Employee Management

Open Employees → Add employee. The dialog is tabbed so you can capture what you have now and return later.

Personal

First names, surname, initials (auto-suggested from the names, editable), known-as name, title, gender, date of birth (with a calculated age hint), RSA ID number or passport number and passport country, plus asylum seeker and refugee indicators where relevant. The ID number is validated using the standard Luhn check and is cross-checked against the date of birth.

Employment

Start date, employment type (permanent, fixed-term, part-time, casual, seasonal, independent contractor, learner), job title, department, branch, cost centre, manager and pay frequency.

Statutory

Per-employee switches for PAYE, UIF and SDL. Directors, foreign nationals on certain visas, learners and independent contractors often need one or more of these switched off — do it here rather than by fudging amounts. Also capture the tax number, tax directive (if any), and the nature of income code used for IRP5.

Hours and rates

Hours per day, days per week, average hours per month, average days per month, plus an explicit hourly rate and daily rate. Overtime, Sunday and public holiday multipliers live here too. If you capture an hourly rate it is used exactly as captured — the system will not silently substitute a divisor.

Banking

Bank (dropdown per country), account number, account type, and the universal branch code which auto-fills on bank selection but stays editable. Where the account belongs to someone else, capture the account holder name and their relationship to the employee.

Payroll items and leave

Attach recurring earnings and deductions, and set opening leave balances if you are moving mid-year from another system.

Getting the template

Employees → Import provides a CSV template with every supported column and an example row. Do not rename or reorder the header row.

Validating before committing

Uploads are validated line by line: ID number checks, date formats, duplicate detection, bank account length, and unknown department or cost-centre names. Errors are listed with the row number so you can fix the sheet and re-upload. Nothing is written until validation passes.

Large files

Very large imports are processed in chunks in the background, so a 5,000-row file will not time out or lock the interface.

What import cannot do

Import creates and updates employee records. It does not create payroll history — for that, use the Migration Hub covered in the Data Migration module.

Salary increases

Edit the salary with an effective date. If the effective date falls mid-period, the run pro-rates the old and new rates automatically based on the employee's working days.

Backdated increases

Capture the increase with the correct historical effective date and process the arrear amount in the current run as a retro item. The retro line is separately visible on the payslip and carries the right source code.

Transfers

Changing department, branch or cost centre takes effect from the date you specify; historical reports keep the old allocation, so prior cost-centre reports do not silently change.

Terminations

Record the termination date and reason (resignation, dismissal, retrenchment, contract expiry, retirement, death). The final run then prompts for leave pay-out, notice pay, severance where applicable and pro-rated bonuses. The employee's IRP5 is issued with the correct certificate type and period of employment.

Re-employment

If a terminated employee returns, reinstate the existing record rather than creating a new one. The system keeps separate employment periods, which matters for leave accrual and IRP5 splitting.

Inviting employees

Select employees and choose Invite to self-service. They receive an email (and optionally a WhatsApp or SMS) with a secure link.

What employees can do

• View and download every payslip they have ever received
• View and download IRP5 certificates
• Request leave and see their balances
• Submit expense and overtime claims
• Update contact details, and request changes to banking or tax details
• Download employment confirmation letters

What employees cannot do

They cannot see other employees, company totals, or anything about the payroll run itself. Row-level security enforces this at the database, not just in the interface.