To update data of Employees the Admin needs to have the role "Can manage "My Employees" except off-boarding".
Go to option My Employees on the left menu.
Select the employee. Click on the image of the employee or expand the employee profile and click on Edit.
There are 5 tabs available for capturing data related to employee.
Employee Both Admin and Employee can enter personal details. Data entered by Admin will not need approval but data entered by employee needs to be approved by Admin prior to being locked in.
Name – Name of the Employee is mandatory. If employee changes the data then it has to be approved by the Admin. If it is edited by Admin then it is automatically approved.
Gender – If a gender is selected for the employee then the values in the widgets in the Dashboard will reflect that.
Date of Birth – Date of birth is important for any Widget / Workflow which is related to it. Birthday gets displayed in the Calendar.
Email / Mobile – Email address or mobile number is mandatory for the system to be accessible by the employee.
By default, a user’s mobile number will be shown in the directory. –This checkbox is ticked by default. If the employee wants to hide his/her mobile number from being viewed in the Directory, then they need to untick this checkbox.
Work pass type – If a work pass type is selected for the employee then the values in the widgets in the Dashboard will reflect that.
Bank Details (Bank Name, Account Holder Name, Account number) : These details are required for receiving cashback.
Only admin can enter employment details. These details can be viewed by Employee under "Employment".
Designation – Designation of Employee is mandatory.
Manager – The manager for the employee needs to be defined in the system. Based on manager the employee would get automatically slotted in the Organization structure. The manager field is important to approve leave and any workflow which is related to it.
Work location - If a work location of the employee is selected then the values in the widgets in the Dashboard.
Department - If a Department of the employee is selected then the values in the widgets in the Dashboard will reflect that.
Joining date –Joining Date is important for any Workflow which is related to it. It is needed for Work Anniversary to get displayed in the Calendar. Probation end date depends on the Joining Date. Some Widgets on the dashboard depends on the Joining Date.
Probation period – Probation period is needed to determine the probation end date or confirmation process. It is important for any Workflow related to it.
Employment end date – Employment end date is important for the system to identify from when the employee would be inactive in the system. It is important for any Workflow related to it.
Country of Work – Country of work for the employee is defined here.
Employee Type – Employee type can either be Full time or Part time.
Duration Type – The duration of employment can be Permanent, Temporary or Internship.
Working Hours And Public Holidays – The work week for an employee can be customized as per requirement and also the Public Holiday group can either be modified or a new group can be created accordingly.
Salary Contribution – This option can be activated only for the employees whose country of work is Singapore. The contributions can be enabled or disabled for an employee by the Admin.
Probation and Notice Period – The necessary details regarding the joining date and confirmation date details are included herewith, including the reason for off-boarding (if required).
Payment method – Payment method for salary is defined here. The method of payment gets printed on the payslip of the employee. It also includes the details about Overtime pay and the rate of pay.
Is key contact – Use this checkbox if the employee is a Key Contact for a particular function or department. If an employee is selected as Key Contact then he would be displayed at the start of the directory list with a “Key contact” tag. If the employee is defined as a Key Contact then description for the key contact has to be entered in field “Key contact for (short description) ”.
Key contact for (short description) – If the employee is defined as a Key Contact then a short description of the particular function or department, for which the employee is a Key Contact has to be entered in this field.
Directory settings – This field is used to define the rights of the employee, when there are subsidiaries. This field is important in case the employee is defined as an Admin. If this field is not defined then the Directory setting of the company takes effect.
Family details can be entered by both Admin and employee.
Important Fields :
>> Name – Name of the Family member of the Employee is mandatory.
>> Is emergency contact – If the family member is the employee’s emergency contact then this checkbox has to be selected.
Both employee and Admin can upload documents. Admin will verify mandatory documents entered by Employee.
Red circle with an exclamation mark on the folder – If the document is mandatory, then there would be a red circle with an “!” in it to let the employee know about the mandatory document. If there is a red circle with an “!”, then it is an indication for the Admin that there is an uploaded document that needs to be approved.
When the Admin changes any data in Personal, Family and Documents page,it gets automatically approved by the system.
Admin can add/edit progressions under Career Progressions Tab
Progressions can be of various types and can be chosen from the pre-populated list in the 'Progression Type' dropdown.
Every single update/change made in the Employee's data is included under Audit Logs.