Employee Management

Employee Profiles

Every team member gets a rich profile that captures their personal details, role information, location, and employment history. Profiles are the foundation for compensation, skills tracking, and document management.

Creating an Employee Record

Employee creation uses a multi-step form that guides you through each section of the profile. When you submit the form, Belvak checks the required fields and takes you back to anything that needs attention.

1. Navigate to Employees from the sidebar and click Add Employee.
2. Step 1 - Personal Info: Enter the employee's first name, last name, date of birth, and upload a profile image.
3. Step 2 - Contact: Provide the employee's email address, phone number, and emergency phone number.
4. Step 3 - Employment: Set the job title, job level (seniority), hire date, salary, compensation type, salary currency, and any pay-day settings that apply to the chosen compensation type.
5. Step 4 - Skills & Documents: Tag the employee with skills, upload documents, and set the employee's location. If you upload a supported resume or CV through this form, Belvak can help fill profile fields with AI.

Key Profile Fields

• Name - Full name displayed across the platform
• Email - Displayed in the employee drawer with a quick copy action
• Phone - Primary contact number, also available with a quick copy action
• Emergency Phone - Secondary contact number for emergencies
• Date of Birth - The system auto-calculates the employee's age from this field
• Job Title - Role name (e.g., Senior Developer, Account Manager)
• Job Level - Seniority level (e.g., Junior, Mid, Senior, Lead), shown with the employee's age when available
• Location - Employee location or office
• Hire Date - Shown in employment details and available as an employee-list column
• Status - Active or Terminated; use the status filter on the employee list to quickly isolate active or terminated employees

Viewing Employee Details

Click any employee row to open the employee drawer. The drawer uses a hero header layout showing the employee's name and profile image, with age and job level shown when available. Below the header, grouped sections display contact information, employment details, compensation, recent payments, skills, uploaded documents, and location.

Editing Employee Information

From the employee drawer or the row actions menu, click Edit to open the same multi-step form pre-filled with existing data. Changes are saved when you submit the form.

Deleting Employee Records

Employees can be deleted only when they are no longer tied to work that still needs attention. If an employee has pending payments or project assignments, Belvak blocks the deletion and explains what needs to be cleared first.

Employee List

The employee table supports full-text search, column filters, and a column visibility toggle so you can customize which fields are shown. Use the status filter to quickly isolate active or terminated employees, and add optional columns such as email, job level, salary, hire date, compensation, currency, and pay day when you need more detail.

Setting an Employee's Location

In Step 4 of the employee creation form, you can set a precise geographic location for each team member. Click the Open Location Search button to launch the interactive location picker. There are three ways to set a location:

1. Text search - Type a city name, street address, or landmark into the search field. Belvak looks up matching places and returns address details such as city, country, and street when they are available.
2. Coordinates - Enter latitude and longitude values directly, then click Find Location to place the pin at those exact coordinates.
3. Click the map - Click anywhere on the interactive map to drop a pin at that position. When you save the employee, Belvak stores the coordinates with the resolved address.

The map defaults to a Beirut-centered view when no location has been set. Once saved, the employee's detail drawer displays a read-only map with the pinned location, giving you a quick visual reference without needing to open the edit form.

Compensation and Payments

Belvak supports flexible compensation tracking with recurring and per-work payment types, multi-currency salaries, and bulk payment generation. Each payment is a standalone record with its own status lifecycle, making it easy to track what has been paid and what is outstanding. The salary and compensation type you set here also drive each employee's hourly cost for time tracking and labor reports.

Compensation Types

When setting up an employee's compensation, choose the type that matches how that person is paid:

• Monthly Salary - One payment per month on the configured pay day
• Weekly - One full-week payment for each weekly period
• Bi-weekly - One payment for each two-week period
• Semi-monthly - Two payments per month on two configured days, one for the first half of the month and one for the second half
• Per-Work - For freelancers and contractors who are paid per task or deliverable. Per-Work employees are not included in recurring payment generation; their payments are created manually from Employee Payments

Salary Currency

Each employee's salary is stored with a currency. The default is USD, but you can select any currency enabled in your account settings. The currency is carried forward to generated payments so amounts display correctly.

Pay Day Configuration

Pay day settings depend on the compensation type:

• Monthly Salary - Choose a day from 1 to 28 or choose End of Month.
• Weekly / Bi-weekly - Choose the weekday that starts each pay period. The payment due date is the end of that full weekly or two-week period.
• Semi-monthly - Choose one day for the first half of the month and one day for the second half. The second payment can also use End of Month.

Row Actions

The employee table provides quick status-change actions through the three-dot menu or right-click context menu on each row:

• Terminate - Shown for active employees. Marks the employee as terminated.
• Activate - Shown for non-active employees. Restores the employee to active status.

Process Payments

At the top of the Employees page, a Process Payments header action button allows you to generate payments on demand for eligible employees. Choose the date range and recurring payment types you want to process, then confirm the run. Belvak creates payments whose due dates fall inside that range and skips payments that already exist for the same period.

Employee Payments

Employee Payments lets you create, view, edit, and delete individual payment records. Each payment tracks the employee, amount, currency, due date, paid date, payment method, period, description, notes, and status.

Payment Statuses

• Pending - Payment has been generated but not yet processed
• Paid - Payment has been completed; the paid date is automatically set when you mark a payment as paid
• Cancelled - Payment was voided and will not be processed

Change a payment's status using the row actions menu in the payments table. When you mark a payment as Paid, the system automatically records the current date as the paid date.

Bulk Actions

Each row in the Employee Payments table has a checkbox for selection. When you select one or more rows, a floating action bar appears at the bottom of the screen showing the count of selected records and the available actions. This is the same table interaction pattern used across other records in the platform.

Five bulk actions are available:

• Mark as Paid - Changes all selected payments to "paid" status and records the current date as the paid date
• Cancel - Changes all selected payments to "cancelled" status
• Revert to Pending - Reverts selected payments back to "pending" status, useful if a payment was marked incorrectly
• Export PDF - Generates a PDF report containing only the selected payments (see Exporting Payment Reports below)
• Delete - Permanently removes the selected payment records from the system

All destructive actions, including status changes and deletion, display a confirmation dialog before executing. This follows the same activity logging pattern used elsewhere in the platform, so every bulk status change is recorded. Nothing is applied until you confirm.

Exporting Payment Reports

There are two ways to export employee payment data as a PDF report:

1. Export Pending PDF button - Located in the Employee Payments page header, this one-click action exports all payments that currently have "pending" status. No row selection is needed.
2. Bulk action Export PDF - Select specific rows first using the checkboxes, then click Export PDF in the floating action bar. This exports only the selected payments regardless of their status.

The generated PDF is in A4 landscape format and includes the following columns for each payment: employee name, phone number, amount, due date, period, compensation type, and payment method. At the bottom of the report, a summary section shows totals grouped by currency, which is especially useful for teams that pay employees in multiple currencies.

Unlike invoice PDF exports which are client-facing and follow customizable templates, payment reports are internal documents designed for payroll processing and record keeping.

Recent Payments in the Employee Drawer

When viewing an employee's profile, the drawer includes a "Recent Payments" section that shows the last 5 payments with their status and amounts. Click View All to navigate to the full Employee Payments table filtered to that employee.

Skills Tracking

Maintain a clear picture of your team's capabilities by tagging employees with skills. This makes it straightforward to find the right person for a project or identify gaps in your team's expertise.

Adding Skills to Employees

Skills are managed in Step 4 (Skills & Documents) of the employee form. During creation or editing, you can select from existing skills in your system or add new ones. Skills come from a global skills library that is shared across both Employees and Seekers, so the same skill definitions are reused throughout the platform. Each skill assignment is stored as a relationship between the employee and the skill, allowing the same skill to be shared across multiple team members.

Step 4 also handles document uploads. Use the Skills & Documents step in the Edit form when you want Belvak to try AI profile auto-fill from a supported resume or CV.

Team Composition and Project Assignment

When assembling a project team, use skills data to make informed assignment decisions. Filter employees by selecting specific skills to quickly identify who has the expertise a project requires. This is especially valuable for service companies that staff projects with specialized roles.

Searching by Skill

Use the Skills filter on the employee list to choose one or more skills from your library. The list then narrows to employees who have those selected skills assigned, making resource planning faster when you need to staff a new engagement.

Employee Documents

Store employment contracts, identification documents, certifications, and other files directly on each employee's record. All uploads are authenticated, and documents are accessible through the employee drawer. When you upload the first PDF or DOCX file through the add or edit form, Belvak can automatically fill profile fields using AI.

Uploading Documents

There are several ways to attach files to an employee record:

• Drag and drop - Open the employee's detail drawer and drag a file anywhere onto it. A full-drawer overlay appears and the file is saved automatically. This attaches the file; it does not fill profile fields.
• Click to browse - In the documents section of the detail drawer, click the "click to browse" link to select files from your device. This also attaches the file only.
• Edit form - Click Edit, navigate to the Skills & Documents step, and use the upload field. Use this path for AI profile extraction from the first supported document.

Use the Personal Info step to upload or replace the employee's profile image. The documents area accepts PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, and WEBP files up to 5 MB per file; image files added there appear in the documents list. AI extraction reads PDF and DOCX files. Older DOC files can still be attached, but are not parsed for profile auto-fill.

Viewing Documents

Documents are listed in the employee drawer as file cards showing the file name, type icon, and file size. Click a document to preview it in the browser, or use the download button to save it locally.

Deleting Documents

To prevent accidental data loss, document deletion asks you to confirm before removing a file. Deleting from the view drawer uses an extra final warning. In the edit form, removing a file marks it for deletion and the change is applied when you save the employee.

PDF and Document Auto-Extraction

When you upload the first PDF or DOCX file during the Skills and Documents step, Belvak can use AI to populate profile fields. This is especially useful when onboarding new team members from their resumes or CVs.

The following fields are auto-filled when extraction succeeds:

• First name and last name
• Date of birth
• Email address and phone number
• Job title and job level
• LinkedIn URL
• Skills

After you upload the file, an extraction loading message appears while the document is processed. Once complete, a success or error notification is shown and the form fields update automatically with the extracted values. This extraction only runs for the first supported document in the form.

Extraction works best with well-structured, text-based PDF and DOCX files. Scanned images or heavily formatted documents may produce incomplete results. Drag-and-drop uploads on an existing employee detail drawer attach files only and do not re-run profile extraction. The same auto-extraction feature is available when uploading CVs for job seekers in the recruitment module.