved.

note

Non-active employees still appear in historical reports, past payroll records, and loan histories. Only new operations (payroll runs, attendance, leave requests) exclude them.

Document Attachments

You can attach files directly to an employee record for quick reference. Common attachments include:

• Employment contracts
• ID copies
• Passport scans
• Educational certificates
• Medical records

To attach a document, open the employee record, navigate to the attachments section, and upload the file. Supported file types include PDF, JPG, PNG, HEIC, and HEIF.

For a more structured approach to document management, see HR Documents.

Searching and Filtering Employees

The employee list page provides several ways to find records:

Search

Use the search bar at the top of the employee list to search by name (Arabic or English), national ID, or employee number. The search works across all text fields and updates results as you type.

Filters

Filter the employee list by:

• Status -- Show only Active or Inactive employees
• Department -- Filter by department assignment
• Employment Type -- Filter by full-time, part-time, contract, or probation

Sorting

Click column headers to sort by name, department, status, or date added. Click again to reverse the sort order.

tip

Use the status filter to quickly switch between viewing your active workforce and employees who have left. This keeps the default view clean while preserving access to all historical records.