An employee profile is the single source of truth for all personal, employment, and payroll-related data in Octal HR. A complete, accurate profile ensures payroll calculations, attendance assignments, leave accruals, and statutory filings (EOBI, FBR, PESSI) work correctly from day one.
Profile Overview
Each employee record is organised into distinct tabs. You can navigate between them from the top of the profile page:
Profile Sections
Personal Information
The Personal tab stores identity and biographical data used for statutory reporting and leave/payroll calculations.
| Field | Type | Notes |
|---|---|---|
| Full Name Required | Text | As per CNIC; appears on payslips and statutory forms |
| CNIC Number Required | 13-digit | Validated format XXXXX-XXXXXXX-X; unique per employee |
| Date of Birth Required | Date | Used for retirement age alerts and EOBI registration |
| Gender Required | Select | Male / Female / Other; affects maternity leave eligibility |
| Nationality Optional | Select | Default: Pakistani; relevant for work permit tracking |
| Marital Status Optional | Select | Single / Married / Divorced / Widowed |
| Blood Group Optional | Select | A+/A−/B+/B−/O+/O−/AB+/AB−; visible to HR only |
| Religion Optional | Select | Used for religious leave and Ramadan schedule adjustments |
| Profile Photo Optional | Image | JPG/PNG up to 2 MB; shown on ID card and payslip header |
Employment Details
Employment fields determine where the employee sits in the organisation, which policies apply to them, and how their payroll is calculated.
| Field | Notes |
|---|---|
| Employee ID Required | Auto-generated (EMP-0042) or manual; used as login username |
| Date of Joining Required | Triggers probation period, leave accrual, and EOBI start date |
| Department Required | Links to org chart; determines cost-centre for payroll |
| Designation Required | Job title; printed on payslips and employment letters |
| Grade / Level Optional | Links to salary structure (Basic, HRA, Medical as % of grade) |
| Reporting Manager Optional | Sets approval chain for leave, overtime, and expenses |
| Branch / Location Optional | Multi-branch orgs filter reports and policies by branch |
| Employment Type Required | Full-Time / Part-Time / Contract / Intern |
| Probation Period Optional | Default from HR policy; end date auto-calculated from DOJ |
| Shift Assignment Optional | Default shift; can be changed from the Attendance module |
Salary Setup
Salary components (Basic, HRA, Medical, Conveyance, etc.) are configured under Payroll → Salary Structures and assigned from the Employment tab. Changing a component mid-month triggers an automatic prorated adjustment in the next payroll run.
Contact & Emergency Contact
Contact Information
- Personal Mobile: SMS notifications, Employee App login OTP, and leave approval alerts
- Personal Email: Payslip delivery and password-reset emails
- Current Address: Present residential address
- Permanent Address: Home address as per CNIC; defaults to current address if not entered separately
Emergency Contact
Each profile supports up to two emergency contacts. Fields include Name, Relationship, Mobile Number, and CNIC (optional). This information is visible only to HR.
Bank Account Details
Bank details are required for payroll disbursement via IBFT or bank upload files. Each employee has one bank account on file for salary payment.
| Field | Notes |
|---|---|
| Bank Name Required | Select the employee's bank or financial institution from the available list. |
| Account Title Required | Must match bank-registered name for IBFT compliance |
| Account Number Required | Validated per bank; 12–20 digits depending on institution |
| Branch Code Optional | 6-digit NIFT code; required for some bank upload file formats |
Documents Tab
Store digitised copies of key employee documents directly in the profile. Each document entry includes: Document Type, File upload (PDF/JPG/PNG, max 5 MB), Issue Date, Expiry Date (with automatic alerts), and Verified By.
Common Document Types
- CNIC — front and back scans
- Educational certificates (Matric, Intermediate, Degree, Professional)
- Previous employment experience letters
- Signed employment contract
- NDA or non-compete agreement
- Passport (for foreign nationals or work-permit holders)
- Medical fitness certificate
- EOBI registration certificate
Expiry date is stored on each document and shown on the profile — you can filter and review upcoming expiries manually from the Documents tab.
HR vs Employee Access
Octal HR enforces role-based visibility so employees can view and update certain fields without exposing sensitive data.
HR Admin / Payroll Manager
Employee (Self-Service)
Self-Service Edits
Employee-initiated changes to their own contact details and address save directly to the profile. All changes are recorded in the audit trail.