How do I add an employee, attach their documents, and track expiry?

The employee card is the centre of everything in HR: the contract, attendance, leave and payroll all hang off it. Fill it carefully once.

Adding an employee

1. Open HR → Employees and press + Create — image 1.
2. Personal details: first and last name in Arabic and English, date of birth, gender, marital status, nationality.
3. Official documents: national ID number and expiry, passport number and expiry.
4. Contact: email, phone, mobile, address and city.
5. Employment: branch, department, job title, hire date and status.
6. Upload a photo and press Save.

Then open the employee's card to see everything about them in one place — image 2.

Employee documents

1. Open HR → Employee Documents and press + Create — image 3.
2. Choose the employee and enter a document title: passport, work permit, health certificate, driving licence.
3. Upload the file and enter an expiry date where the document has one.
4. Save.

Tracking expiry

The HR dashboard carries two cards that work on their own: IDs expired or expiring and passports expired or expiring, both within thirty days. The documents list distinguishes expired from expiring.

Notes

• The hire date is the most important field on the card — years of service and the end-of-service benefit are calculated from it. Check it twice.
• ID and passport numbers go on the employee card; attached files go on the documents screen — two different things, and the card is what feeds the two alert cards.
• An employee status of active is what puts them into payroll; an inactive employee is skipped.
• Never delete an employee who left — use offboarding so their record stays and their settlement is calculated.
• Make uploading documents part of onboarding; hunting for an employee's passport two years later is painful work.