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Dependants menu in HR Records Module

Dependants

Purpose

The Dependants screen is used to create, manage, review, and approve employee dependant information within Thulo HRMS.

Dependants are individuals who are financially or legally dependent on an employee, such as spouses, children, parents, or other eligible family members.

Employees can submit dependant information through their employee profile, and the submitted records are automatically synchronized to the Dependants screen for review and approval by HR administrators or authorized staff.

Administrators can also create dependant records directly on behalf of employees.

Create

To create a new dependant record:

  1. Navigate to HR Records → Dependants.

  2. Click New Dependant.

  3. The New Dependant screen will appear.

  4. Enter the required dependant information.

  5. Associate the dependant with the appropriate employee.

  6. Click Save to create the record.

  7. Alternatively, click Close to cancel the operation.

After the dependant record is created, it becomes available for review and approval.

Approval Process

After creating or receiving a dependant record:

  1. Locate the dependant record.

  2. Review the submitted information.

  3. Select the Approve option to approve the dependant.

  4. Alternatively, select Reject if the dependant information does not meet organizational requirements.

Approved Status

When approved:

  • The dependant status changes to Approved.

  • The dependant becomes an officially recognized dependant of the employee.

Rejected Status

When rejected:

  • The dependant remains unapproved.

  • The dependant record is excluded from approved dependant records.

Edit

To update dependant information:

  1. Navigate to HR Records → Dependants.

  2. Locate the dependant record.

  3. Click Edit.

  4. Modify the required information.

  5. Click Save to apply the changes.

  6. Alternatively, click Close to cancel the changes.

Updated information is synchronized with the employee's dependant records.

Delete

To remove a dependant record:

  1. Navigate to HR Records → Dependants.

  2. Locate the dependant record you want to delete.

  3. Click Delete.

  4. Review the confirmation message.

  5. Click OK to confirm deletion.

  6. Click Cancel to abort the operation.

Warning

Deleting a dependant record permanently removes it from the system and may affect employee records that reference the dependant.

Export

To export dependant information:

  1. Open the Dependants screen.

  2. Click Export.

  3. Select the preferred export format if available.

  4. Download the generated file.

Exported data can be used for audits, employee record reviews, and compliance reporting.

Field Descriptions

Field Description
Employee Employee associated with the dependant.
Dependant Name Full name of the dependant.
Relationship Relationship between the employee and the dependant (for example, spouse, child, parent, etc.).
Date of Birth Birth date of the dependant.
Status Approval status of the dependant record.
Notes Additional information related to the dependant, if applicable.

Note: Available fields may vary depending on organizational configuration.

Important Notes

  • Employees can submit dependant information through their own employee profile.

  • Submitted dependant records are automatically synchronized to the Dependants screen for review.

  • HR administrators and authorized users can create dependant records directly.

  • Dependant records typically require approval before becoming active.

  • Approval and rejection actions help organizations maintain accurate dependant information.

  • Changes made by administrators are synchronized with the employee's dependant records.

  • Dependant information should be reviewed regularly to ensure data accuracy and compliance with company policies.

  • Access to dependant information should be restricted to authorized personnel due to the sensitive nature of personal data.

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