Add a new employee

When a new employee is hired, the first step is to create a new employee form. Starting in the Employees app dashboard, click the Create button to create a new employee form. Fill out the required information (underlined in bold) and any additional details, then click Save.

Note

The current company phone number and name is populated in the Work Phone and Company fields.

General information

Required fields

• Name: Enter the employee’s name.

• Company: Select the company from the drop-down menu that the new employee is hired by, or create a new company by typing the name in the field.

Optional fields

• Photo: In the top right image box of the employee card, click on the ✏️ (pencil) edit icon to select a photo to upload.

• Job Position: Enter the employee’s job position title.

• Tags: Click on a tag in the drop-down menu to add any tags applicable to the employee. Any tag can be created in this field by typing it in. Once created, the new tag is available for all employee cards. There is no limit to the amount of tags that can be added.

• Work Contact Information: Enter the employees Work Mobile, Work Phone, Work Email, and/or Company name.

• Department: Select the employee’s department from the drop-down menu.

• Manager: Select the employee’s manager from the drop-down menu.

• Coach: Select the employee’s coach from the drop-down menu.

Note

After a Manager is selected, if the Coach field is blank, the selected manager automatically populates the Coach field.

Tip

To make edits to the selected Department, Manager, Coach, or Company, click the External Link button next to the respective selection. The External Link button opens the selected form, allowing for modifications. Click Save after any edits are made.

Additional information tabs

Resumé tab

Resumé

Next, enter the employee’s work history in the Resumé tab. Each resumé line must be entered individually. Click Create a New Entry, and the Create Resumé lines form appears. Enter the following information for each entry.

• Title: Type in the title of the previous work experience.

• Type: From the drop-down menu, select either Experience, Education, Internal Certification, Internal Training, or type in a new entry.

• Display Type: Select either Classic, Certification, or Course from the drop-down menu.

• Date Start and Date End: Enter the start and end dates for the work experience. To select a date, use the < (left) and > (right) arrow icons to scroll to the desired month, then click on the day to select it.

• Description: Enter any relevant details in the field.

Once all the information is entered, click the Save & Close button if there is only one entry to add, or click the Save & New button to save the current entry and create another resumé line.

Note

After the new employee form is saved, the current position and company is automatically added to the Resumé tab as Experience, with the end date listed as Current.

Skills

An employee’s skills can be entered in the Resumé tab in the same manner a resumé line is created. Click the Create a New Entry button under Skills and a Create Skills form appears. Fill in the information on the form.

• Skill Type: Select a skill type by clicking the radio button next to the skill type.

• Skill: The corresponding skills associated with the selected Skill Type appear in a drop-down menu. For example, selecting Language as the Skill Type presents a variety of languages to select from under the Skills field. Select the appropriate pre-configured skill, or type in a new one.

• Skill Level: Pre-defined skill levels associated with the selected Skill Type appear in a drop-down menu. Select a skill level, then the progress bar automatically displays the pre-defined progress for that skill level. Skill levels and progress can be modified in the Skill Level pop-up form, which is accessed via the External Link button next to Skill Level field.

Once all the information is entered, click the Save & Close button if there is only one entry to add, or click the Save & New button to save the current entry and create another skill.

To delete any line from the Resumé tab, click the 🗑️ (trash can) icon to delete the entry. Add a new line by clicking the Add button next to the corresponding section.

Skill types

In order to add a skill to an employee’s form, the Skill Types must be configured. Go to Employees app ‣ Configuration ‣ Skill Types to view the currently configured skill types and create new skill types. Click Create and a new Skill Type form appears. Fill out all the details and then click Save. Repeat this for all the skill types needed.

• Skill Type: Enter the name of the skill type. This should be somewhat generic, since the specific skills listed will be housed under this category.

• Skills: Click Add a line and enter the information for the new skill, then repeat for all other needed skills.

• Levels: Click Add a line and a Create Levels form appears. Enter the name of the level, and assign a percentage (0-100) for that level. Click Save & New to save the entry and add another level, or click Save & Close to save the level and close the form.

  Example

  To add a math skill set, enter Math in the Name field. Next, in the Skills field, enter Algebra, Calculus, and Trigonometry. Last, in the Levels field enter Beginner, Intermediate, and Expert, with the Progress listed as 25, 50, and 100, respectively. Then, either click Save & Close or Save & New.

  

Work information tab

The Work Information tab is where the employee’s specific job related information is housed. Their working schedule, various roles, who approves their specific requests (time off, timesheets, and expenses), and specific work location details are listed here. Enter the following information for the new employee.

• Location: Select the Work Address and Work Location from the corresponding drop-down menus. The work address External Link button opens up the selected company form in a window, and allows for editing. The Work Location is the specific location details, such as a floor or building. If a new work location is needed, add the location by typing it in the field.

• Approvers: Using the drop-down menus, select the users responsible for approving Time Off, Expenses, and Timesheets for the employee. The External Link button opens a form with the approver’s Name, Email Address, Company, Phone, and Mobile fields. These can be modified, if needed. Click Save after making any edits.

• Schedule: Select the Working Hours and Timezone (both required) for the employee. The External Link button opens up a detailed view of the specific daily working hours. Working hours can be modified or deleted here. Click Save to save any changes.

• Planning: The Planning section affects the Planning app, and will only appear if the Planning app is installed. Click on a planning role from the drop-down menu for both the Default Planning Role and the Planning Roles fields to add a role. There is no limit to the amount of Planning Roles that can be selected for an employee, but there can only be one Default Planning Role. The default is the typical role that the employee performs, where the Planning Roles are all the specific roles the employee is able to perform.

  

Tip

The users that appear in the drop-down menu for the Approvers section must have Administrator rights set for the corresponding human resources role. To check who has these rights, go to Settings app ‣ Users ‣ Manage Users. Click on an employee, and check the Human Resources section of the Access Rights tab.

• In order for the user to appear as an approver for Expenses, they must have either Team Approver, All Approver, or Administrator set for the Expenses role.

• In order for the user to appear as an approver for Time Off, they must have either Officer or Administrator set for the Time Off role.

• In order for the user to appear as an approver for Timesheets, they must have either Manager, Officer, or Administrator set for the Payroll role.

Note

Working Hours are related to a company’s working times, and an employee cannot have working hours that are outside of a company’s working times.

Each individual working time is company-specific, so for multi-company databases, each company needs to have its own working hours set.

If an employee’s working hours are not configured as a working time for the company, new working times can be added, or existing working times can be modified. To add or modify a working time, go to the Payroll app ‣ Configuration ‣ Working Times, and add a new working time or edit an existing one.

After the new working time is created, set the working hours for the employee.

Private information tab

No information in the Private Information tab is required, however, some information in this section may be critical for the company’s payroll department. In order to properly process payslips and ensure all deductions are accounted for, the employee’s personal information should be entered.

Here, the employee’s Private Contact, Marital Status, Emergency Contact, Education, Citizenship, Dependant, and Work Permit information is entered. Fields are entered either using a drop-down menu, clicking a check box, or typing in the information.

• Private Contact: Enter the personal Address for the employee. The selection can be made with the drop-down menu. If the information is not available, type in the name for the new address. To edit the new address, click the External Link button to open the address form. On the address form, enter the necessary details, then click Save

  Some other information in the Private Contact section may auto-populate, if the address is already listed in the drop-down menu.

  Next, enter the employee’s Email address and Phone number in the corresponding fields.

  Select the employee’s preferred Language from the drop-down menu.

  Enter the employee’s Bank Account Number using the drop-down menu. If the bank is not already configured (the typical situation when creating a new employee) enter the bank account number, and click Create and Edit. A Create: Bank Account Number for appears. Fill in the information, then click Save.

  Finally, enter the Home-Work Distance in the field. This field is only necessary if the employee is receiving any type of commuter benefits.

• Marital Status: Select either Single, Married, Legal Cohabitant, Widower, or Divorced from the drop-down menu.

• Emergency: Type in the name and phone number of the employee’s emergency contact.

• Education: Select the highest level of education completed by the employee from the Certificate Level drop-down menu. Options include Graduate, Bachelor, Master, Doctor, or Other. Type in the Field of Study, and the name of the School in the respective fields.

• Citizenship: This section houses all the information relevant to the citizenship of the employee. Some selections use a drop-down menu, as does the Nationality (Country), Gender, and Country of Birth sections. The Date of Birth uses a calendar module to select the date. First, click on the name of the month, then the year, to access the year ranges. Use the < (left) and > (right) arrow icons, navigate to the correct year range, and click on the year. Next, click on the month. Last, click on the day to select the date. Type in the information for the Identification No, Passport No, and Place of Birth fields.

• Dependant: If the employee has any children, enter the Number of Children in the field.

• Work Permit: If the employee has a work permit, enter the information in this section. Type in the Visa No and/or Work Permit No in the corresponding fields. Using the calendar module, select the Visa Expire Date and/or the Work Permit Expiration Date to enter the expiration date(s). If available, upload a digital copy of the work permit document. Click Upload Your File, navigate to the work permit file in the file explorer, and click Open.

HR settings tab

This tab provides various fields for different information, depending on the country the company is located. Different fields are configured for different locations, however some sections appear regardless.

• Status: Select an Employee Type and, if applicable, a Related User, with the drop-down menus.

• Payroll: Select the Current Contract and Job Position from the drop-down menus. If applicable, enter the Registration Number in this section.

• Previous Employer: This section appears only for Belgian companies, and will not be visible for other locations. These are days that will be paid to the new employee. Enter any Simple Holiday Pay to Recover, Number of Days to recover, and Recovered Simple Holiday Pay from a previous employer, for both N and N-1 categories.

• Previous Occupations: This section appears ony for Belgian companies, and will not be visible for other locations. Click Add a line to enter information for each previous occupation. Enter the number of Months, the Amount, and the Occupational Rate in the corresponding fields. Click the 🗑️ (trash can) icon to delete a line.

• Attendance/Point of Sale: The employee’s Badge ID and PIN Code can be entered here, if the employee needs/has one. Click Generate next to the Badge ID to create a badge ID.

• Application Settings: If applicable, enter the Fleet Mobility Card number. Enter the employee’s cost per hour in a $XX.XX format. This is factored in when the employee is working at a work center. This value affects the manufacturing costs for a product, if the value of the manufactured product is not a fixed amount.

Important

Employees do not also need to be users. An employee does not count towards billing, while Users do count towards billing. If the new employee should also be a user, the user must be created.

In the Related User field, type in the name of the user to add, then click Create and Edit…. A Create: Related User form appears. Type in the Name, Email Address, and then select the Company from the drop-down menu. Click Save after the information is entered. Once the record is saved, the new user appears in the Related User field.

Documents

All documents associated with an employee are stored in the Documents app. The number of documents associated with the employee appear in the Documents smart button on the employee form. Click on the smart button, and all the documents appear. For more information on the Documents app, refer to the Documents documentation.