Employee in Frappe HR: Creating and Managing Employee Records
An employee is anyone who works for your company part-time or full-time under a contract of employment, with recognised rights and duties. In Frappe HR, the Employee master is the single record that holds everything about that person their demographic, personal, and professional details, along with their joining and leaving information. Almost every other transaction in the system, from attendance to payroll, links back to it, which makes it the most important record you will set up.
You will find it under Home > Human Resources > Employee.
BEFORE YOU START
Create your Company first. The Company is the top-level record every employee is tied to, so it needs to exist before you add people.
How to create an employee
Creating a basic employee record takes only a few fields:
- Open the Employee list and click New.
- Enter the employee’s core details – Name, Gender, Date of Birth, and Date of Joining.
- Save.
The mandatory fields are marked with a red asterisk, so you always know the minimum needed to save. Everything else can be filled in now or added later as you build out the record.
Creating many employees at once (Data Import)
If you are setting up Frappe HR for an existing team, you do not need to enter everyone by hand. Use the Data Import tool to create employees in bulk:
- Go to Data Import (or click Import from the top menu) and choose Employee as the document type.
- Download the template and fill in the required fields, Employee Name, Company, and Date of Joining.
- If you want user logins created during the import, make sure each row has either a Company Email or a Preferred Contact Email.
- Upload the completed template and start the import.
Every valid row becomes an employee record once the import finishes.
What the Employee master captures
Beyond the mandatory basics, the Employee master is organised into clearly labelled sections. Here is what each one holds.
Employment Type
Tag the employee as Intern, Contract, Full-time, Part-time, Probation, and so on.
Create User
Link a system login to the employee so they can sign in to the portal and mobile app. You can create the user automatically while saving (tick “Create User Automatically”), add one later with the Create User button, or create users in bulk during Data Import. The “Create User Permission” option on by default restricts each person to their own employee record and company.
Joining Details
Capture the Offer Date, Confirmation Date, Contract End Date, Notice period in days, and Date of Retirement.
Department and Grade
Group the employee by Department, Grade, Designation, and Branch, and set the “Reports to” field to define who they report to this is what powers the Organizational Chart.
Leave Details
Assign the Leave Policy (which leave types the employee gets and how many days) and the Holiday List (public holidays and weekly offs).
Salary Details
Choose how the employee is paid, Bank, Cheque, or Cash.
Contact Details
Mobile number, current and permanent address, personal and company email, and a preferred email used for communication.
Personal Details
Family background, passport details, and health information such as height, weight, and allergies.
Educational Qualification
School or university, qualification, level, year of passing, and under the expandable row class, percentage, and subjects.
Previous Work Experience
Past employers, their contact details, and total years of experience, recorded in the work history table.
Exit
Resignation, exit interview, and leave encashment details for when someone leaves.
Additional Features
Emergency contact, health insurance, a personal bio, and the employee’s history within the company.
COMMON MISTAKE
When an employee leaves, set their status to Left and fill in the Relieving Date (it becomes mandatory). Be aware that once the status is “Left”, that employee can no longer be selected in new transactions so do not mark someone as Left until their final payroll, settlement, and any pending paperwork are complete.
Related Topics
- Leave Management
- Payroll Management
SUMMARY
The Employee master is the core record in Frappe HR, holding each person’s personal, professional, joining, and leaving details, and linking to nearly every other transaction. You can create employees one at a time or in bulk with Data Import, and generate their user logins at the same time if needed. The master is divided into sections covering employment type, joining details, department and grade, leave, salary, contact, personal, educational, and work-history information. Create the Company first, and only set an employee’s status to “Left” once all their final processing is complete.
