Employee Records

1. Overview

Each employee has a record with everything MAttendance knows about them. Go to Employees, find the person (search by name or code, filter by department, switch between table and grid view) and click View Profile.

The record is organised in tabs: Profile · Assignments · Bank Details · Emergency Contacts · Documents · Access Permissions · Pay Info · Visa Documents · Leaves.

2. Profile

Name, employee code, email, phone, gender, date of birth, designation, weekly off, joining and relieving dates, preferred language, and whether attendance is enabled. Click the camera icon to upload a profile photo (up to 5 MB).

For Gulf employees the profile also holds nationality, passport number, national ID / Iqama, IBAN, bank name and whether the employee is a Gulf national (which decides if GOSI/GPSSA applies) — see Gulf Compliance.

An employee's status is Active, Locked or Deleted. The employee list shows active employees by default; use the filter to include the others.

3. Assignments (Department, Office, Shift, Supervisor)

The Assignments tab shows the employee's department, office, shift and supervisor. Click Change to move them. Each assignment has a From date and the previous one is kept as history, so past attendance is still calculated against the shift and office that applied at the time.

The supervisor set here is what builds the Org Chart and decides whose requests a manager sees.

4. Bank Details and Emergency Contacts

• Bank Details — bank name, account number and IFSC code. Click Save Bank Details.
• Emergency Contacts — click Add Contact and enter name, relation, phone and blood group. Contacts can be edited or deleted.

5. Document Types (Admin Setup)

Before uploading documents, define the kinds of document you keep. Go to Settings → Document Types and click Add Document Type.

• Type Name — for example "Aadhaar Card" or "PAN Card".
• Description — optional.
• Mandatory for all employees — tick if every employee must have one.
• Active — deactivated types are hidden from the upload list but existing documents are kept.

6. Uploading Employee Documents

1. Open the employee and go to the Documents tab.
2. Click Upload Document.
3. Choose the Document Type, enter the document number, issue date and expiry date, and select the file.
4. Save. The document appears in the list, where it can be downloaded or deleted.

Passports, visas, Emirates ID, Iqama and similar immigration documents are tracked separately on the Visa Documents tab, with expiry alerts — see Gulf Compliance → Visa & Travel Document Tracking.

7. Access Permissions (Which Punch Methods an Employee May Use)

The Access Permissions tab controls how each employee is allowed to punch. Turn methods on or off and click Save Permissions.

• Background Location is required for Geofence Auto to work when the app is closed.
• Field Tracking turns on location tracking during work hours — see Field Tracking.

How each method works is covered in Punch Methods.

8. Pay Info and Leaves

• Pay Info — assign a pay grade with an effective date and basic, gross and net salary; earlier assignments remain as salary history. See Payroll Guide.
• Leaves — the employee's leave requests. HR can click Add Leave to record leave on the employee's behalf, including half days (first or second half). See Leave Management.

9. Resetting a Password and Removing an Employee

• Reset Password (Admin) — enter and confirm a new password (minimum 8 characters). The employee is notified by email and is signed out of all their devices.
• Delete (Admin) — removes the employee from active lists and disables their login. Their past attendance and payroll records are kept, and they are no longer counted on your invoices.

10. Roles

Adding an employee is an Admin action. The role is chosen at that point (Employees → Add Employee → Role); leave the initial password blank to have a temporary one generated and emailed to the employee.