Employees
Add and maintain employees: personal and contract details, documents, salary, GOSI, leave entitlement, bank details and employee status.
The employee record is the heart of HR. Everything else – payroll, leave, loans, GOSI and end of service – reads from it. Take a few extra minutes to fill it carefully and the rest of the month runs itself.
The Employee List
Open Employee List to see all employees with their code, name, Arabic name, date of birth, designation and nationality.
- Search by code, name, Arabic name, designation, Iqama number, nationality or sponsor.
- Print or export the list to Excel.
- Click the edit icon next to a name to open the employee, or Create Employee to add one.
- Delete is only possible for an employee who has never been in a payroll ("You Cannot Delete, its Already In Payroll"). For someone who has left, use Termination instead.
Add a new employee – step by step
- Click Create Employee.
- Fill the header: photo (click the picture; images up to 1 MB), First Name (required), Middle Name, Family Name and Arabic Name. If your company uses automatic employee codes, the code is created when you save.
- General tab: Date of Birth (required), gender, nationality, religion, designation, contact details and sponsor.
- Contract tab: Date of joining, contract expiry, Active from date and Company (all required), then branch, department, location, project and group.
- Documents tab: passport, Iqama/ID, contract, driving licence and vehicle insurance numbers with issue and expiry dates; attach scans.
- Allowance tab: the salary (one line per earning), GOSI, leave entitlement, housing allowance and Paygroup (required).
- Dependents, Medical/Vehicle and Bank Account tabs: family members, tickets, medical card, IBAN and bank.
- Click Save. You'll see "Employee Details Created" with the employee code. Any tab with a missing required field turns red.
The tabs explained
General
| Field | What to enter |
|---|---|
| Date of Birth * | Required |
| Gender | Male / Female – decides which leave types apply (e.g. maternity leave) |
| Nationality, Religion, Qualification, Designation, Marital Status | Chosen from the HR masters. Designation is the job title shown on payslips |
| Email, Telephone/Mobile, Additional Skills | Contact and profile details |
| Sponsor, Sponsor Type | Who sponsors the employee's residence |
| Staying with family | Yes / No |
| Address (Board) / Address (Kingdom) | Home-country address and local address |
Contract
| Field | Why it matters |
|---|---|
| Date of joining * | The start of service. End of service is calculated from this date |
| Date of expiry * | Contract end; Contract Period (Months) is calculated |
| Active from date * | The date payroll starts paying the employee. If it falls mid-month, the first salary is paid only for the days from this date. Leave entitlement also starts here |
| Currently Active | Yes = included in payroll. No = left out (enter the Inactive date) |
| Company * | Changing it clears branch, GOSI, vacation, housing allowance and paygroup, because these belong to a company |
| Branch, Division, Department Code, Location, Project, Employee Group, Level, Sub Level | Where the employee works. Payroll can be run by branch, department or location; reports filter by these |
| Notes | Free notes. Remarks from Active/Inactive changes are added here automatically |
Documents
Five fixed rows: Passport, Iqama/ID, Contract, Driving License and Vehicle Insurance. For each, enter the number, issue date, expiry date and place of issue, and attach the scan with Add Document. Hijri dates are filled automatically. The expiry dates feed the Document Expiry report, so you can renew Iqamas and passports on time.
Dependents
Click Add Row for each family member: name, relation, date of birth, gender, passport and Iqama details. Above the grid, set the employee's flight-ticket entitlement: Number Of Tickets/Year, Ticket Amount and Is Fixed Amount.
Medical / Vehicle
Medical insurance card (number, dates, insurance company, class, blood group) and any company vehicle (plate number, asset number, Isthimara registration dates).
Bank Account
Payment Type (how salary is paid), Account Number, IBAN Number and Bank Name. These print on the payslip and are used by the bank salary export. When editing an employee, re-select the Bank Name before saving so it is kept.
Salary, GOSI and leave (Allowance tab)
The Allowance tab is where the monthly package lives.
- Earnings: one line per salary part set up in HR Setup (e.g. Basic, Housing, Transport, Food). Enter the monthly amount of each. Total Earnings adds them up. If your company uses grades, choose the Grade first: each amount must be within the grade's min–max range.
- Housing Allowance: choosing a housing rule fills the housing amount for you (a fixed amount, or a percentage of salary ÷ 12).
- GOSI: choose the GOSI code (e.g. "Saudi" or "Non-Saudi"), click ReCalculate Gosi to calculate the company and employee shares, and tick Update GOSI so they are saved.
- Vacation and Days: choose the annual leave type and the days per year (e.g. 21 or 30). This creates the employee's leave entitlement.
- Ticket: the ticket rule that applies.
- Paygroup *: decides working days, weekly off days and public holidays for the employee.
- Max Loan Deduction Percentage (%) *: the most that loan instalments can take from the salary each month (25–100%, default 25%).
History tabs (read-only)
| Tab | What it shows |
|---|---|
| Payroll History | Every salary paid in a date range: each earning and deduction, gross, total deduction and net. Print or export to Excel |
| Loan History | Loans with amount, received and balance, plus loan requests and their status |
| Vacation History | Every leave, absence, opening balance and adjustment by leave type, with balance days |
| Auditing | Who changed what and when, for the employee and dependants. Changed values are highlighted in yellow |
Employee status (Live Status)
A coloured chip on the Contract tab shows where the employee is today:
Active Inactive Vacation Absent Terminated
| Status | When | In payroll? |
|---|---|---|
| Active | Working normally, or back from vacation | Yes |
| Vacation | Today is within a vacation that has no return yet | Yes, unless vacation salary was paid in advance |
| Absent | Today is within an absent entry | Yes, with an absence deduction |
| Inactive | Marked inactive (e.g. long unpaid leave, advance vacation salary paid) | No |
| Terminated | A termination has been recorded | No |
Make an employee active or inactive
Use Active/InActive to stop or restart an employee's salary without terminating them – for example during long unpaid leave or a suspension.
- Select the Employee Code. The current status is shown.
- Enter the Date, choose the Employee Status, set Active to Yes or No, and type a Remark.
- Click Update. "Employee Status Updated" appears. Inactive employees are left out of the next payroll.
Practical scenarios
Hiring Fatima, an accountant joining on 15 March
| Tab | What HR enters |
|---|---|
| Header | Photo, Fatima / Al-Harbi, Arabic name |
| General | DOB 12/04/1995 · Female · Saudi · Designation: Accountant |
| Contract | Joining 15/03/2026 · Expiry 14/03/2028 · Active from 15/03/2026 · Company, Head Office branch, Finance department |
| Documents | National ID number and expiry, scan attached |
| Allowance | Basic 8,000 · Housing 2,000 · Transport 800 · GOSI "Saudi" → ReCalculate → Update GOSI ✔ · Vacation: Annual Leave, 21 days · Paygroup: Office (Fri–Sat off) |
| Bank Account | IBAN and bank |
In the March payroll Fatima is paid for 15–31 March only, because her Active from date is 15 March. From April she gets the full 10,800 SAR.
Omar's Iqama is renewed
- Open Omar from the Employee List → Documents tab.
- Update the Iqama/ID row: new issue and expiry dates; attach the new scan.
- Click Update. Omar drops off the Document Expiry report, and the change is visible in the Auditing tab.
Employees
Add and maintain employees: personal and contract details, documents, salary, GOSI, leave entitlement, bank details and employee status.
The employee record is the heart of HR. Everything else – payroll, leave, loans, GOSI and end of service – reads from it. Take a few extra minutes to fill it carefully and the rest of the month runs itself.
The Employee List
Open Employee List to see all employees with their code, name, Arabic name, date of birth, designation and nationality.
- Search by code, name, Arabic name, designation, Iqama number, nationality or sponsor.
- Print or export the list to Excel.
- Click the edit icon next to a name to open the employee, or Create Employee to add one.
- Delete is only possible for an employee who has never been in a payroll ("You Cannot Delete, its Already In Payroll"). For someone who has left, use Termination instead.
Add a new employee – step by step
- Click Create Employee.
- Fill the header: photo (click the picture; images up to 1 MB), First Name (required), Middle Name, Family Name and Arabic Name. If your company uses automatic employee codes, the code is created when you save.
- General tab: Date of Birth (required), gender, nationality, religion, designation, contact details and sponsor.
- Contract tab: Date of joining, contract expiry, Active from date and Company (all required), then branch, department, location, project and group.
- Documents tab: passport, Iqama/ID, contract, driving licence and vehicle insurance numbers with issue and expiry dates; attach scans.
- Allowance tab: the salary (one line per earning), GOSI, leave entitlement, housing allowance and Paygroup (required).
- Dependents, Medical/Vehicle and Bank Account tabs: family members, tickets, medical card, IBAN and bank.
- Click Save. You'll see "Employee Details Created" with the employee code. Any tab with a missing required field turns red.
The tabs explained
General
| Field | What to enter |
|---|---|
| Date of Birth * | Required |
| Gender | Male / Female – decides which leave types apply (e.g. maternity leave) |
| Nationality, Religion, Qualification, Designation, Marital Status | Chosen from the HR masters. Designation is the job title shown on payslips |
| Email, Telephone/Mobile, Additional Skills | Contact and profile details |
| Sponsor, Sponsor Type | Who sponsors the employee's residence |
| Staying with family | Yes / No |
| Address (Board) / Address (Kingdom) | Home-country address and local address |
Contract
| Field | Why it matters |
|---|---|
| Date of joining * | The start of service. End of service is calculated from this date |
| Date of expiry * | Contract end; Contract Period (Months) is calculated |
| Active from date * | The date payroll starts paying the employee. If it falls mid-month, the first salary is paid only for the days from this date. Leave entitlement also starts here |
| Currently Active | Yes = included in payroll. No = left out (enter the Inactive date) |
| Company * | Changing it clears branch, GOSI, vacation, housing allowance and paygroup, because these belong to a company |
| Branch, Division, Department Code, Location, Project, Employee Group, Level, Sub Level | Where the employee works. Payroll can be run by branch, department or location; reports filter by these |
| Notes | Free notes. Remarks from Active/Inactive changes are added here automatically |
Documents
Five fixed rows: Passport, Iqama/ID, Contract, Driving License and Vehicle Insurance. For each, enter the number, issue date, expiry date and place of issue, and attach the scan with Add Document. Hijri dates are filled automatically. The expiry dates feed the Document Expiry report, so you can renew Iqamas and passports on time.
Dependents
Click Add Row for each family member: name, relation, date of birth, gender, passport and Iqama details. Above the grid, set the employee's flight-ticket entitlement: Number Of Tickets/Year, Ticket Amount and Is Fixed Amount.
Medical / Vehicle
Medical insurance card (number, dates, insurance company, class, blood group) and any company vehicle (plate number, asset number, Isthimara registration dates).
Bank Account
Payment Type (how salary is paid), Account Number, IBAN Number and Bank Name. These print on the payslip and are used by the bank salary export. When editing an employee, re-select the Bank Name before saving so it is kept.
Salary, GOSI and leave (Allowance tab)
The Allowance tab is where the monthly package lives.
- Earnings: one line per salary part set up in HR Setup (e.g. Basic, Housing, Transport, Food). Enter the monthly amount of each. Total Earnings adds them up. If your company uses grades, choose the Grade first: each amount must be within the grade's min–max range.
- Housing Allowance: choosing a housing rule fills the housing amount for you (a fixed amount, or a percentage of salary ÷ 12).
- GOSI: choose the GOSI code (e.g. "Saudi" or "Non-Saudi"), click ReCalculate Gosi to calculate the company and employee shares, and tick Update GOSI so they are saved.
- Vacation and Days: choose the annual leave type and the days per year (e.g. 21 or 30). This creates the employee's leave entitlement.
- Ticket: the ticket rule that applies.
- Paygroup *: decides working days, weekly off days and public holidays for the employee.
- Max Loan Deduction Percentage (%) *: the most that loan instalments can take from the salary each month (25–100%, default 25%).
History tabs (read-only)
| Tab | What it shows |
|---|---|
| Payroll History | Every salary paid in a date range: each earning and deduction, gross, total deduction and net. Print or export to Excel |
| Loan History | Loans with amount, received and balance, plus loan requests and their status |
| Vacation History | Every leave, absence, opening balance and adjustment by leave type, with balance days |
| Auditing | Who changed what and when, for the employee and dependants. Changed values are highlighted in yellow |
Employee status (Live Status)
A coloured chip on the Contract tab shows where the employee is today:
Active Inactive Vacation Absent Terminated
| Status | When | In payroll? |
|---|---|---|
| Active | Working normally, or back from vacation | Yes |
| Vacation | Today is within a vacation that has no return yet | Yes, unless vacation salary was paid in advance |
| Absent | Today is within an absent entry | Yes, with an absence deduction |
| Inactive | Marked inactive (e.g. long unpaid leave, advance vacation salary paid) | No |
| Terminated | A termination has been recorded | No |
Make an employee active or inactive
Use Active/InActive to stop or restart an employee's salary without terminating them – for example during long unpaid leave or a suspension.
- Select the Employee Code. The current status is shown.
- Enter the Date, choose the Employee Status, set Active to Yes or No, and type a Remark.
- Click Update. "Employee Status Updated" appears. Inactive employees are left out of the next payroll.
Practical scenarios
Hiring Fatima, an accountant joining on 15 March
| Tab | What HR enters |
|---|---|
| Header | Photo, Fatima / Al-Harbi, Arabic name |
| General | DOB 12/04/1995 · Female · Saudi · Designation: Accountant |
| Contract | Joining 15/03/2026 · Expiry 14/03/2028 · Active from 15/03/2026 · Company, Head Office branch, Finance department |
| Documents | National ID number and expiry, scan attached |
| Allowance | Basic 8,000 · Housing 2,000 · Transport 800 · GOSI "Saudi" → ReCalculate → Update GOSI ✔ · Vacation: Annual Leave, 21 days · Paygroup: Office (Fri–Sat off) |
| Bank Account | IBAN and bank |
In the March payroll Fatima is paid for 15–31 March only, because her Active from date is 15 March. From April she gets the full 10,800 SAR.
Omar's Iqama is renewed
- Open Omar from the Employee List → Documents tab.
- Update the Iqama/ID row: new issue and expiry dates; attach the new scan.
- Click Update. Omar drops off the Document Expiry report, and the change is visible in the Auditing tab.