Dependants — User Guide

Module: HR Profile
Audience: HR administrators, managers, employees
Version: 1.0.0
Last updated: 2026-07-22

Overview

Dependent persons lets staff register family dependants (spouse, children, etc.) for HR and benefits tracking. Each registration goes through an approval workflow: HR reviews pending requests and approves or rejects them with optional benefit start/end dates.

Typical flow:

Employee adds dependant → Pending → HR approves or rejects → Approved record locked

Prerequisites

View own: Managers see dependants for staff they manage (by department or reporting line), not only their own family members. For company-wide visibility, request global View.

Step-by-step: View the dependant list (HR)

1. Go to HR Profile → Dependent persons.
2. Optionally filter by staff and status (Pending, Approved, Rejected).
3. Review the table: name, relationship, birth date, ID number, benefit period, reason, status.

Expected result: Sortable list with status badges (blue = pending, green = approved, red = rejected).

Step-by-step: Register a dependant (employee)

1. Go to HR Profile → HR Records and open your own record (or ask HR to open it).
2. Open the Dependent person tab.
3. Click Add dependents.
4. Complete:
   • Dependent name (required)
   • Relationship (e.g. spouse, child)
   • Date of birth
   • Citizen identification (ID number)
   • Reason (why registering)
5. Click Submit.

Expected result: Record saved as Pending. You can edit or delete it while pending; after HR approves or rejects, it is locked.

Step-by-step: Register a dependant (HR admin)

1. Go to HR Profile → Dependent persons.
2. Click New dependent person.
3. Select the staff member, then fill the same fields as above (including optional Start month / End month for benefit period).
4. Click Submit.

Expected result: Record appears in the list. If created by HR with dates, it may still be pending until explicitly approved.

Step-by-step: Approve or reject a request

1. Open HR Profile → Dependent persons.
2. Find a Pending row (requires Edit permission).
3. Click the green check (approve) or red X (reject).
4. In the modal, set Start month, End month, and Reason (status comment).
5. Click Submit.

Expected result: Status updates to Approved or Rejected. The row can no longer be edited from the list.

Step-by-step: Import dependants from Excel

1. Go to HR Profile → Dependent persons (requires Create).
2. Click Import Excel.
3. Download the sample template if shown, fill rows (staff identifier, name, relationship, dates, ID).
4. Upload the file and submit.

Expected result: Valid rows are imported as Pending. If errors occur, download the error report file and fix the spreadsheet.

Step-by-step: Bulk delete

1. On the admin list, select rows with checkboxes (requires Delete).
2. Click Bulk actions → confirm Mass delete.

Expected result: Selected records removed.

Key fields (summary)

Common issues

Related features

• HR records — staff master data and profile Dependent person tab
• Reports — workforce analytics (separate from dependant data)
• Contracts — employment terms (not auto-linked to dependants)