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Overview

Knowlix Employees is the central hub for all personnel information. Employee profiles store contact details, employment terms, work schedules, skills, certifications, and organizational structure. HR managers use this module to maintain accurate records for payroll, compliance, capacity planning, and performance management. Key features:
  • Comprehensive employee profile management
  • Department hierarchy and organizational chart
  • Contract management with version history
  • Skills and certification tracking
  • Equipment and asset assignment
  • Onboarding and offboarding checklists
  • Badge and achievement system
  • Retention rate reporting

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Settings

Navigate to Employees > Configuration > Settings to configure system-wide employee settings.

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Presence Display

Choose how employee availability status is determined: Based on Attendances - an employee is marked present when they are checked into the Attendances module. Based on Login Status - an employee is marked present when they are logged into Knowlix. Advanced Presence Control - when enabled, presence can be determined by operational signals:
  • Email Activity - an employee is considered present if they send at least a specified number of emails per hour
  • IP Address Restriction - employees are only marked present when connected from designated corporate IP addresses (enter multiple addresses separated by commas)

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Skills Management

Enable this option to display the Resume tab on employee profiles, allowing storage of work experience, skills, and certifications. Disable if your organization does not use skill tracking.

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Remote Work

Enable this option to show a daily location schedule on each employee’s Work Information tab. Managers can specify whether the employee works from home, the office, or another location for each day of the week. The employee card shows an icon indicating their current day’s work location.

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Work Organization

Set the Default Company Working Hours that applies to new employees unless overridden. Available schedules are shared with the Payroll module.

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Employee Self-Editing

Enable Employee Editing to allow employees to update their own profile information (address, phone, emergency contacts, etc.) without requiring HR intervention.

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Employee Profiles

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Creating a New Employee

Navigate to Employees > Employees > New or click the New button from the employee list. General information:
  • Employee Name and Job Position
  • Work Email - used for internal notifications and system communications
  • Work Phone and Mobile
  • Manager - who this employee reports to
  • Coach - development mentor (optional)
  • Department - organizational unit assignment
  • Job Title - display title shown on business cards and documents
  • Company - for multi-company environments
  • Tags - custom labels for filtering and grouping
  • Profile Photo

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Work Information Tab

Configure the employee’s practical work setup:
  • Work Location - primary work site
  • Working Hours - the employee’s weekly schedule
  • Timezone - for remote or distributed teams
  • Flexible Hours - whether the employee follows a flexible schedule
Approvers section:
  • Time Off - who approves this employee’s leave requests
  • Expenses - who approves expense reports
  • Attendance - who oversees and can modify attendance records
Remote Work Schedule (when Remote Work setting is enabled): Configure which days of the week the employee works from home vs. office.

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Private Information Tab

Store sensitive personal details accessible only to HR:
  • Home address
  • Private phone and email
  • Emergency contact name and phone
  • Marital status and number of dependents
  • Visa/work permit information (number and expiry)
  • Certificate level (highest education)
  • Field of study
This information feeds into payroll calculations and compliance reporting.

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HR Settings Tab

Configure HR-specific attributes:
  • Employee Type - Employee, Student, Freelancer, or Subcontractor
  • Related User - the Knowlix user account linked to this employee profile
  • PIN - for kiosk check-in in Attendances
  • Badge ID - for NFC badge-based check-in
  • Fleet - whether the employee has a company vehicle
  • Timesheet Cost - hourly cost rate for project costing

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Resume Tab

When Skills Management is enabled, this tab displays: Work Experience - previous positions, companies, and durations. Add entries for current and past roles to build a complete employment history. Skills - competency ratings across configured skill categories (technical skills, languages, certifications, etc.). Skills are rated by level and can be updated during appraisals. Education - academic qualifications and degrees.

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Departments

Departments create the organizational hierarchy for reporting, access control, and team management. Navigate to Employees > Employees > Departments to manage the department structure. Each department has:
  • Name
  • Manager - the department head
  • Parent Department - for creating sub-departments within a hierarchy
  • Company - for multi-company configurations
The organizational chart view (Employees > Employees > Org Chart) displays the full reporting structure visually.

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Contracts

Employment contracts track the formal terms of each employment relationship. Navigate to Employees > Employees > (employee) > Contracts tab or access all contracts from Employees > Employees > Contracts. Contract fields:
  • Contract Reference - internal identifier
  • Employee and Job Position
  • Contract Start Date and End Date (leave blank for indefinite)
  • Work Schedule - the employee’s working hours
  • Salary Structure - payroll calculation method
  • Wage - base salary amount and period (monthly, annual, etc.)
  • HR Responsible - the HR person managing this contract
Contracts move through status stages: New, Running, Expired, Cancelled. Only one contract should be in Running status per employee at a time.

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Certifications

Certifications validate that employees have completed specific training or hold official qualifications. Navigate to Employees > Configuration > Certifications to manage certification types. Certifications can be issued to employees from their profile under the Resume tab’s education section, or through the eLearning module’s course completion workflow.

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Badges

Badges recognize employee achievements, performance milestones, and contributions. They can be awarded manually by managers or triggered automatically by CRM challenges or eLearning course completions. Navigate to Employees > Configuration > Badges to view and manage the badge library. Creating a badge: Click New and configure:
  • Badge Name
  • Image - visual icon displayed on the badge
  • Description - what this badge represents
  • Who can grant this badge - all users, selected users, or users holding a specific badge
  • Monthly sending limit - per person to prevent badge inflation
  • Earned by Challenge - link to automatic award criteria
Awarding a badge: Click Grant on any badge from the Badges dashboard, or navigate to an employee’s profile and click Grant Badge from their record. Viewing employee badges: Open an employee profile and go to the Received Badges tab to see all awards.

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Equipment

Track company-owned equipment assigned to employees (laptops, phones, office furniture, tools, etc.). From an employee’s profile, go to the Equipment tab to see assigned items. Create equipment records from Employees > Employees > (employee) > Equipment > New. Equipment assignment creates an ownership record showing who has each asset, when it was assigned, and its current condition.

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Onboarding

Onboarding activities guide new employees through their first days with structured task lists. Navigate to Employees > Configuration > Activity Plans > Onboarding to configure the default onboarding checklist. Activities can include setting up equipment, completing paperwork, attending orientation sessions, and meeting key team members. When a new employee record is created, the system can automatically assign onboarding activities to HR, IT, and the new employee’s manager.

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Offboarding

When an employee leaves, the offboarding workflow ensures proper knowledge transfer, asset return, and access removal. Navigate to Employees > Employees > (employee) > Archive to begin the offboarding process. Before archiving, complete the offboarding checklist items including equipment return, access revocation, final payroll processing, and document handover. The archived employee’s historical records remain accessible for compliance and reporting purposes.

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Retention Reporting

Navigate to Employees > Reporting > Retention to view employee retention metrics over time. This report shows headcount changes, new hires, and departures by period, helping HR identify turnover trends and benchmark against industry standards.

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Best Practices

Complete all employee profile fields thoroughly, especially approvers and tax information, before running the first payroll for a new hire. Use consistent department names across all systems for accurate reporting. Update contract records whenever employment terms change rather than modifying existing contracts. Conduct skill assessments during appraisals to keep the resume tab data current. Use tags to create cross-functional groups (project teams, committees) that don’t follow the department hierarchy. Your Knowlix: “Show me all employees in the Sales department” or “Which employees have contracts expiring this month?” or “List employees who haven’t logged in for 30 days” or “Show me the organizational chart for the Operations team” or “Which employees are working from home today?”