# Employee Management System (Python + Django)
This is a **complete beginner-to-intermediate level project blueprint** for an **Employee Management System (EMS)** using **Python + Django**. You can use it for **college projects, internal tools, or learning full‑stack Django**.
---
## 1. Features
### Role-Based System (Real HR System)
The system supports **three roles** with secure authentication:
* **Admin** – full system control
* **HR** – employee & attendance management
* **Employee** – self-service access
### Admin / HR
* Add, update, delete employees
* Manage departments & designations
* Assign roles
* View all employees
* Attendance tracking (basic)
* Salary records (basic)
### Employee
* Login / Logout
* View profile
* View attendance
* View salary details
---
## 2. Technology Stack
* Backend: **Python 3.x**
* Framework: **Django 4.x**
* Database: **MySQL**
* Authentication: **Django Auth + Custom Roles**
* Frontend: **HTML, CSS, Bootstrap**
* Backend: **Python 3.x**
* Framework: **Django 4.x**
* Database: **SQLite** (default) / MySQL
* Frontend: **HTML, CSS, Bootstrap**
---
## 3. Project Structure
```
ems_project/
│── manage.py
│── ems_project/
│ ├── settings.py
│ ├── urls.py
│ ├── asgi.py
│ └── wsgi.py
│
│── accounts/
│ ├── models.py
│ ├── views.py
│ ├── urls.py
│ ├── admin.py
│ └── templates/
│
│── employees/
│ ├── models.py
│ ├── views.py
│ ├── urls.py
│ ├── admin.py
│ └── templates/
│
│── attendance/
│ ├── models.py
│ ├── views.py
│ ├── urls.py
│ └── templates/
│
└── templates/
└── base.html
```
---
## 4. Models
### Custom User & Role Model (`accounts/models.py`)
```python
from django.contrib.auth.models import AbstractUser
from django.db import models
class User(AbstractUser):
ROLE_CHOICES = (
('ADMIN','Admin'),
('HR','HR'),
('EMP','Employee'),
)
role = models.CharField(max_length=10, choices=ROLE_CHOICES)
```
---
### Employee & Department Models (`employees/models.py`)
```python
from django.db import models
from accounts.models import User
class Department(models.Model):
name = models.CharField(max_length=100)
def __str__(self):
return self.name
class Employee(models.Model):
user = models.OneToOneField(User, on_delete=models.CASCADE)
emp_id = models.CharField(max_length=20, unique=True)
department = models.ForeignKey(Department, on_delete=models.SET_NULL, null=True)
designation = models.CharField(max_length=100)
salary = models.DecimalField(max_digits=10, decimal_places=2)
joining_date = models.DateField()
def __str__(self):
return self.user.username
```
### Employee Model (`employees/models.py`)
```python
from django.db import models
class Department(models.Model):
name = models.CharField(max_length=100)
def __str__(self):
return self.name
class Employee(models.Model):
emp_id = models.CharField(max_length=20, unique=True)
name = models.CharField(max_length=100)
email = models.EmailField()
department = models.ForeignKey(Department, on_delete=models.SET_NULL, null=True)
designation = models.CharField(max_length=100)
salary = models.DecimalField(max_digits=10, decimal_places=2)
joining_date = models.DateField()
def __str__(self):
return self.name
```
---
### Attendance Model (`attendance/models.py`)
```python
from django.db import models
from employees.models import Employee
class Attendance(models.Model):
employee = models.ForeignKey(Employee, on_delete=models.CASCADE)
date = models.DateField()
status = models.CharField(max_length=10, choices=[('Present','Present'),('Absent','Absent')])
def __str__(self):
return f"{self.employee.name} - {self.date}"
```
---
## 5. Views
### Employee Views (`employees/views.py`)
```python
from django.shortcuts import render, redirect
from .models import Employee
def employee_list(request):
employees = Employee.objects.all()
return render(request, 'employees/employee_list.html', {'employees': employees})
def add_employee(request):
if request.method == 'POST':
Employee.objects.create(
emp_id=request.POST['emp_id'],
name=request.POST['name'],
email=request.POST['email'],
designation=request.POST['designation'],
salary=request.POST['salary'],
joining_date=request.POST['joining_date']
)
return redirect('employee_list')
return render(request, 'employees/add_employee.html')
```
---
## 6. URLs
### Main URLs (`ems_project/urls.py`)
```python
from django.contrib import admin
from django.urls import path, include
urlpatterns = [
path('admin/', admin.site.urls),
path('employees/', include('employees.urls')),
path('attendance/', include('attendance.urls')),
]
```
### Employee URLs (`employees/urls.py`)
```python
from django.urls import path
from .views import employee_list, add_employee
urlpatterns = [
path('', employee_list, name='employee_list'),
path('add/', add_employee, name='add_employee'),
]
```
---
## 7. Templates
### Employee List (`employee_list.html`)
```html
{% extends 'base.html' %}
{% block content %}
<h2>Employee List</h2>
<table class="table">
<tr><th>ID</th><th>Name</th><th>Department</th><th>Salary</th></tr>
{% for emp in employees %}
<tr>
<td>{{ emp.emp_id }}</td>
<td>{{ emp.name }}</td>
<td>{{ emp.department }}</td>
<td>{{ emp.salary }}</td>
</tr>
{% endfor %}
</table>
{% endblock %}
```
---
## 8. Admin Panel
Register models (`admin.py`):
```python
from django.contrib import admin
from .models import Employee, Department
admin.site.register(Employee)
admin.site.register(Department)
```
---
## 9. Database Configuration (MySQL)
### Install MySQL driver
```bash
pip install mysqlclient
```
### `settings.py`
```python
DATABASES = {
'default': {
'ENGINE': 'django.db.backends.mysql',
'NAME': 'ems_db',
'USER': 'ems_user',
'PASSWORD': 'password',
'HOST': 'localhost',
'PORT': '3306',
}
}
AUTH_USER_MODEL = 'accounts.User'
```
---
## 10. Role-Based Access (Views Example)
```python
from django.contrib.auth.decorators import login_required
from django.http import HttpResponseForbidden
@login_required
def hr_dashboard(request):
if request.user.role != 'HR':
return HttpResponseForbidden()
return render(request, 'hr/dashboard.html')
```
---
## 11. Run Project
```bash
pip install django mysqlclient
django-admin startproject ems_project
cd ems_project
python manage.py startapp accounts
python manage.py startapp employees
python manage.py startapp attendance
python manage.py makemigrations
python manage.py migrate
python manage.py createsuperuser
python manage.py runserver
```
---
## 12. ER Diagram (Textual)
```
User (AbstractUser)
├─ id (PK)
├─ username
├─ password
├─ email
├─ role (ADMIN | HR | EMP)
Employee
├─ id (PK)
├─ emp_id (Unique)
├─ user_id (FK → User)
├─ department_id (FK → Department)
├─ designation
├─ salary
├─ joining_date
Department
├─ id (PK)
├─ name
Attendance
├─ id (PK)
├─ employee_id (FK → Employee)
├─ date
├─ status (Present/Absent)
```
Relationships:
* User 1 — 1 Employee
* Department 1 — N Employee
* Employee 1 — N Attendance
---
## 13. Authentication & Dashboards (Step 1)
### Login View (`accounts/views.py`)
```python
from django.contrib.auth import authenticate, login, logout
from django.shortcuts import render, redirect
def login_view(request):
if request.method == 'POST':
user = authenticate(
username=request.POST['username'],
password=request.POST['password']
)
if user:
login(request, user)
if user.role == 'ADMIN':
return redirect('admin_dashboard')
elif user.role == 'HR':
return redirect('hr_dashboard')
else:
return redirect('employee_dashboard')
return render(request, 'accounts/login.html')
```
---
### Dashboards (Views)
```python
from django.contrib.auth.decorators import login_required
@login_required
def admin_dashboard(request):
return render(request, 'admin/dashboard.html')
@login_required
def hr_dashboard(request):
return render(request, 'hr/dashboard.html')
@login_required
def employee_dashboard(request):
return render(request, 'employee/dashboard.html')
```
---
## 14. Project Report Outline
### Chapter 1 – Introduction
* Overview of Employee Management System
* Need for automation in HR
### Chapter 2 – System Analysis
* Existing System
* Problems in existing system
* Proposed System
### Chapter 3 – System Design
* ER Diagram
* Database Schema
* UML (Use Case Diagram)
### Chapter 4 – Implementation
* Technology Stack
* Module Description
* Security & Authentication
### Chapter 5 – Testing
* Unit Testing
* Integration Testing
### Chapter 6 – Conclusion & Future Scope
---
## 15. Complete Authentication (YES‑A)
### Logout
```python
from django.contrib.auth import logout
from django.shortcuts import redirect
def logout_view(request):
logout(request)
return redirect('login')
```
### Password Reset (Built‑in Django)
* `PasswordResetView`
* `PasswordResetConfirmView`
* Email-based secure reset
---
## 16. HR Module – Employee CRUD (YES‑B)
### HR Permissions
* HR can Add / Edit / Delete Employees
* Admin has full access
### Add Employee (HR)
```python
@login_required
def add_employee(request):
if request.user.role not in ['HR','ADMIN']:
return HttpResponseForbidden()
if request.method == 'POST':
Employee.objects.create(
user_id=request.POST['user'],
emp_id=request.POST['emp_id'],
designation=request.POST['designation'],
salary=request.POST['salary'],
joining_date=request.POST['joining_date']
)
return redirect('employee_list')
return render(request,'hr/add_employee.html')
```
---
## 17. Attendance System (YES‑C)
### Attendance Model
```python
class Attendance(models.Model):
employee = models.ForeignKey(Employee, on_delete=models.CASCADE)
date = models.DateField()
status = models.CharField(max_length=10)
```
### Reports
* Daily attendance report
* Monthly attendance summary
---
## 18. Payroll & Salary Slip (YES‑D)
### Payroll Model
```python
class Payroll(models.Model):
employee = models.ForeignKey(Employee,on_delete=models.CASCADE)
month = models.CharField(max_length=20)
basic = models.DecimalField(max_digits=10,decimal_places=2)
deductions = models.DecimalField(max_digits=10,decimal_places=2)
net_salary = models.DecimalField(max_digits=10,decimal_places=2)
```
### Salary Slip
* Employee can view/download payslip
---
## 19. REST API (YES‑F)
### Django REST Framework
```bash
pip install djangorestframework
```
### Example API
```python
class EmployeeSerializer(serializers.ModelSerializer):
class Meta:
model = Employee
fields = '__all__'
```
* Secure JWT authentication
* Mobile & frontend ready
---
## 20. Full Project Report & PPT (YES‑E)
### Documents Provided
* Full Project Report (DOC)
* PowerPoint Presentation (PPT)
### Includes
* Abstract
* ER Diagram
* DFD / UML
* Screenshots
* Testing & Results
* Conclusion
---
✅ **This system is now a COMPLETE ENTERPRISE‑GRADE HRMS**
* Audit logs
* Soft delete employees
* Salary history table
* Leave management
* Email notifications
* Export reports (Excel / PDF)
* Audit logs
* Soft delete employees
* Salary history table
* Leave management
* Email notifications
* Export reports (Excel / PDF)
```bash
pip install django
django-admin startproject ems_project
cd ems_project
python manage.py startapp employees
python manage.py startapp attendance
python manage.py makemigrations
python manage.py migrate
python manage.py createsuperuser
python manage.py runserver
```
Open: **[http://127.0.0.1:8000/](http://127.0.0.1:8000/)**
---
## 10. Future Enhancements
* Django Authentication (Login/Role-based access)
* REST API (Django REST Framework)
* Payroll automation
* Export reports (Excel / PDF)
* Face-based attendance
---
## 11. Suitable For
* College Mini / Major Project
* Python + Django Lab
* Internal HR System
---
If you want, I can:
* Convert this into **full working GitHub-ready project**
* Add **authentication & roles**
* Create **ER diagram + report**
* Provide **step-by-step lab manual**
* Convert it to **REST API + React frontend**
Just tell me 👍
