Update Employee

Keep employee information accurate and up-to-date in the CGIC App—so HR, managers, and payroll teams always work with the latest biodata, contact info, IDs, role assignments, and salary details.

Prerequisites

1. The employee you wish to update must already have a record under HR > Employee > Employee List.
2. You have visibility into the fields you need to change (some fields may be restricted to certain roles).
3. Gather updated information beforehand: new address, updated contact numbers, corrected ID numbers, or revised salary components.
4. If you’re updating salary, ensure the relevant Salary Structure templates are already configured under HR > Salary Structure.

Step 1: Locate and Open the Employee Record

1. Navigate to Employee List
   • In the CGIC App sidebar, go to HR > Employee > Employee List.
   • Use the search box or filters (by Department, Branch, Employee Code) to find the employee.
2. Open the Employee Profile
   • Click on the employee’s name—this opens their full profile in View mode.
3. Click “Edit” or “Amend”
   • If the employee is still on probation or you haven’t submitted their record, click Edit.
   • If the record is in Submitted state, click Amend to preserve audit history. The CGIC App creates a new draft version, linking back to the original.

Step 2: Update Biodata (Personal Information)

1. Modify Name or Employee Code (If Allowed)
   • Employee Name: Correct spelling or update if the employee legally changed their name (e.g., after marriage).
   • Employee Code: Only change if you follow a re-coding policy; otherwise, leave as-is to avoid report mismatches.
2. Adjust Date of Birth, Gender, or Nationality
   • Date of Birth: Rarely changes, but correct if originally entered incorrectly.
   • Gender/Nationality: Update if the employee’s legal documentation or personal identification changed.
3. Update Marital Status or Other Optional Fields
   • Marital Status: e.g., from “Single” to “Married.”
   • Blood Group, Place of Birth, or Religion: Only if your organization collects these details and they changed.
4. Save
   • Once personal fields are correct, click Save at the bottom. If you used Amend, you must click Submit later (see Finalize).

Step 3: Update Contact Information

1. Edit Address Fields
   • Permanent Address: Replace street, city, state, postal code if the employee moved.
   • Current Address: If they have a new residential or temporary address (e.g., relocation for training), update it here.
2. Change Phone Numbers or Email IDs
   • Mobile Phone: Update to the new number—include country code (e.g., “+234 80xxxxxxx”).
   • Personal Email ID: If they now prefer a different email for non-work communications, replace it.
   • Work Email: If your domain changes or you rolled out a new email convention, update the work email so notifications continue.
3. Add or Modify Alternate Contact
   • If their emergency contact changed (e.g., parent or spouse has a new phone), update Emergency Contact Name, Number, and Relationship.
4. Social Profiles / Networking
   • Update LinkedIn, Twitter, or GitHub URLs if relevant to their role or if their public profile changed.
5. Save
   • Click Save to persist changes. If using Amend, proceed to Submission.

Step 4: Update IDs and Documents

1. Correct or Add New Government IDs
   • Scroll to Employee ID Details.
   • To edit an existing row (e.g., wrong ID Number), click into the ID Number field and make corrections.
   • To add a newly issued ID (e.g., Passport renewal), click + Add Row:
     • ID Document Type: Choose “Passport,” “National ID,” etc.
     • ID Number, Issue Date, Expiry Date: Fill with new values.
2. Upload Updated or New Documents
   • In the Attachments section:
     • Click Browse to upload new scans (e.g., the backside of a new driver’s license, updated work permit).
     • To replace a document, either delete the old file (click the trash icon) or upload a new version with a clear filename (e.g., “Jane_Doe_NID_2025.pdf”).
     • If there’s a new offer letter, updated contract, or certification, upload those here as well.
3. Remove Expired or Superseded Documents
   • If a document is expired (e.g., an old passport), click the checkbox next to it and choose Delete—ensuring only valid documents remain.
4. Save
   • Click Save after all ID and document updates. If you amended, you’ll finalize in the last step.

Step 5: Update Role, Department, or Reporting Structure

1. Change Company, Branch, Department, or Designation

   • Branch: If the employee transfers to another location (e.g., from Lagos Plant to Kaduna Branch), select the new branch.
   • Department: Choose the new department (e.g., “Quality Assurance” → “R&D”).
   • Designation: Update job title (e.g., promoted from “Engineer” to “Senior Engineer”).

2. Modify “Reports To”

   • If the employee’s new manager is different, search for and select the new supervisor under Reports To.
   • This updates approval workflows (leave, expense, appraisal).

3. Adjust User Roles (System Access)

   • If their responsibilities change (e.g., moving from “Technician” to “Supervisor”), scroll to the User Roles section:
     • Click + Add Row to grant new roles (e.g., “Supervisor”, “Project Manager”).
     • To remove obsolete roles, click the trash icon next to that row.
   • Ensure their Work Email is correct so login invites continue.

4. Save

   • Click Save to lock in organizational changes. Remember to Submit if you used Amend.
   Whenever an employee changes departments, check if they require additional training or access (e.g., system permissions) and coordinate with the IT or training team.

Step 6: Update Salary or Compensation Details

1. Select or Change Salary Structure
   • In the Salary section, click Select Salary Structure:
     • To move them to a new grade (e.g., from “Engineer Grade 2 Structure” to “Engineer Grade 3 Structure”), choose the updated template.
     • The CGIC App auto-populates components: Basic Pay, HRA, Transport Allowance, etc.
2. Edit Individual Salary Components
   • If their salary deviates from the template, click Edit Salary Components:
     • Adjust each component’s Amount (e.g., Basic Pay from ₦200,000 to ₦220,000).
     • Add one-time allowances or Bonuses by clicking + Add Row.
   • Verify the recalculated Gross Salary and Net Salary (after deductions).
3. Modify Bank Details or Tax Information
   • Bank Name and Bank Account Number: Update if the employee opened a new account.
   • Tax ID or Pension Number: Correct if you receive an updated document.
   • If your payroll setup changed (e.g., moved to a new bank), coordinate with Finance to ensure the next payroll run includes these changes.
4. Adjust Working Hours or Shift (If Applicable)
   • If they move from a day to night shift, update Shift under the Salary tab.
   • If part-time or contract changes, revise Working Hours Per Day.
5. Save

   • Click Save to apply salary modifications. Submit if in Amend mode. Payroll for the next cycle will use updated figures.

     If you’re doing a mid-month salary change, coordinate with the payroll team so they prorate correctly or apply changes from the next pay period.

Step 7: Finalize and Submit Changes

1. Review All Updated Fields
   • Scroll through every section—Biodata, Contact Information, ID Details, Attachments, Company/Role, Salary—to ensure nothing was overlooked.
2. Check for Validation Errors
   • If a required field was left blank or an invalid format was entered, the CGIC App highlights it in red. Address those before proceeding.
3. Click Save
   • If you clicked Edit, this updates the live record immediately.
   • If you clicked Amend, you now see Submit at the top—click it to finalize, which:
     • Logs an audit trail linking back to the original record.
     • Triggers any Email Alerts (e.g., notifying their manager of a role change or salary revision).
     • Updates downstream modules (e.g., leave approval workflows, payroll ledger, org charts).