02
Employee Records
An employee record is the master file for each person in your company. Keeping it complete and accurate ensures all connected modules work correctly.
1
Create an employee
Employees
▸
NEW
Click New to create a new employee record. Fill in all tabs systematically — incomplete records cause issues in payroll and leave calculations.
Main tab fields
Employee Name
*
Full legal name as per NRIC/passport.
Job Position
*
Their specific role — e.g. "Senior Accountant". Links to a job position record.
Job Title
Display title shown on documents — can differ from job position.
Department
*
Which department they belong to.
Manager
Their direct reporting manager.
Coach
Their mentor or buddy — used for onboarding tracking.
Work Location
Office, Remote, or a specific branch.
Work Email
*
Company email address. Used for Odoo portal access.
Work Phone
Direct work line.
Mobile Phone
Mobile number used for WhatsApp and SMS notifications.
2
Work Information tab
Work Information tab fields
Working Hours
*
Standard work schedule — e.g. "40 hours/week". Drives attendance and overtime calculations.
Timezone
*
Employee's timezone. Important for remote workers in different zones.
Approvers
Who approves their time off and expenses. Defaults to their manager.
3
Private Information tab
The Private Information tab stores personal data visible only to HR managers.
Private Information fields
Home Address
Used for payslip mailing and emergency contact.
NRIC / Passport No
*
Required for Malaysian statutory payroll (EPF/SOCSO/EIS/PCB).
Gender
Required for SOCSO and tax calculations.
Date of Birth
*
Required for EPF age-based contribution rates and tax relief.
Place of Birth
Required for e-PCB submission.
Marital Status
Affects PCB/MTD calculation.
Number of Dependants
Children and dependants for PCB tax relief.
Nationality
Malaysian or non-Malaysian affects tax and levy treatment.
Certificate Level
Highest education qualification.
Field of Study
Relevant field of study.
Bank Account Number
For payroll direct credit. Add via the Save button → Bank Account.
4
HR Settings tab
HR Settings fields
Employee Type
*
Employee: standard staff. Student, Freelancer, or other types for different contract situations.
Related User
Link to an Odoo portal/backend user account. Required for portal and ESS access.
EPF Number
Employee's EPF membership number for statutory contribution reporting.
SOCSO Number
Employee's SOCSO/EIS number.
Tax ID (Income Tax No)
Employee's income tax reference number for e-PCB filing.