Employee management
Employee management software for records, departments and access
Swastik Payroll keeps one profile per employee with the details payroll, attendance and compliance depend on. Bring your whole team in from an Excel sheet, organise them into departments, and decide exactly what each HR user can open.
The employee profile
Every detail payroll needs, stored once
A missing IFSC code or UAN usually surfaces on salary day or at filing time. Keeping these fields on the profile means they are checked when someone joins, not when the deadline arrives.
| Group | Fields | Where it is used |
|---|---|---|
| Identity | Full name, email (used to sign in), phone, employee ID | Login, reports, payslips |
| Employment | Employee type (full time, part time, contract, intern), department, position, date of joining, date of leaving | Filters, headcount, final month |
| Payment | Payment method (cash or bank transfer), bank name, account number, IFSC, account holder name | Monthly payment report |
| Statutory | PF number (UAN), ESIC number | PF ECR file, ESIC contribution sheet |
| Work setup | Shift assignment with effective date, mobile punch allowed or not | Attendance, overtime |
| Salary | Versioned monthly base salary and components, casual leave balance | Salary run, leave |
Salary structures have their own page: see salary management for components and revisions.
Organisation
Departments, sub-departments and positions
Set up your organisation the way people actually report. A hospital might have Nursing with ICU and OPD under it; a factory might have Production split into Moulding and Packing.
- Departments carry a name and a short code, and can sit under a parent to form sub-departments.
- Positions such as Staff nurse or Machine operator are kept as a list, so titles stay consistent across employees.
- Reports like the monthly payment report filter by department and sub-department.
- Inactive departments and positions can be retired without deleting the history attached to them.
Bulk import
Move your team in from Excel in one sitting
Retyping a hundred employees is where onboarding stalls. The import takes a CSV or Excel file and sets up far more than names.
Download a sample
Get the sample CSV or Excel file. It has the column headings and two filled example rows.
Fill your rows
Paste in your existing employee list. Only email and full name are essential; the other columns are optional.
Upload the file
Departments are matched by code, positions and shifts by name, and salary components by their codes.
Read the result
See who was created and why any row was skipped, such as an email that already exists or a duplicate employee ID.
| Columns in the sample file | What they set up |
|---|---|
| email, full_name, phone, employee_id, employee_type | The employee's login and basic profile |
| department_code, position_name, date_of_joining, date_of_leaving | Where they sit and when they joined |
| shift_name, shift_effective_from | Their shift assignment for attendance and overtime |
| payment_method, bank_name, account_number, ifsc_code, account_holder_name | How salary is paid |
| pf_no, esic_no | UAN and ESIC number for statutory files |
| monthly_base_salary, salary_effective_month, salary_effective_year, salary_components, salary_notes | Their first salary version, ready for the first run |
Access control
Roles, and permissions down to the screen
There are three roles: super admin, staff and employee. Staff users start with no rights, and you switch on only what their job needs.
Salary
Separate view, add, change and delete rights for salary components, employee salaries, loans, advances, bonuses and incentives, plus the right to process the monthly salary.
Attendance and leave
Rights for the attendance overview, individual records, bulk attendance, leave and the holiday list, each granted on its own.
Organisation
View or manage departments and positions, and view or manage settings, without touching salary.
Reports and inventory
Payroll, payment, attendance, employee, bonus and incentive reports are granted one by one. Inventory rights are separate again.
Accountability
Know who signed in and who changed what
- User activity log records sign-ins, sign-outs and password changes with the IP address and browser.
- Audit log keeps created, updated, deleted, approved, rejected and exported events, including old and new values for changes.
- Login lockout blocks an account for 30 minutes after five wrong passwords.
- Backups can be downloaded by the super admin, with the time of the last one shown.
Employee login
A login for every employee
Each employee record is also a user account. With their own login, employees see their own attendance, apply for leave and check the balance, view and print salary slips, and punch in from a phone if you have enabled it for them.
Employees see only their own data. They cannot open colleagues' profiles, salary or reports.
FAQ
Employee management questions
Who can import employees?
Bulk import and the sample file downloads are available to the super admin. HR staff can then maintain individual profiles if they have been given the rights.
What happens to a row that fails during import?
That row is skipped with a reason, and the rest of the file still imports. Fix the row and upload it again. An unknown salary component code is skipped on its own, and the employee is still created.
Does every employee need an email address?
Yes, email is the sign-in ID for each account, so every employee record needs a unique one, even if that person never logs in.
Can we manage more than one company?
Swastik Payroll is set up for one organisation. Units, branches and sites are usually modelled as departments and sub-departments. If you run separate legal entities, raise it in the demo so we can discuss the options honestly.
What happens when an employee leaves?
Enter the date of leaving on the profile. Their attendance, salary history and payslips stay on record for later reference. Gratuity is not calculated inside the product; our gratuity calculator can help you estimate it.
Related
HR & Payroll Software
Employee records, attendance and payroll in one system.
Salary Management
Structures, revisions, bonuses, loans and advances.
Attendance Management
Biometric sync, mobile punch, shifts and late rules.
Leave Management
Online requests, approvals and monthly accrual.
PF Management
EPF, EPS and EDLI figures with ECR v2.0 export.
ESI Management
Eligibility, 0.75% / 3.25% contributions, ESIC export.
Bring your employee list and see it imported
Share your current Excel sheet of employees. We will map it to the import format in the demo and show the profiles, departments and access it sets up.