Promote someone and payroll, leave and reviews know the same day. And when anyone asks who changed a salary, you can show them: the name, the date, and what it said before.
WK
Wanjiru KamauFinance Manager · Nairobi HQ
Example data
Employee numberMHR-FIN-0042
PositionFinance Manager
DepartmentFinance
GradeG7
ManagerDaniel Ouma
Joined3 March 2022
Monthly salaryKES 345,000 Visible to HR
Change history
Dated and kept, never overwritten. Newest first.
Bank details updatedSelf-service
Account ending 4471Account ending 9023
Requested by Wanjiru Kamau, 12 Sep 2026 · Approved by HR manager, 13 Sep 2026
Manager changedFrom 1 Aug 2026
Ruth AtienoDaniel Ouma
HR manager, 28 Jul 2026, 16:40
PromotionFrom 1 Jul 2026
Senior Accountant, G6Finance Manager, G7
HR manager, 24 Jun 2026, 11:02
Salary changeFrom 1 Jul 2026
KES 310,000KES 345,000
HR manager, 24 Jun 2026, 11:04
One record
Change it once. Everything else catches up.
New bank account? Payroll pays it. New manager? Leave requests go to them. New grade? Reviews use it. Nobody re-keys anything into a second system, so nothing drifts out of step.
People analyticsHeadcount and workforce reports read the same record too.
The numbers your returns need, on the record.
Your team's KRA PIN and NSSF number live on each employee's record, so the P10 and statutory returns pull straight from it.
KRA PINNSSF numberP10
The employee lifecycle
Hire to exit, in one file.
Someone who joined in 2022 has one story in Meridian, not five folders and a WhatsApp thread.
Joining
Stage 1 of 5
Day one starts ready. Contract, bank details and kit are ticked off before they walk in.
Onboarding: Alice NdutaExample data
Contract signedHR officer, 2 MarDone
Bank details addedSelf-service, 3 MarDone
Laptop issuedIT, due 6 MarTo do
Org structure
An org chart that's never out of date.
It's drawn from each person's reporting line. Change someone's manager and the chart moves with them. Nobody maintains a slide.
DepartmentsNested the way you work.
Job gradesYour own grade scale.
PositionsLinked to a department and grade.
Reporting linesEach person's manager, dated.
Keep the employee numbers your people already know.Example data
Your prefix, your department codes, your padding.
MHRPrefix
-
FINSegment
-
0043Padded to 4
Next number in Finance: MHR-FIN-0043
FinanceExample data
DODaniel OumaFinance Director
WKWanjiru KamauFinance Manager
JMJoseph MainaAccountant
ANAlice NdutaAccounts Assistant
KMKevin MutuaPayroll Lead
MCMercy ChebetTax Analyst
Access
Managers see their team. Not their team's salaries.
Access follows each person's role, on every screen and in every export. Pay stays hidden unless a role is meant to see it, and your most confidential records can be locked down further. The same rules hold when your systems or AI tools connect through the API.
Pay stays hidden from anyone whose role isn't allowed to see it.
Confidential records can be locked down to a smaller group.
The same rules everywhere: on screen, in exports and through the API.
Your data never mixes with another company's.
Example data
WK
Wanjiru KamauMHR-FIN-0042 · Finance
PositionFinance Manager, G7
ManagerDaniel Ouma
National IDNot in your role
Bank accountNot in your role
Monthly salaryHidden for your role
Emergency contactPeter Kamau, brother
Viewing as Daniel Ouma, her manager
Audit trail
When the auditor asks, the answer's already written down.
Changes to the record are logged with who made them, when, and what they said before. HR, an employee in self-service or a scheduled reminder: it's all there. And no one using Meridian can edit or delete an entry.
When
Who
Record and field
Before
After
13 Sep 2026, 09:15
PersonHR manager, approving a self-service request
Wanjiru KamauBank account
Ending 4471
Ending 9023
1 Sep 2026, 02:00
Scheduled jobDocument reminders
Kevin MutuaWork permit
Valid
Reminder sent
28 Jul 2026, 16:40
PersonHR manager
Wanjiru KamauManager
Ruth Atieno
Daniel Ouma
24 Jun 2026, 11:02
PersonHR manager
Wanjiru KamauGrade
G6
G7
14 Jun 2026, 10:21
PersonJoseph Maina, in self-service
Joseph MainaEmergency contact
Empty
Grace Maina, sister
No one using Meridian can edit or delete an entry.Example data
Getting your data in
Bring the spreadsheet. We'll show you what's wrong with it first.
Missing IDs, a misspelt department, someone who's already on the system. Meridian flags every problem row before anything is saved. Fix those, import the rest.
TemplateStart from our import template.
UploadPaste in your staff list and upload it.
PreviewSee every row, with errors and existing employees flagged.
ImportSave the rows once they're right.
Preview: staff-list.xlsxNothing saved yet
46 ready2 errors1 already an employeeExample data
Row
Name
Employee number
Department
National ID
Status
2
Joseph Maina
MHR-FIN-0044
Finance
2981 4473
Ready
3
Esther Wairimu
MHR-OPS-0107
Operations
EmptyNational ID is required
Error
4
Wanjiru Kamau
MHR-FIN-0042
Finance
2770 1189
DuplicateAlready an employee
5
Samuel Kipchoge
MHR-SAL-0019
SalseDepartment not found
3102 5568
Error
6
Alice Nduta
MHR-FIN-0045
Finance
3345 0912
Ready
Fix the flagged rows in your file and upload again, or import the ready rows.
Import 46 rows
Common questions
About records, access and moving your data.
Moving from an old HRIS?
Plan it with the people who'd set you up.
Yes. Numbering follows your own scheme: a prefix, padding and segments, such as a department code. Bring your existing numbers and new starters follow the same pattern.
Only roles you've allowed to see pay. Everyone else sees the same record with salaries hidden, and you can lock your most confidential records down further.
The same rules hold in exports and when other systems connect through the API.
You record the termination with its date and reason, then run the exit interview and clearance, work out terminal dues and track company assets until they're back. The record and its history stay in place.
Put your staff list into our import template and upload it. Meridian shows a preview of every row, with errors and existing employees flagged. Nothing is saved until you import.
No. Each company's data is kept separate in the database.
Get the record right. Everything else gets easier.
Bring your spreadsheets and we'll import them. Start on your own, or plan the move with the team that's done it before.