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Employee Management & Profile

1. Business Goal​

The Employee Management module provides a comprehensive "360-degree view" of every individual within the organization. It facilitates the management of personal data, official documents, career progression, and professional development. The module supports two primary contexts: a "Personal Profile" (Employee Self-Service) and an "Employee Card" (Admin/HR/Manager view).

2. Functional Blocks (User Flows)​

Digital Profile (360-degree View)​

  • Overview: Display of core employee details including personal information, contact details, emergency contacts, current role, and department.
  • Contextual Views: Information is filtered based on the viewer's role (e.g., an employee sees their own sensitive data, while a manager sees performance-related metrics).

Data Management & Editing​

  • Self-Service: Employees can request updates to their personal data (e.g., change of address or marital status).
  • Approval Workflow: Critical changes may require HR or Manager approval before being finalized in the system.
  • Validation: Strict client-side validation for phone formats, emails, and mandatory fields.

Career History (Timeline)​

  • Progression: A chronological log of changes in positions, departments, salary grades, and employment types (e.g., transition from "Probation" to "Full-time").
  • Promotion Logic: Captures effective dates for each change to maintain historical accuracy.

Document Management​

  • Secure Vault: A dedicated section for uploading and storing employment contracts, IDs, tax documents, and professional certifications.
  • Access Control: Strict permissions ensuring only authorized personnel and the employee can access private documents.

Team & Org Chart Context​

  • Reporting Lines: Visualization of the employee's direct manager and any direct subordinates.
  • Navigation: Ability to navigate to the profiles of team members within the hierarchy.

Skill Matrix & Competencies​

  • Professional Growth: A directory of technical and soft skills assigned to the employee, with proficiency levels (e.g., Junior, Mid, Senior).

3. Technical Requirements (Logic)​

Field-Level Permissions​

  • Implement a logic layer that determines field visibility and editability based on the user's role and the target employee's ID.
    • Example: "Basic Salary" is hidden from everyone except HR and the employee's direct manager (if allowed by policy).

File Handling​

  • Secure Uploads: Multi-part upload support with file type and size restrictions.
  • Preview & Secure Download: Logic for generating temporary secure URLs or handling binary streams for private document viewing to prevent unauthorized link sharing.

Draft & Approval Logic​

  • When an employee edits protected fields, the system should store a "Draft" or "Pending Change" state instead of overwriting the active record.
  • The UI must clearly indicate fields that are "Awaiting Approval."

Integration with Custom Fields​

  • The profile must dynamically fetch and render custom fields defined in the System Administration module.
  • Custom fields should be treated as part of the core data model during GET and PATCH operations.

4. API Endpoints (Contract)​

GET /api/users/{id}​

  • Returns the full employee profile, including aggregated data from career history, current position, and custom fields.

PATCH /api/users/{id}​

  • Updates specific segments of the profile. Supports partial updates (e.g., updating only contact information).

POST /api/users/{id}/block​

  • Suspends the user's access to the system.

POST /api/users/{id}/unblock​

  • Restores the user's access to the system.

GET /api/users/{id}/history​

  • Returns the chronological list of career transitions and role changes.

POST/DELETE /api/users/{id}/documents​

  • Endpoints for uploading new documents and removing existing ones.

GET /api/users/{id}/org-structure​

  • Returns data regarding direct managers and subordinates for hierarchy visualization.

5. UI States​

Read vs. Edit Modes​

  • Distinct visual states for viewing data and modifying it. Inline editing or modal-based forms depending on the data complexity.

Status Indicators​

  • Visual badges for employee status: Active, On Leave, Sick Leave, On Probation, Terminated.

Profile Completion Progress​

  • Gamification/UX element: "Your profile is 70% complete. Add your emergency contact to reach 100%."

Critical Action Modals​

  • Multi-step confirmation dialogs for high-impact actions like "Terminate Employment" or "Change Reporting Manager."