Employee Onboarding Procedures – Zeta HRMS

This document provides a step-by-step guide for onboarding employees, configuring HRMS rules, and managing key employee lifecycle processes in Zeta HRMS.

1. Employee Onboarding

A. Manual Onboarding

  1. Navigate to Core HR → Activities → Employee Master.

  2. Click New (bottom right).

  3. Enter all required employee details.

  4. Save the record.

B. Importing Employee Data from Excel

  1. Navigate to System Manager → Administrative Settings → Import.

  2. Select the appropriate Excel format for import.

    • For new employees, choose General and download the sample file.

  3. Fill out the Excel template with employee data.

  4. Upload the completed file using the selected format.

  5. The HR team can also import:

    • Communication details

    • Documents

    • Salary information
      by selecting the corresponding Excel template.

2. HRMS Tagging Rules

Each employee must be configured with appropriate HRMS rules to ensure proper workflow and compliance:

  1. Pay Category – Assign according to the employee’s division.

  2. Attendance Rule – Select the correct rule from the dropdown.

  3. Leave Rule – Allocate based on the employee’s division.

  4. End of Service (EOS) Rule – Assign according to division.

  5. Access Level – Ensure the correct access level is selected for the employee’s division.

  6. Approval Rule – Determines the flow of ESS requests; assign correctly.

  7. Statutory Rule – If applicable, select the UAE Pension rule.

3. Viewing and Editing Employee Data

  1. Navigate to Core HR → Employee Master.

  2. Select the desired employee.

  3. Click View or Edit to update information as needed.

4. Modifying or Uploading Employee Details

  1. Navigate to System Manager → Administrative Services → Import.

  2. Select the file type from the dropdown menu (General, Communication, Salary, Documents, etc.).

  3. Download the sample format.

  4. Complete the template with updated data and upload it.

  5. After import:

    • Updated data appears in the Employee Master.

    • A notification is displayed on the dashboard.

  6. Optionally, export employee data to Excel from the dashboard if needed.

5. Probation Confirmation or Extension

  1. Navigate to Core HR → Employee Master or Employee Probation.

  2. Select the employee.

  3. Choose Confirm or Extend Probation.

  4. Enter the required information and save.

6. Employee Division Transfer

  1. Navigate to Core HR → Division Transfer.

  2. Click New.

  3. Select the employee.

  4. Enter new division details and other required information.

  5. Save the record.