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Veona Help Centre

Maintain Employee Profiles And Contracts

Every employee in Veona has one record — the same person the clinical side knows — with a rich HR overlay on top: their position and grade, who they report to, next-of-kin and emergency contacts, and an encrypted bank account for payroll. From that same record you issue their employment contract: a branded PDF that is signed with your eSign PIN (eSign PIN = the 6-digit personal code that binds your electronic signature to a document) and can be downloaded at any time. We’ll follow Tunde, an HR Officer, keeping Grace’s record complete.

Who / when: the HR Officer or HR Manager, whenever an employee’s details change, when payroll needs their bank account, or when a contract must be issued. Reading the directory and org chart is open to any HR user; editing a profile and issuing a contract require HR authority.

The main path

Section titled “The main path”
  1. HR Officer — open Human Resources → People & Org → People, then select Grace’s row. Her HR employee profile opens with tabs for Profile, Contracts, Onboarding and Documents.
  2. HR Officer — on the Profile tab, select “Edit Profile”. Update her employment details (Position, Grade, Department, Reports To, HR Status) and personal details (gender, date of birth, national ID, next-of-kin, emergency contact), then select “Save”. Position, Grade, Department and Reports To are searchable pickers, never free text; the national ID is encrypted at rest.
  3. HR Officer — in the “Bank Account” card, select “Add” (or “Replace”), enter the bank name, account name and account number, confirm the currency, and select “Save”. The account name and number are encrypted at rest — they are held as protected data for payroll disbursement.
  4. HR Officer — open Human Resources → People & Org → Org Chart to see the reporting tree. It is built straight from each person’s “Reports To” line manager — set that field on the profiles and the chart draws itself. Select any name to jump to that employee’s record.
  5. HR Officer — open Human Resources → People & Org → Contracts, select “Issue Contract”, pick the “Employee”, choose the “Contract Type” (Permanent, Fixed Term, Locum, Internship, Consultant or Casual), set the “Start Date” and terms, and select “Issue”. The contract is created as Draft and a branded PDF is rendered on your tenant letterhead.
  6. HR Officer — on the contract’s row, select “eSign”, enter your 6-digit eSign PIN, and select “Sign & Activate”. The PDF is re-rendered with the signatory block and the contract becomes Active.
  7. HR Officer — select “View PDF” on the row to open the signed, encrypted contract inline at any time.

Other ways this goes

Section titled “Other ways this goes”

Replace an existing bank account

Section titled “Replace an existing bank account”
  1. HR Officer — if the employee changes banks, open their Profile tab and select “Replace” on the Bank Account card (the button reads “Replace” once an account exists).
  2. HR Officer — enter the new details and “Save”. The new encrypted account becomes the one payroll uses for disbursement.

A contract is Draft until it is really signed

Section titled “A contract is Draft until it is really signed”
  1. HR Officer — a freshly issued contract sits at Draft with an unsigned PDF; it is not yet binding. The row shows an “eSign” action until you sign it.
  2. HR Officer — sign it with your eSign PIN to bind your signature to the terms snapshot and flip it to Active. Only then is it a live contract of employment, and only then does the matching onboarding step (“Employment Contract Signed”) tick.

Download the contract PDF inline

Section titled “Download the contract PDF inline”
  1. HR Officer — wherever a contract row shows “View PDF” — on Human Resources → People & Org → Contracts, or on the employee’s Contracts tab — select it to stream the encrypted PDF straight to your screen.
  2. The same signed document is always retrievable; you never have to regenerate or re-sign it to get another copy.

A true-empty directory prompts Add Staff

Section titled “A true-empty directory prompts Add Staff”
  1. HR Officer — on a brand-new tenant with nobody onboarded yet, Human Resources → People & Org → People and the Org Chart show a genuine empty state rather than a blank screen.
  2. HR Officer — select “Add Staff” from that empty state to create your first employee; the directory and the org chart populate from there.

What happens next

Section titled “What happens next”

Grace’s record is now complete and payroll-ready: her position and grade are set, her encrypted bank account is on file, and her signed contract is stored against her. That contract satisfied one of her onboarding steps automatically, and her bank account satisfied another. From here her record feeds the rest of HR — the roster she is scheduled on, the pay run that pays her, and the credentials you track against her professional licences.

Follow the trail

Section titled “Follow the trail”