The idea
The employee record is the one place every other part of People reads from: attendance, leave, payroll and the approvals all start from it. Open Employee information setup (Human resource › Employee).
The list shows each employee's Name, Code, Mobile, Email, Branch, Department, Manager (the reporting person) and Work status. Filter by name or designation, or by any of the other columns.
How an employee is added
There is no Add button on this screen. A person gets a record in one of two ways:
- Through hiring. Send an offer from Human resource process; the candidate fills in their own profile and you convert them into an employee (Hire: offer, candidate profile, appointment and conversion).
- By Excel import. On Employee information setup, press Import, download the Template, fill it in, Upload and import. A list of errors is shown when a row cannot be imported; fix the sheet and upload again. A company that works by branch uses a template with a branch column; a company that does not must leave the branch out.
What the record holds
Press the employee's name to open the Employee information page, or use Edit on the row. The edit window has these tabs:
| Tab | What it holds |
|---|---|
| Profile | Code, Device user id (the number the attendance device knows the person by), Branch, Title, Job type, name, Gender, Marital status, Date of birth, Designation, Department, Confirmation date, Joining date, Permanent date, Email, Mobile, Telephone, Manual attendance permission, Impairment |
| Payroll details | How the employee is paid; see An employee's payroll details |
| Address | Permanent address and Current address (tick Same as permanent address to copy) |
| Optional | Nationality, Ethnicity, Religion, Reporting person |
| Family information | Family members, with Relation, Citizenship no and a This person is nominee tick |
The Payroll details tab opens only after the profile is complete and only when your company has payroll.
The Employee information page also shows Disciplinary action, Job task, Document and Grievance tabs for the person (Disciplinary action and job tasks, Grievances).
Dates the screen checks
- Joining date must not be before the Confirmation date, and not after the Permanent date when one is given. The screen's message for the first reads "Joining date must be greater than or equal to confirmation date".
- Confirmation date must be after the Date of birth.
- Email and Code must be unique. A second employee with the same code or email is refused.
Change a person's work status
Choose Status on the row, then in Change status pick the new Status, the Effective date and optional Notes. The screen shows the Current status; choosing the same status again is refused.
Only people whose status is working can be paid, and only working people get a new year's leave carried forward. Edit is offered only for a working employee (or one in the other status the screen allows).
Who may mark manual attendance
Select employees on the list and choose Allow permission for manual attendance or Disallow permission for manual attendance. Employees with the permission can add their own Manual timesheet (Manual timesheet).