Your staff
The employee's profile
Every employee has a full profile. Open it from the staff list, the Dashboard, the Org chart, or any name in Attendance.
The header shows the photo or initials, the name, Active or Left, the employment type, and with Attendance when they clocked in today and where ("Clocked in 07:56 · Gate 1"). Under it are the staff ID, phone, email and who they report to, and how complete the profile is. The key facts follow: when they joined, when probation and the contract end (amber within 60 days), their shift, annual leave left and gross pay.
| Tab | What it holds |
|---|---|
| Overview | Everything below, in short |
| Personal | National ID, birth date, gender, marital status, nationality, emergency contacts |
| Job & pay | Title, department, branch, employment type, probation, reports to, pay, leaving or re-hiring |
| Attendance | The month's figures, one square per day, recent clock-ins with the machine, the machines they are on |
| Leave | Balances by kind, and every request |
| Documents | Uploaded files with kind and expiry date, and the letters issued |
| Payslips | Every payslip |
| History | Every change to the file |
Each part is edited where it is shown: click its Edit, change it, save. Kaydro keeps the old and the new value of every change, so History shows when the title, department, pay, branch or manager changed, and every contract, probation, joining and leaving.
To keep a copy of an ID, certificate or contract, open Documents, upload the file, choose its kind and enter its expiry date if it has one. Documents are kept privately, and one close to expiry shows on the Dashboard under Coming up.
Letters
Click Letter at the top of the profile. Every letter is printed on your letterhead (logo, name and address), dated, with a reference and lines for both signatures.
- Employment confirmation and Salary confirmation: ready to print and stamp, for a bank or a landlord.
- Warning letter… and Termination letter…: see below.
To give a warning letter:
- Click Letter → Warning letter….
- Check the level. Kaydro chooses first, second or final for you: each new warning within 12 months goes up one level.
- Write what it is about, what happened and what is expected from now on.
- For lateness, click Add the late days from the machines. The dates and minutes late from the last 90 days are written in.
- Click Save and print.
A termination letter works the same way: the reason, the last day, the notice, the handover and the final pay, and a tick to mark the person as left on that last day.
Saved letters stay on the profile under Documents → Letters issued and in History. Only HR and the person the letter is addressed to can open it.