Skip to main content
The employees module centralizes the file of all personnel, active and inactive: personal and employment data, scanned documents, and contracts.

​
Create an employee

1

Go to Human Resources → Employees → New Employee

2

General info tab

  • Personal: first names, last names, document type and number, NIT, date of birth, email, phone, and address.
  • Employment: relationship type, pay type, hourly rate, contract type, job position, direct supervisor, hire date, and monthly salary.
  • Banking: bank, account type, and account number (used for the payroll payment disbursement file).
  • Emergency contact.
3

Save

The hire date is essential: it is used to calculate seniority, the year-end bonus (aguinaldo), vacation, and severance settlement.

​
Contract types

The system’s default payroll policies are not automatically applied to temporary and by project employees. Policies created by your business are applied.

​
Relationship and pay type

These fields indicate how the hours classified in Schedule compliance and in the attendance review of payroll are valued.

​
Pay type

With a Professional services relationship no legal surcharges apply, and employees with a monthly salary are not suggested any additional amount. Assigning a mandatory schedule to a services provider may establish an employment relationship: consult your advisor.
If an active contract of the employee defines pay type and rate, the one from the contract in force on each date is used; otherwise, the employee’s.

​
Documents

In the Documents tab you upload and download the files in the personnel file: copy of the ID document, certificates, degrees, etc.

​
Contracts

In the Contracts tab you record the employee’s contract history (type, start and end dates, agreed salary, and remarks). You can:
  • Attach the signed contract.
  • Generate the contract from a contract template: FileXpress replaces the fields with the employee’s data and shows a preview before you confirm.

​
Activate / Deactivate

Employees are deactivated, not deleted, when the employment relationship ends; this preserves the payroll history. When a severance settlement is finalized, the employee automatically becomes inactive.

​
See also