Employees manual
The employee record is the foundation of the HR & Payroll module. It carries the identity, position and department, but above all the parameters that directly drive payroll (head of household, dependent children) and leave (statutory and sick balances).
Overview
The Employees screen manages the company's entire workforce. Each employee has a complete record: identity, contact, position, department, marital status and tax settings. An employee can also be an application user (with a profile and privileges) or remain an employee only.
Business goal
- Maintain the complete HR file of each employee
- Feed the payroll engine (status, children)
- Track leave balances (statutory & sick)
- Grant application access or not (user)
Target audience
- HR manager — creates and maintains the records
- Administrator — manages profiles & privileges
- Payroll — uses the tax data
Position within the module
The employee record precedes the employment contract; together they feed the payslip and the leave management.
Access and navigation
Left-hand side menu: Human resources → Employees.
Employee list
The list shows the workforce with photo, number, name, position and department. The lock indicates whether the account is active (green open padlock) or disabled (grey closed padlock).
| Photo | No.⇅ | User⇅ | Position⇅ | Department⇅ | |||
|---|---|---|---|---|---|---|---|
| 0012 | Mohamed Ali GHARBI | Sales manager | Sales management | ||||
| 0024 | Ines BEN SALAH | Accountant | Finance | ||||
| 0031 | Karim MEJRI | Storekeeper | Logistics |
Table columns
| Column | Description |
|---|---|
| Lock | Active account (green open padlock) or disabled (grey closed padlock). |
| Photo | Employee avatar (or default icon). |
| No. | Number at the employer (internal staff ID). |
| User | Employee's last and first name. |
| Position | Position held. |
| Department | Assigned unit. |
Optimized pagination
The list is loaded page by page (server-side pagination): column filters and sorting are computed at the database level, even with a large workforce.
Action bar
New
Opens the employee creation form (section 6).
Search
Filters the workforce by number, name, position or department.
Delete (selection)
Deletes the ticked employees (administrator only).
Row actions
Details / Edit
Full recordOpens the employee record: identity, position, tax settings, leave balances and user account.
Activate / Deactivate
LockToggles the account state. A disabled employee no longer appears in new payrolls or in active lists.
Gross ↔ net simulation
Same payroll engineFrom the record, simulates a net amount from a gross amount (or vice versa) using exactly the payslip engine.
Create / edit an employee
Click New. Enter the identity, position, department, marital status, then the tax settings and leave balances.
An employee can be "Employee + User" (application access with a profile) or "Employee only" (no login). The profile determines the accessible privileges.
Tax settings & leave
Beyond identity, the record carries the data that directly drive payroll and leave. These fields are read by the gross → net engine and by the leave calendar.
| Field | Role in the calculation |
|---|---|
| Head of household | Activates the "head of household" deduction in the IRPP scale. |
| No. of dependent children | Per-rank deduction (up to 4 children). |
| No. of disabled children | Increased deduction (by substitution — see §10). |
| No. of children in higher education | Increased deduction (by substitution). |
| Leave balance (statutory / sick) | Pool of available days, decremented on each approved leave. |
| CNSS No. / Marital status | Carried over to the payslip and the social declarations. |
Special dependent children (increased IRPP deduction)
In addition to the head of household status and the number of dependent children, the record distinguishes two situations that entitle to an increased tax deduction: disabled children and children pursuing higher education. These two counters are read directly by the payroll engine at the time of the gross → net calculation.
No. of disabled children
Number of dependent children recognized as disabled. Each entitles to a more favorable IRPP deduction than the ordinary per-rank deduction.
No. of children in higher education
Number of dependent children pursuing higher education. Each also benefits from an increased IRPP deduction in place of the per-rank deduction.
Entry rule (blocking check)
Each of these two numbers must be less than or equal to the total number of dependent children. If the condition is not met, saving the record is refused with an error message.
Effect on payroll — deduction by substitution
The increased deduction for a disabled child or one in higher education replaces (it is not added to) that child's per-rank deduction. The detail of the mechanism and its quantified impact are explained in the payslip (§ children deduction).
Consistency check — on save, the number of disabled children and those in higher education must be ≥ 0 and not exceed the total number of dependent children (blocking error messages otherwise).
Leave balance & color code
The leave balance is shown in color according to the remaining level: an immediate visual cue to anticipate critical balances, reproduced identically in the leave management and the HR dashboard.
| Remaining balance | Color | Meaning |
|---|---|---|
| ≤ 0 day | Red | Depleted / negative balance — surfaces in the "critical balances". |
| 0 < x ≤ 4 days | Amber | Low balance — to monitor. |
| > 4 days | Blue | Comfortable balance. |
Example
An employee at 18.0 days is comfortable, at 3.0 days you must plan ahead, at 0.0 day any additional leave takes the balance negative.
The employee in the HR cycle
flowchart LR A([Hiring]):::s --> B[Employee record]:::p B --> C[Employment contract]:::p B --> D[Tax settings
children / head of household]:::p D --> E[Payslip
Gross to Net]:::p B --> F[Leave balance]:::p F -->|approved leave| G([Balance decremented]):::ok classDef p fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef s fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
Business rules
Children deduction — by substitution (art. 40 TN IRPP Code)
The increased deduction for a disabled child or one in higher education replaces (is not added to) that child's per-rank deduction. The ordinary children = total − disabled − higher ed. receive the per-rank deduction, then the increased deductions are added.
Children consistency — disabled ≥ 0, higher ed. ≥ 0, and their sum never exceeds the total number of dependent children (validated client AND server side).
Simulation = generation — the gross↔net simulation from the employee record uses exactly the same engine as the payslip generation: no discrepancy between the two.
Leave balance — each approved leave decrements the balance. A balance ≤ 0 is shown in red and surfaces in the "critical balances" of the leave dashboard.
Roles & permissions
| Action | Manager | HR manager | Accountant | Admin |
|---|---|---|---|---|
| View employees | ✅ | ✅ | ✅ | ✅ |
| Create an employee | — | ✅ | — | ✅ |
| Edit the record | — | ✅ | — | ✅ |
| Activate / deactivate | — | ✅ | — | ✅ |
| Gross↔net simulation | — | ✅ | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — actual rights depend on the profiles defined in your company.
Usage scenarios
Hiring a new employee
You create the record (identity, position, marital status, dependent children), link it to a contract, then its first payslip can be generated.
Birth of a child
The manager increments No. of dependent children on the record: the next payroll automatically applies the additional IRPP deduction.
Employee departure
You disable the account (closed lock): it leaves the active lists and upcoming payrolls, while keeping its history.
FAQ & Tips
An employee no longer appears in the list?
It is probably disabled (closed lock). Use Search to find it and reactivate it if needed.
"No. of disabled children greater than the dependent count"?
The sum of disabled + higher ed. cannot exceed the total number of dependent children. Correct the counters before saving.
Tip — up-to-date leave balance
Keep the statutory and sick balances up to date: they drive the color code, critical alerts and email notifications from the Leave screen.
