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Employee Directory

The Employee Directory is the central hub for accessing and managing employee information. Whether you’re looking for a colleague’s details, exporting reports, or updating employee records, this guide will walk you through everything you need.

What You’ll Learn

By the end of this guide, you’ll know how to:

  • Access the employee directory
  • Search and filter employees
  • View employee profiles and details
  • Use employee list features (sorting, pagination, actions)
  • Export employee data
  • Manage employee information effectively
  • Troubleshoot common issues

Accessing the Employee Directory

Step 1: Navigate to Employees

  • Log in to the HRMS system.
  • Click on Employees in the left navigation menu.
  • Select Employee Directory from the submenu.

Note: If the Employees menu isn’t visible, you may not have the required permissions. Contact your administrator.

Step 2: Understand the Interface

The directory interface includes:

  • Employee List – A table of all employees.
  • Search Bar – Quickly find employees.
  • Filter Options – Narrow results by department, role, or status.
  • Action Buttons – Add, edit, or export data.
  • Pagination – Navigate across pages.

Searching for Employees

Basic Search

  • Enter a name, employee ID, or email in the search bar.
  • Press Enter to see results.
  • Click the “X” to clear the search.

Advanced Search

  • Click Advanced Search next to the search bar.
  • Choose search criteria (Name, Employee ID, Email, Department, Designation, or Status).
  • Enter values and click Search.
  • Use Clear to reset filters.

Filtering Employees

  • Department Filter – Select a department from the dropdown.
  • Status Filter – Choose between Active, Inactive, or Terminated employees.
  • Role Filter – Filter by employee role.

Use “All” options to clear any filter.

Viewing Employee Details

  • Quick View – Hover over a row to see basic info.
  • Full Profile – Click an employee’s name to view:
    • Personal Info
    • Employment Details
    • Contact & Emergency Info
    • Documents
    • Employment History

Employee List Features

  • Columns Displayed – Photo, Name, Employee ID, Department, Designation, Email, Phone, Status, and Actions.
  • Sorting – Click a column header to sort (A–Z, Z–A, 1–9, 9–1).
  • Pagination – Navigate with arrows, page numbers, or adjust the page size.

Employee Actions

Depending on permissions, you can:

  • View employee details
  • Edit employee information
  • Email employees directly
  • Call if a phone number is available
  • Access Documents
  • Delete (Admin only)

Bulk Actions

  • Select multiple employees via checkboxes.
  • Apply actions like: Send Email, Export Data, Change Department, or Change Status.
  • Click Apply to confirm.

Exporting Employee Data

  • Export All – Click Export, choose format (Excel, CSV, PDF), and download.
  • Export Filtered – Apply filters, then export only the filtered list.
  • Choose Fields – Customize which columns to include.

Employee Search Tips

  • Use partial names (e.g., “John” shows “John Smith”).
  • Try different formats (“Smith, John” vs. “John Smith”).
  • Search by employee ID or full email for accuracy.
  • Combine filters + search for faster results.

Mobile Usage

  • Responsive Design – Works across devices.
  • Touch-Friendly – Swipe actions for quick options.
  • Landscape Mode – Rotate device for better table viewing.

Important Notes

  • Privacy – Only access information you need.
  • Confidential Data – Handle with care.
  • Permissions – View, Edit, Export, or Admin permissions determine access.

Best Practices

  • Use filters instead of scrolling through large lists.
  • Export data regularly for offline access.
  • Keep employee details updated.
  • Report inaccuracies to HR/admin.

Troubleshooting

  • Directory not visible? – Check permissions or contact admin.
  • Search not working? – Verify spelling, clear filters, or try broader terms.
  • Slow loading? – Check internet connection, reduce filters, or contact IT.

Getting Help

  • Self-Service – Help docs, FAQs, video tutorials.
  • Direct Support – Contact HR for employee queries or IT for technical help.
  • Submit a Ticket – Use the support system for unresolved issues.