> ## Documentation Index
> Fetch the complete documentation index at: https://docs.filexpress.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Employees

> Personnel file: general data, documents, and contracts

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**

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

### Contract types

| Type | Description |
| - | - |
| **Permanent** | Indefinite-term contract. All payroll policies apply to it. |
| **Temporary** | Contract for a fixed period. |
| **By project** | Linked to a specific project. |

> [!NOTE]
>
> 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](https://docs.filexpress.app/en/docs/rrhh/cumplimiento.md) and in the attendance review of [payroll](https://docs.filexpress.app/en/docs/rrhh/nominas.md#attendance-review) are valued.

| Field | Options |
| - | - |
| **Relationship** | **Employment** (work relationship, with legal surcharges) or **Professional services** (no legal surcharges). |
| **Pay type** | **Monthly salary**, **Hourly**, or **Fees**. |
| **Hourly rate** | Required if the pay type is **Hourly**. Also used with **Fees**. |

### Pay type

| Pay type | How the suggested amount is calculated |
| - | - |
| **Monthly salary** | Regular daytime hours are already included in the salary. It suggests paying only the **additional surcharge** for regular night hours, on rest days, or on holidays, and the full overtime hour with its surcharge. The hourly rate is derived from the monthly salary. |
| **Hourly** | Each hour worked × hourly rate × the multiplier of its category. If the rate is below the minimum hourly wage in the [labor rules](https://docs.filexpress.app/en/docs/rrhh/reglas-laborales.md), a warning is shown. |
| **Fees** | Hours × rate, **with no surcharges** (multiplier 1). |

> [!NOTE]
>
> 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](#contracts) 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](https://docs.filexpress.app/en/docs/rrhh/contratos.md): 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

* [Job positions](https://docs.filexpress.app/en/docs/rrhh/puestos.md) and [Organizational Chart](https://docs.filexpress.app/en/docs/rrhh/organigrama.md)
* [Attendance](https://docs.filexpress.app/en/docs/rrhh/asistencia.md) and [Leave and vacation](https://docs.filexpress.app/en/docs/rrhh/permisos.md)
* [Schedules](https://docs.filexpress.app/en/docs/rrhh/horarios.md) and [Labor rules](https://docs.filexpress.app/en/docs/rrhh/reglas-laborales.md)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.