Product, people
The record exists before the person does.
HR creates someone, sets their position and manager, and sends the invitation. Equipment and leave can be attached before day one. The account links itself on acceptance.
Joining
An employee and an account are two different things.
Most tools force you to invite someone before you can record anything about them, which means a new starter is invisible until their first morning. Luwawa separates the two, so the week of preparation before someone arrives has somewhere to live.
- Not yet joined
- The record exists. Position, manager, start date and salary can all be set. No login yet.
- Invited
- An invitation is out. Equipment can be reserved against the record in the meantime.
- Active
- The invitation was accepted and the login is linked. Self-service opens up.
- Former
- Access is gone, the record and its history stay. They stop counting towards your bill.
A record that never accepts is not a dead end. If a start date passes without acceptance, the record stays and HR can re-issue the invitation or close it out.
Structure
Nobody draws the org chart.
Set a manager on a record and the tree follows. It is the same field the approval chain reads, so the chart and the routing can never disagree.
Nkhata Group, derived from the manager field
- Yamikani Nyirenda Managing Director, Executive
- Lusungu Mwale Finance Director, Finance
- Thoko Banda Senior Accountant, Finance
- Mphatso Kaunda Accounts Assistant. Invitation pending, starts 01 Aug 2026
- Thoko Banda Senior Accountant, Finance
- Chikondi Phiri Operations Lead, Operations
- Tamandani Gondwe Field Technician, Operations. On leave
- Lusungu Mwale Finance Director, Finance
Restricted
Two sections most administrators never see.
Compensation and banking are visible to owners and HR admins only. An IT admin administers the same person, issues their equipment and sends their invitation, and never sees either.
Full bank account numbers are never displayed again after entry. Every reveal is written to an audit trail, and a change to bank details notifies the employee by email.