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Feature-wise Administrative Guide

Employee Management

Purpose — Provide a single place to onboard, maintain, and retire an employee record. This includes core identity, personal, professional, contact, address, qualification, and employment history data for teaching, non-teaching, vocational, and departmental staff.

Who Can Use It
  • School ADMIN and DHE — full access within their scope.
  • dheEmployee — access depends on explicit permissions (Employee Create / Read / Update / Delete) and department scope.
  • employee — self-service (view and update own record); wider access only with explicit grants.
Key Capabilities
  • Onboard a new employee with personal, contact, and address details in a single operation.
  • List employees with rich filters — employee type, designation, appointed level, gender, religion, marital status, social category, disability, industry experience, vocational sector, subject taught, qualification, trade, district, constituency, date-of-joining range, active/inactive status, and free-text search. View the complete employee profile in one place.
  • Update the profile as a whole or section-by-section (basic info, address, contact, professional).
  • Maintain the employee's contacts, addresses, qualifications, and employment history.
  • Toggle an employee between active and inactive without deleting the record.
  • Disable the employee's login while retaining the record.
  • Delete individual employees or a batch of employees.
  • Save partial onboarding data as a draft so long forms are not lost.
  • View organisation association history for the employee.
  • Look up employees by a list of IDs or search employees by name/email.
  • Retrieve employees serving as school heads (Principal, Vice-Principal, Headmaster). 

How It Works

  1. Use the "Add Employee" workflow to onboard a single employee, or the bulk-upload workflow (see 4.2) for many at once.

  2. Browse the employee list with the filters and search bar. Refine the view using status, category, designation, or geographic filters.

  3. Open any employee to see the full profile. Edit either the entire profile or just one section.

  4. Use the toggle-active or disable-login actions when an employee is temporarily unavailable or should not access the system.

  5. Use delete (single or batch) to retire records permanently.

Rules & Restrictions
  • Non-admin users must hold the corresponding permission for each action (Create / Read / Update / Delete / Export).
  • School ADMIN users are automatically restricted to their own school's employees. Employees can view and update only their own record unless permission-elevated. Section-wise updates by employees are routed to the approval workflow (see 4.4) instead of applied directly.
  •  DHE Employees must supply their designation identity so the system can compute their accessible schools/departments; requests without valid scope return an empty set (fail closed).
  • DHE users can delete only department employees; school-only employees are protected from DHE deletion.
  • Default list view shows active employees; explicit status=inactive or status=all is needed to see others.
  • Duplicate identifiers (Aadhaar, PAN, phone) reported by the Auth service are rejected with a downloadable error report.
  • All create/update/delete operations are audited with the acting user's identity and time.

Bulk Employee Onboarding

Purpose — Onboard many employees at once and reduce manual data entry for schools and departments.

Who Can Use It — schoolADMIN, dhe, and dheEmployee with the Employee Create permission.

Key Capabilities
  • Download the correct upload template for teaching, non-teaching, or vocational staff (with a "quick" variant containing fewer fields).
  • Upload a completed CSV or Excel file to onboard multiple employees in one operation.
  • Receive a downloadable validation report if any rows fail so they can be corrected and reuploaded.
How it Works

  • Download the template that matches the type of staff being onboarded.

  • Fill in the rows using the reference data provided in the template.

  • Upload the completed file.

  • If everything validates, the employees are created together; otherwise, a plain-text error report is returned indicating which rows failed and why.

Rules & Restrictions
  • Only CSV and Excel formats are accepted.
  • Only teaching, non-teaching, or vocational templates are supported; other type parameters are rejected.
  • Duplicate identifiers detected by the Auth service cause the upload to fail with a detailed report.

Employee Document Management

 

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