Add Employee

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Step 1: Navigate to the Employee Form

1. In the CGIC App sidebar, go to HR > Employee > Employee List.
2. Click New in the top-right corner to open the Employee form.

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Step 2: Capture Biodata (Personal Information)

1. Employee Name & Code
   • Employee Name: Enter the full legal name (e.g., “Jane A. Doe”).
   • Employee Code: Leave blank to auto-generate, or enter your company’s assigned code (e.g., “CGIC-EMP-1023”).
2. Personal Details
   • Date of Birth: Select the correct birth date.
   • Gender: Choose Male, Female, or Other.
   • Nationality: Pick from the dropdown (e.g., “Nigerian”).
   • Marital Status (Optional): Single, Married, or Other.
   • Permanent Address: Enter street, city, state/province, country, and ZIP/Postal Code.
   • Current Address (Optional if same as Permanent): If the employee lives elsewhere temporarily, enter that address here.
3. Emergency Contact
   • Emergency Contact Name: Name of next of kin or emergency contact.
   • Emergency Contact Number: Phone number.
   • Relationship: Relationship to employee (e.g., “Spouse,” “Parent”).
4. Birthplace / Religion / Blood Group (Optional fields)
   • Some teams capture Place of Birth, Religion, or Blood Group for internal records—fill in if your company collects these.

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Step 3: Enter Contact Information

1. Personal Email & Mobile Number
   • Personal Email ID: Enter their private or preferred email (for non-work communications).
   • Mobile Phone: Add their mobile number with country code (e.g., “+234 80xxxxxxx”).
2. Work Email & Company Phone (If Created)
   • If the CGIC App auto-generates a work email (e.g., “[email protected]”), fill it here.
   • Company Phone: If they get a desk phone, enter that extension or number.
3. Alternate Contact (Optional)
   • If HR needs an alternate number (e.g., a parent or roommate), use Alternate Contact Number.
4. Social Profiles / Networking (Optional)
   • Some organizations track LinkedIn, Twitter, or GitHub profiles. Enter URLs if collected.

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Step 4: Capture IDs and Documents

1. Government IDs & Passport Details
   • ID Document Type (Dropdown): Choose from National ID, Passport, Driver’s License, or any custom type.
   • ID Number: Enter the exact number as printed (avoid spaces).
   • Issue Date / Expiry Date: If relevant (e.g., Passport expires), fill in both.
   • To add multiple IDs (e.g., both a National ID and a Driver’s License), click + Add Row in the Employee ID Details table and repeat.
2. Upload Supporting Documents
   • Scroll to Attachments section at the bottom:
     • Click Browse to upload scanned copies of IDs (e.g., passport bio page, driver’s license).
     • Upload a signed Offer Letter, Resume/CV, Certificates (e.g., degree, training certificates).
     • If you require a Medical Clearance or Background Check, upload the PDF/scan here as well.
   • Ensure each document clearly names the file (e.g., “Jane_Doe_Passport.pdf”).
3. Document Validity (If Your Workflow Requires)
   • If your company tracks document validity (e.g., work permit expiry), add a custom date field in Customize Form > Employee.
   • Populate Validity Date for each ID to trigger renewal reminders later.

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Step 5: Assign Role and Organizational Details

1. Company, Branch, Department, Designation
   • Company: This should default to your legal entity (e.g., “CGIC Nigeria Ltd”).
   • Branch: Choose the location where the employee will be based (e.g., “Lagos Plant”).
   • Department: Pick from your preconfigured list (e.g., “Production,” “Quality Assurance,” “Finance”).
   • Designation: Select the job title (e.g., “Senior Engineer,” “Accountant,” “Maintenance Technician”).
2. Reporting Manager
   • In the Reports To field, search for and select the manager’s Employee record (e.g., “John Smith”).
   • This drives the approval hierarchy (leave requests, expense approvals, etc.).
3. User Role Assignment (CGIC App Login)
   • If you want to give the employee CGIC App login access immediately:
     1. Tick “Create User” (checkbox).
     2. User Name: Set the system login username (e.g., “jane.doe”).
     3. Email: Ensure the Work Email is correct—an invite will be sent there.
     4. User Roles: Click + Add Row, choose roles like Employee, Employee Self-Service, or any department-specific role (e.g., Production User).
   • Click Save; the CGIC App emails the login link and temporary password.

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Step 6: Define Salary Information

1. Salary Structure
   • In the Salary section, click Select Salary Structure and choose from your predefined templates (e.g., “Engineer Grade 2 Structure,” “Admin Staff Structure”).
   • A salary structure template typically includes:
     • Basic Pay
     • House Rent Allowance (HRA)
     • Transport Allowance
     • Other Allowances (e.g., “Meal Allowance,” “Phone Reimbursement”)
   • Once selected, the CGIC App auto-populates these components with the default amounts.
2. Customize Salary Components (If Needed)
   • If this employee’s salary varies from the template, click Edit Salary Components:
     • Adjust each component’s Amount or Percentage.
     • Add a New Row for any one-off component (e.g., “Joining Bonus”).
   • Confirm the Gross Salary (sum of all components) and Net Salary (after deductions).
3. Bank Account Details & Payroll Metadata
   • Bank Name: Enter the bank (e.g., “GTBank Nigeria”).
   • Bank Account Number: Employee’s account for salary credit.
   • PF / Pension Number (Optional): If your company tracks Provident Fund or Pension schemes.
   • UAN / Tax ID (Optional): Enter the employee’s tax identification if required.
4. Working Hours and Shift (Optional)
   • If the CGIC App tracks time, set Working Hours Per Day (e.g., 8).
   • Shift: Choose “Day,” “Night,” or “Rotational,” depending on their schedule.
5. Effective Date & Currency
   • Salary Effective From: The date when this salary takes effect (e.g., their first working day).
   • Currency: If you have multi-currency payroll (e.g., “NGN,” “USD”), choose appropriately.

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Step 7: Save and Submit the Employee Record

1. Review All Sections
   • Scroll through each tab or section:
     • Biodata, Contact Information, ID Details, Attachments, Company/Department/Role, Salary Details.
   • Ensure there are no mandatory fields left blank (they’ll be marked with a red asterisk).
2. **Click Save
   • The CGIC App performs validation (e.g., unique Employee Code, valid email format).
   • If any errors appear, correct them and click Save again.
3. **Click Submit
   • Once submitted, the employee’s profile is locked for edits unless you Amend.
   • The system will:
     • Generate or activate the Login User (if selected).
     • Trigger any Email Alerts (e.g., a welcome email to their work email).
     • Automatically set up default Leave Allocation based on policy (if configured).