Employee Basic Information

This is where a person comes into existence in PeopleNest. You enter the name, the national identity card, the joining date and where he will work, and the system creates his organization assignment, grants his leave entitlement and opens his self service login. Every other HR screen in the product looks this record up by employee number.

Where

People Directory › Employee Basic Information

Who uses it

The HR officer, once per joiner, then whenever a personal detail changes

When

On or before the joining date, and before the first payroll the person is in

Needs first

Employee Type, Position, Department, Employee Policy Profile

Creates

The Employee Organization Assignment, the leave entitlement and the self service login

What it is for

A joiner arrives with a pile of paper: a form with his father's name on it, a copy of his identity card, a degree certificate, an experience letter, two emergency contacts and a bank slip. This screen is where that pile becomes one record. Nothing else in PeopleNest can happen until it exists. You cannot mark attendance for a man who is not here, you cannot pay him, and you cannot appraise him.

The screen is large because it carries three different things at once. The header is the person: his name, his parents, his dates, his identity card. The tabs down the screen are his history: education, certifications, courses, skills, past employers, dependants, contacts, company property he has been issued, and the screening checks that were run on him. The Organization Assignment tab is his first posting, and that one is special, because saving it creates a separate dated record that payroll and attendance read for the rest of his service. See Employee Organization Assignment.

Three things on this screen are worked out for you and should not be typed over. The full name is the first name and the last name joined together. The Status is read off the dates, not chosen from a list: a man with only a joining date is on Probation, with a confirmation date he is Confirmed, with a resignation date he is in Resignation, between his resignation date and his last day he is on Notice Period, and after it he is Resigned. The Resign Date is the resignation date plus the notice period, which is why you enter the notice and not the final day.

Save a new employee and three further things happen without being asked for. The organization assignment is created from the organization block you filled in. Leave entitlement is granted for every leave type the person's leave group allocates on joining, and again for the types allocated on confirmation if you entered a confirmation date. A self service login is created with the employee number as the username and a one time password that the person must change at first sign in. If a login already exists under the person's email address and is not tied to anybody, that login is claimed instead of a second one being made.

Every field, in plain words

Personal Information

Field	What it means	What to put in it	Notes
Legal Entity	The company the person is employed by	01 Hilal Textile Mills (Pvt) Ltd	Required. Pick it from the list
Employee	The employee number, the one code every other screen uses for this person	EMP-0427	Required. Choose a shape and keep it for life, it appears on the payslip and the attendance terminal
Title	Courtesy title	Mr.	Pick it from the list: Mr. Mister, Mrs. Misses, Ms. Miss, Prof. Professor, Dr. Doctor, Engr. Engineer, Esq. Esquire, Hon. Honorable, Jr. Junior, Sr. Senior
First Name	Given name, as on the identity card	Imran	Required
Last Name	Family name, as on the identity card	Qureshi	Required
Full Name	Name as printed on the payslip and in every list	Fills itself from the first and last name. Leave it
Father Name	Father's name, as on the identity card	Abdul Rasheed Qureshi	Needed for most statutory forms
Mother Name	Mother's name	Zubaida Begum
Gender		M	Required. M Male, F Female
Birth Date	Date of birth from the identity card	14-Mar-1991	Required. Gratuity and retirement reporting read it
Nationality	Country of nationality	PK Pakistan	Required. Pick it from the list
Birth Country	Country of birth	PK Pakistan
Birth City	City of birth	Faisalabad
Native Language	Mother tongue	UR Urdu	Pick it from the list
Marital Status		MAR	SIN Single, MAR Married, DIV Divorced, WID Widowed
Marriage Date	Date of marriage	22-Dec-2016	Only when married
No of Dependents	How many people depend on him	3	A count you type. It does not come from the Dependents tab
Religion		ISL	ISL Islam, CHRI Christianity, HIN Hinduism, SIK Sikhism, BUD Buddhism, OTH Others
Person with Disability	Tick when the person is registered disabled	Ticked for a man on the disabled quota	Many Pakistani factories report a quota and this is where it is counted from
Disability Date	Date the disability was recorded	03-Jan-2019
Disability Verification Date	Date the certificate was verified	11-Feb-2019
Military Person	Tick for retired forces personnel	Unticked for most
Military Position	Rank held	Subedar	Only when the tick above is set
Email	Work or personal email	imran.qureshi@hilaltextile.com.pk	Used to claim or create the self service login, so put the address the person will actually sign in with
Employee image	Photograph	A passport photograph	Shows on the employee card and the organogram
Previous Employee No	The number this person held before, on a rehire	EMP-0119	Fill it on a rehire so the old service is traceable
Is Active	Whether the person is in service	Ticked	Untick only when the person has left and you want him off the active lists
Remarks	Free notes	Rehired after two years, previous record EMP-0119
Work From Home	The person normally works away from a site	Unticked for a factory worker	Attendance treats a work from home employee differently
Exclude from organogram	Keeps the person off the organogram without deactivating him	Unticked	Anyone reporting to an excluded person is shown under that person's own manager instead
Machine No	The attendance terminal the person punches on	MC-GATE1	Pick it from the list of attendance machines
Machine Enrolment No	The number the finger or face is enrolled under on the terminal	427	Defaults to the employee number on a new record. It cannot be shared: if two employees hold the same enrolment, every punch from that finger counts for both, and the save is refused
Attachment Count	How many documents are attached	Fills itself. Leave it
Attachment Status	Whether the required documents are attached	Fills itself. Leave it

Employment Life Cycle

Field	What it means	What to put in it	Notes
Employee Type	Permanent, contract, daily wage and so on	PERM Permanent	Required. Pick it from Employee Type
Joining Date	The first day of service	01-Jul-2024	Required. Leave entitlement, gratuity and the first organization assignment all start from it
Confirmation Date	The day probation ended	01-Oct-2024	Cannot be earlier than the joining date. Entering it grants the leave types that are allocated on confirmation
Status	Where the person is in his life cycle	Fills itself from the dates. Leave it. Probation, Confirmed, Resignation, Notice Period, Resigned
Status Date	The date that status was reached	Fills itself. Leave it
Probation Unit	Whether probation is counted in months or weeks	M Month	M Month, W Week
Probation	How long probation runs	3	Three months is the usual Pakistani probation
Probation Date	The date probation is due to end	30-Sep-2024
Notice Unit	Whether notice is counted in months or weeks	M Month	M Month, W Week. Enter whole months where you can, see the note under Resign Date
Notice	How much notice the person must serve	1
Resignation Date	The day the person handed in his resignation	15-May-2026	Cannot be earlier than the joining date
Resign Date	The last working day	Fills itself: the resignation date plus the notice period. Leave it
Resignation Reason	Why he is leaving	Better offer	Pick it from the reason list
Resignation Detail	The longer explanation	Joining a competitor in Lahore, exit interview done
Termination Date	The day employment was terminated by the company	30-Apr-2026	Use this instead of resignation when the company ends the employment
Last Suspension Date	The last day the person was suspended	18-Feb-2026	Written by the Disciplinary Case workflow in practice
Blacklist	The person is blacklisted and must not be rehired	Unticked	See BlackList
Reporting To	The manager	EMP-0088 Tariq Mehmood	Also sits on the organization assignment. The organogram is drawn from it
Reporting Details	Anything about the reporting line that needs saying	Dotted line to the Quality Manager

Primary Identification

Field	What it means	What to put in it	Notes
Primary Identification	The one identity document that identifies this person, normally the CNIC	33100-1234567-1	The same number on another record, in this or another company, is shown to you in the history list below before you save
Date of Issuance	When it was issued	08-Aug-2019
Date of Expiry	When it expires	07-Aug-2029

Identification History

A list you read, not one you fill. It shows every other employee record in the group carrying this same primary identification, oldest first, with the employee number, the name, the company, the joining and resignation dates, whether that record is blacklisted and whether it is still active. It is there so that a rehire is recognised as a rehire before you save a second record for the same man.

Identification

One line per document the person holds.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Identification Authority	Who issued it	NADRA	Required. Pick it from Identification Authority
Identification Type	What kind of document it is	CNIC	Required. The list is the types allowed for the authority you chose
Identification	The number itself	33100-1234567-1	Required. Checked against the format the type expects
Date of Issue		08-Aug-2019
Date of Expiry		07-Aug-2029	An expiry report reads this
Is Primary	This is the document shown in the header	Ticked on the CNIC line
Notes		Smart card, collected 12-Aug-2019

Organization Assignment

This block is the person's first posting. It is written into a dated organization assignment record when you save, and from then on changes are made on the Employee Organization Assignment screen, not here.

Field	What it means	What to put in it	Notes
Business Area	The reporting division	TEX Textile Division	Pick it from the list
Business Unit	The unit inside the division	SPIN Spinning
Cost Center	Where the cost lands in the accounts	CC-SPIN-01
Site	The plant or office	SITE-FSD Faisalabad Plant
Station	The place inside the site where he works	ST-RING-02 Ring Frame Hall 2	See Station
Functional Area	The function	PROD Production
Department		DEPT-SPIN Spinning	Required by the organization assignment. Pick it from Department
Position	The job he holds	POS-SPN-OPR Spinning Operator	Pick it from Position
Position Category	The category the position sits in	WORKER	Normally fills itself from the Position
Position Grade	The grade	G-04	Normally fills itself from the Position. Pay scales read it
Position Budget Area	The headcount budget the position is charged to	BA-SPIN-26	See Position Budget Area
Employee Policy	The bundle of attendance, leave, pay cycle and overtime rules that apply to him	POL-WORKER-FSD	Required by the organization assignment. See Employee Policy Profile
Salary Structure	The structure that builds his pay	SS-WORKER-G04	See Salary Structure
Date From	The day this posting starts	01-Jul-2024	Fills itself from the joining date on a new record
Date To	The day this posting ends	Leave empty for the current posting	An empty Date To means this is the posting in force
Notes		Joined on the night shift

Contacts

Two lists live under Contacts. The first is how to reach the person himself.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Contact Nature	What kind of contact this is	M Mobile	Required. M Mobile, P Phone, E Email, F Fax, T Telex, U URL, L Linkedin, O Overseas Mobile Number
Contact	The number or address	0300-1234567	Required
Is Primary	The one to use first	Ticked on the mobile line	Required to be set on exactly one line. One line only, and at least one

Relation

The dependants and emergency contacts. Each line is a person, and each of those people can have their own contact numbers underneath.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Relationship	How this person is related	Wife	Father, Mother, Brother, Sister, Husband, Wife
First Name		Sana
Middle Name
Last Name		Qureshi
Emergency Contact	Call this person in an emergency	Ticked
Blood Group		B+	A+, A-, B+, B-, AB+, AB-, O+, O-
Beneficiary	This person receives a death benefit	Ticked
Beneficiary Percentage	The share of the benefit	60	The shares across all of an employee's beneficiaries cannot add to more than 100
Dependent	Counted as a dependant for medical cover	Ticked
Gender		F	M Male, F Female
Birth Date		02-Sep-1994
Married		Ticked
Full time Student	For a dependant child still studying	Unticked	Medical cover rules often turn on it
Person with disabilities		Unticked
Verification date	When the papers were checked	20-Jul-2024
Is Active		Ticked
Contacts	The numbers for this relation	0321-9876543 as a Mobile line	Same nature list as above

Education

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Education	The qualification	BSC-TEX BSc Textile Engineering	Pick it from Education
Major	The subject	Spinning Technology
Education Level	Matric, intermediate, bachelor, master	BACH Bachelor	Pick it from Education Level
Institution	Where he studied	NTU-FSD National Textile University Faisalabad	Pick it from Institution
Start Date		01-Sep-2009
End Date		30-Jun-2013
Duration	How long the programme ran	4
Duration Type	The unit of the duration	Year	Day, Month, Year
Average	The result	3.42
Scale	The scale that result is on	4.00	A CGPA out of four, or a percentage out of 100
In Progress	Still studying	Unticked
Credits Completed		136
Credit Hour Basis	The basis credits are counted on	Semester

Certifications

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Certification	The certificate held	CERT-ISO9001-IA ISO 9001 Internal Auditor	Pick it from Certification
Details		Certified by SGS Pakistan
Date From	Valid from	12-Mar-2022
Date To	Valid to	11-Mar-2025	Leave empty for a certificate that does not expire

Courses

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Source Type	Whether the course was run by the company or taken outside	MT Company Training	MT Company Training, EXT External / Academic
Course		CRS-FIRSTAID Basic First Aid	Pick it from Course
Institution	Who delivered it	RESCUE-1122
Training Schedule	The company training session it was taken on	TS-2025-014	Only for a company course. See Training Schedule
Date From		08-Apr-2025
Date To		09-Apr-2025
Notes		Passed, refresher due in two years

Skills

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Skill		SK-RINGFRAME Ring Frame Operation	Pick it from Skill
Skill Rating	How good he is at it	ADV Advanced	Pick it from Skill Rating
Assessment Date	When he was assessed	15-Jan-2026
Assessment By	Who assessed him	Tariq Mehmood
Assessment Details		Observed on two shifts, handles doffing unaided

Experiences

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Employer	The previous company	Nishat Mills Ltd
Position	The job he held there	POS-SPN-OPR Spinning Operator	Pick it from Position
Department		DEPT-SPIN Spinning
Location	Where it was	Lahore
Date From		01-Aug-2020
Date To		30-Jun-2024
Gross Salary	What he was paid there, per month	PKR 42,000	Useful at offer time and in the salary review
Name	The reference person at that employer	Mr. Shahid Anwar, HR Officer
Email	Reference email	shahid.anwar@example.com.pk
Phone	Reference phone	042-35880000
Employer internet address	The company website	www.nishatmillsltd.com
Employer notes		Verified by phone on 25-Jun-2024

Dependents

The Dependents tab shows the same people as the Relation tab, filtered to those marked as dependants. Add and correct them on Relation.

Facilities

Company property issued to the person: a bicycle, a locker, a laptop, a SIM, a room in the hostel.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Facility	The thing issued	FAC-LOCKER-0427 Locker 427	Pick it from Facility
Date of Issue		01-Jul-2024
Issued By	Who handed it over	OSRP-ADMIN Admin Officer
Date of Return	When it is due back, or was returned	30-Jun-2026	Required. It cannot be earlier than the date of issue
Returned By	Who took it back	OSRP-ADMIN Admin Officer
Notes		Key number 427B

A facility already issued to someone else over dates that overlap yours is refused, and the message names the employee who has it.

Screening

The pre employment checks.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Screening	The check	SCR-POLICE Police Verification	Pick it from Screening
Required By	The date the check must be done by	15-Jul-2024
Complete Date	The date it was completed	11-Jul-2024
Status	Where the check stands	Cleared
Notes		Verified at Thana Ghulam Muhammadabad

Referral Information

Fill this in when the joiner came through an existing employee or an outside referral.

Field	What it means	What to put in it	Notes
Referral Employee	The employee who referred him	EMP-0210
Referral Employee Name		Fills itself from the employee you picked
Referral Relationship	How the referrer knows him	Cousin
Referral Organization	The company the referrer belongs to, for an outside referral	Hilal Spinning (Pvt) Ltd
Referral Department		Spinning
Referral Position		Shift Supervisor
Referral Mobile No		0345-1112233
Referral Email		referrer@example.com.pk
Years Known	How long the referrer has known him	6

How to configure it

1. Before the first joiner, make sure the setup screens are filled: Employee Type, Position, Position Grade, Department, Station, Identification Authority with its types, Employee Policy Profile and a Salary Structure.
2. Open the screen and create a new record. Pick the Legal Entity and enter the Employee number.
3. Fill Personal Information: title, first and last name, father's name, gender, birth date and nationality. The system will show you anyone already on file under exactly this name, so read that list before you carry on.
4. Enter the email address the person will use to sign in. The self service login is built around it.
5. Go to Employment Life Cycle. Pick the Employee Type, enter the Joining Date, and set the probation and notice lengths. Leave Status and Resign Date alone, they work themselves out.
6. Enter the Primary Identification, normally the CNIC, with its issue and expiry dates. Check the history list underneath: if the same number appears against an older record, this is a rehire and you should fill Previous Employee No.
7. Add the identification documents on the Identification tab, and tick the CNIC line as primary.
8. Fill the Organization Assignment block: business area, business unit, site, station, department, position, grade, budget area, employee policy and salary structure. Date From fills itself from the joining date.
9. Add at least one contact with one line marked primary, and the address lines with one marked primary.
10. Add the Relation lines for dependants and emergency contacts. If you mark beneficiaries, keep their percentages adding to 100 or less.
11. Add education, certifications, courses, skills and past experience from the papers the person brought.
12. If a terminal is used for attendance, pick the Machine and check the Machine Enrolment No matches what was actually enrolled on the device.
13. Save. The organization assignment, the leave entitlement and the self service login are created for you. Hand the person his employee number and tell him the password must be changed at first sign in.

Scenarios

A man who left us two years ago is coming back

Enter his CNIC in Primary Identification before you fill anything else in. The history list under it will show the old record, with the old employee number, the old joining and resignation dates and whether he was blacklisted when he left. If the old record carries a blacklist, stop and check with the department that raised it. If not, create the new record with a new employee number, put the old number in Previous Employee No, and set the joining date to the new joining date. Service for gratuity starts again from the new date, which is what the old record being separate is for.

Two workers were enrolled on the same finger slot by mistake

The save is refused and the message names both of them. An enrolment number identifies one person on the terminal, so if two men hold it every punch from that finger is counted for both and both get paid for one man's shift. Correct the enrolment on the device, clear it from the wrong employee here, then save again.

Our shift supervisor has eight people under him but we do not want him on the printed organogram

Tick Exclude from organogram on his record. He stays active, he keeps his assignment, he still appears everywhere else, and his eight people are drawn under his own manager on the chart instead.

HR entered the last working day and now it is wrong

The last working day is not entered. Enter the date the resignation was handed in, and the notice length on the same tab, and the Resign Date works itself out. If the date that comes out is wrong, the notice length is wrong. Enter notice in whole months where you can.

We hire daily wage labour for the cotton season and keep nothing but the basics

Make a second Employee Type for seasonal labour. For those joiners fill the header, the joining date, one identification line and the organization assignment, and leave education, certifications, skills and experience empty. None of those tabs are mandatory. The record is still complete enough for attendance and payroll.

Our people work to a shift roster and HR keeps forgetting to put the joiner on one

Tick Is Roster Applied on the Employee Policy Profile those people are given. From then on, the moment one of them is saved here the screen asks which roster he is on, offering the company's rosters that are still open, and writes his line on the one you pick.

It asks rather than leaving it to somebody to remember, because a man with no roster line has no shift at all. Attendance then judges every one of his days against the calendar, which normally reads as absent, and it costs him his attendance allowance before anybody notices. It asks once: a man already on a roster is not asked again, a profile without the tick is never asked, and a company whose rosters have all ended is not asked a question it has no answer for.

Answering is not forced. Close the question and the next save asks again. Moving him to another roster, or taking him off one, is done on Shift Roster, which is where the list lives.

What it is connected to

• Employee Organization Assignment is created from the Organization Assignment block when you save a new employee, and it is where every later posting change is made.
• Employee Policy Profile decides which attendance, leave, pay cycle and overtime rules apply to the person, and its Is Roster Applied tick is what makes this screen ask for a roster on save.
• Shift Roster is where his shifts come from. The roster picked when he is created is written there as an ordinary line, exactly as if it had been typed.
• Employee Leave Entitlement is granted on save, from the person's leave group, for the types allocated on joining and again on confirmation.
• The self service login is created with the employee number as the username and the standard employee self service role.
• Employee Address, Employee Contact and Employee Identification hold the same lines you see in the tabs here. The address lines you type here are saved into the employee's own address document.
• Payroll, Employee Attandance and Employee Goal all find the person through this record.
• The record cannot be deleted once an organization assignment exists for it. Untick Is Active instead.

If something looks wrong

• "It will not let me save, it says the enrolment number is already used" - two employees have been given the same number on the attendance terminal. Clear it from the other employee or change it on the device.
• "The status says Probation but the man was confirmed last year" - the confirmation date is empty. Status is read off the dates, it is not chosen.
• "The last working day is a month out" - the notice length or the notice unit is wrong. The last working day is the resignation date plus the notice.
• "It says the address must have a primary line" - exactly one address line must be ticked as primary, and exactly one contact line too. With a single line it is set for you, with two or more you must choose.
• "I cannot delete the employee" - an organization assignment exists for him, and after that the record cannot be removed. Untick Is Active.
• "The new joiner has no leave balance" - his leave group allocates nothing on joining, or he has no leave group because the Employee Policy Profile on his assignment is empty.
• "It asked which roster and I closed the question" - nothing is lost. The next save asks again, or add him on Shift Roster, which is the same line either way.
• "It never asked which roster" - the Employee Policy Profile on his posting does not have Is Roster Applied ticked, or he is already on a roster, or no roster in the company has dates that are still open.
• "I changed the joining date and it refused" - on an existing record the joining date cannot move past the start of the organization assignment. Fix the assignment first.