Employee records complete enough to run payroll from
An employee profile is not a contact card. It carries everything payroll needs — and it is archived rather than deleted, because historical payroll refers to it.
What an employee record holds
Identity and contact
Names, national ID or passport, nationality, address, phones, emails and emergency contacts.
Employment
Joining date, status, type, department, position, manager, location, cost centre, contract and probation dates.
Payroll setup
Salary basis, basic salary, standard hours, working days, overtime eligibility and the overtime rule.
Statutory treatment
Category, and per-employee applicability for PAYE, CSG, NSF, the training levy and PRGF.
Documents
Contracts, IDs, certificates and permits in private storage, reachable only through signed links.
Structure
Departments, positions, work locations and reporting lines, with archive instead of deletion.
Salary and bank details are not simply another field
Two separate permissions
Seeing an employee is one permission. Seeing what they are paid is another, and seeing where they are paid is a third. A supervisor can manage a team without ever seeing a salary.
Enforced by the database
Compensation and banking live in their own tables with their own row policies. Withholding them is not the interface hiding a column — the rows are not returned at all.
Archived, never deleted
Someone who leaves is archived. Historical payroll still refers to them, so the record stays intact and can be reinstated if they return.
Bringing your existing people across
Import from Excel
Download the employee template, fill it from whatever you keep today, and upload it. The file is validated before anything is written: every problem is reported against its own row and column, so you correct the spreadsheet rather than hunting through the system afterwards. Nothing is created until the whole file passes.
Structure as you grow
Departments, positions and reporting lines can be added at any point — you do not have to decide your whole organisation chart before running a first payroll. Start with names and salaries, and fill in the structure once people are in.
Employee records feed everything downstream: attendance and overtime, the monthly payroll run and the payslips issued from it.