Create and maintain the employee master
The master stores the tenant's employee relationship and work contact channels. New records start DRAFT. Read First employment before creating so the team can complete the current onboarding gap.
Fields
| Field | Required/rule | Training example |
|---|---|---|
| Party Id | Existing active PERSON Party; fixed after creation | Verified Party #101 |
| Employee Number | Required, max 50; trimmed/uppercased and tenant-unique | BHS-001 |
| User Id | Optional existing tenant login; unique employee link | Verified User #301 |
| Original Hire Date | Required; fixed after creation | 2026-10-01 |
| Seniority Date | Optional; must not follow original hire | 2026-09-01 |
| Work Email | Optional valid email, max 150 | amira@example.invalid |
| Work Phone | Optional, max 50 | Approved employer-issued number |
| Extension | Optional, max 20 | 120 |
| Badge Number | Optional, max 50 | BHS-B120 |
| External Reference | Optional, max 100 | Approved non-secret HR reference |
The service enforces employee-number uniqueness; it does not promise badge/external-reference uniqueness. Dates are local date values. Shared personal contacts remain in Party.
Create
- Open Employees → New employee.
- Read the DRAFT/no-login message and choose Enter employee details.
- Select the verified PERSON Party and complete the approved master fields.
- Review original hire date carefully; it cannot be changed here later.
- Choose Save once and retain the returned Employee ID/number through the approved support process.
- Establish first employment through the supported route before expecting normal detail access.
Edit an accessible master
Open detail, choose Edit master, review freshly loaded values and change only approved editable fields. Party Id and Original Hire Date are read-only. Save sends the full intended master values and current version; blank optional fields can clear existing data.
Number changes must remain unique. They are separate from Party identity and should follow the organisation's numbering process. Status changes use Change status, not master editing.
Recovery
Duplicate Party conflicts direct you to existing employment history for rehire. Duplicate number conflicts need investigation of the actual record. If creation's response is uncertain, do not submit another master blindly: creation has no documented stored-intent replay. Ask authorised support to resolve the original result, especially because an unlinked draft can be invisible in the directory.
A stale edit preserves the unsaved draft in the dialog. Review/copy the intended non-secret change, cancel and reopen to obtain current values/version before resubmitting.