Keep your team organized and accessible
Employee management is the practice of maintaining accurate, up-to-date information for everyone on your team. It covers everything from basic contact details to employment history, payroll settings, and compliance records. When employee information is well-organized, day-to-day HR tasks become faster and easier.
Without a proper system, employee data ends up scattered across spreadsheets, emails, and filing cabinets. Finding what you need takes time, and outdated information leads to errors in payroll, leave calculations, and government submissions.
What Employee Information Do You Need to Track?
A complete employee record typically includes:
- Contact Information such as name, email, phone number, and emergency contacts.
- Employment Details including job title, department, join date, employment type, and reporting manager.
- Payroll Information covering base salary, bank account details, allowances, and deductions.
- Leave Entitlements for annual leave, sick leave, and other time-off types.
- Documents like contracts, identification, work passes, and certifications.
- Performance Records such as goals, KPIs, and salary progression history.
- Compliance Data required for government submissions like CPF and OED.
The Directory: Your Team in One Place
In Officaid, the Directory is where your entire team lives. It gives you a complete view of all employees, with the ability to search, filter, and access any profile in seconds.
Each employee has their own detailed profile page where you can view and manage everything about them. From adding payslips to tracking goals, from managing leave entitlements to storing documents, the Directory is your central hub for individual employee actions.
Why Centralized Employee Management Matters
When all employee information lives in one place, your business benefits in several ways:
- Faster Access means you can find any employee's information within seconds, whether you need their bank details for payroll or their work pass expiry date.
- Fewer Errors result from having a single source of truth. Update information once, and it flows to payslips, leave calculations, and compliance forms automatically.
- Better Compliance comes from having complete records ready for government submissions. Officaid pre-fills forms like the OED using data already in your Directory.
- Smoother Onboarding happens when new hires are set up properly from day one, with all their details captured in a structured format.
How Officaid Connects Everything
The Directory is not just a list of employees. It connects to every other part of Officaid's Team module:
- Payroll uses salary and bank details from the Directory to generate accurate payslips.
- Leaves pulls entitlements set in the Directory and updates balances as requests are approved.
- Claims links reimbursements back to the employee who submitted them.
- Tax generates IRAS submissions based on employment income from payslips.
- Regulatory pre-fills OED forms using employment details from each profile.
This connected approach means you enter information once and use it everywhere.
Frequently Asked Questions
Contacts in the Network module store information about people outside your company, such as clients, vendors, and leads. The Directory in the Team module is specifically for your employees. When you add a team member, you can select an existing contact or create a new one, and they become part of your Directory.
Yes. Employee profiles can include personal details like identification numbers, bank accounts, and work pass information. Officaid keeps this data secure and access can be controlled through user permissions.
When an employee leaves, you can mark them as Inactive or Terminated. Their profile and history remain in the system for your records, but they no longer appear in your Active employee list.
Each employee profile includes a Department field. You can filter the Directory by department to see specific groups of employees, or use the search function to find individuals quickly.
What's Next?
Ready to start building your team in Officaid? Continue with these guides:
- Navigating the Directory shows you how to find and filter employees.
- Adding a Team Member walks you through the three-step process for bringing someone onto your team.
- Viewing Employee Details explains everything you can see and do from an employee's profile.