Employee Dates
The employee record carries the dates every company needs: joining, confirmation, resignation. This screen is for the ones only your client needs. A medical due date, a union membership date, a gratuity base date carried over from a group company, a visa expiry. You define the kinds of date once, then record them per person here.
What it is for
Every implementation turns up two or three dates that matter to the client and exist nowhere in the standard record. Adding a field for each one is how a system becomes unmaintainable. This screen is the answer: define the kind of date on Date Type, then record as many of them per employee as you like.
One record is one date of one type for one person. A date type can be used more than once for a man where that makes sense, for example an annual medical, which gives you the history of when each one was done.
Nothing here feeds a calculation. These are dates HR keeps and reports on. A date that is meant to change what somebody is paid or how his leave is granted belongs on the screen that does that calculation, not here.
Every field, in plain words
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee | Whose date this is | EMP-0427 Imran Qureshi | Required. Pick him from the list |
| Date Type | What kind of date it is | MEDICAL Annual Medical Examination | Required. Pick it from Date Type |
| Date | The date itself | 14-Jan-2026 | |
| Details | What it refers to | Chest and hearing check cleared at the plant dispensary |
How to configure it
- Define the kinds of date the client needs on Date Type. Keep the list short and name each one the way HR says it out loud.
- Open this screen, create a record and pick the employee.
- Pick the Date Type, enter the Date and write what it refers to in Details.
- Save. Record a new one each time the event recurs, so the history builds up.
Scenarios
Factory workers have an annual medical and we must prove it was done
Create a date type for the medical examination and record one line per person per year, with the result in Details. A report over this screen then shows who is overdue, which is what the inspector asks for.
A man transferred in from a group company and his gratuity runs from the older date
Create a date type for the original group joining date and record it. His PeopleNest joining date stays as the date he joined this company, because that is what payroll and leave count from. The older date is held here, and the gratuity treatment is agreed and configured on Gratuity Policy.
A foreign engineer's visa expires in March
A date type for visa expiry, recorded here. Nothing in the system acts on it, so put it on somebody's monthly report.
What it is connected to
- Date Type is where the kinds of date are defined. This screen only records them.
- Employee Basic Information carries the standard employment dates. Use those fields for joining, confirmation, probation, notice, resignation and termination rather than recreating them here.
- Gratuity Policy is where a service date that affects money is actually configured.
If something looks wrong
- "The date type list is empty" - no date types have been created yet.
- "Nothing happened when I entered the date" - correct, nothing is meant to. These dates are held and reported on, they do not drive a calculation.
- "The same date type appears twice for one man" - that is allowed, and is how a recurring event like an annual medical builds its history.