Introduction
This article tells you how to manage persons in the software.
- Prerequisites
- The difference between a person and an employee
- How to add or edit a person
- How to add or edit an employee
- Which info is visible for the employee in his/her profile
Prerequisites
Before you can add a new person, the following needs to have been created:
- Access to the "Personnel administration" section of the Admin Page.
The difference between a person and an employee
The difference between a person and an employee is important to understand when using the software. A person can be anyone, e.g. a family member that is present in the application. Once a person is given a function that is still active, he/she becomes an employee.
There are two ways to enter someone in the application:
- as person: via Admin > Personnel administration > Search person > Add person
- as employee: via Admin > General > Employees > Add employee One is to enter someone as a person (. The other one is to enter someone as an employee.
How to add or edit a person
In the admin section - Personnel administration: click on Search person. Look for the person and click select.
Remark: on the right side of the screen you can check filter options such as: Is employee, All other persons.
By clicking Search without filling in the name fields you get a list of all persons registered in the software.
In the persons summary you see the following fields. The summary is an overview. If you want to make changes, you need to do this in another section.
| Reference number | A unique number, like e.g. personnel number |
| Last name | The last name of the person |
| First name | The first name of the person |
| Preferred name | The name as to which the person wants to be called |
| Date of birth | Date of birth of the person |
| Org. Unit | Organizational unit to which the person belongs to |
| Reports to | The name of the manager |
| Cost center | The cost center to which the person belongs to |
| Location | The location the person is employed |
| Work area | The work area of the person |
| Job | The function of the person |
| Employee Type |
E.g. external, intern, … These list items can be figured in ‘Lists – Base Lists – Employee Type’ |
| Contract Type |
E.g. statutory, contractual These list items can be configured in ‘Lists – Base Lists – Contract Type’ |
| Duration |
E.g. indefinite duration, definate duration These list items can be configured in ‘Lists – Base Lists – Duration’ |
| FTE (contr.) | The percentage of employment |
| Start date | The start date of the employment |
| Seniority date | The seniority date of the persons employment |
| Absence subtype |
E.g. parental leave, long term sick leave. The list items can configured in ‘Lists – Base Lists – Absence Sub type’ |
| FTE (eff.) | The % of employment |
| Personal hay | The Hay classification of the employee |
| Salary | The salary of the person |
At the left menu, three tabs are available. The following information is available per tab;
- Personal:
- Summary
- Personal
- Addresses
- Personal contact
- Emergency contacts
- Family members
- Educations
- Person languages
- Previous employers
- Job
- Business contact
- Employee contracts
- Absences
- Job history
- Salary information
- Home to work travel
- Comp. supplements
- Benefits
- Fiscal info
- Attachments
- Other
- Counters
- Holiday calendar
- Career
- Competences
- Development paths
- Development attachments
- Development needs
How to add or edit an employee
In the admin section - General: click on Employees. Click Add employee.
In the following screen, fill in the person details. Click Next. Fill in the job history detail. Fill in at least the mandatory fields and click Next.
In the screen of the user detail, fill in the language, timezone, authentication fields and add the employee to a security group. Click Finish.
Which info is visible for the employee in his/her profile
When an employee logs in into the application, he can navigate to his profile.
According to the configuration of the user rights and metadata, the following items are available:
Profile
In the tab profile, there is a possibility to show the following fields;
- E-mail address
- Language of the employee
- Department(s)
- Costcenter
- Office phone number
- Mobile number
- Fax number
- Reference number of the employee
- Work address
- Work area
- Floor
- Authentication login
- Direct report(s)
- Hour schedule
Personal data
Personal data such as home address, phone numbers, anniversary, bank account, marital status and national social security number;
Emergency contacts;
Family members.
The administrator can manager the sections via Admin > Personnel administration > Person > Personal.
Contract
- Seniority
- Start date contract
- Hour schedule
- Home to work travel
The administrator can manager the sections via Admin > Personnel administration > Job > Employee contract.
Career
In this tab, the employee can view his job history, presented reverse chronological.
The administrator can manager the sections via Admin > Personnel administration > Job > Job history.
Projects
Here, employees can add to which project they have participated and which competences they have developed or learned by working on the project.
Skills and languages
In this tab, employees can add languages and skills. The employee can choose between languages configured in the lists.
Development
In this tab, the training history will be shown, if the employee has followed a training in the past. Future trainings can also be shown, as well as the certificates the employee has achieved. If wanted, an employee can also add certificates themselves.
The Training module must be active to use this functionality.
Performance
In this tab the evaluation documents that are active for the employee can be shown, in this case, the performance management module must be active.
On & Offboarding
In this tab, you see an overview of the tasks that need to be done to complete the on or offboarding process for the employee. The task do not have to be completed by the employee, but it gives an overview of the tasks that need to be completed for the employee.
Only the person or group of persons responsible to finish the task can check it as completed.
This functionality requires that the module "On & offboarding" is active.
Attachments
In this section, users can upload attachments. The categories or 'tags' displayed on the screen can be defined under personnal administration<file categories
For more information about attachments, check this article.
More information about which items can be edited by the employee can be found in this article about the employee self service.