Employees
Manage your workforce in one place -- create employee profiles, track employment details, assign departments and managers, and maintain salary and bank information.
Key concepts
- Employee Profile: A record containing personal information, employment details, work schedule, bank details, and address for each team member.
- Employment Status: The current state of an employee -- Active, On Leave, Probation, Suspended, Terminated, or Resigned.
- Employment Type: How the employee is engaged -- Full-time, Part-time, Contract, Intern, or Freelance.
- Linked User Account: An employee can optionally be linked to a QONE user account, allowing them to log in and access the system.
- Salary History: A log of all salary changes over time, including the reason and type of change.
Step-by-step
Viewing the Employee List
Navigate to HR > Employees from the sidebar.
Review the stats strip at the top showing Total Employees, Active, On Leave, and Probation counts.
Use the filter pills to narrow the list by status (Active, On Leave, Probation, Suspended, Terminated).
Type a name or keyword in the Search field to find a specific employee.
Click any employee row to open their profile.
Screenshot
Employee list page showing stats strip, filter pills, and the employee table with columns for Code, Name, Position, Department, Type, and Status
Adding a New Employee
Navigate to HR > Employees.
Click the Add Employee button in the top-right corner.
Fill in Personal Information: first name and last name.
Fill in Contact & Identity: email, phone, date of birth.
Optionally select a Link to User Account to connect the employee to an existing QONE user (leave empty for external employees who do not need system access).
Fill in Employment Details: position, department, employment type, contract type, hire date, direct manager, and base salary. The Contract Type field (Permanent, Fixed-Term, or Probation) is separate from Employment Type -- it records the nature of the contract, while Employment Type records how the person is engaged.
Configure the Work Schedule: select working days (Mon-Sun) and set hours per day.
Optionally expand Bank Information and enter bank name, account number, account holder name, and routing code.
Optionally expand Address and enter street address, city, state/province, postal code, and country.
Click Create Employee to save.
Screenshot
New Employee form showing the Personal Information and Employment Details sections
Viewing an Employee Profile
Navigate to HR > Employees.
Click on an employee row to open their profile.
Review the header showing the employee name, status badge, employee code, position, department, salary, and hire date.
Use the tabs to switch between Profile, Salary History, and Bank & Address.
The Profile tab shows employee code, email, phone, salary, position, department, employment type, hire date, date of birth, work days, and hours per day.
The Salary History tab (visible if you have salary view permission) shows a table of all past salary changes with date, type, old salary, new salary, and reason.
The Bank & Address tab shows bank information and mailing address details.
Screenshot
Employee profile page showing the Profile tab with employment details
Editing an Employee
Open the employee profile.
Click the Edit button in the top-right corner.
Update any fields you need to change (phone, salary, position, department, manager, employment type, employment status, hire date, date of birth, work days, hours per day).
Click Save Changes to apply.
Switch to the Bank & Address tab while in edit mode to update bank details or address information.
Screenshot
Employee profile in edit mode showing editable form fields
Updating an Employee's Salary
Open the employee profile.
Click the Update Salary button (visible in the tab bar if you have edit and salary view permissions).
Enter the New Salary amount.
Select a Change Type: Increase, Decrease, Promotion, Performance, Cost of Living, or Other.
Optionally enter a Reason for the change.
Click Update Salary to save. The change is automatically recorded in the salary history.
Screenshot
Update Salary modal with fields for new salary, change type, and reason
Deleting an Employee
Open the employee profile.
Click the Delete button (visible if you have delete permission).
Confirm the deletion in the dialog that appears.
You will be redirected back to the employee list.
Screenshot
Delete confirmation dialog
Tips & best practices
- Link employees to user accounts so they can access their own payslips, submit leave requests, and track attendance.
- Keep the hire date accurate -- it is used for tenure calculations and displayed across the system.
- Set work days and hours per day for each employee to ensure accurate attendance and overtime calculations.
- Use the salary update feature instead of directly editing the salary field -- this creates a proper audit trail in salary history.
- Assign a direct manager to each employee so that leave approvals and team views work correctly.
- Fill in bank details early so payslips can be generated without delays.
Was this article helpful?
Your feedback helps us improve these guides.