Figure 8.1 — The Employee record. Drawing to be produced after the UI/UX pass: the employee form annotated — identity and code, department and branch, supervisor, the two hourly rates, and the bank details.
One record per person, field by field:
- Code — the employee's number, from the employee sequence (EMP-001 and on). Leave it blank and the next number is assigned for you; like every code in the application it is unique within your company.
- First name, Middle name, Surname — the person's name as the business knows them; lists and timesheets show it in full.
- Department and Branch — where the person sits in your structure. Both feed reporting (§8.6); the branch is also the home branch their documents default to.
- Position — their job title, in words.
- Billable rate (/hr) — what an hour of this person's time is charged at when a project sets no rate of its own. Part of the rate hierarchy Time Tracking resolves on every entry (§9.5).
- Cost rate (/hr) — what an hour of this person's time costs the business. This is the rate project margin is measured with (Chapter 9); it is a reporting rate, not a payroll figure.
- Supervisor — another employee, and more than a courtesy field: the supervisor is one of the people who can approve this person's timesheets (§9.8).
- Telephone, Email, Address, City, State — how to reach them, kept with the record.
- Hire Date — when they joined. Headcount reporting counts joiners from it (§8.7).
- Status — Active or Inactive. Inactive keeps the record and everything history points at — timesheets, approvals, documents — but drops the person out of the headcount and out of the pickers. People who leave are made inactive, never deleted (§8.9).
- Bank Name and Bank Account No. — the details whoever pays this person will need. They are reference data for pay handled outside the application (§8.1).
The record carries attachments and an activity history like every other master record (§1.9).
Opening an employee gives you their 360 view. The Timesheets tab lists every time entry recorded for them — date, project, the hours (always shown in hours), whether the time is billable, and where each entry stands (draft, submitted, approved, billed) — the quickest way to answer "what has this person actually logged?" before any conversation about time. The Activity tab is the shared timeline: their time entries, the notes people leave on the record, and the record's own change history, newest first. No pay or billing figure is composed on the employee's page — rates and amounts live on the time entries themselves, where they are maintained.
An employee record is not a login. Most employees — everyone on the factory floor, most of the field team — never sign in, and some people who do sign in (an outside accountant, say) have no employee record at all. Where a person has both, the two are joined by linking the user to the employee, a setting on the user record (§16.2). That link is what powers My Timesheet (Chapter 9): the page opens on the week of the employee the signed-in user is linked to.