Building Compliant Employee Records

An incomplete employee record is a compliance risk

Every field in the Proactiq employee profile exists for a reason: payroll accuracy, statutory filing, emergency contact, or legal compliance. A missing PAN number means TDS is deducted at 20% instead of the applicable slab. A missing PF account number means PF remittance fails. A wrong start date means leave balance accruals are incorrect. These are not edge cases — they create real problems at month-end.

Creating departments first

Before adding employees, set up your departments. Go to HR & People → Departments → New department. Create the structure that matches your organisation: Engineering, Sales, Finance, Operations, Marketing, Customer Success, HR. When employees are linked to departments, you get department-level headcount, payroll aggregation, and reporting in all HRMS views.

Adding an employee — the critical fields

Go to HR & People → Employees → New employee.

• Personal details — Full legal name (as in Aadhaar/PAN), date of birth, gender, personal email
• Work details — Job title, department, reporting manager, work email, employee ID
• Employment — Start date (critical for leave balance calculations), employment type (full-time, part-time, contract), probation end date
• Compensation — Monthly gross CTC. This feeds payroll runs directly.
• Statutory details — PAN number, PF account number (UAN), bank account for salary credit
• Emergency contact — Name, relationship, and phone. Non-negotiable for any responsible employer.

Employee status management

• Active — Currently employed, appears in all payroll runs and leave calculations
• Probation — Within the probation period. Leave entitlement may differ per your policy.
• On Leave — Auto-set when a leave request is approved and the leave period begins
• Terminated — No longer employed. Do not delete the record — you need it for payroll history, PF filings, and legal compliance. Set status to Terminated and record the exit date and reason.