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Create & Edit Employee Details

The Create & Edit Employee Details panel in VoxHRM allows administrators and authorized users to update core employee identity and system access information.

This section controls:

  • Identity
  • Contact Information
  • Role Assignment
  • Login Access
  • Employment Dates

This form is accessed through the Edit icon in Employee Details.

Section Structure​

The form includes:

  1. Name Information
  2. Display Name
  3. Contact Details
  4. Role Assignment
  5. Employment Dates
  6. Gender & Nationality
  7. Login Invitation

1️⃣ Name Information​

Fields:

  • First Name (Required)
  • Middle Name (Optional)
  • Last Name (Required)

Auto Display Name Logic​

Display Name is automatically generated using:

Users may manually override it.

2️⃣ Display Name​

  • Required field
  • Used across:
    • Employee listings
    • Approvals
    • Attendance
    • Payroll
    • Reports

3️⃣ Contact Information​

Includes:

  • Phone Code
  • Phone Number (Required)
  • Email (Required)

Phone Rules​

  • Cannot start with 0
  • Must be 8–12 digits
  • Phone code required if phone provided

Email Rules​

  • Required
  • Must be valid format
  • Editable only by Admin users

Non-admin users cannot modify email.

4️⃣ Role Assignment​

  • Required field
  • Defines system access permissions
  • Cannot edit role when editing your own profile

Role changes impact:

  • Access control
  • Dashboard visibility
  • Feature permissions

5️⃣ Employment Dates​

Includes:

  • Joining Date (Required)
  • Date of Birth (Optional, but validated)

Joining Date​

  • Required for payroll
  • Required for leave accrual
  • Required for attendance

Date of Birth​

  • Must be minimum 18 years old
  • Uses system-configured date format

6️⃣ Gender & Nationality​

Includes:

  • Gender (Required)
  • Nationality (Optional)

Nationality references system country list.

7️⃣ Invite to Login​

Checkbox:

  • Invite Employee to Login

When enabled:

  • Employee receives login access
  • Account activation email is sent

Permission Logic​

Editing requires:

  • Only Admin/Hr can edit these details

Special Restrictions:

  • Users cannot change their own role
  • Non-admin users cannot change email
  • Role selection disabled when editing self

Why This Section Is Critical​

This form controls:

  • Employee identity
  • System permissions
  • Login access
  • Payroll eligibility
  • Leave eligibility
  • Compliance tracking

Incorrect configuration here can:

  • Break payroll
  • Block login
  • Cause access issues
  • Impact approvals