Team Lead — Employee Management User Guide

Version: 1.0
Last updated: December 10, 2025

Table of Contents

1. Welcome to Employee Management

Welcome to the Team Lead Employee Management System! This guide will help you understand how to view, manage, and communicate with your team members effectively.

What is this system?

The Employee Management system is your central hub for managing your team members. As a team lead, you can:

  • View all team members assigned to you
  • Access complete employee information and profiles
  • Monitor employee activity and performance metrics
  • Track attendance, leave, and overtime
  • Communicate with your team members
  • Manage schedules and assignments
  • Document notes and observations
  • Generate reports about your team
  • View employment history and records

Your role in employee management:

You as Team Lead
        ↓
├─ Access team member information
├─ Monitor employee performance
├─ Facilitate communications
├─ Manage team schedules
├─ Document observations
├─ Support HR with information
├─ Report to management
└─ Ensure team productivity

Key benefits:

  • ✅ Centralized view of all team information
  • ✅ Quick access to employee details
  • ✅ Real-time monitoring of team activity
  • ✅ Easy communication platform
  • ✅ Historical records and notes
  • ✅ Performance and productivity tracking
  • ✅ Integration with attendance, leave, overtime systems

2. What You Can Do

In the Employee Management system, you can:

✅ View employee list — See all team members assigned to you
✅ Access profiles — View complete employee information
✅ Check employment details — Department, position, hire date, manager
✅ Review contact info — Phone, email, emergency contacts
✅ View attendance — Access team member attendance records
✅ Check leave history — See approved leaves and time off
✅ Monitor overtime — View overtime requests and approvals
✅ Search employees — Find specific team members quickly
✅ Filter by criteria — Filter by department, status, position
✅ Add notes — Document observations and communications
✅ View activity — See employee activity and login history
✅ Generate reports — Create reports about your team
✅ Export data — Download employee data for documentation
✅ Communicate — Message or email team members

What you CANNOT do:

❌ Modify employee personal information (HR only)
❌ Change employment status (HR only)
❌ Approve/reject leave or overtime (depends on role)
❌ Delete employee records (admin only)
❌ Change employee passwords (HR only)
❌ Assign roles or permissions (admin only)
❌ Modify salary or compensation (payroll only)

3. How to Access Employee Management

Web URL:

  1. Log in to the DTR System: https://your-domain.com
  2. Navigate to: TL Dashboard → Employee Management
  3. Or use direct URL: /tl/employee

From Menu:

  1. Click TL Dashboard in main menu
  2. Locate Team Management or Employees
  3. Click Employees to open

Mobile Access:

  • System is mobile-responsive
  • Tablet recommended for better viewing
  • Works on smartphones but optimized for desktop

Browser Requirements:

  • Chrome (recommended)
  • Firefox
  • Safari
  • Edge
  • JavaScript must be enabled
  • Cookies must be enabled

Permissions Required:

  • view_team_members — view your team
  • view_employee_profile — access employee details
  • edit_team_notes — add notes to employees

4. Understanding the Employee List

View file: resources/views/users/tl/employee/index.blade.php

The employee list (index page) shows all team members assigned to you in a table format.

Page Layout

The page is organized into these sections:

Section 1: Filter & Search Controls (Top)

Use these to narrow down which employees you want to see.

Section 2: Employee Table (Main Content)

All team members displayed in table format with key information.

Section 3: Pagination (Bottom)

Navigation controls to view more employees if list is long.

Top Controls - Filters & Search

Filter Controls (Left side):

Department Filter (Dropdown):

  • Show employees from specific department
  • Or: All departments (default)
  • Helps narrow by organizational unit

Status Filter (Dropdown):

  • Active — Currently employed, working
  • Inactive — Not currently working
  • On Leave — Currently on approved leave
  • All (default) — Show all statuses

Position Filter (Dropdown):

  • Show employees in specific position/role
  • Examples: Developer, Manager, Analyst
  • Or: All positions (default)

Employee Search:

  • Type employee name, ID, or email
  • Real-time search as you type
  • Finds matching employees quickly

Quick Actions (Right side):

  • Apply Filters Button — Click to apply selected filters
  • Clear Filters Button — Reset all filters to show all employees
  • Refresh Button — Manually refresh employee data
  • Export Button — Download employee list as CSV/Excel

Status Badges (Color-coded):

[Green]  Active      — Actively employed
[Gray]   Inactive    — Not currently employed
[Blue]   On Leave    — Currently on approved leave
[Orange] New Hire    — Recently hired (30 days)

Employee Table - Columns

Column Content Notes
Employee ID Unique identifier EMP-001 format
Name First and Last name Linked to profile
Position Job title/role Current position
Department Department name Organizational unit
Email Work email address Click to email
Phone Work phone number Contact information
Status Current employment status Active, Inactive, On Leave
Hire Date When employee was hired Shows tenure
Manager Direct supervisor Parent in hierarchy
Actions View/Details Button to see full profile

Table Features:

  • Pagination: 10-25 employees per page
  • Sorting: Click column headers to sort (if enabled)
  • Row styling:
    • Active: Normal background
    • Inactive: Grayed out
    • On Leave: Light blue background
    • Hover effect: Highlight row
  • Clickable row: Click row to navigate to profile

Empty State:

  • Message: "No employees found" or "You have no team members"
  • Call to action: "Contact HR to assign team members"
  • Link to request team member assignment

5. Viewing Employee Details

View file: resources/views/users/tl/employee/show.blade.php

Click on any employee to view their complete profile with detailed information.

How to Access Details Page

From the list:

  1. Find the employee you want to view
  2. Click their name (usually underlined/blue)
  3. Or click the "View Details" or eye icon button
  4. Detailed profile page opens

Details Page Layout

The details page displays comprehensive information organized into sections:

Header Section - Employee Overview

Shows at the top of the page:

  • Employee Avatar: Profile picture (large, 96x96px)
  • Employee Name: Full name (heading)
  • Employee ID: Unique identifier (EMP-001)
  • Status Badge: Active/Inactive/On Leave
  • Department: Department name
  • Position/Title: Current job title
  • Manager: Direct supervisor's name (linked)
  • Hire Date: When employee was hired
  • Contact: Email and phone number

Purpose: Quickly identify the employee and key information.

Section 1: Personal Information

Displays:

  • Full name (first and last)
  • Email address (work)
  • Phone number (work)
  • Personal phone number (if available)
  • Date of birth
  • Address/Location
  • Emergency contact name
  • Emergency contact phone
  • Marital status (if tracked)

Purpose: See personal details for employee identification and emergency contact.

Section 2: Employment Information

Displays:

  • Employee ID
  • Department
  • Position/Job Title
  • Employment type (Full-time, Part-time, Contract, Temporary)
  • Start date
  • End date (if terminated)
  • Manager/Direct Supervisor
  • Reports to (hierarchy)
  • Current status (Active/Inactive/Terminated)
  • Years of service (calculated)

Purpose: Understand employee's role and employment relationship.

Section 3: Contact & Location

Displays:

  • Work email
  • Work phone
  • Personal phone
  • Personal email (if available)
  • Office location
  • Work address
  • Timezone

Purpose: Facilitate communication and understand work location.

Section 4: Attendance & Leave Information

Displays:

  • Last check-in time
  • Last check-out time
  • Current leave status (if on leave)
  • Leave balance (if tracked)
  • Total absences this year
  • Late arrivals (count)
  • Current shift assignment
  • Shift start/end times

Purpose: Monitor employee's work activity and time off.

Section 5: Performance Metrics (Optional)

Displays:

  • Attendance percentage (this month/year)
  • On-time arrival percentage
  • Days absent
  • Overtime hours (this month/year)
  • Leave days used
  • Projects assigned
  • Performance rating (if tracked)

Purpose: Understand employee performance at a glance.

Section 6: Documents & Attachments

Displays:

  • Uploaded documents
  • Employment contract
  • Performance reviews
  • Certifications
  • Training records
  • Medical documents (if applicable)
  • Other uploaded files

Download option: Click document to download or view.

Section 7: Activity Log

Displays:

  • Last login date and time
  • Recent login attempts
  • Last DTR activities
  • Recent actions (leave requests, overtime, etc.)
  • Document uploads/changes
  • Status changes history

Purpose: See employee activity and engagement.

Section 8: Notes Section

Displays:

  • Team lead's notes about employee
  • Communication history
  • Observations
  • Important reminders
  • Performance discussions
  • Training needs

Add note:

  • Click "Add Note" or comment field
  • Type observation or information
  • Include date/time context
  • Save note

Example notes:

"Discussed attendance concerns on Dec 10 -
agreed on improvement plan"

"Excellent performance on Project X -
delivered ahead of schedule"

"Training needed: Advanced SQL -
schedule in January"

"Recommended for promotion - strong leadership skills"

Section 9: Team Assignment Information

Displays:

  • Team assignment date
  • Team name/ID
  • Team lead (you)
  • Assignment status (active/inactive)
  • Role in team

Purpose: Confirm team assignment and relationship.

Section 10: Quick Actions (Bottom)

Available buttons:

  • Edit — Edit employee information (limited, HR usually)
  • Send Message — Send message to employee
  • Send Email — Email employee
  • View Attendance — Go to attendance records
  • View Leave History — See leave requests
  • View Overtime — See overtime requests
  • Print Profile — Print employee profile
  • Export — Download profile as PDF
  • Back to List — Return to employee list

Example Employee Profile

╔════════════════════════════════════════════╗
║           JANE DOE - EMP-001              ║
║                [Active]                   ║
├════════════════════════════════════════════┤
║                                            ║
║ Position:     Senior Developer             ║
║ Department:   App Tech                     ║
║ Manager:      John Smith                   ║
║ Hire Date:    January 15, 2022             ║
║ Status:       Active ✓                     ║
║                                            ║
│────────────────────────────────────────────│
║ Contact:                                   ║
║ Email:        jane.doe@company.com         ║
║ Phone:        +1-555-0100                  ║
║ Address:      123 Main St, City, State     ║
║ Emergency:    John Doe - 555-0101          ║
║                                            ║
│────────────────────────────────────────────│
║ Metrics (This Month):                      ║
║ Attendance:   95% (19/20 days)             ║
║ Late Days:    1                            ║
║ Leave Days:   0                            ║
║ Overtime:     6 hours                      ║
║                                            ║
│────────────────────────────────────────────│
║ Recent Activity:                           ║
║ Last Login:   Today 9:00 AM                ║
║ Last Check-In: Today 8:58 AM               ║
║ Last Leave:   Dec 20-22 (Approved)         ║
║                                            ║
╚════════════════════════════════════════════╝

6. Filtering and Searching

Use filters to quickly find the employees you need to manage.

Quick Filters

Common Filter Combinations:

Active Employees Only:

  1. Status Filter: Active
  2. Click Filter
  3. Shows only actively employed team members

New Hires:

  1. Filter by hire date (last 30 days)
  2. Or use position filter for new roles
  3. Shows recent additions to team

Specific Department:

  1. Department Filter: Select department
  2. Click Filter
  3. Shows only employees from that department

Specific Position:

  1. Position Filter: Select position/role
  2. Click Filter
  3. Shows employees in that role

Advanced Filtering

Find Specific Employee:

  1. Type employee name in search box
  2. Results appear in real-time
  3. Shows only matching employees

Filter by Multiple Criteria:

Example: Find new developers in App Tech department

  1. Department: App Tech
  2. Position: Developer
  3. Hire Date: Last 30 days
  4. Click Filter
  5. Shows matching employees

Clear Filters:

  1. Click "Clear Filters" button
  2. All filters removed
  3. Table resets to show all team members

Search Tips

Search by Employee Name:

  • Type first name: "Jane"
  • Type last name: "Doe"
  • Type partial name: "Ja" or "Do"
  • Not case-sensitive

Search by Employee ID:

  • Type: "EMP-001"
  • Shows exact match

Search by Email:

  • Type: "jane.doe@company.com"
  • Shows matching email

Search by Phone:

  • Type: "555-0100"
  • Shows matching phone number

7. Common Tasks & Step-by-Step Guides

Task 1: View Your Complete Team List

Objective: See all employees assigned to you

Time to complete: 2-3 minutes

Steps:

  1. Navigate to Employee Management: /tl/employee
  2. Verify no filters are active (all employees shown)
  3. Review the employee table:
    • Employee names
    • Positions
    • Departments
    • Status
    • Contact information
  4. Note the total number of team members
  5. Review pagination if many employees

What to look for:

  • ✓ All expected team members listed
  • ✓ No unexpected employees
  • ✓ Status correct for each
  • ✓ Correct positions assigned
  • ✓ No missing team members

Next steps:

  • Click employee name to view details
  • Use search if looking for specific person
  • Add filters if needed

Estimated time: 3 minutes

Task 2: Find Specific Employee's Profile

Objective: Quickly access one employee's detailed information

Time to complete: 1-2 minutes

Steps:

  1. Open Employee Management page
  2. Use search box at top
  3. Type employee's name:
    • First name: "Jane"
    • Last name: "Doe"
    • Full name: "Jane Doe"
    • Or employee ID: "EMP-001"
  4. Results filter in real-time
  5. Click employee name or "View Details"
  6. Profile page opens with full information

What you can see:

  • Personal information
  • Employment details
  • Contact information
  • Current assignment
  • Performance metrics
  • Activity history
  • Notes and observations

Common reasons to view:

  • Reference employee information
  • Verify contact details
  • Check employment status
  • Review performance
  • Prepare for discussion
  • Document observation

Estimated time: 2 minutes

Task 3: Review New Team Member's Profile

Objective: Familiarize yourself with new employee information

Time to complete: 5-10 minutes

Steps:

  1. Find new employee in list (search by recent hire)
  2. Click to open their profile
  3. Review all sections thoroughly:
    • Personal info
    • Employment info
    • Contact details
    • Start date and position
    • Manager assignment
    • Emergency contact
  4. Note any important information:
    • Special skills
    • Certifications
    • Previous experience
    • Special arrangements
  5. Document any observations in notes

What to verify:

  • ✓ All information is accurate
  • ✓ Correct department/position
  • ✓ Proper manager assignment
  • ✓ Emergency contact on file
  • ✓ Status is active
  • ✓ No missing critical information

Follow-up actions:

  • Send welcome message
  • Schedule orientation
  • Assign onboarding tasks
  • Explain team expectations
  • Provide resources

Estimated time: 10 minutes

Task 4: Check Employee's Contact Information

Objective: Get employee's phone, email, or address

Time to complete: 1 minute

Steps:

  1. Search for employee by name or ID
  2. Click to open their profile
  3. Locate "Contact Information" section
  4. Find what you need:
    • Work email
    • Work phone
    • Personal phone (if needed)
    • Personal email
    • Office location
    • Mailing address
  5. Use information as needed
  6. Note: For emergencies, see emergency contact section

Contact information types:

Work Email:      jane.doe@company.com
Work Phone:      +1-555-0100 ext 123
Personal Phone:  +1-555-0199
Personal Email:  jane.doe@personal.com
Office:          Building A, Floor 3
Address:         123 Main St, City, State

When you need this:

  • Sending important communication
  • Emergency situation
  • Coordinating schedules
  • Sending official documents
  • Team event planning

Estimated time: 1 minute

Task 5: Review Employee's Recent Activity

Objective: See what employee has been doing recently

Time to complete: 3-5 minutes

Steps:

  1. Open employee's profile
  2. Scroll to "Activity Log" section
  3. Review recent activities:
    • Last login (when they accessed system)
    • Last check-in/out times
    • Recent requests (leave, overtime)
    • Document uploads
    • Status changes
  4. Look for patterns:
    • Regular usage?
    • Consistent activity?
    • Any unusual patterns?
  5. Note any concerns in employee notes

What activity log shows:

  • Login attempts and dates/times
  • DTR activity (check-in/out)
  • Leave requests submitted
  • Overtime requests submitted
  • Documents uploaded
  • Profile changes made
  • Status changes

What to look for:

  • ✓ Regular login activity (engaged)
  • ✓ Consistent check-in/out times
  • ✓ Normal request patterns
  • ✓ No suspicious activity
  • ⚠️ Long gaps between logins (disengaged?)
  • ⚠️ Unusual activity patterns

Example analysis:

Last week activity:
- Logged in 5 times (daily)
- Checked in on time each day
- No unusual activity
- Submitted 1 leave request (approved)

Assessment: Normal, engaged employee

Estimated time: 5 minutes

Task 6: Monitor Employee's Attendance & Leave

Objective: Check employee's attendance record and leave status

Time to complete: 3-5 minutes

Steps:

  1. Open employee's profile
  2. Find "Attendance & Leave Information" section
  3. Review:
    • Current attendance percentage
    • Days absent
    • Late arrivals
    • Current leave balance
    • Upcoming leave scheduled
  4. Click "View Attendance" to see detailed records
  5. Note any concerns:
    • Low attendance?
    • Frequent late arrivals?
    • Extended absences?
    • Unusual patterns?
  6. Document observations in notes

Metrics to review:

Attendance:       95% (19/20 days this month)
Days Absent:      1 (approved leave)
Late Arrivals:    2 (within acceptable range)
Leave Balance:    12 days remaining
Currently:        Not on leave
Next Leave:       Dec 20-22 (approved)

Good vs. Concerning:

Metric Good Concerning
Attendance % 90%+ Below 85%
Days Absent 0-1 3+ per month
Late Days 0-2 4+ per month
Leave Balance Consistent Depleted

Actions if concerning:

  1. Document observations
  2. Schedule discussion with employee
  3. Identify root causes
  4. Create improvement plan if needed
  5. Follow up regularly

Estimated time: 5 minutes

Task 7: Add or Update Employee Notes

Objective: Document observations or important information about employee

Time to complete: 3-5 minutes

Steps:

  1. Open employee's profile
  2. Scroll to "Notes" section
  3. Find existing notes (if any)
  4. Click "Add Note" or comment field
  5. Type your note:
    • Be specific and factual
    • Include date context
    • Explain situation
    • Document resolution (if any)
  6. Examples of good notes:
"Discussed attendance concerns on Dec 10.
Employee acknowledged pattern and committed
to improvement. Will monitor weekly."

"Excellent performance on Project X launch.
Delivered early and exceeded quality standards.
Recommended for recognition."

"Requested training in Advanced SQL.
Scheduled for January. Employee eager to develop skills."

"Discussed promotion opportunity. Employee
interested but wants to complete current project first."
  1. Click "Save" or "Post" to save note
  2. Note is now part of employee's record
  3. Visible to authorized HR and management

What to document:

✓ Performance observations
✓ Disciplinary discussions
✓ Training requests or completions
✓ Promotion discussions
✓ Accommodation requests
✓ Attendance concerns and resolutions
✓ Positive recognition
✓ Career development discussions
✓ Project assignments
✓ Skills and improvements

What NOT to document:

❌ Rumor or hearsay
❌ Personal opinions without basis
❌ Confidential information
❌ Anything discriminatory
❌ Promises or commitments you can't keep
❌ Emotional or inflammatory language

Good note practices:

  • Be factual and objective
  • Include dates and specific examples
  • Note both positive and developmental areas
  • Document conversations for accountability
  • Be professional in tone
  • Keep confidentiality

Estimated time: 5 minutes

Task 8: Generate Employee Report

Objective: Create report about team member for management or HR

Time to complete: 5-10 minutes

Steps:

  1. Open employee's profile
  2. Gather needed information:
    • Employment information
    • Performance metrics
    • Attendance record
    • Recent activity
    • Notes and observations
  3. Click "Export" or "Print Profile"
  4. Select format:
    • PDF (for sharing, printing)
    • Print (to physical paper)
    • Export (for records)
  5. File downloads or opens
  6. Review for accuracy
  7. Save with descriptive filename:
    • "Jane_Doe_Profile_Dec2025.pdf"
    • "EMP001_PerformanceReview.pdf"
  8. Share as needed:
    • Send to management
    • File in HR system
    • Attach to report
    • Use for discussion

Report use cases:

  • Performance reviews
  • Promotion recommendations
  • Training needs assessment
  • Disciplinary documentation
  • Reference documentation
  • Career development planning
  • Compliance/audit purposes

What to include in report:

  • Employee identification
  • Employment details
  • Key metrics and performance
  • Recent activity
  • Notes and observations
  • Recommendations (if any)
  • Date of report

Estimated time: 10 minutes

8. Employee Information & Profiles

Understanding employee information helps you manage your team effectively.

Personal Information

What it includes:

  • First and last name
  • Date of birth
  • Gender (if tracked)
  • Marital status (if tracked)
  • Personal email
  • Personal phone
  • Physical address
  • Emergency contact name
  • Emergency contact phone
  • Emergency contact relationship

Why it matters:

  • Emergency response
  • Personal communication
  • Record keeping
  • Compliance documentation

Employment Information

What it includes:

  • Employee ID
  • Department
  • Position/Job Title
  • Employment type:
    • Full-time
    • Part-time
    • Contract
    • Temporary
  • Start date
  • End date (if terminated)
  • Manager/Direct supervisor
  • Reporting hierarchy
  • Employment status:
    • Active (currently employed)
    • Inactive (not actively working)
    • Terminated (left company)
    • On leave (temporary)
  • Years of service

Why it matters:

  • Understand role and responsibilities
  • Know reporting structure
  • Track tenure and service
  • Compliance and employment law
  • Organizational planning

Contact Information

What it includes:

  • Work email address
  • Work phone number
  • Extension (if applicable)
  • Personal phone (optional)
  • Personal email (optional)
  • Office location
  • Work address
  • Mailing address (if different)
  • Timezone (for remote workers)

Why it matters:

  • Easy communication
  • Schedule coordination
  • Incident response
  • Remote work management

Performance Metrics

What it includes:

  • Attendance percentage
  • On-time arrival percentage
  • Days absent
  • Late arrivals count
  • Overtime hours
  • Leave days used
  • Projects assigned
  • Performance rating (if tracked)
  • Promotion status
  • Certifications and skills

Why it matters:

  • Track performance
  • Identify trends
  • Plan development
  • Make management decisions
  • Document achievement

Activity History

What it includes:

  • Last login date/time
  • Login frequency
  • Last DTR check-in
  • Last DTR check-out
  • Recent leave requests
  • Recent overtime requests
  • Document uploads
  • Profile changes
  • Status changes history

Why it matters:

  • Understand engagement
  • Identify issues early
  • Track compliance
  • Confirm activity
  • Verify information

9. Employee Status & Activity

Understanding employee status helps you manage team dynamics effectively.

Employment Status

Active

  • Currently employed and working
  • Expected to perform job duties
  • Should have regular DTR activity
  • Can request leave/overtime

Inactive

  • Not currently active
  • May be on extended leave
  • May be on sabbatical
  • Still technically employed

On Leave

  • Currently on approved leave
  • Temporary absence
  • Will return to work
  • DTR activity paused

Terminated

  • No longer employed
  • Has left the company
  • End date recorded
  • No longer has system access

Activity Monitoring

What to monitor:

  • Login frequency — How often employee accesses system
  • Check-in times — When employee arrives/leaves
  • Request patterns — How often they request leave/overtime
  • Document activity — Uploads and changes
  • Status changes — Any changes to employment status

Normal activity patterns:

  • Daily login (most employees)
  • Daily check-in/out
  • Occasional leave requests
  • Periodic overtime (if applicable)
  • Regular system usage

Concerning patterns:

  • No login for extended period
  • Irregular check-in/out
  • Frequent absences
  • Repeated late arrivals
  • No system activity

What to do:

  1. Identify pattern
  2. Schedule discussion
  3. Understand reason
  4. Document observation
  5. Create improvement plan (if needed)
  6. Follow up regularly

10. Managing Team Members

As a team lead, you have specific responsibilities for team management.

Team Member Assignment

When employee is assigned to you:

  1. They appear in your employee list
  2. You become responsible for their management
  3. You see their DTR, leave, overtime requests
  4. You can review their attendance
  5. You can add notes about them

Assignment process:

  • HR assigns employees to teams
  • Assignment includes start date
  • You receive notification
  • Employee assigned to your team

Communication with Employees

Communication methods available:

Direct Message:

  • Click "Send Message" on profile
  • Real-time messaging
  • For quick communication
  • Visible to both parties

Email:

  • Click "Send Email" on profile
  • Formal documentation
  • For official communication
  • Email on file

Phone:

  • Use work phone number
  • For urgent matters
  • Direct conversation

In-person Meeting:

  • Schedule meeting
  • Discuss important topics
  • Face-to-face communication
  • More impactful for sensitive matters

When to communicate:

  • Discuss attendance concerns
  • Recognize performance
  • Assign projects
  • Discuss career development
  • Address issues
  • Plan team activities
  • Share information
  • Provide feedback

Documentation & Notes

Why documentation matters:

  • Creates audit trail
  • Protects both parties
  • Shows consistency
  • Aids HR in decisions
  • Useful for reviews
  • Supports discipline if needed

What to document:

  • Performance discussions
  • Disciplinary conversations
  • Training provided
  • Accommodation requests
  • Project assignments
  • Recognition and praise
  • Career development discussions
  • Improvement plans
  • Attendance concerns and resolutions

Documentation best practices:

  • Be factual and specific
  • Include dates and times
  • Note who participated
  • Explain situation clearly
  • Document resolution
  • Be professional in tone
  • Keep confidentiality
  • Save for records

11. Employee Performance & Metrics

Understanding performance helps you manage effectively.

Key Performance Indicators

Attendance Metrics:

Attendance %        = Days Present / Working Days × 100
On-Time %           = Days On-Time / Working Days × 100
Absence Rate        = Total Absences / Period
Late Arrival Rate   = Total Late / Period

Example:

Jane Doe - December 2025:
Working Days:       20
Days Present:       19
Attendance %:       95%
Days Late:          1
On-Time %:          95%
Absences:           1 (approved leave)

Performance Tracking

What to track:

  • Attendance and punctuality
  • Leave patterns
  • Overtime (if applicable)
  • Project completion
  • Quality of work
  • Reliability
  • Communication
  • Team collaboration
  • Skill development
  • Customer feedback

How to use metrics:

  1. Identify patterns
  2. Recognize good performance
  3. Address concerns early
  4. Plan development
  5. Make fair decisions
  6. Document observations

Performance Discussions

When to have discussions:

  • Quarterly reviews
  • Annual reviews
  • Specific issues arise
  • Recognize achievement
  • Plan development
  • Address concerns
  • Discuss promotion
  • End of project

Discussion structure:

  1. Choose appropriate timing and location
  2. Be clear about purpose
  3. Gather relevant information
  4. Listen to employee perspective
  5. Discuss specific examples
  6. Agree on actions/next steps
  7. Document conversation
  8. Follow up as agreed

12. Communication & Notes

Effective communication is key to team management.

Adding Notes to Employee Records

How to add note:

  1. Open employee's profile
  2. Find "Notes" section
  3. Click "Add Note"
  4. Type your observation
  5. Click "Save"

Note best practices:

  • Be specific and factual
  • Include date and context
  • Note outcome or resolution
  • Professional tone
  • Confidential content
  • No discriminatory language

Types of notes:

Performance Recognition:

"Completed Project X on time and under budget.
Excellent project management and team collaboration.
Recommended for recognition."

Attendance Discussion:

"Discussed attendance pattern (2 absences in November).
Employee explained personal situation. Agreed on
improvement plan starting December. Will monitor weekly."

Training:

"Completed Advanced SQL training on Dec 5.
Passed assessment with 92%. Ready for database
optimization projects."

Development:

"Discussed career goals. Employee interested in
leadership role. Recommending for team lead training.
Schedule for Q1 2025."

Viewing Notes History

How to view:

  1. Open employee's profile
  2. Look at "Notes" section
  3. All notes displayed with dates
  4. Read through history
  5. Understand full context

Uses:

  • Understand employee history
  • See previous discussions
  • Track improvement
  • Document progression
  • Verify consistency

13. Common Scenarios and Solutions

Scenario 1: New Employee Starting

Situation:

New employee starts today. You need to get them information and set expectations.

What to do:

  1. Find their profile in system
  2. Review all their information to verify accuracy
  3. Send welcome message:
    • "Welcome to the team!"
    • Explain team structure
    • Share team expectations
    • Provide contact info
  4. Schedule orientation meeting
  5. Provide team resources
  6. Introduce to team members
  7. Assign onboarding checklist
  8. Check in after first week

Document:

Note in their profile: "Started Dec 10. Completed onboarding. Ready for project assignment."

Scenario 2: Performance Concern - Attendance

Situation:

Employee has been absent 3 times in 2 weeks.

What to do:

  1. View employee's profile and attendance
  2. Verify pattern is accurate
  3. Schedule discussion:
    • Choose private, quiet location
    • Explain specific observations
    • Ask about underlying issues
    • Listen to their perspective
  4. Possible causes:
    • Personal issues (medical, family)
    • Job satisfaction
    • Workload concerns
    • External factors
  5. Create plan:
    • Agree on expectations
    • Offer support if needed
    • Set review date
    • Document discussion

Document:

"Met with Jane on Dec 10 regarding attendance.
Reviewed 3 absences in past 2 weeks. Jane explained
family medical issue. Approved flexible schedule
through Dec 31. Will monitor and reassess."

Scenario 3: Employee Recognition

Situation:

Employee completed important project early and exceeded expectations.

What to do:

  1. Publicly recognize achievement (team setting)
  2. Send congratulation message
  3. Add note to their profile
  4. Inform their manager/HR
  5. Consider for bonus or promotion
  6. Recommend for awards program
  7. Share success with team
  8. Use as example of excellence

Document:

"Jane completed Project X ahead of schedule and
exceeded quality standards. All deliverables on time.
Team feedback very positive. Recommended for
monthly excellence award."

Scenario 4: Career Development Discussion

Situation:

Employee expresses interest in growing and advancing.

What to do:

  1. Schedule dedicated career discussion
  2. Understand their goals and aspirations
  3. Assess current skills and gaps
  4. Identify development opportunities
  5. Create development plan:
    • Training needed
    • Skills to develop
    • Timeline
    • Resources
    • Progress milestones
  6. Commit to support
  7. Schedule follow-ups
  8. Monitor progress

Document:

"Career development discussion with Jane on Dec 10.
Goals: Senior role within 18 months. Needs: Leadership
training, Advanced SQL, Project management cert.
Plan: Training Q1, assignment to lead role Q2.
Follow-up: Monthly check-ins."

14. Tips for Effective Employee Management

Tip 1: Get to Know Your Team

  • Learn everyone's names and roles
  • Understand their strengths
  • Know their career aspirations
  • Learn about their interests
  • Build personal connections
  • Make them feel valued

Action: Spend time with each team member one-on-one in your first month

Tip 2: Communicate Clearly

  • Be clear about expectations
  • Give regular feedback
  • Listen actively
  • Explain decisions
  • Be transparent
  • Respond to questions

Action: Hold weekly team meetings and monthly one-on-ones

Tip 3: Recognize Good Performance

  • Notice and appreciate good work
  • Provide specific praise
  • Publicly recognize achievements
  • Share successes with management
  • Make people feel valued
  • Motivate through recognition

Action: Send regular appreciation messages and document achievements

Tip 4: Address Issues Early

  • Don't ignore problems
  • Discuss concerns promptly
  • Understand the situation
  • Create improvement plans
  • Support the employee
  • Follow up regularly

Action: Schedule discussion within a few days of noticing an issue

Tip 5: Support Development

  • Identify skill gaps
  • Provide training opportunities
  • Mentor and coach
  • Stretch assignments
  • Career path planning
  • Investment in growth

Action: Create development plans for your top performers

Tip 6: Build Team Culture

  • Foster collaboration
  • Celebrate successes
  • Support each other
  • Facilitate communication
  • Create safe environment
  • Encourage innovation

Action: Regular team building and social events

Tip 7: Lead by Example

  • Model the behaviors you want
  • Work with integrity
  • Be professional
  • Show respect
  • Demonstrate reliability
  • Live company values

Action: Be the leader you want your team to follow

Tip 8: Keep Good Records

  • Document conversations
  • Keep notes current
  • Record decisions
  • Maintain consistency
  • Create accountability
  • Support HR when needed

Action: Update employee notes regularly and systematically

Tip 9: Be Fair and Consistent

  • Apply rules equally
  • Treat everyone respectfully
  • No favoritism
  • Transparent criteria
  • Consistent decisions
  • Equal opportunities

Action: Review policies and apply them consistently to all

Tip 10: Take Care of Yourself

  • Don't burn out
  • Maintain work-life balance
  • Ask for support when needed
  • Manage stress
  • Take time off
  • Recharge regularly

Action: Model healthy work habits for your team

15. Common Questions

Q: Can I modify employee information?

A: Limited access. You can add notes but most information (name, position, contact) can only be changed by HR. Contact HR for changes.

Q: How often should I check in with employees?

A: Recommend minimum:

  • Weekly team meetings
  • Monthly one-on-ones with each person
  • More frequent check-ins if issues exist
  • Daily informal communication

Q: What should I do about confidential information I see?

A: Keep all information confidential. Don't share employee information unless necessary for business reasons. Follow company data protection policies.

Q: Can I discuss one employee with another?

A: No. Keep individual employee information private. Discuss performance only with relevant people (HR, management). Don't gossip or share unnecessarily.

Q: What if I notice an employee is struggling?

A:

  1. Schedule private discussion
  2. Express concern professionally
  3. Listen and understand
  4. Offer support or resources
  5. Connect with HR if needed
  6. Document conversation
  7. Follow up regularly

Q: How do I handle conflict between team members?

A:

  1. Address quickly and privately
  2. Listen to both sides
  3. Help find common ground
  4. Establish clear expectations
  5. Monitor for improvement
  6. Escalate if not resolved
  7. Document the process

Q: Can I read employee's personal information?

A: You can view information necessary for managing them (name, position, contact, work history). Personal information (DOB, marital status) is available but should only be used for legitimate business purposes.

Q: What's the difference between a note and official documentation?

A: Notes are informal observations. Official documentation is formal record (discipline, training, formal review). Both should be professional but only official documentation goes in HR file.

Q: How do I prepare for performance review?

A:

  1. Review employee's file and notes
  2. Gather performance data
  3. Collect feedback from others
  4. Reflect on observations
  5. Prepare specific examples
  6. Document strengths and areas for development
  7. Plan development goals together

16. Troubleshooting

Problem: Can't find an employee

Possible causes:

  1. Filter is too restrictive
  2. Spelling error in search
  3. Employee was reassigned
  4. Employee was terminated
  5. Recently hired (not yet in system)

Solutions:

  • Clear all filters
  • Try different spelling
  • Search by ID instead of name
  • Check employee status
  • Contact HR to verify

Problem: Employee information seems incorrect

Possible causes:

  1. Information not updated
  2. Display glitch
  3. Multiple records exist
  4. Information changed recently

Solutions:

  • Refresh page
  • Contact employee to verify
  • Report to HR for correction
  • Check if change is pending

Problem: Can't add notes to employee

Possible causes:

  1. Permissions issue
  2. Form not properly filled
  3. Browser issue
  4. System error

Solutions:

  • Verify you have permission
  • Scroll down to see form
  • Try different browser
  • Clear browser cache
  • Refresh page and try again

Problem: Employee disappeared from list

Possible causes:

  1. Employee terminated
  2. Status changed
  3. Reassigned to different team
  4. Filter hiding them

Solutions:

  • Clear filters
  • Check if status changed to "Inactive"
  • Verify with HR
  • Check employee archive

Problem: Can't view employee's attendance

Possible causes:

  1. No attendance records yet
  2. Permissions issue
  3. Link broken
  4. Employee not checked in

Solutions:

  • Wait for first DTR record
  • Check permissions
  • Try direct URL
  • Contact IT support

17. Best Practices

Practice 1: Regular One-on-One Meetings

  • Schedule monthly (minimum)
  • Consistent time and place
  • Focus on employee
  • Discuss work and development
  • Listen more than you talk
  • Document outcomes

Practice 2: Consistent Communication

  • Daily informal check-ins
  • Weekly team meetings
  • Regular feedback
  • Clear expectations
  • Open door policy
  • Regular updates

Practice 3: Thorough Documentation

  • Document all conversations
  • Note specific examples
  • Include dates and times
  • Be objective and factual
  • Store securely
  • Maintain consistency

Practice 4: Fair and Transparent

  • Apply rules consistently
  • Treat everyone equally
  • Explain decisions
  • No hidden agendas
  • Be accountable
  • Lead by example

Practice 5: Support Development

  • Identify growth opportunities
  • Provide training
  • Mentor and coach
  • Challenging assignments
  • Career planning
  • Investment in team

Practice 6: Timely Issue Resolution

  • Address problems early
  • Don't let issues fester
  • Have difficult conversations
  • Create improvement plans
  • Support and follow up
  • Document thoroughly

Practice 7: Recognition and Appreciation

  • Notice good work
  • Provide specific feedback
  • Public recognition
  • Thank team members
  • Celebrate successes
  • Motivate through appreciation

18. Quick Reference Guide

Quick Actions

Action How to Do It Time
View team list Open /tl/employee 1 min
Find employee Search by name/ID 1 min
View full profile Click employee name 1 min
Add note Click "Add Note", type, save 3 min
Check attendance Click "View Attendance" 2 min
Send message Click "Send Message" 2 min
Export profile Click "Export", save file 2 min

Key Information Sections

Section Contains Why Important
Personal Info Name, contact, address Emergency/ID
Employment Info Position, dept, start date Job details
Contact Info Email, phone, location Communication
Activity Logins, DTR, requests Engagement
Notes Observations, discussions Documentation
Metrics Attendance, performance Tracking

Common Filters

Need How to Filter Result
Active only Status = Active Active employees
Department Department dropdown One department
New hires Last 30 days Recent hires
Clear all Click Clear All employees

Decision Tree

Want to do something with employee?
    ↓
├─ View information
│  └─ Click employee name → View profile
├─ Add note
│  └─ Open profile → Add Note → Save
├─ Send message
│  └─ Open profile → Send Message
├─ Check attendance
│  └─ Open profile → View Attendance
├─ Export
│  └─ Open profile → Export/Print
└─ Need HR help
   └─ Contact HR for modifications

Need More Help?

  • Ask your manager — For policy questions or unusual situations
  • Contact HR — For employee information changes or compliance questions
  • IT support — For technical issues with the system
  • Company handbook — For policies and procedures

Document version: 1.0
Role: Team Lead
Related modules: Attendance, Leave Management, Overtime Management
For issues: Contact your HR Department or System Administrator
Last updated: December 10, 2025