Creating an Employee Management System involves several components, including a MySQL database schema, file structure, layout design using Bootstrap 5, and complete PHP scripts for user authentication and management. Below is a comprehensive guide to help you set up your system.

Project Introduction

The Employee Management System is a comprehensive web application designed to streamline the management of employee-related processes within an organization. This platform allows administrators and HR personnel to manage employee records, attendance, payroll, performance reviews, recruitment, and training programs efficiently. With features for leave management and notifications, the system aims to enhance the overall employee experience while providing management with the tools needed to oversee operations effectively.

Project Objectives

  • To develop a secure and user-friendly platform for managing employee information and HR processes.
  • To implement a comprehensive database schema that supports user management, attendance tracking, payroll processing, and performance evaluations.
  • To provide functionalities for managing recruitment processes and training programs for employees.
  • To facilitate leave request management and approval workflows for employees.
  • To ensure timely notifications for important updates and actions required by users.
  • To create a responsive design that enhances user experience across various devices.

Project Modules

  1. User Management: Handles user registration, authentication, and role assignments (admin, HR, employee).
  2. Employee Management: Manages employee records, including personal details, job titles, departments, and salary information.
  3. Attendance Management: Tracks employee attendance, including clock-in and clock-out times, and leave types.
  4. Payroll Management: Processes payroll for employees, including basic salary, bonuses, deductions, and net salary calculations.
  5. Performance Management: Facilitates performance reviews for employees, including scoring and feedback.
  6. Recruitment Management: Manages job postings, descriptions, and recruitment processes for new hires.
  7. Training Management: Tracks training programs for employees, including titles and completion dates.
  8. Leave Management: Handles employee leave requests, including types of leave, start and end dates, and approval statuses.
  9. Notification System: Sends alerts and messages to users regarding important updates and actions required.

1. MySQL Database Schema


CREATE DATABASE employee_management;
USE employee_management;
-- Table for users
CREATE TABLE users (
    id INT AUTO_INCREMENT PRIMARY KEY,
    username VARCHAR(50) NOT NULL UNIQUE,
    password VARCHAR(255) NOT NULL,
    email VARCHAR(100) NOT NULL UNIQUE,
    role ENUM('admin', 'hr', 'employee') DEFAULT 'employee',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for employees
CREATE TABLE employees (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id INT NOT NULL,
    first_name VARCHAR(50) NOT NULL,
    last_name VARCHAR(50) NOT NULL,
    contact_number VARCHAR(15),
    address VARCHAR(255),
    job_title VARCHAR(100),
    department VARCHAR(100),
    hire_date DATE,
    salary DECIMAL(10, 2),
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);
-- Table for attendance
CREATE TABLE attendance (
    id INT AUTO_INCREMENT PRIMARY KEY,
    employee_id INT NOT NULL,
    clock_in DATETIME NOT NULL,
    clock_out DATETIME,
    leave_type ENUM('vacation', 'sick', 'personal', 'none') DEFAULT 'none',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (employee_id) REFERENCES employees(id) ON DELETE CASCADE
);
-- Table for payroll
CREATE TABLE payroll (
    id INT AUTO_INCREMENT PRIMARY KEY,
    employee_id INT NOT NULL,
    month INT NOT NULL,
    year INT NOT NULL,
    basic_salary DECIMAL(10, 2) NOT NULL,
    bonuses DECIMAL(10, 2) DEFAULT 0.00,
    deductions DECIMAL(10, 2) DEFAULT 0.00,
    net_salary DECIMAL(10, 2) NOT NULL,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (employee_id) REFERENCES employees(id) ON DELETE CASCADE
);
-- Table for performance reviews
CREATE TABLE performance_reviews (
    id INT AUTO_INCREMENT PRIMARY KEY,
    employee_id INT NOT NULL,
    review_date DATE NOT NULL,
    score INT CHECK (score >= 1 AND score <= 5),
    comments TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (employee_id) REFERENCES employees(id) ON DELETE CASCADE
);
-- Table for recruitment
CREATE TABLE recruitment (
    id INT AUTO_INCREMENT PRIMARY KEY,
    job_title VARCHAR(100) NOT NULL,
    description TEXT NOT NULL,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for training programs
CREATE TABLE training (
    id INT AUTO_INCREMENT PRIMARY KEY,
    employee_id INT NOT NULL,
    training_title VARCHAR(100) NOT NULL,
    completion_date DATE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (employee_id) REFERENCES employees(id) ON DELETE CASCADE
);
-- Table for leave requests
CREATE TABLE leave_requests (
    id INT AUTO_INCREMENT PRIMARY KEY,
    employee_id INT NOT NULL,
    leave_type ENUM('vacation', 'sick', 'personal') NOT NULL,
    start_date DATE NOT NULL,
    end_date DATE NOT NULL,
    status ENUM('pending', 'approved', 'rejected') DEFAULT 'pending',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (employee_id) REFERENCES employees(id) ON DELETE CASCADE
);
-- Table for notifications
CREATE TABLE notifications (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id INT NOT NULL,
    message TEXT NOT NULL,
    is_read BOOLEAN DEFAULT FALSE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);

2. File and Folder Structure


employee_management_system/
│
├── config/
│   └── db.php
│
├── public/
│   ├── index.php
│   ├── login.php
│   ├── register.php
│   ├── dashboard.php
│   ├── employee_management.php
│   ├── attendance_management.php
│   ├── payroll_management.php
│   ├── performance_management.php
│   ├── recruitment.php
│   ├── training.php
│   ├── leave_management.php
│   ├── notifications.php
│   └── admin_dashboard.php
│
├── includes/
│   ├── header.php
│   ├── footer.php
│   └── functions.php
│
├── assets/
│   ├── css/
│   │   └── styles.css
│   ├── js/
│   │   └── javascript
└── scripts.js
│   └── images/
│
└── vendor/
    └── (Bootstrap and other libraries)

3. Layout Based Design with Bootstrap 5

Header (includes/header.php)


<!DOCTYPE html>
<html lang="en">
<head>
    <meta charset="UTF-8">
    <meta name="viewport" content="width=device-width, initial-scale=1.0">
    <link href="https://cdn.jsdelivr.net/npm/bootstrap@5.1.3/dist/css/bootstrap.min.css" rel="stylesheet">
    <link rel="stylesheet" href="assets/css/styles.css">
    <title>Employee Management System</title>
</head>
<body>
    <div class="container">
        <header class="my-4">
            <h1>Employee Management System</h1>
        </header>
        <nav class="navbar navbar-expand-lg navbar-light bg-light">
            <div class="container-fluid">
                <a class="navbar-brand" href="index.php">Home</a>
                <button class="navbar-toggler" type="button" data-bs-toggle="collapse" data-bs-target="#navbarNav" aria-controls="navbarNav" aria-expanded="false" aria-label="Toggle navigation">
                    <span class="navbar-toggler-icon"></span>
                </button>
                <div class="collapse navbar-collapse" id="navbarNav">
                    <ul class="navbar-nav">
                        <li class="nav-item">
                            <a class="nav-link" href="employee_management.php">Employee Management</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="attendance_management.php">Attendance Management</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="payroll_management.php">Payroll Management</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="performance_management.php">Performance Management</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="recruitment.php">Recruitment</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="training.php">Training</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="leave_management.php">Leave Management</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="notifications.php">Notifications</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="login.php">Login</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="register.php">Register</a>
                        </li>
                    </ul>
                </div>
            </div>
        </nav>
        <main class="my-4">

Footer (includes/footer.php)


        </main>
        <footer class="text-center my-4">
            <p>© 2023 Employee Management System. All rights reserved.</p>
        </footer>
    </div>
    <script src="https://cdn.jsdelivr.net/npm/bootstrap@5.1.3/dist/js/bootstrap.bundle.min.js"></script>
</body>
</html>

4. PHP Code for User Authentication

Registration (public/register.php)


<?php
require '../config/db.php';
require '../includes/header.php';
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $username = $_POST['username'];
    $email = $_POST['email'];
    $password = password_hash($_POST['password'], PASSWORD_DEFAULT);
    $role = $_POST['role'];
    $stmt = $conn->prepare("INSERT INTO users (username, email, password, role) VALUES (?, ?, ?, ?)");
    $stmt->bind_param("ssss", $username, $email, $password, $role);
    $stmt->execute();
    $stmt->close();
    header("Location: login.php");
}
?>
<form method="POST" action="">
    <div class="mb-3">
        <label for="username" class="form-label">Username</label>
        <input type="text" class="form-control" id="username" name="username" required>
    </div>
    <div class="mb-3">
        <label for="email" class="form-label">Email</label>
        <input type="email" class="form-control" id="email" name="email" required>
    </div>
    <div class="mb-3">
        <label for="password" class="form-label">Password</label>
        <input type="password" class="form-control" id="password" name="password" required>
    </div>
    <div class="mb-3">
        <label for="role" class="form-label">Role</label>
        <select class="form-select" id="role" name="role">
            <option value="employee">Employee</option>
            <option value="hr">HR Personnel</option>
            <option value="admin">Admin</option>
        </select>
    </div>
    <button type="submit" class="btn btn-primary">Register</button>
</form>
<?php require '../includes/footer.php'; ?>

Login (public/login.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $username = $_POST['username'];
    $password = $_POST['password'];
    $stmt = $conn->prepare("SELECT * FROM users WHERE username = ?");
    $stmt->bind_param("s", $username);
    $stmt->execute();
    $result = $stmt->get_result();
    $user = $result->fetch_assoc();
    if ($user && password_verify($password, $user['password'])) {
        $_SESSION['user_id'] = $user['id'];
        $_SESSION['role'] = $user['role'];
        header("Location: dashboard.php");
    } else {
        echo "Invalid credentials.";
    }
}
?>
<form method="POST" action="">
    <div class="mb-3">
        <label for="username" class="form-label">Username</label>
        <input type="text" class="form-control" id="username" name="username" required>
    </div>
    <div class="mb-3">
        <label for="password" class="form-label">Password</label>
        <input type="password" class="form-control" id="password" name="password" required>
    </div>
    <button type="submit" class="btn btn-primary">Login</button>
</form>
<?php require '../includes/footer.php'; ?>

5. Additional PHP Scripts

Dashboard (public/dashboard.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM users WHERE id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$user = $result->fetch_assoc();
?>
<h2>Welcome, <?php echo $user['username']; ?></h2>
<p>Your role: <?php echo ucfirst($user['role']); ?></p>
<?php require '../includes/footer.php'; ?>

Employee Management (public/employee_management.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id']) || $_SESSION['role'] !== 'admin') {
    header("Location: login.php");
    exit();
}
$stmt = $conn->prepare("SELECT * FROM employees");
$stmt->execute();
$result = $stmt->get_result();
$employees = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Employee Management</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Name</th>
            <th>Job Title</th>
            <th>Department</th>
            <th>Actions</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($employees as $employee): ?>
        <tr>
            <td><?php echo $employee['id']; ?></td>
            <td><?php echo $employee['first_name'] . ' ' . $employee['last_name']; ?></td>
            <td><?php echo $employee['job_title']; ?></td>
            <td><?php echo $employee['department']; ?></td>
            <td>
                <a href="edit_employee.php?id=<?php echo $employee['id']; ?>" class="btn btn-warning">Edit</a>
                <a href="delete_employee.php?id=<?php echo $employee['id']; ?>" class="btn btn-danger">Delete</a>
            </td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Attendance Management (public/attendance_management.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM attendance WHERE employee_id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$attendance_records = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Attendance Management</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Clock In</th>
            <th>Clock Out</th>
            <th>Leave Type</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($attendance_records as $record): ?>
        <tr>
            <td><?php echo $record['id']; ?></td>
            <td><?php echo $record['clock_in']; ?></td>
            <td><?php echo $record['clock_out'] ? $record['clock_out'] : 'N/A'; ?></td>
            <td><?php echo ucfirst($record['leave_type']); ?></td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Payroll Management (public/payroll_management.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM payroll WHERE employee_id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$payroll_records = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Payroll Management</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Month</th>
            <th>Year</th>
            <th>Net Salary</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($payroll_records as $record): ?>
        <tr>
            <td><?php echo $record['id']; ?></td>
            <td><?php echo $record['month']; ?></td>
            <td><?php echo $record['year']; ?></td>
            <td><?php echo $record['net_salary']; ?></td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Performance Management (public/performance_management.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM performance_reviews WHERE employee_id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$performance_records = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Performance Management</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Review Date</th>
            <th>Score</th>
            <th>Comments</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($performance_records as $record): ?>
        <tr>
            <td><?php echo $record['id']; ?></td>
            <td><?php echo $record['review_date']; ?></td>
            <td><?php echo $record['score']; ?></td>
            <td><?php echo $record['comments']; ?></td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Recruitment (public/recruitment.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id']) || $_SESSION['role'] !== 'admin') {
    header("Location: login.php");
    exit();
}
$stmt = $conn->prepare("SELECT * FROM recruitment");
$stmt->execute();
$result = $stmt->get_result();
$job_postings = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Recruitment</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Job Title</th>
            <th>Description</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($job_postings as $job): ?>
        <tr>
            <td><?php echo $job['id']; ?></td>
            <td><?php echo $job['job_title']; ?></td>
            < td><?php echo $job['description']; ?></td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Training (public/training.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM training WHERE employee_id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$training_records = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Training Programs</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Training Title</th>
            <th>Completion Date</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($training_records as $training): ?>
        <tr>
            <td><?php echo $training['id']; ?></td>
            <td><?php echo $training['training_title']; ?></td>
            <td><?php echo $training['completion_date'] ? $training['completion_date'] : 'N/A'; ?></td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Leave Management (public/leave_management.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM leave_requests WHERE employee_id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$leave_requests = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Leave Management</h2>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Leave Type</th>
            <th>Start Date</th>
            <th>End Date</th>
            <th>Status</th>
        </tr>
    </thead>
    <tbody>
        <?php foreach ($leave_requests as $request): ?>
        <tr>
            <td><?php echo $request['id']; ?></td>
            <td><?php echo ucfirst($request['leave_type']); ?></td>
            <td><?php echo $request['start_date']; ?></td>
            <td><?php echo $request['end_date']; ?></td>
            <td><?php echo ucfirst($request['status']); ?></td>
        </tr>
        <?php endforeach; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Notifications (public/notifications.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM notifications WHERE user_id = ? ORDER BY created_at DESC");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$notifications = $result->fetch_all(MYSQLI_ASSOC);
?>
<h3>Your Notifications</h3>
<ul class="list-group">
    <?php foreach ($notifications as $notification): ?>
    <li class="list-group-item <?php echo $notification['is_read'] ? 'list-group-item-secondary' : ''; ?>">
        <?php echo $notification['message']; ?>
        <small class="text-muted"><?php echo $notification['created_at']; ?></small>
    </li>
    <?php endforeach; ?>
</ul>
<?php require '../includes/footer.php'; ?>

Admin Dashboard (public/admin_dashboard.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id']) || $_SESSION['role'] !== 'admin') {
    header("Location: login.php");
    exit();
}
$stmt = $conn->prepare("SELECT COUNT(*) AS employee_count FROM employees");
$stmt->execute();
$result = $stmt->get_result();
$employee_count = $result->fetch_assoc()['employee_count'];
$stmt = $conn->prepare("SELECT COUNT(*) AS leave_count FROM leave_requests");
$stmt->execute();
$result = $stmt->get_result();
$leave_count = $result->fetch_assoc()['leave_count'];
$stmt = $conn->prepare("SELECT COUNT(*) AS training_count FROM training");
$stmt->execute();
$result = $stmt->get_result();
$training_count = $result->fetch_assoc()['training_count'];
?>
<h2>Admin Dashboard</h2>
<p>Total Employees: <?php echo $employee_count; ?></p>
<p>Total Leave Requests: <?php echo $leave_count; ?></p>
<p>Total Training Programs: <?php echo $training_count; ?></p>
<?php require '../includes/footer.php'; ?>

6. Additional Features to Consider

User Profiles: Allow users to edit their profiles and manage their settings.

Document Management: Implement functionality for uploading and managing employee-related documents.

Advanced Reporting: Enhance reporting capabilities with more detailed analytics and visualizations.

Mobile Application: Develop a mobile application for users to access the platform on the go.

7. Security Measures

Data Validation: Ensure all user inputs are validated to prevent SQL injection and XSS attacks.

Password Security: Use strong hashing algorithms for storing passwords.

Session Security: Implement secure session management practices to protect user sessions.

8. Testing and Deployment

Unit Testing: Conduct unit tests for individual components to ensure they function correctly.

Integration Testing: Test the integration of different modules to ensure they work together seamlessly.

Deployment: Choose a reliable hosting provider and deploy the application, ensuring all configurations are optimized for performance.

9. Documentation

User Documentation: Create a user manual to guide users through the platform's features and functionalities.

Developer Documentation: Document the codebase and architecture for future reference and maintenance.

10. Future Enhancements

AI-Powered Recommendations: Implement machine learning algorithms to provide personalized training and development recommendations.

Community Features: Create forums or discussion boards for employees to share insights and strategies.

Integration with Other Systems: Consider integrating with existing HR systems or tools for a more comprehensive solution.

This structured approach will help you build a comprehensive Employee Management System that meets user needs and adapts to future requirements.