Employee Tabs Guide
Detailed guide for each tab on the Employee Detail page, covering personal info, allowances, attendance, benefits, permissions, leave, loans, payroll, and working schedules.
The Employee Detail page organizes employee data into nine tabs. This guide explains what each tab contains, what information is displayed, and how you can use it in your day-to-day HR and finance operations.
About
The About tab is the default view when you open an employee's detail page. It displays the employee's personal information, organized into clear sections.
Personal Information
| Field | Description |
|---|---|
| First Name | The employee's given name |
| Last Name | The employee's family name |
| The employee's email address (also used for login) | |
| Phone Number | Contact phone number |
| Date of Birth | The employee's date of birth |
| Gender | The employee's gender |
| Employee ID | Internal employee ID or badge number, if assigned |
| Join Date | The date the employee joined the organization |
| Employment Type | Full-time, Part-time, or Contract |
Contact and Address
| Field | Description |
|---|---|
| Address Line 1 | Street address |
| Address Line 2 | Apartment, suite, or building number |
| City | City of residence |
| State / Province | State or province |
| Country | Country of residence |
| Postal Code | ZIP or postal code |
Bank Details
| Field | Description |
|---|---|
| Bank Name | The name of the employee's bank |
| Account Holder Name | The name on the bank account |
| Account Number | The bank account number |
| IBAN | International Bank Account Number |
Bank details are required for payroll processing and reimbursement payments. If these fields are empty, remind the employee or their manager to provide them before the next payroll run.
To update any information shown on the About tab, click the "Edit Employee" button at the top of the page.
Allowance
The Allowance tab shows all allowances currently assigned to the employee. Allowances are recurring or one-time monetary amounts added to the employee's compensation -- such as housing allowance, transport allowance, or meal allowance.
What You Will See
| Column | Description |
|---|---|
| Allowance Name | The name of the allowance type (e.g., Housing Allowance, Transport Allowance) |
| Amount (AED) | The monetary value of the allowance |
| Frequency | How often the allowance is paid -- Monthly, Quarterly, or One-time |
| Effective Date | The date from which this allowance applies |
| Status | Whether the allowance is Active or Inactive |
Key Points
- Allowances assigned here are automatically included in the employee's payslip during payroll processing.
- If an allowance has been deactivated, it will still appear in the list with an Inactive status for record-keeping.
- New allowances can be assigned to the employee from this tab or from the Allowance management section in Settings.
Changes to allowances take effect from the next payroll run. If you add or modify an allowance mid-cycle, it will not retroactively adjust the current period's payslip.
Attendance
The Attendance tab provides a historical view of the employee's check-in and check-out records.
What You Will See
| Column | Description |
|---|---|
| Date | The date of the attendance record |
| Check-In Time | When the employee clocked in |
| Check-Out Time | When the employee clocked out |
| Total Hours | The total number of hours worked that day |
| Status | The attendance status -- Present, Absent, Late, Half Day, or On Leave |
| Overtime | Any overtime hours recorded beyond the regular shift |
Filtering and Navigation
- Use the date range picker to view attendance for a specific period (e.g., the current month, last quarter, or a custom range).
- Attendance records are displayed in reverse chronological order, with the most recent dates at the top.
- The table supports pagination for employees with extensive attendance history.
Attendance records are generated automatically when employees use the check-in/check-out system. Manual attendance entries can be made by HR managers or administrators if corrections are needed.
Attendance Summary
At the top of the tab, you may see a summary section showing aggregate statistics for the selected period:
| Metric | Description |
|---|---|
| Total Present Days | Number of days the employee was present |
| Total Absent Days | Number of days the employee was absent without leave |
| Late Arrivals | Number of days the employee checked in after the scheduled start time |
| Total Overtime Hours | Accumulated overtime hours for the period |
Benefit
The Benefit tab displays all benefits assigned to the employee. Benefits are non-cash perks or employer-provided advantages such as health insurance, annual flight tickets, or company vehicle allowances.
What You Will See
| Column | Description |
|---|---|
| Benefit Name | The name of the benefit (e.g., Health Insurance, Annual Flight Ticket) |
| Type | The category of benefit |
| Value | The monetary value or description of the benefit |
| Effective Date | When the benefit became active for this employee |
| Expiry Date | When the benefit expires, if applicable |
| Status | Whether the benefit is Active or Expired |
Key Points
- Benefits are configured at the company level and then assigned to individual employees.
- Expired benefits remain visible in the list with an Expired status so you can review the employee's benefit history.
- Some benefits may have monetary values that are included in total compensation reports, while others are descriptive only.
To assign a new benefit to an employee, use the benefit management section in Settings or ask your administrator. Benefits assigned there will automatically appear on this tab.
Group Permission
The Group Permission tab shows which permission groups the employee belongs to. Permission groups control what features and data the employee can access within TransportechAI.
What You Will See
| Column | Description |
|---|---|
| Group Name | The name of the permission group (e.g., Fleet Managers, Finance Team, Dispatchers) |
| Description | A brief description of what access this group provides |
| Assigned Date | When the employee was added to this group |
Understanding Permission Groups
Permission groups work alongside the employee's role to determine system access:
- Role -- Sets the base level of access (e.g., Admin, Manager, Driver). This is assigned during employee creation.
- Permission Groups -- Layer additional permissions on top of the role. For example, a Manager role might have access to the Fleet module, and being added to the "Finance Viewers" group would also grant read-only access to finance data.
| Access Level | Determined By |
|---|---|
| Base access | The employee's assigned Role |
| Additional access | Permission Groups the employee belongs to |
| Module restrictions | Combination of Role and Group settings |
Removing an employee from a permission group takes effect immediately. The employee will lose access to the associated features the next time they refresh or navigate within the application.
Managing Group Assignments
From this tab, authorized administrators can:
- Add the employee to an existing permission group
- Remove the employee from a permission group
To create new permission groups or modify group permissions, go to Settings > Roles & Permissions.
Leave
The Leave tab provides a complete view of the employee's leave balance and request history.
Leave Balance
At the top of the tab, you will see the employee's current leave balance broken down by leave type:
| Leave Type | Balance | Used | Remaining |
|---|---|---|---|
| Annual Leave | Total entitlement for the year | Days taken so far | Days still available |
| Sick Leave | Total entitlement for the year | Days taken so far | Days still available |
| Unpaid Leave | Not limited | Days taken so far | N/A |
| Other types | As configured by your organization | Days taken so far | Days still available |
Leave balances are calculated based on the company's leave policy, the employee's join date, and any carry-forward rules. If the balance looks incorrect, check the leave type configuration in Settings > Leave Types.
Leave Request History
Below the balance summary, a table displays all leave requests submitted by this employee:
| Column | Description |
|---|---|
| Leave Type | The type of leave requested (Annual, Sick, Unpaid, etc.) |
| Start Date | The first day of the leave period |
| End Date | The last day of the leave period |
| Duration | The total number of leave days |
| Reason | The reason provided by the employee |
| Status | Pending, Approved, or Rejected |
| Approved By | The name of the person who approved or rejected the request |
Key Points
- Leave requests are submitted by the employee through the Leave module and appear here for review.
- HR managers can approve or reject pending requests directly from this tab.
- Approved leave is automatically deducted from the employee's balance.
- Rejected requests include a rejection reason that is visible to both the employee and the reviewer.
Loan
The Loan tab shows all loans associated with the employee -- both active loans currently being repaid and completed loans that have been fully settled.
What You Will See
| Column | Description |
|---|---|
| Loan Type | The category of loan (e.g., Salary Advance, Emergency Loan) |
| Amount (AED) | The total loan amount |
| Monthly Installment | The amount deducted each pay period |
| Outstanding Balance | The remaining amount to be repaid |
| Start Date | When the loan was issued |
| Status | Active, Completed, Pending, Rejected, or Defaulted |
Loan Details
Click on any loan row to expand it and view the full repayment schedule, including:
- Each installment's due date and amount
- The principal and interest breakdown per installment
- Payment status (Paid, Upcoming, or Overdue)
- The total amount already repaid
Loan repayments are typically deducted automatically during payroll processing. The deduction amount and schedule are based on the loan terms set when the loan was created.
Key Points
- Employees can have multiple active loans simultaneously, subject to your organization's loan policy and eligibility rules.
- Completed loans are retained in the list for historical reference.
- To create a new loan for this employee, navigate to Finance > Loans > Create Loan and select this employee as the borrower.
If an employee has a Defaulted loan, this may affect their eligibility for future loans. Check your organization's loan policy for details on default handling and reinstatement.
Payroll
The Payroll tab displays the employee's payroll history -- a record of every payroll run that included this employee, along with their individual payslip data.
What You Will See
| Column | Description |
|---|---|
| Pay Period | The month or period covered by the payroll run (e.g., January 2025) |
| Gross Pay (AED) | Total earnings before deductions |
| Deductions (AED) | Total amount deducted (tax, loan repayments, penalties, etc.) |
| Net Pay (AED) | The final amount paid to the employee after all deductions |
| Status | The payroll run status -- Draft, Pending Approval, Approved, or Paid |
| Pay Date | The date the payment was processed |
Viewing a Payslip
Click on any payroll row to view the detailed payslip for that period. The payslip includes:
- Earning components -- Base salary, overtime, commissions, allowances, and any other earning items defined in the employee's salary schema.
- Deduction components -- Loan repayments, fines, unpaid leave deductions, and any other deduction items.
- Net calculation -- A clear breakdown showing how gross pay minus deductions equals net pay.
Key Points
- Payroll data shown here is read-only. To manage payroll runs, go to Finance > Payroll > Payroll Activities.
- The employee must have a salary schema assigned before they can be included in a payroll run. If the Payroll tab is empty, check whether a salary assignment exists for this employee.
- Payslip records are permanent once a payroll run is approved. They serve as the official pay record for audit and compliance purposes.
If an employee's payroll history appears incomplete, verify that they have been assigned a salary schema in Finance > Payroll > Salary Assignment. Employees without a salary assignment are skipped during payroll processing.
Working Schedule
The Working Schedule tab shows the employee's assigned shift and schedule configuration. This determines the employee's expected working hours, which are used for attendance tracking and overtime calculations.
What You Will See
| Field | Description |
|---|---|
| Schedule Name | The name of the assigned working schedule (e.g., Morning Shift, Standard Office Hours) |
| Shift Start | The expected clock-in time |
| Shift End | The expected clock-out time |
| Working Days | Which days of the week the employee is expected to work (e.g., Sunday through Thursday) |
| Break Duration | The length of the scheduled break period |
| Effective Date | When this schedule took effect for the employee |
Schedule Details
The schedule determines:
- On-time threshold -- How many minutes after the shift start time a check-in is still considered "on time" versus "late."
- Overtime eligibility -- Hours worked beyond the scheduled shift end may be counted as overtime, depending on your company's overtime policy.
- Attendance expectations -- The system uses the working days to determine whether an employee is expected to be present on a given day. Days outside the working schedule are not flagged as absences.
Key Points
- Each employee can have one active working schedule at a time.
- Schedule changes take effect from the specified effective date. Previous schedule records are preserved in the history.
- To modify available schedules or create new ones, go to Settings > Working Schedules.
Changing an employee's working schedule does not retroactively update past attendance records. It only affects attendance tracking going forward from the effective date.
Common Schedule Types
| Schedule | Typical Hours | Working Days | Use Case |
|---|---|---|---|
| Standard Office | 09:00 -- 18:00 | Sun -- Thu | Office-based administrative staff |
| Morning Shift | 06:00 -- 14:00 | Sun -- Thu | Early-start drivers and operations staff |
| Evening Shift | 14:00 -- 22:00 | Sun -- Thu | Afternoon and evening operations |
| Flexible | Core hours 10:00 -- 16:00 | Sun -- Thu | Staff with flexible working arrangements |
| Rotating | Varies | Varies | Drivers and field staff on rotating rosters |
Summary
The nine tabs on the Employee Detail page provide a comprehensive, employee-centric view of all HR and operational data. Here is a quick reference for when to use each tab:
| Tab | Use When You Need To... |
|---|---|
| About | View or update personal details, contact info, or bank details |
| Allowance | Check what allowances are assigned and their amounts |
| Attendance | Review check-in/check-out history and attendance patterns |
| Benefit | See what benefits the employee receives |
| Group Permission | Manage what the employee can access in the system |
| Leave | Check leave balances or review leave request history |
| Loan | Review active loans, repayment progress, or loan history |
| Payroll | View payslip history and compensation records |
| Working Schedule | Check or update the employee's assigned shift and working days |
For more information on the Employee Detail page layout and navigation, see Employee Detail Page.