Building Your Employee Database

An incomplete employee record is a compliance risk

Every field in the Proactiq employee profile exists because it matters — for payroll, for compliance, for communication in an emergency. This lesson walks through the fields that matter most and why.

Essential fields for every employee

• Full name, email, phone — The basics. Use their work email for system invitations.
• Job title and department — Drives organisational reporting and payroll department grouping
• Employment type — Full-time, part-time, contract, or intern. This affects leave entitlement calculations.
• Start date — Used to calculate service length, leave balance accruals, and probation end dates
• Salary — Monthly gross CTC. This feeds directly into payroll runs.

Setting up departments first

Before adding employees, create your departments under HRMS → Departments. Engineering, Sales, Finance, Operations, Marketing, Design. When you add employees, link them to the correct department — this enables department-level reporting across all HRMS views.

Employee status management

• Active — Currently working
• Probation — Within their probation period (leave policy may differ)
• On Leave — Auto-set when a leave request is approved
• Terminated — No longer employed. Keep the record — you need it for payroll history and legal compliance.