Employee records and profiles

Every person in MusterHR has one employee record: the single place that holds their name, employment details, reporting line, salary figure, bank details and identity numbers. This chapter is for HR and administrators who create and read those records, and for employees who want to know what is held about them, what they can change themselves, and what they have to ask HR for. It also covers the company Directory, which everyone can use.

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Two ways a person gets a record

There are two routes, and they behave differently.

Worth knowing. An employee created through Add employee does not get an onboarding workflow. They will not appear on the Onboarding screen, and nothing in the interface can move them off the Onboarding status. If you want the person to end up Active, invite them from People → Onboarding instead — see Hiring, offers and onboarding. Add employee is best for people who already joined before you started using MusterHR, whose status you can leave as it is.

Creating an employee record does not create a login. Those are separate things — see Roles and permissions. You create the login afterwards from the record itself (see The user account card).

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Employee codes

MusterHR allocates the code itself when the record is created; you never type one. The pattern is set per company and uses two tokens:

• {FY} — the financial year the joining date falls in. With the Indian April–March year, a joining date of 10 February 2025 sits in FY 2024.
• {SEQ} — a running number within that pattern, padded to four digits.

So a company using FDT-{FY}-{SEQ} produces FDT-2026-0001, FDT-2026-0002 and so on. Interns use a separate pattern — FDT-INT-{FY}-{SEQ} gives FDT-INT-2026-0001 — and the Employment type you choose decides which of the two is used. If you leave Joining date blank, the code is allocated against today's financial year.

The code is shown in a monospaced font wherever it appears, is unique across your company, and cannot be edited afterwards.

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Adding an employee

Only HR / Ops and super admins can reach this screen; the Employees entry does not appear in anybody else's sidebar.

1. Go to People → Employees and click Add employee.
2. Fill in the Personal card. Full legal name is the only field on this card that must be filled in.
3. Fill in the Employment card. Employment type and Work model always carry a value (they default to Employee and Remote).
4. Fill in Address & emergency contact if you have the details. All of it is optional.
5. Fill in Bank & identity if you have it. All of it is optional and can be collected during onboarding instead.
6. Click Create employee. You are taken straight to the new record.

If anything fails validation, the page shows Please fix the highlighted fields. at the top and keeps everything you typed — except the photo, which you have to choose again.

Personal

Employment

Departments, designations and locations are maintained elsewhere — see Reports, settings and administration. If a list shows only Not set, none have been created yet.

Address and emergency contact

Current address, Permanent address, City, State and PIN code are all optional free-text fields.

The emergency contact has three fields — Emergency contact name, Relationship and Emergency contact number. The form says so, and it is worth repeating: the contact is saved only if you give both a name and a number. A name on its own is silently dropped.

Bank and identity

Everything here is optional, and the card is headed "optional — can be completed during onboarding".

If you type an account number, the other bank fields become mandatory together with it, since an account number on its own cannot be used to pay anybody.

Bank numbers, IFSC, PAN and Aadhaar are encrypted before they are stored, and only the last few digits are ever displayed. The form carries a standing warning that MusterHR never asks for an ATM PIN, CVV, OTP, UPI PIN or net-banking password — nobody legitimately needs those, and there is nowhere in the product to enter them.

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The employee list

People → Employees lists everyone on record for your company, sorted by the name shown. The heading counts them and says plainly that the count includes onboarding and exited people, so it is not a headcount.

Columns are Code, Name, Department, Designation, Type and Status. Where a preferred name differs from the legal name, the legal name is shown underneath in small grey type. Clicking anywhere on a row opens the record.

Three controls sit above the table:

• Search — matches on name, preferred name, employee code or work email. It waits a moment after you stop typing before it searches.
• Status — Any status, Onboarding, Active, On notice, Exited.
• Department — appears only once at least one person has a department set.

The filters live in the page address, so a filtered view can be bookmarked or pasted to a colleague, and the browser back button behaves. The list shows 25 people per page with Previous / Next links and a line reading, for example, "Showing 1–25 of 63". If nothing matches, you get No one matches those filters and a Clear filters button.

Employee statuses

Probation is covered in Performance reviews and probation; notice and exit in Assets and offboarding.

Worth knowing. This list loads every employee for your company and then filters and pages in the browser. It is comfortable for a small or mid-sized company but will feel slow on a very large one.

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The employee record

Opening someone from the list gives their record. The heading shows the preferred name, then the employee code and designation ("FDT-2026-0001 · Senior Software Engineer", or No designation set).

Reporting manager

HR and admins get a picker at the top of the record. Choose a name — or No manager — and click Save. The chosen manager then approves that person's leave and attendance corrections and sees them under My team.

Two changes are refused: making someone their own manager ("An employee can't report to themselves"), and choosing a manager who already reports to that person ("That would create a reporting loop"). Only people who are Active or On notice appear in the picker.

The user account card

This card shows whether the person can sign in.

• If they can, it reads Signs in as: with their email and a status badge (Active, Invited or similar), plus a Manage account → link.
• If they cannot, you get Send invite (emails an activation link, which is also shown on screen so you can hand it over directly) or Create login with an optional temporary password, which forces a change at first sign-in.

An invite link or generated password is shown once. Copy it before you click I've saved this — dismissing reloads the record and the value is gone for good. Creating a login links to this record; it does not create a second employee. Accounts themselves are covered in Reports, settings and administration.

Documents

Every file uploaded for this person, with its category, version and verification status. Download links expire after five minutes and each download is logged. See Documents, policies and announcements.

Personal

Employee code, legal name, preferred name, work email, personal email, mobile, alternate number, date of birth, gender, and the address joined into one line.

Employment

Type, status badge, department, designation, reporting manager, work model, location, joining date and — only for viewers permitted to see it — Monthly salary / stipend shown as ₹9,000.00.

Emergency contact

One row per contact, labelled with the relationship. If none was recorded it says so: "No emergency contact recorded. This is collected with the joining details."

Bank and identity

Account holder, bank, masked account number, masked IFSC, and any identity records held (PAN, Aadhaar, and where present UAN, passport or driving licence). A verified identity carries a green ✓ verified mark. If nothing is on file the card says the details are collected during onboarding.

A dash (—) anywhere on the record means nothing has been recorded for that field yet. A footnote at the bottom of the record says this, so you are never guessing whether a blank is missing data or hidden data.

Worth knowing. Once a record exists, MusterHR has no general "edit employee" form. Contact numbers and personal email are edited by the person themselves; the preferred name and address fields change through a change request; the reporting manager and the profile photo change from the record. Department, designation, joining date, salary figure, bank details and identity numbers cannot be edited from the employee record after creation — take care over them when you create the record. (Pay itself is maintained separately as a salary structure under Payroll & reports — see Payroll and payslips.)

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Masked data and who can reveal it

Bank numbers, IFSC, PAN and Aadhaar are always masked when a record is loaded — the full value is not sent to the browser at all. You see XXXX9012 for an account number, XXXX XXXX 1234 for an Aadhaar, •••••••• for an IFSC.

Where you are permitted, a small Reveal link sits next to the masked value. Click it and the full number replaces the mask, with a Hide link to put it back. Every reveal is written to the audit log, recording who revealed what, when, and from which address. The record says so in a footnote: "Revealing a full bank or identity number is recorded in the audit log."

Managers have no Employees entry in the sidebar; they see their reports through Directory and My team. If a manager does open a report's record, salary is omitted entirely and bank and identity numbers stay masked with no Reveal link.

Worth knowing. The hint under the salary box on the Add employee form reads "Visible to HR & Finance only". On the employee record itself the salary row is shown to HR, super admins and the person themselves. Finance works with pay through Payroll & reports → Payroll, not through the employee record.

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Photos

A photo is optional everywhere. Where there is none, MusterHR draws the person's initials in a coloured circle instead — so the Directory and the reporting line never look broken.

• Employees add or replace their own photo from My space → My profile: choose a file, then click Upload. A preview appears before you upload.
• HR can attach a photo when creating a record, in the Personal card of the Add employee form.
• Accepted formats are PNG, JPG and WebP, up to 5 MB.
• Uploading a new photo replaces the old one, which is deleted. This cannot be undone.

Photos are treated like a name or a designation: any colleague signed in to the same company can see them, whether or not they can see the rest of the record.

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Your own profile

My space → My profile shows your own record, with the employee code under the heading and a Change password button beside it. Below that you get the same Personal, Employment, Emergency contact and Bank & identity cards described above — your own salary figure is visible to you, and you can Reveal your own bank and identity numbers (which is audited like any other reveal).

Three things are yours to change directly.

Profile photo. Choose a file and click Upload.

Contact details. The Contact details card holds Mobile number, Alternate number and Personal email. Edit them and click Save contact details. There is no approval step — the change applies at once and is written to the audit log. Numbers must have between 7 and 15 digits; the email must be a real address. If one is wrong, the message appears under that field.

Your password. Via Change password — see Getting started.

If your sign-in is not linked to an employee record, the page shows No employee record linked rather than an empty profile. That link is made during onboarding, so ask HR to check your invitation. Administrators who were never hired as employees see this too, and it is normal for them.

At the bottom of the page, Leaving the company? links to Resign / exit; see Assets and offboarding.

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Change requests

Your name and address are held by HR, so you ask for those to be changed rather than editing them. Six fields can be requested:

Raising one (employee)

1. Go to My space → My profile and find the Request a change card.
2. Choose the Field. A hint and an example appear under the next box.
3. Type the New value.
4. Add a Reason (optional) — useful when HR may not know why, such as a house move.
5. Click Submit change request. You see "Request submitted — HR will review it." and HR is notified.

Your requests are then listed under Your requests on the same card, newest first, each with the field, the value you asked for, the date and a badge:

Contact numbers and your personal email are not on this list — you edit those yourself, higher up the same page.

Worth knowing. There is no way to withdraw a request once submitted. If you made a mistake, raise the correct one and tell HR to reject the first.

Deciding one (HR)

Go to People → Change requests. Pending requests are listed with the employee's name and code, when it was raised, the field, the Current value, the Requested value and the reason. Values wrap rather than truncate, so you can read exactly what you are approving.

1. Read the Current and Requested columns side by side.
2. Click Approve & apply or Reject.
3. Confirm in the dialog that appears. It restates the change in words — for example "Current address for Priya Sharma becomes Flat 4B, 12 MG Road, Indiranagar."

Approving writes the value onto the employee record immediately and notifies the person. Neither decision can be undone from this screen — to reverse an approval, the employee has to raise a fresh request. Both decisions are written to the audit log with the field name and the outcome.

If two people work the queue at once, whoever clicks second gets a clear message that the request has already been decided rather than a silent no-op.

When there is nothing to do, the page says Nothing pending rather than showing an empty table.

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The Directory

Company → Directory is open to everyone with a MusterHR sign-in, and shows only safe, company-public information: name, photo or initials, designation, department, work email and who each person reports to. No addresses, dates of birth, bank details, identity numbers, salary or personal contact details ever appear here.

The page has two parts.

Your reporting line — a card at the top showing you, an arrow to your manager (with an Email link), and, if you have any, Your team with a count and a chip for each direct report. If no manager has been set, it says "No reporting manager set yet — HR can add one to your record." People whose sign-in is not linked to an employee record do not see this card at all.

Everyone — a card per colleague, with a heading that counts them ("Everyone · 8", or "3 of 8" when filtered). Search matches name, designation, department or work email; the Department filter narrows it further. As on the employee list, both live in the page address, so a filtered view can be shared.

People with the status Active, Onboarding or On notice are listed. Exited colleagues are not.

A card may carry a small badge:

Most people carry no badge, which is the normal state. These markers are not recalculated from today's approved leave, so treat the Leave calendar as the authority on who is away today — see Leave and holidays.

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Where to go next

• Inviting a new joiner properly, and the joining-details form they fill in: Hiring, offers and onboarding
• Who can see and do what, in full: Roles and permissions
• Uploading and verifying ID proofs and certificates: Documents, policies and announcements
• Salary structures and payslips: Payroll and payslips
• Exits, clearance and final settlement: Assets and offboarding