Add Employee

Create a complete employee record in the CGIC App—capturing their personal details, contact info, official IDs, supporting documents, assigned role, and salary structure—so HR and managers can onboard new team members seamlessly.

What it does

• Guides you through creating a fresh Employee record in the CGIC App’s HR module.
• Ensures you capture essential biodata (name, DOB, gender), up-to-date contact details, government IDs, and any required paperwork.
• Links the employee to the correct Company, Branch, Department, Designation, and Role in the system.
• Defines the employee’s salary structure (salary components, bank details, working hours).

Prerequisites

• Company record exists under Setup > Company (HR needs the correct legal entity).
• Branches, Departments, and Designations are defined under HR > Branch List, HR > Department List, and HR > Designation List.
• Salary Structure templates and Salary Components are configured under HR > Salary Structure and HR > Salary Component (so you can assign a predefined structure).
• Under Setup > Role List, ensure roles like Employee, Manager, Finance User are in place.
• If you plan to auto-create a login user for the new employee, confirm you have permission to assign a User Role and generate a system Login ID.
• Under HR > ID Document Type, verify that fields like National ID, Passport, Driver’s License exist.
• Ensure any custom ID types (e.g., “Work Permit”) have been added if needed.

Step 1: Navigate to the Employee Form

1. In the CGIC App sidebar, go to HR > Employee > Employee List.
2. Click New in the top-right corner to open the Employee form.

Step 2: Capture Biodata (Personal Information)

1. Employee Name & Code
   • Employee Name: Enter the full legal name (e.g., “Jane A. Doe”).
   • Employee Code: Leave blank to auto-generate, or enter your company’s assigned code (e.g., “CGIC-EMP-1023”).
2. Personal Details
   • Date of Birth: Select the correct birth date.
   • Gender: Choose Male, Female, or Other.
   • Nationality: Pick from the dropdown (e.g., “Nigerian”).
   • Marital Status (Optional): Single, Married, or Other.
   • Permanent Address: Enter street, city, state/province, country, and ZIP/Postal Code.
   • Current Address (Optional if same as Permanent): If the employee lives elsewhere temporarily, enter that address here.
3. Emergency Contact
   • Emergency Contact Name: Name of next of kin or emergency contact.
   • Emergency Contact Number: Phone number.
   • Relationship: Relationship to employee (e.g., “Spouse,” “Parent”).
4. Birthplace / Religion / Blood Group (Optional fields)
   • Some teams capture Place of Birth, Religion, or Blood Group for internal records—fill in if your company collects these.

Step 3: Enter Contact Information

1. Personal Email & Mobile Number
   • Personal Email ID: Enter their private or preferred email (for non-work communications).
   • Mobile Phone: Add their mobile number with country code (e.g., “+234 80xxxxxxx”).
2. Work Email & Company Phone (If Created)
   • If the CGIC App auto-generates a work email (e.g., “[e-mail]”), fill it here.
   • Company Phone: If they get a desk phone, enter that extension or number.
3. Alternate Contact (Optional)
   • If HR needs an alternate number (e.g., a parent or roommate), use Alternate Contact Number.
4. Social Profiles / Networking (Optional)
   • Some organizations track LinkedIn, Twitter, or GitHub profiles. Enter URLs if collected.

Step 4: Capture IDs and Documents

1. Government IDs & Passport Details
   • ID Document Type (Dropdown): Choose from National ID, Passport, Driver’s License, or any custom type.
   • ID Number: Enter the exact number as printed (avoid spaces).
   • Issue Date / Expiry Date: If relevant (e.g., Passport expires), fill in both.
   • To add multiple IDs (e.g., both a National ID and a Driver’s License), click + Add Row in the Employee ID Details table and repeat.
2. Upload Supporting Documents
   • Scroll to Attachments section at the bottom:
     • Click Browse to upload scanned copies of IDs (e.g., passport bio page, driver’s license).
     • Upload a signed Offer Letter, Resume/CV, Certificates (e.g., degree, training certificates).
     • If you require a Medical Clearance or Background Check, upload the PDF/scan here as well.
   • Ensure each document clearly names the file (e.g., “Jane_Doe_Passport.pdf”).
3. Document Validity (If Your Workflow Requires)
   • If your company tracks document validity (e.g., work permit expiry), add a custom date field in Customize Form > Employee.
   • Populate Validity Date for each ID to trigger renewal reminders later.

Step 5: Assign Role and Organizational Details

1. Company, Branch, Department, Designation
   • Company: This should default to your legal entity (e.g., “CGIC Nigeria Ltd”).
   • Branch: Choose the location where the employee will be based (e.g., “Lagos Plant”).
   • Department: Pick from your preconfigured list (e.g., “Production,” “Quality Assurance,” “Finance”).
   • Designation: Select the job title (e.g., “Senior Engineer,” “Accountant,” “Maintenance Technician”).
2. Reporting Manager
   • In the Reports To field, search for and select the manager’s Employee record (e.g., “John Smith”).
   • This drives the approval hierarchy (leave requests, expense approvals, etc.).
3. User Role Assignment (CGIC App Login)
   • If you want to give the employee CGIC App login access immediately:
     1. Tick “Create User” (checkbox).
     2. User Name: Set the system login username (e.g., “jane.doe”).
     3. Email: Ensure the Work Email is correct—an invite will be sent there.
     4. User Roles: Click + Add Row, choose roles like Employee, Employee Self-Service, or any department-specific role (e.g., Production User).
   • Click Save; the CGIC App emails the login link and temporary password.

Step 6: Define Salary Information

1. Salary Structure
   • In the Salary section, click Select Salary Structure and choose from your predefined templates (e.g., “Engineer Grade 2 Structure,” “Admin Staff Structure”).
   • A salary structure template typically includes:
     • Basic Pay
     • House Rent Allowance (HRA)
     • Transport Allowance
     • Other Allowances (e.g., “Meal Allowance,” “Phone Reimbursement”)
   • Once selected, the CGIC App auto-populates these components with the default amounts.
2. Customize Salary Components (If Needed)
   • If this employee’s salary varies from the template, click Edit Salary Components:
     • Adjust each component’s Amount or Percentage.
     • Add a New Row for any one-off component (e.g., “Joining Bonus”).
   • Confirm the Gross Salary (sum of all components) and Net Salary (after deductions).
3. Bank Account Details & Payroll Metadata
   • Bank Name: Enter the bank (e.g., “GTBank Nigeria”).
   • Bank Account Number: Employee’s account for salary credit.
   • PF / Pension Number (Optional): If your company tracks Provident Fund or Pension schemes.
   • UAN / Tax ID (Optional): Enter the employee’s tax identification if required.
4. Working Hours and Shift (Optional)
   • If the CGIC App tracks time, set Working Hours Per Day (e.g., 8).
   • Shift: Choose “Day,” “Night,” or “Rotational,” depending on their schedule.
5. Effective Date & Currency
   • Salary Effective From: The date when this salary takes effect (e.g., their first working day).
   • Currency: If you have multi-currency payroll (e.g., “NGN,” “USD”), choose appropriately.

Step 7: Save and Submit the Employee Record

1. Review All Sections
   • Scroll through each tab or section:
     • Biodata, Contact Information, ID Details, Attachments, Company/Department/Role, Salary Details.
   • Ensure there are no mandatory fields left blank (they’ll be marked with a red asterisk).
2. **Click Save
   • The CGIC App performs validation (e.g., unique Employee Code, valid email format).
   • If any errors appear, correct them and click Save again.
3. **Click Submit
   • Once submitted, the employee’s profile is locked for edits unless you Amend.
   • The system will:
     • Generate or activate the Login User (if selected).
     • Trigger any Email Alerts (e.g., a welcome email to their work email).
     • Automatically set up default Leave Allocation based on policy (if configured).