Employee Management
Kazisafi provides a complete way to manage your workforce. From individual employee profiles to bulk CSV imports, every aspect of employee data is organized and accessible.
Employee Records
Section titled “Employee Records”Each employee profile contains comprehensive information organized into several sections.
Personal Details
Section titled “Personal Details”- Full name
- Date of birth and gender
- Email address and phone number
- National ID number
- KRA PIN (Kenya Revenue Authority)
- NSSF number (National Social Security Fund)
- SHIF number (Social Health Insurance Fund)
- Emergency contact information
Employment Details
Section titled “Employment Details”- Employee number (auto-generated or custom)
- Job title
- Department assignment
- Employment type (full-time, part-time, contract, temporary, intern)
- Hire date
- Probation end date
- Basic salary
Banking Information
Section titled “Banking Information”- Bank name and branch
- Account number and account name
- M-Pesa phone number (for mobile money payments)
Employee Statuses
Section titled “Employee Statuses”Employees move through different statuses during their time at your company:
| Status | Description |
|---|---|
| Active | Currently employed and included in payroll |
| On Probation | New hire within the probation period |
| Suspended | Temporarily inactive, excluded from payroll |
| Terminated | Employment has ended |
Status changes are tracked with timestamps for compliance and audit purposes.
Departments
Section titled “Departments”Employees are organized into departments. Each department can have:
- A Manager who approves leave requests and oversees the team
- An Assistant Manager who can act on behalf of the manager
Departments are created and managed from Settings. When adding an employee, you can assign them to an existing department or create a new one inline.
Payroll Components
Section titled “Payroll Components”Each employee can have individual payroll components that customize their pay calculation beyond the basic salary.
Allowances
Section titled “Allowances”Additional earnings added to the basic salary:
| Type | Example |
|---|---|
| Housing | Monthly housing benefit |
| Transport | Travel or commute allowance |
| Medical | Health-related benefit |
| Overtime | Additional hours compensation |
| Custom | Any company-specific allowance |
Deductions
Section titled “Deductions”Recurring amounts subtracted from salary:
| Type | Example |
|---|---|
| HELB | Higher Education Loans Board repayment |
| SACCO | Savings and credit cooperative contribution |
| Loan | Personal or company loan repayment |
| Custom | Any company-specific deduction |
Tax Reliefs
Section titled “Tax Reliefs”Amounts that reduce the employee’s taxable income:
| Type | Description |
|---|---|
| Insurance | Premiums for qualifying insurance policies |
| Pension | Registered pension scheme contributions |
| Mortgage | Interest on owner-occupier mortgage |
Component Duration
Section titled “Component Duration”Every component has a duration type that controls when it applies:
- Ongoing: included in every payroll with no end date
- One-time: applies to a single pay period only
- Temporary: applies between a start and end date
Components are automatically expired when their end date passes.
Salary History
Section titled “Salary History”Every change to an employee’s basic salary is recorded with:
- Previous salary and new salary
- Change amount and percentage
- Effective date
- Who made the change
- Reason for the change (optional)
This history is available for audits, reviews, and compliance purposes.
CSV Bulk Import
Section titled “CSV Bulk Import”For onboarding multiple employees at once, go to Employees and click Import Employees.
How It Works
Section titled “How It Works”- Download the CSV template from the import page
- Fill in your employee details following the template
- Upload the completed file
- Review any errors or warnings that Kazisafi flags
- Confirm the import
The template includes all required and optional fields with clear headers. Kazisafi checks your data before importing and highlights any issues so you can fix them first. Departments listed in the file are created automatically if they don’t already exist.