Employee

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Overview

Employee — Business Overview and Usage

The Employee document is a foundational record in Dafater that represents every individual working for your organization. It acts as the single, trusted source of employee information and supports all people-related business processes across the company.

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What the Employee document is used for

The Employee document is used to formally register and manage employees in Dafater. It stores essential personal, employment, and organizational details needed to:

• Manage the workforce in a structured and compliant way
• Run payroll, benefits, and compensation processes
• Track attendance, leave, and working schedules
• Assign employees to departments, roles, and reporting lines
• Support HR, finance, and management reporting

In simple terms, if someone works for your organization and interacts with internal processes, they should have an Employee record.

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Prerequisites and setup before using Employee

Before creating Employee records, businesses should ensure the following are defined:

• Company structure – companies, branches, and departments
• Job-related information – designations, grades, and employment types
• Managers and reporting hierarchy – so employees can be linked correctly
• Basic HR policies – working hours, leave rules, and employment status definitions

Having these elements in place ensures Employee records are accurate and aligned with company policies from the start.

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Typical workflow and how it fits into business processes

1. Hiring or onboarding
   When a new hire joins, an Employee record is. is created with personal details, job role, department, manager, and joining date.

2. Active employment management
   During employment, the Employee record is used daily to:

   • Process attendance and leave
   • Run payroll and expense claims
   • Track transfers, promotions, or role changes

3. Employee changes
   Any updates such as department changes, salary revisions, or reporting manager updates are reflected in the Employee record to keep information current.

4. Exit or separation
   When an employee leaves, their status is updated. This ensures they are excluded from payroll, access control, and operational planning while keeping historical records intact.

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Key business scenarios where Employee is essential

• Payroll processing – Salary, benefits, deductions, and payouts depend on accurate Employee records
• Leave and attendance management – Leave balances, approvals, and working hours are linked to each Employee
• Organizational planning – Understanding headcount, department strength, and reporting structures
• Compliance and audits – Maintaining employment records for legal and regulatory purposes
• Performance and management reviews – Linking employees to managers and roles for evaluations

Without well-maintained Employee records, these processes become manual, error-prone, and inconsistent.

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Important considerations for users

• Accuracy is critical – Errors in Employee details can impact payroll, approvals, and reporting
• Keep records updated – Promotions, transfers, and status changes should be recorded promptly
• One employee, one record – Avoid duplicates to ensure clean reporting and controls
• Privacy and access control – Employee information is sensitive and should be handled responsibly
• Consistency across departments – HR, finance, and management should rely on the same Employee data

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In summary

The Employee document is the backbone of workforce management in Dafater. It connects people to processes, ensures operational consistency, and enables informed decision-making across the organization. Proper setup and disciplined usage of Employee records are essential for smooth day-to-day operations and long-term business growth.

Basic Information

• Module: Setup
• Document Type: Setup

Fields

Field Name	Label	Type	Required	Options	Description
employee	Employee	Data		-	Unique Dafater employee identifier
naming_series	Series	Select	✓	HR-EMP-	Automatic numbering pattern for employee records
first_name	First Name	Data	✓	-	Employee's given name
middle_name	Middle Name	Data		-	Employee's middle name, if applicable
last_name	Last Name	Data		-	Employee's family or last name
employee_name	Full Name	Data		-	Employee's complete registered name
gender	Gender	Link	✓	Gender	Employee's gender for records and reporting
dateofbirth	Date of Birth	Date	✓	-	Employee's birth date for legal and HR use
salutation	Salutation	Link		Salutation	Formal title used for employee communication
nationalidoriqamano	Identity or residence number	Data	✓	-	Government-issued identity or residence number
dateofjoining	Date of Joining	Date	✓	-	Official employment start date
image	Image	Attach Image		-	Employee profile photograph
status	Status	Select	✓	Active, Inactive, Suspended, Left	Current employment status in Dafater
contract_type	Contract type	Select	✓	Fixed Term, Indefinite	Type of employment contract
customexpirydate	Expiry Date	Date		-	Contract or document expiry date
user_id	User ID	Link		User	Linked Dafater system user account
create_user	Create User	Button		-	Create Dafater user account for employee
createuserpermission	Create User Permission	Check		-	Allow automatic user creation permission
company	Company	Link	✓	Company	Company employing the employee
department	Department	Link		Department	Department where employee is assigned
employment_type	Employment Type	Link		Employment Type	Nature of employment engagement
employee_number	Employee Number	Data		-	Internal employee reference number
designation	Designation	Link		Designation	Employee's job title or role
reports_to	Reports to	Link		Employee	Direct reporting manager
branch	Branch	Link		Branch	Branch location of employment
grade	Grade	Link		Employee Grade	Employee grade for compensation structure
job_applicant	Job Applicant	Link		Job Applicant	Linked job application record
scheduledconfirmationdate	Offer Date	Date		-	Planned employment confirmation date
finalconfirmationdate	Confirmation Date	Date		-	Actual employment confirmation date
contractenddate	Contract End Date	Date		-	Employment contract end date
noticenumberof_days	Notice (days)	Int		-	Notice period duration in days
dateofretirement	Date Of Retirement	Date		-	Planned or actual retirement date
cell_number	Mobile	Data		Phone	Employee's primary mobile contact
nationality	Nationality	Link		Country	Employee's country of nationality
personal_email	Personal Email	Data		Email	Employee's personal email address
company_email	Company Email	Data		Email	Official company-provided email address
preferedcontactemail	Prefered Contact Email	Select		, Company Email, Personal Email, User ID	Preferred email for official communication
prefered_email	Prefered Email	Data		Email	Selected primary email address
unsubscribed	Unsubscribed	Check		-	Employee opted out of communications
current_address	Current Address	Small Text		-	Employee's present residential address
currentaccommodationtype	Current Address Is	Select		, Rented, Owned	Ownership status of current residence
permanent_address	Permanent Address	Small Text		-	Employee's permanent residential address
permanentaccommodationtype	Permanent Address Is	Select		, Rented, Owned	Ownership status of permanent residence
persontobe_contacted	Emergency Contact Name	Data		-	Emergency contact person name
emergencyphonenumber	Emergency Phone	Data		Phone	Emergency contact phone number
relation	Relation	Data		-	Relationship with emergency contact
attendancedeviceid	Attendance Device ID (Biometric/RF tag ID)	Data		-	Biometric or RFID attendance identifier
holiday_list	Holiday List	Link		Holiday List	Assigned holiday calendar
default_shift	Default Shift	Link		Shift Type	Default working shift assignment
expense_approver	Expense Approver	Link		User	Approver for employee expense claims
leave_approver	Leave Approver	Link		User	Approver for employee leave requests
shiftrequestapprover	Shift Request Approver	Link		User	Approver for shift change requests
attendance_locations	Attendance Locations	Table MultiSelect		Linked Location	Permitted locations for attendance marking
allowattendanceoutsidetherange	Allow Attendance Outside the Range	Check		-	Permit attendance outside assigned locations
ctc	Cost to Company (CTC)	Currency		salary_currency	Total annual cost to company
salary_currency	Salary Currency	Link		Currency	Currency used for salary payments
salary_mode	Salary Mode	Select		, Bank, Cash, Cheque	Method of salary disbursement
payrollcostcenter	Payroll Cost Center	Link		Cost Center	Cost center charged for payroll
bank_name	Bank Name	Data		-	Employee's salary bank name
bankacno	Bank A/C No.	Data		-	Employee's bank account number
iban	IBAN	Data		-	International Bank Account Number
marital_status	Marital Status	Select		, Single, Married, Divorced, Widowed	Employee's marital status
family_background	Family Background	Small Text		-	Brief family-related information
blood_group	Blood Group	Select		, A+, A-, B+, B-, AB+, AB-, O+, O-	Employee's blood group for emergencies
health_details	Health Details	Small Text		-	Relevant medical or health information
healthinsuranceprovider	Health Insurance Provider	Link		Employee Health Insurance	Assigned health insurance provider
healthinsuranceno	Health Insurance No	Data		-	Health insurance policy number
passport_number	Passport Number	Data		-	Employee's passport identification number
valid_upto	Valid Upto	Date		-	Passport validity expiry date
dateofissue	Date of Issue	Date		-	Passport issue date
placeofissue	Place of Issue	Data		-	Passport issuing authority location
bio	Bio / Cover Letter	Text Editor		-	Employee biography or cover letter
education	Education	Table		Employee Education	Employee's educational qualifications
externalworkhistory	External Work History	Table		Employee External Work History	Previous employment outside the company
internalworkhistory	Internal Work History	Table		Employee Internal Work History	Employment history within the company
resignationletterdate	Resignation Letter Date	Date		-	Date resignation was submitted
relieving_date	Relieving Date	Date		-	Official last working day
held_on	Exit Interview Held On	Date		-	Date exit interview was conducted
new_workplace	New Workplace	Data		-	Employee's next employer or workplace
leave_encashed	Leave Encashed?	Select		, Yes, No	Whether leave was encashed
encashment_date	Encashment Date	Date		-	Date leave was encashed
reasonforleaving	Reason for Leaving	Small Text		-	Employee's reason for leaving
feedback	Feedback	Small Text		-	Employee exit or general feedback
lft	lft	Int		-	Left value for hierarchical records
rgt	rgt	Int		-	Right value for hierarchical records
old_parent	Old Parent	Data		-	Previous parent record reference

Child Tables

Education (Employee Education)

Field Name	Label	Type	Required	Options	Description
school_univ	School/University	Small Text		-	Name of school or university attended, recorded in Dafater
qualification	Qualification	Data		-	Degree or certification obtained by employee, tracked in Dafater
level	Level	Select		Graduate, Post Graduate, Under Graduate	Education level classification used for employee profiling in Dafater
yearofpassing	Year of Passing	Int		-	Year employee completed the qualification, stored in Dafater
class_per	Class / Percentage	Data		-	Final grade, class, or percentage achieved by employee
majoptsubj	Major/Optional Subjects	Text		-	Major or optional subjects studied during the qualification

External Work History (Employee External Work History)

Field Name	Label	Type	Required	Options	Description
company_name	Company	Data		-	Previous employer organization name.
designation	Designation	Data		-	Job title held during employment.
salary	Salary	Currency		Company:company:default_currency	Last drawn salary at the company.
address	Address	Small Text		-	Company address during employment period.
contact	Contact	Data		-	Company contact details or reference person.
total_experience	Total Experience	Data		-	Total experience gained with this employer.

Internal Work History (Employee Internal Work History)

Field Name	Label	Type	Required	Options	Description
branch	Branch	Link		Branch	Branch within Dafater where employee was assigned.
department	Department	Link		Department	Department in Dafater responsible for employee during this period.
designation	Designation	Link		Designation	Employee's job designation recorded in Dafater for the period.
from_date	From Date	Date		-	Start date of this internal role in Dafater.
to_date	To Date	Date		-	End date of this internal role in Dafater.

Permissions

Role	Read	Write	Create	Delete	Submit	Cancel
HR User	✓	✓	✓	✓
Employee	✓
HR Manager	✓	✓	✓	✓

Related DocTypes

DocType	Relationship	Module
Activity Cost	Linked from	Projects
Additional Salary	Linked from	Payroll
Appraisal	Linked from	HR
Asset	Linked from	Assets
Attendance	Linked from	HR
Attendance Request	Linked from	HR
Authorization Rule	Linked from	Setup
Business Trip Request	Linked from	Dafater HR
Call Log	Linked from	Telephony
Compensatory Leave Request	Linked from	HR
Custody Assignment	Linked from	Dafater HR
Delivery Trip	Linked from	Stock
Downtime Entry	Linked from	Manufacturing
Driver	Linked from	Setup
Employee Advance	Linked from	HR
Employee Benefit Application	Linked from	Payroll
Employee Benefit Claim	Linked from	Payroll
Employee Checkin	Linked from	HR
Employee Grievance	Linked from	HR
Employee Incentive	Linked from	Payroll
Employee Onboarding	Linked from	HR
Employee Other Income	Linked from	Payroll
Employee Performance Feedback	Linked from	HR
Employee Promotion	Linked from	HR
Employee Referral	Linked from	HR
Employee Separation	Linked from	HR
Employee Skill Map	Linked from	HR
Employee Tax Exemption Declaration	Linked from	Payroll
Employee Tax Exemption Proof Submission	Linked from	Payroll
Employee Transfer	Linked from	HR
Exit Interview	Linked from	HR
Exit ReEntry Visa	Linked from	Dafater HR
Expense Claim	Linked from	HR
Final Exit Visa	Linked from	Dafater HR
Full and Final Statement	Linked from	HR
Goal	Linked from	HR
Gratuity	Linked from	Payroll
Job Applicant	Linked from	HR
Job Requisition	Linked from	HR
Leave Allocation	Linked from	HR
Leave Application	Linked from	HR
Leave Encashment	Linked from	HR
Leave Ledger Entry	Linked from	HR
Leave Policy Assignment	Linked from	HR
Maintenance Request	Linked from	Dafater HR
Office Supply Request	Linked from	Dafater HR
Passport Update Information	Linked from	Dafater HR
Remote Work Application	Linked from	Dafater HR
Renew Iqama	Linked from	Dafater HR
Retention Bonus	Linked from	Payroll
Salary Slip	Linked from	Payroll
Salary Structure Assignment	Linked from	Payroll
Salary Withholding	Linked from	Payroll
Sales Person	Linked from	Setup
Serial No	Linked from	Stock
Shift Assignment	Linked from	HR
Shift Request	Linked from	HR
Shift Schedule Assignment	Linked from	HR
Supplier Scorecard	Linked from	Buying
Supplier Scorecard Standing	Linked from	Buying
Timesheet	Linked from	Projects
Training Feedback	Linked from	HR
Training Request	Linked from	Dafater HR
Travel Request	Linked from	HR
Vehicle	Linked from	Setup
Vehicle Log	Linked from	HR
Visit Visa Request	Linked from	Dafater HR
Within Day Leave Request	Linked from	Dafater HR
Branch	Links to	Setup
Company	Links to	Setup
Cost Center	Links to	Accounts
Country	Links to	Geo
Currency	Links to	Geo
Department	Links to	Setup
Designation	Links to	Setup
Employee	Links to	Setup
Employee Grade	Links to	HR
Employee Health Insurance	Links to	HR
Employment Type	Links to	HR
Gender	Links to	Contacts
Holiday List	Links to	Setup
Job Applicant	Links to	HR
Salutation	Links to	Contacts
Shift Type	Links to	HR
User	Links to	Core