Employee Register Management

The Employee Register section is your central hub for viewing, managing, and maintaining all employee records within your organization. This powerful interface provides a comprehensive overview of your workforce, from newly invited employees awaiting approval to active team members and their organizational relationships. It's designed to give administrators complete control over employee lifecycle management in a single, accessible location.

Managing employee records effectively is crucial for maintaining accurate organizational data and ensuring smooth HR operations. The Employee Register goes beyond simple list viewing—it enables quick communication with team members, provides insights into reporting structures, allows profile editing, and helps track employee status throughout their journey with your company. Whether you're onboarding new hires, updating existing profiles, or managing departures, this section streamlines all employee management tasks.

The register organizes employees into logical categories based on their status: approved employees who are active in the system, pending employees who haven't yet accepted their invitation, and rejected employees who declined to join. This categorization helps you track the onboarding pipeline and quickly identify any actions needed. Additionally, the ability to view employees branch-wise makes it easy to manage multi-location organizations.

Video Tutorial

Prerequisites

To access and manage the Employee Register, you need:

• Administrative or HR manager access rights
• An active company/organization in EasyDo 365
• At least one branch configured
• Appropriate permissions to view and edit employee records

Accessing the Employee Register

Understanding Employee Status Categories

The Employee Register organizes employees into three distinct sections:

Approved Employees

Purpose: Shows employees who have accepted the request to join the company

What You See:

• Employees who completed onboarding
• Active employees with full system access
• Employees who can mark attendance and use all features

Characteristics:

• These employees are fully integrated into your system
• They appear in all company reports and dashboards
• They can be assigned tasks, receive approvals requests, etc.
• They have complete access to their employee dashboard

Typical Actions:

• View employee profiles
• Edit employee information
• Communicate with employees
• View reporting relationships
• Check employee details and performance

Pending Employees

Purpose: Shows employees who haven't accepted the join request yet

What You See:

• Recently added employees
• Employees who received invitation but haven't responded
• New hires who haven't completed onboarding

Why Employees Remain Pending:

• Haven't downloaded the app yet
• Haven't checked their phone/email for invitation
• Technical issues receiving the invitation
• Waiting to start their employment
• Need assistance with onboarding process

Recommended Actions:

• Follow up with pending employees
• Resend invitation if needed
• Verify contact information is correct
• Provide onboarding assistance
• Check if there are technical blockers

Rejected Employees

Purpose: Shows employees who declined to join the company

What You See:

• Employees who explicitly rejected the invitation
• Candidates who declined the job offer after being added
• Employees who left before onboarding completion

Common Reasons:

• Accepted another job offer
• Changed mind about joining
• Personal reasons for withdrawal
• Accidental rejection (needs re-invitation)

Possible Actions:

• Review rejection reasons
• Remove from register if permanent
• Re-invite if rejection was accidental
• Update recruitment records

Key Functions in Employee Register

View Employee List

The register displays all employees with key information:

Visible Information:

• Employee name
• Employee photo/avatar
• Current status (approved/pending/rejected)
• Branch assignment
• Department (if configured)
• Joining date

List Organization:

• Sorted alphabetically by default
• Can filter by branch
• Can search by name
• Can view by status category

Add Employees Directly

Quick Access: You can add new employees directly from the Register section

How to add:

1. Tap the "Add Employee" button in the register
2. Fill in employee details
3. Submit the new employee profile

This provides a convenient shortcut to employee addition without navigating elsewhere.

Benefit: Streamlines the workflow when you're already reviewing employees and need to add someone new.

Communication Features

Direct Calling: Tap the phone icon to call team members directly

Uses:

• Quick clarifications on employee information
• Following up on pending invitations
• Discussing employee issues or updates
• Immediate communication needs

Messaging: Send messages to employees through the app

Uses:

• Written communication for documentation
• Sharing instructions or information
• Following up on requests or actions
• Group communication about policies or updates

View Reporting Relationships

Reporting Manager: See who each employee reports to

Information displayed:

• Direct manager's name
• Manager's designation
• Reporting hierarchy
• Chain of command

Benefits:

• Understand organizational structure
• Verify reporting relationships
• Identify management layers
• Plan communication flows

Team Members (for managers): View the team managed by each employee

If an employee is a manager, you can:

• See their direct reports
• View team size
• Check team composition
• Understand span of control

This helps in:

• Load balancing across managers
• Performance review planning
• Team restructuring
• Succession planning

Access Employee Profiles

View Profile: Tap on any employee's name to view their complete profile

Profile information includes:

• Personal details (name, DOB, contact)
• Employment information (joining date, designation, employee code)
• Compensation details (if you have permission)
• Attendance records
• Leave balances
• Performance history
• Documents uploaded

Quick Information Access: Next to each employee, tap the three-dot menu

The menu provides quick access to:

• Employee name
• Date of birth
• Date of joining
• Quick actions menu

Edit Employee Profiles

From the three-dot menu, select "Edit Profile" to update:

Editable Information:

• Personal details
• Contact information
• Employment details
• Designation and department
• Reporting manager
• Salary and compensation
• Working hours and days
• Attendance settings
• Authority level
• Branch assignment

Best Practices for Editing:

• Make changes promptly when information updates
• Verify accuracy before saving
• Notify employee of significant changes
• Document reasons for major updates
• Keep historical records when needed

Remove Employees

From the three-dot menu, you can remove employees from the company

When to Remove:

• Employee resignation or termination
• End of contract period
• Accidental duplicate entries
• Rejected candidates (cleanup)

Removal Process:

1. Tap three-dot menu next to employee name
2. Select "Remove from Company"
3. Confirm the removal action
4. Employee is deactivated (data is retained for records)

Important Considerations:

• Removed employees lose system access immediately
• Historical data (attendance, leaves) is typically retained
• Payroll may need final settlement processing
• Exit formalities should be completed
• Re-activation is possible if needed

Branch-Based Employee Management

Switching Between Branches

Purpose: View employees of specific branch locations

How to switch:

1. Locate the branch dropdown menu at the top of the register
2. Tap to view list of all company branches
3. Select the branch you want to view
4. Register updates to show only that branch's employees

Use Cases:

• Managing multi-location organizations
• Reviewing branch-specific staffing
• Comparing employee counts across branches
• Branch manager reviewing their location
• HR checking regional distribution

Benefits:

• Focused view for large organizations
• Easier management of branch-specific tasks
• Better understanding of location-wise workforce
• Targeted communication to branch employees
• Branch performance analysis

Best Practices

Regular Register Review

Daily Tasks:

• Check pending employees and follow up
• Review any new additions
• Respond to employee queries
• Verify attendance for the day

Weekly Tasks:

• Clear pending invitations (follow up or remove)
• Update any changed employee information
• Review reporting structures
• Check for duplicate or erroneous entries

Monthly Tasks:

• Audit all employee records for accuracy
• Update profiles with any organizational changes
• Review employee status transitions
• Clean up rejected employee list
• Generate employee count reports
• Verify branch assignments are current

Onboarding Management

1. Quick Response: Follow up with pending employees within 24-48 hours
2. Clear Communication: Ensure employees understand how to accept invitations
3. Support Availability: Provide help for employees having trouble with onboarding
4. Status Tracking: Monitor pending-to-approved conversion rates
5. Welcome Process: Have a welcome checklist for newly approved employees

Data Accuracy

1. Verification: Double-check information before and after adding employees
2. Regular Updates: Keep employee information current
3. Standardization: Use consistent formats and naming conventions
4. Document Changes: Maintain log of significant profile updates
5. Audit Trail: Review edit history periodically

Communication Best Practices

1. Professional Tone: Maintain professionalism in all communications
2. Documentation: Use messaging for important communications (creates record)
3. Response Time: Respond to employee queries promptly
4. Privacy: Respect employee privacy when discussing their information
5. Escalation: Know when to escalate issues to senior management

Security and Access

1. Limited Access: Grant register access only to authorized personnel
2. Sensitive Data: Handle salary and personal information carefully
3. Privacy Compliance: Follow data protection regulations
4. Audit Logs: Monitor who accesses and edits employee records
5. Regular Reviews: Periodically review who has register access

Key Features

The Employee Register provides:

• Centralized View: All employees in one organized interface
• Status Tracking: Clear categorization by employment status
• Quick Actions: Fast access to common tasks
• Communication Tools: Integrated calling and messaging
• Profile Management: Complete profile viewing and editing
• Branch Filtering: Multi-location workforce management
• Reporting Hierarchy: Visual understanding of organizational structure
• Search Functionality: Quick employee lookup
• Bulk Operations: Manage multiple employees efficiently (in web version)
• Real-time Updates: Live status of employee counts and changes

Troubleshooting

Employee Stuck in Pending Status

If an employee remains pending for too long:

• Verify the contact number is correct
• Check if employee received invitation SMS
• Ask employee to check spam messages
• Resend invitation from the system
• Try alternative contact method (email, phone call)
• Verify employee has app installed
• Check if there are technical issues with their account

Cannot Edit Employee Profile

If you can't edit an employee:

• Verify you have editing permissions
• Check if employee is in approved status
• Ensure you're not editing your own profile (sometimes restricted)
• Verify internet connection
• Try logging out and back in
• Contact system administrator

Employee Not Showing in Register

If an added employee doesn't appear:

• Check if you're viewing the correct branch
• Verify employee status (might be in different tab)
• Refresh the register view
• Check if employee was successfully submitted
• Verify your access permissions
• Search for employee by name

Duplicate Employee Entries

If you see duplicate entries for same employee:

• Identify the correct/active profile
• Remove the duplicate entry
• Merge data if needed (contact support)
• Update systems to prevent future duplicates
• Verify employee codes are unique

Tips & Tricks

• Quick Search: Use the search bar instead of scrolling through long lists
• Favorites: Star frequently accessed employee profiles
• Batch Operations: Use web admin portal for bulk updates
• Export Lists: Generate employee lists for offline reference
• Status Widgets: Add employee count widgets to your dashboard
• Notifications: Enable alerts for new employee additions
• Regular Cleanup: Monthly cleanup of rejected employees keeps register clean
• Documentation: Keep notes on employee changes for audit purposes
• Templates: Create templates for common employee types
• Shortcuts: Learn keyboard shortcuts in web version

Related Resources

• Add Employee - How to add new employees
• Performance Review - Conducting employee reviews
• Location Monitoring - Track employee locations
• Company Dashboard - Main administrative interface
• Branch Management - Managing multiple branches
• Employee Dashboard - Employee self-service portal
• Company Reports - Generate employee reports

Need Help?

Managing employee records is a critical HR function. If you need assistance:

• HR Support: Contact your HR team lead for policy questions
• Technical Help: IT support for system access issues
• Training: Request training on register management features
• Best Practices: Consult with implementation team for organization-specific guidance
• Bulk Operations: Get help with large-scale employee data management
• Troubleshooting: Support team available for any technical issues

Effective employee register management ensures your organization has accurate, up-to-date workforce data for better decision-making and smooth operations!