Manage Employees — User Guide

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

Overview

Manage employees is the monthly spreadsheet where you enter payroll-related employee data before creating pay slip runs. Each row is one employee for one month, including tax details, bank information, and earnings split across probationary and formal contracts.

Complete this screen (or import/sync data) before running payroll for a month.

Prerequisites

• Permission: Manage employees → View (open the screen). Create or Edit to save, synchronize, copy, or import.
• Payroll columns / earnings configured under Payroll → Settings (defines spreadsheet columns).
• Optional: Enable HR records module integration under Payroll → Settings → Data integration to pull wages from HR Profile contracts.

Step-by-step: Open and review the employee spreadsheet

1. Go to Payroll → Manage employees.
2. The page opens on the current month with one row per eligible employee.
3. Scroll horizontally to see all columns (staff info, probationary earnings, formal earnings, contract dates).
4. Review pre-filled values:
   • With HR integration on, identity fields may come from HR records.
   • Earning columns may be empty until you enter data or synchronize.

Expected result: Handsontable grid with employee rows for the selected month. The save button reads Submit (first save) or Update (data already exists).

Step-by-step: Filter employees

1. Set Month (month picker) to the payroll period you are working on.
2. Optionally filter by Department, Role, or Staff (multi-select).
3. Wait for the grid to reload with the filtered set.

Tip: Confirm the month picker matches the month you intend to save — the save action uses the filtered month.

Step-by-step: Enter or edit employee values manually

1. Click cells in the spreadsheet and enter or correct values (tax ID, bank account, earnings, contract effective dates, etc.).
2. Each employee can have:
   • Probationary contract earnings and effective/expiration dates
   • Formal (primary) contract earnings and effective/expiration dates
3. Click Submit or Update (bottom right).

Expected result: Success message; values are stored for that month and used when you create a pay slip run.

Step-by-step: Synchronize from HR Profile contracts

Available only when HR records integration is enabled.

1. Set the correct Month filter.
2. Click Synchronized (sync from HR contracts).
3. Confirm if prompted.

Expected result: Probationary and formal earning columns (and contract dates) are refreshed from active HR Profile contracts for each employee. Identity fields you already entered are kept where the sync does not overwrite them.

Step-by-step: Copy from last month

1. Set the target Month.
2. Apply filters if you only want a subset of staff.
3. Click Copy (copy from last month).
4. Wait for the confirmation message.

Expected result: Prior month's employee payroll values are duplicated into the selected month for the visible staff.

Step-by-step: Import from Excel

1. Click Import Excel.
2. Download the sample file for your target month (columns match the current payroll setup).
3. Fill in employee rows in the spreadsheet.
4. Upload the completed file and follow the import prompts.

Expected result: Employee values for the month are bulk-loaded into the system.

Key fields (summary)

Common issues

Related features

• HR Profile → Contracts — source for synchronize when integration is on
• Payroll → Manage attendance — monthly time data for runs
• Payroll → Pay slips — consumes employee values when creating a run
• Payroll → Settings → Data integration — toggle HR records integration