Employee Applet

Purpose and Overview

The Employee Applet is the central hub for managing employee master data in the Akaun Platform. It brings together employee profiles, reporting lines, login access, payroll and tax configuration, claims setup, and compliance records in one structured system.

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Core Concept: A single employee record should connect who the employee is, where they sit in the organization, what access they have, and how they are paid and reimbursed.

About the Applet

Purpose: Maintain accurate employee master data and operational settings across HR, finance, and access control workflows.

Target Users: HR and People Ops, Finance and Payroll, Department Managers, IT and System Admins.

Key Features:

Employee profile creation and maintenance
Employee category management and labeling
Org chart and report-to structure
Login access and permission controls
Payroll, tax, and payment configuration
Claims accounts and entitlements visibility
Bulk file import and audit trails

Key Features Overview

Who Benefits from This Applet?

HR and People Ops:

Structured onboarding and profile maintenance
Central view of employee contact and address data
Quick updates to branches, departments, and roles

Finance and Payroll:

Consistent payment and tax configuration
Spending limits and claim entitlement linkage
Clean data for payroll and reimbursement processing

Department Managers:

Clear report-to structure and team visibility
Approved leave tracking and updates
Accurate org chart alignment

IT and System Admins:

Login and permission control
Feature visibility and access management
Applet audit trail for compliance

What Problems Does This Solve?

The Fragmented Employee Data Problem:

Traditional employee management is scattered across spreadsheets, email threads, and separate HR or payroll systems. Common issues include:

Duplicate or inconsistent employee records
Missing reporting lines and unclear approvals
Inaccurate payroll and tax configuration
Delayed onboarding due to manual setup
Lack of audit traceability

The Employee Applet Solution:

Single source of truth for employee data
Structured org chart and report-to relationships
Integrated access setup for logins and permissions
Payroll-ready configuration for tax and payment settings
Bulk import tools for faster onboarding
Audit trail for compliance and accountability

Key Features Overview

Employee Master Data

Create, edit, and manage employee profiles

Org Chart & Reporting

Define report-to relationships and org structure

Control employee login, permissions, and roles

Payroll & Tax

Configure payment and tax details

Claims & Entitlements

Manage claim accounts, limits, and reports

File Import

Bulk upload and update employee records

Audit & Compliance

Applet logs and traceability

Configuration & Settings

Defaults, field settings, and visibility

overview of key features — Overview of Key Features of Employee Applet

Key Concepts

The Employee Master Structure

Aspect	Component	Practical Example
Who is the employee?	Profile and identity	Name, ID, designation
Where do they belong?	Branch, department, report-to	KL Branch, Finance, Manager X
What access do they need?	Login and permissions	Approver, HR admin, staff
How are they paid?	Payment and tax config	Bank details, tax profile
What can they claim?	Claims accounts and entitlements	Medical fund, travel limit

Real-World Example: A new finance executive joins the company. HR creates the employee profile, assigns the department and manager, IT sets login permissions, and finance configures tax and payment details. The employee is ready for payroll and claims in one flow.

Quick Start Guide

Quick start for Employee applet — Infographic of quick start on Employee Applet

Get started quickly based on your role.

For HR/Admins: Create a New Employee

Goal: Add a new employee with complete profile details.

Navigate: Go to Employee Listing
Image of Employee Listing where user can see all the created employee
Create: Click + and fill in basic details
Create button for creating new employee listing.
Add Contacts: Update Employee Name, Employee Code, Employee Nickname, status, and other fields
Add employee fields in the Create Employee section.
Assign Structure: Set branch, department, and report-to
Set employee branch in the configuration.
Save: Confirm and save the employee record
Click CREATE to save the employee details.

For Managers: Maintain Reporting Lines and Leave

Goal: Keep team structure and approved leave accurate.

Open Employee Profile from the listing
Click on the employee listing to view their details.
Update Report-To to reflect team changes
Report To tab in the applet. User can add and edit the details in the tab.
Review Approved Leave for visibility
To create new Approved Leave listing

create leave for employee — Set date for approved leave and click button Add to save

Pop out successful — Approved leave saved successfully

4. Check Org Chart to ensure hierarchy is updated

org-chart-structure — Structure of the organization

5. Save Changes to update the org chart view

For Finance/Payroll: Configure Payment and Tax

Goal: Ensure payroll-ready employee setup.

Open Employee Profile
Go to Payment Config and add bank details
Configuration for employee payment details
Set Tax Profile and statutory fields
Configuration for employee tax details
Configure Spending Limits if required
Configuration for employee spending limit details
Review Changes to confirm payroll fields
Save to activate payroll data
Saved all the edited/added details for the employee

For IT/Admins: Set Permissions and Visibility

Goal: Control user access and feature availability.

Go to Settings
Configure Permission Sets for roles and teams
Set permission and role for each employee
Adjust Feature Visibility for menus and tabs
Choose either the user want to hide the or show each tab in the applet

Application configuration — Disable and enable each tab in the applet

4. Assign User Permissions to the employee login 5. Save to apply access changes

Employee Master Data

The employee listing is the main hub for creating and managing employee records. It includes:

Profile details, category, and employment type
Contact and address management
Branch and company assignments
Engagement company access and e-invoice details
Peppol ID link setup and notification configuration

Employee Listing page showing employee records and filters — Employee Listing: Manage employee master data with search and filters.

Employee Create: Update profile, contact, and employment details in one form.

Employee Edit: Update profile, contact, and employment details in one form.

Common Statuses/States

Status	Meaning	Typical Use
ACTIVE	Employee is active in the system	Standard employee record
INACTIVE	Employee is no longer active	Offboarding or long leave
DRAFT	Profile setup not completed	During onboarding

Employee Categories

Use category listing to classify employees for reporting, filtering, and policy control:

Create, edit, and assign employee categories
Label-based grouping for HR and finance views
Treeview selection with localized labels

Employee categories view showing reporting structure — Employee categories: Visualize reporting lines and employee categories.

Org Chart and Reporting

Use the org chart tools to define and visualize reporting lines:

Report-to setup per employee
Org chart listing and hierarchy view
Approved leave visibility for manager planning

Org chart view showing reporting structure — Org Chart: Visualize reporting lines and team structure.

Login and Access

Control login and access rights directly from employee profiles:

Create and edit employee login credentials
Login Tab in the Employe details
Set rank, status, and applet catalog access
Configuration for employee login

Payroll and Tax Configuration

Payroll readiness requires consistent financial setup:

Payment configuration and bank details
Tax profile and statutory settings
Employee spending limits for controlled reimbursements

Claims and Entitlements

The applet ties employee records to claim management:

Claims accounts and entitlement linkage
Claims report visibility for HR and finance
Balance and usage tracking for entitlements

File Import

Bulk import simplifies onboarding and mass updates:

Upload employee data files
Validate and preview before import
Reduce manual entry for large teams
Use the template file to avoid validation errors
Allow user to import employee details in CSV file which will saved more time

Sample File Import Template

Use CSV or Excel (XLSX) with headers in the first row. Recommended format:

Column	Required	Example	Notes
Employee Code	Yes	EMP001	Must be unique
Employee Name	Yes	Nur Aisyah	Legal name
Employee Type	Yes	Merchant	Employee type
ID Number	Yes	EMP1234	Employee identification
Email	Yes	nur@example.com	Used for login
Phone	No	+60 12-345 6789	Include country code
Branch Code	Yes	KL01	Must exist in Branch setup
Department	No	Finance	Use standard department names
Report To (Employee ID)	No	EMP0005	Manager ID
Join Date	No	2026-01-15	YYYY-MM-DD
Status	No	ACTIVE	ACTIVE/INACTIVE

Configuration & Settings

Access settings under Settings to control behavior across the applet.

Key configuration areas:

Default Selection: Branch, department, and common defaults
Field Settings: Enable or hide fields and tabs
Webhook: Integrate employee events with external systems
Feature Visibility: Control access to menus and modules
Permission Wizard and Sets: Role-based access management
User, Team, and Role Permissions: Fine-grained control
Personalization: Default preferences and sidebar layout
Applet Log: Trace actions for compliance audits

Employee Applet settings page with configuration sections — Settings: Configure defaults, field visibility, and permissions.

FAQ

Q: Why can I not see the Create Employee button? A: You may not have the required permission set. Check role or user permissions in Settings.

Q: How do I bulk upload employees? A: Go to File Import, upload the template file, validate, and import.

Q: How do I change an employee’s reporting manager? A: Open the employee profile and update the Report-To section.

Q: Why are payroll or tax fields hidden? A: Field visibility can be controlled in Settings > Field Settings.

Q: How do I link a Peppol ID for e-invoicing? A: Use the Peppol ID Link section in the employee profile.

Q: Why can I not see the Org Chart menu? A: Feature visibility or role permissions may hide it. Check Settings > Feature Visibility.