Employees

Overview

The Employees module manages your entire workforce within the payroll system. You can add employees manually or via bulk upload (FPS file for UK), maintain detailed employee profiles covering personal, employment, payment, and tax information, and manage employee statuses throughout their employment lifecycle.

Accessing Employees

Navigate to Payroll > Employees.

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Employee List

The employee list displays all employees in a searchable, sortable data table with filtering options. The list adapts to your company's country, loading the appropriate country-specific component.

Analysis Panel

At the top of the employee list, an analysis panel shows key workforce metrics:

Available Actions

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Adding Employees

Manual Entry

1. Navigate to Payroll > Employees.
2. Click the Add Employee button.
3. You will be taken to the manual entry form.

The manual entry form is divided into sections. Required fields are marked with an asterisk.

Personal Information

Employment Details

Payment Information

Tax Information (Country-Specific)

UK Tax Fields:

Nigeria Tax Fields:

Ireland Tax Fields:

Canada Tax Fields:

Next of Kin

4. Click Save to create the employee record.

FPS Upload (UK)

For UK companies, you can bulk upload employees from an HMRC Full Payment Submission (FPS) file:

1. Navigate to Payroll > Employees > Upload.
2. Upload your FPS XML file.
3. The system parses the file and extracts employee records.
4. Review the imported data.
5. Confirm to create employee records.

Note: FPS upload is only available for UK companies. Other countries should use manual entry or contact support for bulk import options.

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Employee Profile

Viewing an Employee

Click on an employee name in the list, or select View from the actions dropdown, to open the full employee profile.

Navigate to Payroll > Employees > [Employee Name].

Profile Sections

The employee profile is organised into tabbed sections:

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Edit Employee

1. From the employee list, click Edit in the actions dropdown, or from the employee profile page click the edit icon.
2. The edit form opens with all existing data pre-populated.
3. Modify any fields as needed.
4. Click Save to update the employee record.

Navigate to Payroll > Employees > [Employee Name] > Edit.

Note: Changes to tax codes or NI categories may affect future payrun calculations. Ensure these are updated before running the next payroll.

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Employee Statuses

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Promotions

Track employee promotions, role changes, and salary adjustments over time.

Navigate to Payroll > Employees > Promotions.

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Employee Workflow Summary

Add Employee (Manual Entry or FPS Upload)
            |
    Employee Created (Active)
            |
    Include in Payrun
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    Process Payroll / Generate Payslips
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    Edit Details as Needed
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    Promotion / Salary Change (if applicable)
            |
    Mark as Leaver (when employment ends)
            |
    Generate P45 (UK) / Final Pay

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Nigeria-specific employee directory

For Nigerian companies the employee directory is fully tailored to Nigeria. UK-payroll fields (NI Number, Tax Code, NI Category, Week 1/Month 1, P45 starter checklist, Sort Code, Student Loans, Director NIC method) do not appear in the NG flow at all. The directory is anchored to Nigerian identifiers (TIN, NIN, BVN, NHF, PFA + RSA PIN) and Nigerian banks.

Add Employee modal — three-step NG-only flow

Path: Payroll > Employees > Add Employee.

Edit Employee — NG-only sections

Each edit section is country-aware; for Nigerian companies the following sections are presented:

• Personal Details — TIN, NIN, BVN inline; no NI Number, no Tax Code
• Employment Details — NG fields only; no Week 1/Month 1, no P45 starter checklist
• Director Details — director status retained; UK NIC method block hidden
• Statutory Details — PFA Name + PIN, NHF Number, NSITF flag, NHIA opt-in, NIN, BVN
• Tax Details — TIN, state of residence, NTA Rent Relief (annual rent)
• Salary Structure — Salary Level + Step (cascading dropdowns), use-level-salary toggle, acting role with computed acting allowance (28% of next-step basic per Federal CSR §030404 when acting >30 days), last step increment date (read-only)
• Tax Compliance — TCC Number, TCC issue/expiry dates, BVN, NIN and TCC last-verified dates (shown as "2 days ago"), Re-verify Identity button to verify BVN, NIN and TCC
• Contact Details — Nigerian address, NoK; no UK partner fields, no EEA citizen flag, no off-payroll-worker flag
• Payment Details — Bank Name dropdown, Account Name, NUBAN (10-digit), payment method; no sort code

Per-employee action menu

Right-click or action button on any employee row:

Validation rules

• TIN: 8 digits exact (legacy 14-digit values also accepted).
• NIN: 11 digits exact.
• BVN: 11 digits exact.
• PFA PIN: PEN followed by 12 digits.
• NHF Number: 10 digits.
• Account Number (NUBAN): 10 digits.