HR Records

Purpose

The HR Records screen is the central employee management area within Thulo HRMS.

It is used to create, maintain, and manage employee information throughout the employee lifecycle. All employee profiles, organizational assignments, reporting relationships, workplace details, and employment information are stored and maintained here.

The HR Records module serves as the master employee database and provides synchronized employee data to other HRMS features, including:

• Contracts

• Training Management

• Onboarding

• Layoff Management

• Organization Chart

• HR Payroll

• Reporting

The module is also integrated with Recruitment. When a candidate successfully completes the recruitment process and is transferred to HR Records, the candidate becomes an official employee and their information is automatically created in the HR Records database.

Staff Members

Create

To create a new employee record:

1. Navigate to HR Records → HR Records.

2. Click New Staff Member.

3. The Employee Information screen will appear.

4. Complete the required information under the available tabs:

   • Profile

   • Related Information

5. Review the employee details.

6. Click Save to create the employee record.

7. Alternatively, click Close to cancel the operation.

Once saved, the employee becomes available throughout the HRMS system.

View

To view employee information:

1. Navigate to HR Records → HR Records.

2. Locate the employee record.

3. Click View.

4. The system will display the employee profile and related information.

View mode allows administrators to review employee information without making changes.

Edit

To update employee information:

1. Navigate to HR Records → HR Records.

2. Locate the employee record.

3. Click Edit.

4. Update the required information.

5. Click Save to apply the changes.

Employee Self-Service Updates

Employees who have access to their own account can update permitted profile information.

When an employee updates their profile:

• Changes are automatically synchronized with the employee's Staff Profile.

• Administrators can immediately view the updated information within HR Records.

• Employee and administrator records remain synchronized.

Delete

Method 1: Delete a Single Employee

1. Locate the employee record.

2. Click Delete.

3. Review the confirmation message.

4. Click OK to confirm deletion.

5. Click Cancel to abort the operation.

Method 2: Bulk Delete Selected Employees

1. Select the employee records to remove.

2. Click Bulk Actions.

3. Choose Mass Delete.

4. Click Confirm.

5. Review the confirmation message.

6. Click OK to proceed.

Method 3: Delete All Employee Records

1. Display all employee records.

2. Select the top checkbox to select all records.

3. Click Bulk Actions.

4. Choose Mass Delete.

5. Click Confirm.

6. Review the confirmation message.

7. Click OK to proceed.

Warning

Employee deletion should be performed with extreme caution.

Deleting employees who are referenced by other records may affect:

• Contracts

• Payroll records

• Tasks and projects

• Approval workflows

• Reports

• Training records

• Onboarding records

• Historical employee data

It is recommended to delete only newly created employee records that have no related transactions or dependencies.

For employees who have left the organization, consider updating their status instead of deleting their records.

Export

Export Employee Records

To export employee information:

1. Navigate to HR Records → HR Records.

2. Select the employees you want to export.

3. Click Export Staffs.

4. Wait for the export process to complete.

5. Click Download Staff to download the file.

Export Usage

Exported files can be used for:

• Reporting

• Data backup

• Bulk data updates

• Excel-based editing

• Re-importing employee information

Import

Thulo HRMS supports bulk employee creation and updates through Excel import.

Import Employee Records

1. Navigate to HR Records → HR Records.

2. Click Import From Excel.

3. Select Create Sample File.

4. Download the Excel template.

5. Enter employee information into the template.

6. Upload the completed file.

7. Click Import.

Import Validation Rules

The following fields are mandatory:

• First Name

• Last Name

• Email

• Status

• Job Position

These fields cannot be left blank.

Excel File Rules

• Only orange and blue columns can be edited.

• Red columns are system-controlled and must not be modified.

• Gender values must be:

  • Male

  • Female

• Birthday must use the format:

  • YYYY-MM-DD

• Status values may include:

  • Working

  • Maternity Leave

  • Inactive

• Workplace values are retrieved from the Workplace screen.

• Direct Manager values are retrieved using the employee's Staff Code.

• Role Name values are retrieved from Setup → Roles.

Default Password

If no password is entered during import:

• The system automatically assigns the default password:
  123456

Employees should be encouraged to change their password after their first login.

Import Error Handling

If validation errors occur:

1. The system will display an error notification.

2. Click Download Error File.

3. Review the identified errors.

4. Correct the data.

5. Upload the corrected file.

6. Click Import again.

Field Descriptions

Staff Chart

Purpose

The Staff Chart provides a visual representation of employee reporting relationships.

The chart displays organizational hierarchy in a tree structure, helping administrators understand reporting lines and management relationships across the organization.

View Staff Chart

To view the staff hierarchy:

1. Navigate to HR Records → HR Records.

2. Click Chart.

3. The system displays the organizational reporting structure in a tree view.

The chart automatically reflects the current employee-manager relationships configured in HR Records.

Important Notes

• HR Records serves as the master employee database for Thulo HRMS.

• Employee information is synchronized with HR Payroll and other HR modules.

• Recruitment candidates who are hired are automatically transferred into HR Records.

• Job positions are synchronized with the Job Descriptions module.

• Employee-manager relationships are used in the Staff Chart and organizational reporting.

• Bulk imports are recommended for onboarding large numbers of employees.

• Deleting employees should be avoided when historical records or system dependencies exist.

• Exported employee files can be updated and imported back into the system for efficient bulk maintenance.