Human Resources · Daily operations · 9 min read

The employee record, private information and documents

Create an employee directly, edit their details, and keep their documents and government identifiers up to date.

Required permission: hr.employee.manage, hr.private.view, hr.private.manage

Before you begin

Creating or editing an employee needs hr.employee.manage. Viewing needs hr.employee.view.
The Private information block, document numbers, document files and the IDs & visas tab need hr.private.view. Changing them needs hr.private.manage.
Most people are created through Hire a new employee. Use the steps below for a person who is already working with you.

Open Employees > Employees and select New employee.
Enter the Employee number (letters, digits, dots, slashes, spaces and hyphens, up to 30 characters; it is stored in upper case), the Legal name and the Join date. The Arabic name, work email and work phone are optional.
Select Save. The employee is saved as Draft. The tabs Job & pay, Documents, Time & attendance, Access and History now appear.

Open the employee and select Edit. Change the work phone, work email, Arabic name or photo, then Save.
For the photo, use a PNG, JPEG or WebP under 2 MB. The system re-saves it as a 512 pixel PNG. If the picture is removed, the directory shows initials.

In Overview, open the Private information section. Enter nationality, date of birth, personal email, personal phone and the emergency contact (name, relationship, phone).
Select Save. The date of birth must be before today and before the join date.

Open the Documents tab and select Add a document.
Choose the Document type (for example Residence visa), enter the Number, Issued on, Expires on and Issuing authority, then select Add.
Select Upload on the document row to attach a file. Accepted files are PDF, PNG, JPEG or WebP, up to 8 MB.

Open IDs & visas and select Add an identifier.
Choose the Type (Passport, Emirates ID, UID, Visa file number, Labour card, MOHRE person reference, and others), enter the Number, optionally the issue and expiry dates, and the authority. Select Add. An Emirates ID follows the pattern 784-YYYY-NNNNNNN-N, for example 784-1990-1234567-1, but the system does not check the format.
To delete a wrong identifier, select the bin icon on its row. It is deleted at once, without confirmation.

Each document shows when it expires: 'Expires in 18 days', 'Expired 3 days ago', or the date. The header tiles Documents, Expiring and IDs & visas count them.
Identifiers carry a status band: Expired, or 7, 15, 30, 60, 90 or 120 days. A date 23 days away falls in the 30-day band (the narrowest that fits).
If a document type is marked required, the Documents tab shows a banner such as 'Required and missing: Labour card', and activation is blocked until it is held.
People without hr.private.view see that a document exists and when it expires, but the number shows Restricted, files are hidden, and identifier numbers show only the last four characters.

After the employee leaves Draft, the Employee number and Join date are locked: 'Employee number and joining date cannot change after activation.'
The join date cannot be later than the start of an existing assignment.
A number already used by another employee is refused with 'This HR record conflicts with another saved record. Reload and use a unique code or request ID.'
If someone else saved the record while you had it open: 'This record changed. Reload before saving.' Reload and make your change again.
A document cannot expire before it was issued, and an identifier cannot either.
Identifiers and documents cannot be edited from the record today. To correct an identifier, delete it and add it again. Corrections to a document's number or dates go through a renewal request: see Document renewals.
Document types (which are required, alert days) have no screen yet, so they cannot be changed from the menus.
Audit entries record the action, never the numbers, emails or reasons.

Updated 3 October 2026