HR admin guide | I-spurHR

Employee lifecycle setup

Complete visual reference for department structures, job titles, and 4‑step employee registration. Everything you need before payroll and onboarding — no live forms, just clear workflows.

🔑 Key rule — setup order

Departments & Designations must be saved first in their respective management screens. Then, during employee registration, they appear as dropdown options. Managers must already be active employees in the system.

Validations apply for both manual & bulk import

🏢 Department Management

Payroll units · cost centres · department codes

Search department name or code...
Available units
  • All departments
  • Operations
  • Finance & Accounts
  • People & HR
  • Tech & IT
Department codes (example)
AdministrationADMIN
Civil EngineeringCE
Design & DrawingDD
Electrical EngineeringEE
Estimation & CostingEC
Finance & AccountsFA
SELECTED FOR PAYROLL pending save
Civil Engineering
CE · cost center 102
Pending
Finance & Accounts
FA · payroll linked
Pending
Operations
OPS · not yet selected
—
2 department(s) pending
Only saved departments appear in employee dropdowns. Use "Save" to finalize payroll units.

📌 Designation Management

Job titles, payroll grades, reporting hierarchy

Search role or code...
All roles Engineering Management
Assistant Manager
AM · General
Saved
Chief Engineer
CE · Technical
Saved
Director
DIR · Executive
Saved
General Manager
GM · Operations
Saved
Helper / Labour
HELP · Field
Saved
Junior Engineer
JE · Graduate
Saved
Example: Principal ArchitectARCH
Add custom designation
0 pending changes All job titles are active for payroll

Employee Registration — 4‑step workflow

Complete personal, contact, documents & banking information

RequiredOptional All examples are static references
1
Personal & role
2
Contact details
3
Documents & IDs
4
Bank & bond
1

Personal information (mandatory fields highlighted)

Employee number
Unique ID / auto-suggested
ZEM-1024
Full legal name
As per government ID
Naitik Patel
Date of birth
dd-mm-yyyy (statutory use)
15-08-1992
Date of joining
Leave accrual & payroll start
01-12-2025
Gender
As per records
⚬ Female ⚬ Male ⚬ Other
Department
From saved departments
Civil Engineering (CE)
Designation
From designation mgmt
Junior Engineer (JE)
Reporting manager
Must exist in system
Rajiv Sinha (CE - Manager)
Group company
Multi-entity support
I-spurHQ (default)
Employee photo
JPG/PNG ≤2 MB
Upload placeholder
2
📞 Contact details
  • Mobile number (10-digit, OTP login)
  • Work email (official communication, payslips)
  • Current address (street, city, PIN code)
  • Permanent address & emergency contact details
Example: +91 98765 43210 | naitik@I-spur.com
3
📄 Documents & IDs
  • PAN / Tax ID (mandatory for payroll)
  • Government ID (Aadhaar / SSN / Passport)
  • Educational certificates (soft copy)
  • Previous employment / experience letters
Supported formats: PDF, JPG, PNG (max 5MB each)
4
🏦 Bank & bond details
  • Account number & IFSC code (salary transfer)
  • Bank name & beneficiary name
  • Bond / agreement reference (if applicable)
  • Nomination details (optional)
Salary crediting: HDFC / SBI / ICICI, etc.
All required fields validated before submission Data stored securely, payroll integration active after final step
Option A — Bulk import (CSV / Excel)

Ideal for adding 5+ employees. System validates against existing departments/designations.

Step 1 — Template
Employees → Import → Download master template
Step 2 — Fill data
Each row = employee; required: name, emp ID, dept, designation, DOB, DOJ, email
Step 3 — Map columns
Preview & match unrecognised fields before upload
Step 4 — Validate & save
Rows with errors flagged (missing dept/designation). Fix & re-upload.
Validation rule: Department & designation names must match exactly with existing records in Department/Designation Management.
Pre‑registration checklist
✅ Departments finalized
Admin (ADMIN), Civil Eng (CE), Design (DD), Electrical (EE), Estimation (EC), Finance (FA) + any custom
✅ Designations active
Assistant Manager, Chief Engineer, Director, GM, Junior Engineer, Helper, plus custom roles
✅ Reporting managers registered
Managers must already exist as employees in I-spurHR before assignment.
✅ Payroll units linked
Each department mapped to a cost code for salary processing.
Setup order: Department → Designation → Employee → PayrollBest practice
Department & Designation management first 4‑step employee enrolment Bulk CSV/Excel with error preview No live data entry — pure reference guide