Employees

Beginner · 6 min · People & HR

Your staff records for HR and payroll: one record per person with the details payroll and attendance need.

Employees

Screen layout sketch — the screenshot will appear here once it is added.

Why and when you use it

Every attendance mark, leave request and salary line belongs to an employee record. Keeping these records complete and current means payroll runs in minutes and you always know who works for you, since when, and at what pay. The owner or office manager adds staff here when they join and updates them when something changes.

Before you start

Joining letter or details for each staff member
Agreed monthly salary and any fixed allowances

Step by step

Open EmployeesUnder Stockivio ERP, open Employees, or press Open Employees → on the HR & Payroll home.
Add a new employeeUse the add option on the screen, fill in the form with the person's name, contact details, joining date, role and pay details, and save.
Enter pay details carefullyThe basic salary you save here is what Payroll uses when it generates the month. Note fixed monthly allowances so you can add them on the payroll line.
Keep salesmen in stepIf the employee is a salesman, also add him in Salesmen using the same name, so payroll can bring in his incentive.
Update changes on the dayWhen salary, phone number or role changes, update the record the same day, before the next payroll.
Handle leavers properlyWhen someone leaves, mark them inactive or record their leaving date instead of deleting them, so past payroll stays correct.

Worked example

Sharma Traders hires a new godown helper, Suresh Meena, from 1 Nov 2026 at ₹12,000 a month. Ravi, the salesman, gets a raise from ₹16,000 to ₹18,000 basic from the same date.

Open Employees and add Suresh Meena with joining date 1 Nov 2026, role Godown helper and basic salary ₹12,000; save.
Open Ravi Kumar's record, change basic salary from ₹16,000 to ₹18,000 and save.
Check that Ravi's name matches his Salesmen record exactly.

Result: When November payroll is generated, Suresh gets a line with ₹12,000 basic and Ravi's line shows ₹18,000 basic plus his incentive.

💡 Tips

Store a phone number for every employee; it is needed for urgent shift changes.
Record salary changes before running payroll for that month, not after.
Keep personal documents such as ID proofs in Documents, with access limited to HR.

⚠️ Common mistakes

Deleting an employee who left. Past payroll and attendance lose their link.
Creating a second record for a rehired employee. Reactivate the old one if possible to keep history together.

🎬 Video walkthrough (script — recording coming soon)

Scene 1: Open Employees from HR & Payroll.
Scene 2: Add Suresh Meena with joining date and basic salary.
Scene 3: Edit Ravi's salary.
Scene 4: Show Ravi in Salesmen with the same name.
Scene 5: Explain marking leavers inactive.