Staff Directory

The Staff Directory is the central employee register and master data hub for the entire HR module. Every employee in your organization has a comprehensive profile accessible from this screen. All other HR processes — attendance, payroll, leave, allocation — reference the Staff Directory as their primary data source.

Accessing the Staff Directory

1. Click HR in the left sidebar navigation
2. Click Staff Directory from the dropdown menu
3. The Staff Directory listing page opens showing all active employees in a table

Grid Columns

Filters

Use the toolbar above the grid to narrow down the employee list:

• Search box — Free-text search across employee name, number, and other fields. Type and results filter instantly.
• Business Unit — Dropdown to filter by business unit
• Designation — Dropdown to filter by job designation
• Department — Dropdown to filter by department
• Cadre — Dropdown to filter by cadre or grade
• Status — Dropdown to filter by employment status (Active, Inactive)

Ask AI

A floating “Ask AI” button appears at the top of the Staff Directory. Click it to open a contextual AI assistant that can answer queries about the displayed employee data — for example, “How many engineers are in the IT department?” or “List all employees who joined after January 2025.”

Pagination

The grid supports pagination with configurable items per page: 10, 20, or 50 records. Use the dropdown at the bottom to change the page size, and the arrow buttons to navigate between pages.

Action Buttons

Below the employee grid, the following action buttons are available:

Row-Level Actions

Click the ▼ (dropdown arrow) button on any employee row to reveal:

• Documents — Open the employee’s document management section directly
• View — Open the full employee profile with all 17 sub-pages (see below)
• Deactivate — Mark the employee as inactive (for resigned/terminated staff)

Adding New Staff

To add a new employee to the system:

1. Click the Add + button at the bottom of the Staff Directory
2. A form opens with the following required fields (marked with *):
   • First Name *
   • Last Name *
   • Staff Type * — Select “On Payroll” or other applicable type
   • Date of Joining *
   • Department * — Select from configured departments
   • Designation * — Select from configured designations
   • Cadre * — Select from configured cadres/grades
   • Business Unit * — Select the employee’s business unit
   • Gender *
   • Nationality *
3. Fill in optional fields as available (middle name, email, mobile, date of birth, etc.)
4. Click Save
5. The system automatically generates a unique Employee Number (e.g., OMNISVC268)

Bulk Staff Upload

For onboarding multiple employees at once:

1. Click the Upload button
2. Download the Excel template (if not already available)
3. Fill in the template with employee data following the column headers exactly
4. Upload the completed file
5. The system validates all rows and reports any errors (missing required fields, invalid values, duplicate entries)
6. Fix any errors and re-upload, or confirm to import valid records

Employee Profile View (Staff Detail)

Click View on any employee row to open their full profile. The profile consists of two main areas:

Master Data Card (Always Visible)

The top section of every sub-page displays a persistent employee summary card with:

Below the master data card, two action links are available:

• Edit Staff — Opens a form to modify the employee’s core master data fields
• Link User — Links this staff record to a DNN user account for Self Service portal access

Employee Sub-Pages (17 Sections)

The right sidebar of the employee profile provides navigation to 17 detailed sub-pages. Each sub-page focuses on a specific aspect of the employee’s record. Click any sidebar item to navigate to that section while the master data card remains visible at the top.

1. Dashboard

The default view when opening an employee profile. Displays:

• Master data card (described above)
• Payment Settings — Payment Mode (Bank/Cash), % of Salary in Bank, Salary From Date, Gratuity Applicable (checkbox), Salary on Hold (Yes/No radio), Air Ticket Category (12/24 month cycles), Air Ticket Agency, Air Sector (e.g., MCT-BOM-MCT)
• Document Details grid — Lists uploaded identity documents and certificates
• Bank Account Details grid — Bank accounts for salary remittance (Add button available)
• Staff Related Leave grid — Shows leave category assignments: Leaves Per Year, Is OT Allowed, Leave Cat Name
• Leave Balance grid — Current leave balance by type: EmpNo, Leave Type, Leave Balance (e.g., Sick Leave: 8, Casual Leave: 7, Travel Leave: 8)
• Leave Requests grid — Pending and historical leave requests
• Dependent Details grid — Family member / dependent information

2. Personal

Detailed personal and demographic information. Fields include:

Click Edit Personal Details to modify these fields.

3. Leaves

Displays the employee’s complete leave information:

• Leave balance by type — Shows current balance for each configured leave type (e.g., Sick Leave: 8 days, Casual Leave: 7 days, Travel Leave: 8 days, Emergency Leave: 365 days, Festival Leave: 12 days)
• Leave request history — All past and pending leave requests with dates, type, status (Approved/Pending/Rejected)
• Leave entitlement rules — Configured entitlement based on the employee’s designation

4. Documents

Upload and manage employee documents such as:

• Passport copies, national ID, labour card
• Educational certificates, professional certifications
• Employment agreements, offer letters
• Medical fitness certificates

Each document has metadata (document type, issue date, expiry date, document number). Click Add to upload a new document.

5. Salary

Displays salary and welfare allowance configuration for the employee. Shows:

• Welfare allowance amounts per welfare head (Basic, HRA, PF, ESI, etc.)
• Salary history with effective dates
• CTC (Cost to Company) breakdown

6. Contact

Communication and address information:

• Primary and secondary phone numbers
• Email addresses (personal and official)
• Present address and permanent address
• Emergency contact details

7. Attendance

Month-wise attendance view showing:

• Calendar-style day-by-day attendance status for the selected month
• Summary totals: days present, days absent, leave days, overtime hours
• Job-wise attendance breakdown (which project/site the employee worked at each day)

8. Skills

Technical and professional competencies:

• Skill name and category
• Proficiency level / rating
• Certification details (if applicable)

9. Job History

Internal career progression tracking:

• All internal transfers, promotions, and role changes
• Previous and new designation, department, cadre for each change
• Effective dates and reason for change

10. Experience

Previous employment history before joining the current organization:

• Company name, designation, department
• From date and to date
• Reason for leaving
• Reference contact details

11. Education

Academic qualifications and certifications:

• Degree/qualification name, institution, year of completion
• Grade/percentage/GPA
• Specialization or major

12. Training

Employee training records:

• Training program name, provider, dates
• Certification obtained (if any)
• Training hours and status (completed, in-progress)

13. Medical

Medical claims and health information:

• Medical claim history with amounts and dates
• Insurance details and coverage
• Medical fitness status

14. Visa & Immigration

For expatriate employees, this section tracks:

• Visa type, number, issue date, expiry date
• Work permit details
• Immigration status and renewal dates
• Passport details (linked to Passport Control module)

15. Dependents

Family members and dependents information:

• Dependent name, relationship, date of birth, gender
• Visa/immigration details for each dependent
• Insurance coverage for dependents

16. Status History

Complete audit trail of the employee’s status changes:

• All status transitions (Active → On Leave → Active → Resigned, etc.)
• Date of each status change and who made the change
• Reason for status change

17. Fixed Assets

Company assets assigned to the employee:

• Asset type (laptop, phone, vehicle, tools, etc.)
• Asset number and description
• Issue date and return date
• Asset condition

Employee Lifecycle in the Staff Directory

Videos

The following videos demonstrate key features and workflows covered on this page.

How to Conduct Performance Review.

How to Generate an HR Letter.