Managing employees

Overview

The HR module in Bi369 AI centralises your employee records, attendance, leave, and payroll in one place. This article covers how to add and manage employee profiles.

Plan note: HR & Payroll is available on the Starter plan and above.

Adding an employee

1. Go to HR → Employees
2. Click Add employee
3. Fill in the Personal details tab:
   • Full name, date of birth, gender (optional)
   • Personal email, personal phone
   • Emergency contact
4. Fill in the Employment details tab:
   • Employee ID (auto-generated or manual)
   • Department, job title, reporting manager
   • Employment type: Full-time, Part-time, Contract
   • Start date, end date (for fixed-term contracts)
5. Fill in the Payroll tab:
   • Salary or hourly rate
   • Pay frequency: Monthly, Bi-weekly, Weekly
   • Bank details for payroll processing
6. Click Save

Note: Adding an employee in HR does not automatically create a Bi369 AI login. To give the employee platform access, invite them separately from Settings → Team Members.

Departments

Departments group employees for reporting, payroll, and leave management. Manage departments in HR → Settings → Departments.

Each department can have:

• A name and code
• A manager (linked to an employee record)
• A cost centre code (for accounting integration)

Employee documents

Attach documents to employee records — contracts, ID proofs, certifications:

1. Open an employee record
2. Go to the Documents tab
3. Click Upload document
4. Select the document type and upload the file

Documents are stored securely and access is restricted to HR managers and Admins.

Employment status

| Status | Meaning | |---|---| | Active | Currently employed | | On leave | On approved leave | | Resigned | Submitted resignation, serving notice period | | Terminated | Employment ended |

Change status from the employee record's Status dropdown.

Using AI Copilot with HR

• "How many employees are on leave today?"
• "Who in the Engineering department is due for a performance review this month?"
• "Show me all employees whose probation period ends this week"

Related articles

• Leave management
• Running payroll
• Attendance tracking