People

People is the list of all your employees, across every company in your workspace. Each employee has one profile with their personal details, job history, dependants, documents, leave, pay and checklists. An employee does not need a Moazaf login to be on the list: you can invite them to the app later.

What each built-in role can do here:

• Owner and Admin

  What they can do in People

  Add, edit and delete employees. See Emirates ID and passport numbers, salaries and bank details.

• HR Manager

  What they can do in People

  Add, edit and delete employees, run onboarding and offboarding checklists, see Emirates ID and passport numbers. Salaries and bank details stay hidden.

• Payroll Admin

  What they can do in People

  See every employee with their ID numbers, salaries and bank details. Cannot add or edit employees.

• Finance, PRO, Fleet Manager, Auditor

  What they can do in People

  See the list and the profiles. ID numbers are partly hidden.

• Line Manager

  What they can do in People

  Sees only the people in their own team.

• Employee

  What they can do in People

  Sees only their own profile, in the employee app.

People

The list opens on Current employees (everyone except former employees). Use the tabs to see On leave, Former or All. If you may see someone's leave, a small note under their status shows approved leave they are on now or that starts within the next 14 days, such as Approved leave Nov 16 – Nov 29.

• Search by name, employee number, job title, work email or mobile. You can also paste a full Emirates ID number.
• Filters: company, department, office, nationality and contract. Clear filters resets them. The list starts with the company you chose in the company switcher at the top of the screen; a company picked in the filters (or saved in a view) takes its place.
• Click a column title to sort by it. Click a name to open the profile.

Do something for many people at once. Tick the boxes at the start of the rows (or the box in the title row for the whole page). A bar appears with:

• Invite to app: sends each person an invitation to their work email, with the role you choose. People without a work email, with a login already, or with an open invitation are skipped, and Moazaf shows you who and why.
• Change status: changes the employment status of everyone ticked (see Status changes and leaving below).

Choose your columns. Click Columns and tick the columns you want, for example Hire date, Manager or Work email. The name is always shown.

Save a view. When the filters, sort and columns are how you like them, open Saved views, click Save current view and give it a name. Next time, pick it from Saved views. Members who can open Settings can also tick Share with the workspace so everyone sees the view.

Export. Export downloads a CSV file and Excel downloads an Excel file. Both contain the employees that match your current tab, search and filters (not only the page on screen, up to 10,000 employees), with a fixed set of columns: employee number, names in English and Arabic, job title, company, department, office, manager, nationality, gender, hire date, group start date, contract, contract end, work email, mobile, status and profile completion.

People › Add employee

1. 1Click Add employee.
2. 2Optional: if AI scanning is on for your workspace, click Scan at the top and upload a passport, Emirates ID or visa. Moazaf fills in the name, nationality, date of birth and ID number. Check them before you save.
3. 3Fill in Full name (English), and the Arabic name if you have it. Leave Employee no. empty to number the employee automatically (EMP-0001, EMP-0002 and so on).
4. 4Under Employment, choose the Company. Add the department, office, Line manager and job title if you know them. Job type, Contract and Work week start with the most common choice; change them if needed. For a Limited (fixed term) contract, the Contract end date is required.
5. 5Check the Hire date. It starts as today.
6. 6Fill in what else you have: ID numbers, contact details, probation, notice period, Visa sponsor and, if the person worked for another company in your group before, the Group start date.
7. 7Click Create employee. The new profile opens.

• The required fields are the English name, the company and the hire date, plus the Contract end date for a fixed-term contract, any custom field your workspace made required, and the department if your access is limited to certain departments. Complete personal details later with Edit on the profile; job details such as department, office, manager and job title are completed on the Work tab with the pencil (Correct this record). The Profile completion bar shows what is still missing.
• Moazaf refuses an employee number, Emirates ID or passport number that another employee already has.
• If your workspace added its own fields under Settings › Custom fields, they appear in Additional fields near the end of the form.
• Salary and bank details are not on this form. Add them afterwards on the profile's Payroll tab. The salary needs permission to manage payroll and Payroll on your plan; a bank account needs permission to edit employees and to see bank details.

Plan limit. Your plan allows a number of active employees. Moazaf warns you at 80% and stops new additions at the limit; existing employees stay available. Former employees do not count.

People › Import › Import new records

1. 1Click Import and choose Import new records.
2. 2Click Download template and fill in one row per employee. The required columns are Name (English), Company and Joining date. If your file comes from MenaITech, Bayzat, ZenHR or Zoho People, choose that system under Which system is this file from? and upload the file as it is.
3. 3Drop the .xlsx or .csv file on the page (up to 2,000 rows and 5 MB).
4. 4Moazaf checks every row and shows which are ready, which are duplicates and which have errors. Nothing is saved yet. Download error report gives you the problems in a file.
5. 5Click the import button to add the ready rows.

• Rows whose employee number already exists in Moazaf are skipped as duplicates.
• Fill in Leaving date for people who have already left: they are added as former employees and no exit notifications are sent.
• To change many existing employees at once, choose Import › Update existing records. Each row is matched by employee number (or Emirates ID), blank cells leave the current value unchanged, and you see every change before it is saved.

People › click a name

The top of the profile shows the name in English and Arabic, job title, department, company, employee number and manager, the status, and whether the person Has a login. On the right are Actions, Invite to app and Edit.

• Overview

  What you find there

  Key work and personal facts, the employee's documents with their status (and any required document that is missing), Profile completion and leave balances.

• Personal

  What you find there

  Identity, government ID numbers, contact details, Emergency contacts and your own extra fields.

• Work

  What you find there

  Current job, the full Employment history, employment terms (hire date, probation, notice, visa sponsor) and direct reports.

• Documents

  What you find there

  Passport, visa, Emirates ID and other documents, with expiry dates and renewals.

• Dependants

  What you find there

  Spouse, children or parents, each with their own documents.

• Car & assets

  What you find there

  Cars and equipment the employee holds now and held before.

• Leave and Attendance

  What you find there

  Leave balances and requests, and this month's attendance.

• Payroll

  What you find there

  Bank accounts, salary and payslips. Only shown to people allowed to see pay or bank details.

• Requests

  What you find there

  Letters, leave and other requests from this employee.

• Checklists

  What you find there

  Onboarding and offboarding tasks.

• Insurance

  What you find there

  Health insurance cover.

• Activity

  What you find there

  The latest 50 changes to the profile: who changed what, and when. Changes older than your plan keeps history for are not shown.

Edit personal details. Click Edit to change names, ID numbers, contact details and employment terms. If you change the hire date, group start date or service start date, enter a Reason for the date change; it is kept in the audit log.

Promotions, transfers and new contracts are not changed with Edit. Moazaf keeps them as dated periods, so payroll and reports can look back in time:

1. 1Open the Work tab and click Record a change.
2. 2Enter the Effective from date and choose the Reason, for example Promotion or Transfer.
3. 3Change what is new: company, office, department, manager, job title, grade, contract or work week.
4. 4Click Save. The previous period ends the day before. A future date is applied automatically on that day and shows as Scheduled until then.

Dependants. On the Dependants tab, click Add dependant. Enter the name, relationship, date of birth, nationality, Emirates ID, passport and insurance details, and tick Sponsored by the employee if they are on the employee's visa. Each dependant has their own documents, so their visa and Emirates ID renewals are tracked too.

• Emergency contacts are on the Personal tab. Mark one as the Primary contact.
• Bank accounts are on the Payroll tab. Tick Use for salary (WPS) on the account the salary is paid into.
• Login: Invite to app sends the employee an email to create a login linked to this profile. If they are already a member of the workspace, use Actions › Link an existing member instead. With the built-in roles, the Owner and Admins can invite, and an HR Manager can invite with the Employee role only.

Emirates ID and passport numbers and IBANs are stored encrypted. Moazaf shows them, and salaries, only to people whose role allows it:

• Emirates ID and passport number

  Who sees it in full

  Owner, Admin, HR Manager, Payroll Admin, and the employee themself

  What others see

  Part of the number with dots in the middle, and a Masked label on the Personal tab

• Bank account (IBAN)

  Who sees it in full

  Owner, Admin, Payroll Admin, and the employee themself

  What others see

  No Payroll tab, or only the last 4 digits

• Salary

  Who sees it in full

  Owner, Admin, Payroll Admin, Finance, any custom role allowed to see salaries, and the employee themself

  What others see

  The salary is not shown

• If someone may edit employees but not see ID numbers (possible with a custom role), the ID number fields in Edit are empty with the hint Hidden. Leave empty to keep the current value, or type a new one to replace it. Saving without typing keeps the old number.
• If your workspace requires 2-step sign-in for sensitive data, the full IBAN stays hidden until you turn on 2-step sign-in for your own account.
• A Line Manager sees the profiles of their own team, with ID numbers partly hidden.

• Active

  When to use it

  The person is working. This is the status of every new employee.

• On leave

  When to use it

  A long absence that you want to show on the list. You set it by hand: approved leave does not change the status (current or upcoming approved leave shows as a note under the status instead).

• Offboarding

  When to use it

  The person is leaving soon. Moazaf starts the offboarding checklist.

• Former employee

  When to use it

  The person has left. Needs the Last working day. The profile, history and documents are kept, but the person moves to the Former tab, leaves the org chart and no longer counts towards your plan.

Profile › Actions › Change status

1. 1Open the profile and click Actions, then Change status.
2. 2Choose the new status.
3. 3For Former employee, enter the Last working day and, if you like, the Reason.
4. 4Click Save.

• Moving someone to Offboarding or Former employee starts the UAE offboarding checklist, unless the last working day is more than 30 days in the past (for example when you record old leavers).
• To change several people at once, tick them in the list and use Change status in the bar that appears. Moazaf asks you to confirm before it moves people to former employees.
• Rehiring: set a former employee back to Active. The person counts towards your plan limit again.

People › Checklists · Profile › Checklists · Settings › Onboarding checklists

A checklist is a list of tasks for one joiner or leaver. Tasks from a template get an owner and a due date, counted from the joining date (onboarding) or the last working day (offboarding; today if none is recorded yet). Tasks you add by hand can have no owner or due date. Moazaf comes with two templates that start by themselves:

• UAE onboarding: offer letter, MOHRE contract, entry permit, medical test, Emirates ID, visa stamping, labour card, health insurance, bank account for WPS, IT equipment, induction and probation objectives.
• UAE offboarding: resignation or termination letter, handover plan, return of company assets, end-of-service settlement, visa and labour card cancellation and removal of access.

Work through the tasks. Each person sees the tasks given to them, or to their role, under People › Checklists › My tasks, and gets a notification when someone else assigns tasks to them. Click Mark as done or Skip on a task; Reopen undoes it. Late tasks are marked as overdue.

• Tasks can go to the employee's line manager, to the employee, to everyone with a role (any of them can pick the task up), or to one member. If the line manager or the employee has no login, the task goes to the template's fallback role (HR Manager unless you change it).
• An Asset return task creates one task for each car, asset or property the employee holds. An EOS settlement task links to the end-of-service settlement when Payroll is on.
• On the profile you can Add task, Cancel checklist, or Start checklist by hand: choose the template and the date to Count due dates from.

Change the templates. Click Manage templates (or open Settings › Onboarding checklists). You can edit the tasks of the built-in templates, switch Start automatically off, or make your own template for some companies or departments. When several templates match, Moazaf uses the most specific one. Built-in templates cannot be deleted, only made inactive.

People › Org chart

The org chart shows who reports to whom across your companies. It is built from each employee's current Line manager, so keep managers up to date on the Work tab. Former employees are not shown.

• Each card shows the job title, department and company. A manager's card also shows the number of direct reports and, on larger screens when the team goes more than one level down, the size of the whole team. Counts include only the people in the chart you are looking at (after filters and your access).
• Filter by company or department, or type a name in Find a person…. Expand all and Collapse all open or close every team. Click a card to open the profile.
• Reports to someone outside your view means the manager is in another company or department, filtered out, or not visible to you.
• Reporting loop means the manager links go round in a circle (A reports to B, B reports to A). Fix the manager on one of the profiles.

• Does every employee need a Moazaf login?

  Answer

  No. You can manage employees, their documents and payroll without them ever signing in. Invite them with Invite to app when you want them to use the employee app.

• Why do I see dots instead of the Emirates ID number?

  Answer

  Your role is not allowed to see ID numbers. Ask the Owner or an Admin if you need them for your work.

• An employee is on approved leave, but the status still says Active. Is that wrong?

  Answer

  No. The status is set by hand. Approved leave that is happening now or starts within 14 days shows as a note under the status, and all leave is on the Leave tab.

• Where do I enter the salary?

  Answer

  On the profile's Payroll tab, if you have permission to manage payroll and your plan includes Payroll. The payroll guide explains the details.

• Do former employees count towards my plan?

  Answer

  No. Only current employees count. Setting a former employee back to Active counts again.

• Can I delete an employee who left?

  Answer

  Better not: mark them as a Former employee. Their history stays available for end of service, audits and letters. Deleting is blocked when they have payroll history or held a car or asset.

• I typed the wrong job title when I recorded a promotion. What now?

  Answer

  On the Work tab, click the pencil next to that period (Correct this record) and fix it. Use Record a change only for a real new change.

• Need more help?

  Answer

  Email support@moazaf.com.