Purpose: To create a centralized and accurate record of the employee’s personal, job, and payroll information. This enables the organization to manage HR processes effectively, including attendance, leave, payroll, performance tracking, and compliance with company policies and labor regulations.
Accessing the App
Required Role: HRManager
Log in to Luvelo HR using the mobile app or by visiting app.luvelo.org/hr in your web browser.
Adding an Employee
From the home screen, select "Employees". This will display the full list of employees currently in the system.
Click the plus (+) icon on the top-right corner to add a new record.
Complete the Employee Details section. Please note that fields marked with an asterisk (*) are required.
Personal Information:
First Name: The employee’s given name.
Middle Name: The employee’s middle name(s), if applicable.
Last Name: The employee’s family or surname.
UID: Unique Identifier assigned to the employee (employee number).
Gender: Employee’s gender. Options: Male, Female.
Date of Birth: Employee’s birthdate.
Department: The department the employee belongs to (e.g., Finance, HR, Operations).
Site: The work location or branch where the employee is assigned.
Company: The legal entity or company the employee works for.
Personal Phone: Employee’s personal mobile phone number.
Personal Email: Employee’s personal email address.
Work Phone: Employee’s office or work phone number.
Work Email: Employee’s official work email address.
National ID: Employee’s national identification number.
Preferred Language: Employee’s preferred language for communication.
Passport Country: Country that issued the employee’s passport.
Inkhundla: The administrative subdivision or local constituency where the employee resides.
Nearest Clinic to Home: Name of the healthcare facility closest to the employee’s residence.
Nearest School to Home: Name of the school closest to the employee’s residence.
Employment Information:
Start Date: The date the employee officially begins their employment
End Date: The date the employee’s employment ends, if applicable (mm/dd/yyyy). Used for contract workers or terminated employees.
Hours Method: Defines how the employee’s working hours are determined.
Assumed Hours Per Day: Standard number of working hours assigned to the employee per day (e.g., 8 hours).
Status: Indicates whether the employee is currently active or not.
Is Contract Exempted: Indicates whether the employee is exempt from standard contract rules (e.g., special arrangements, consultants).
Manual Contract: Used when the employee’s contract is not system-generated and their salary is entered manually by the payroll team.
Grade: The employee’s job grade or level within the organization (e.g., Level 3, Grade B2). Determines seniority and sometimes pay.
Direct Authority (Manager): The supervisor or manager the employee reports directly to.
Pay Structure: The payment method for the employee:
> Hourly – Paid based on hours worked.
> Salary – Paid a fixed amount per period regardless of hours worked.
Employment Position: The system-defined internal role the employee occupies (e.g., Cashier, Driver, HR Officer).
Employment Title: The formal job title used for job descriptions and organizational charts (e.g., Sales Representative, Senior Accountant).
Meal Plan: Indicates whether the employee receives a company meal allowance, meal tickets, or access to a meal program.
After entering all details, click save.