How employee records work

Employees keeps one record per person who works for the company. The other HR apps start from it: time off, attendances, timesheets, expenses and letters are filed against an employee, not a user.

What the record holds

• At the top: the name, the photo, the work email, phone and mobile, and tags.
• Work: the company, the Department, the Job Position and Job Title, the Manager; under Location, the Work Address, the Work Location and the Usual Work Location of each day; a note. The Organization Chart sits on the right.
• Resume and Certifications: the resume, the skills and the certifications: Add skills and a resume.
• Personal: private contact and bank accounts, birth, emergency contact, visa and work permit, citizenship, private address, family, education, documents.
• Settings: the linked user and its time zone, the approvers (HR Responsible, Expense, Time Off, Attendance), the Hourly Cost, and the PIN Code and badge number used to check in.

The other apps add their buttons at the top of the form: Time Off (How time off works), Monthly Hours for attendances (How attendance works) and Timesheets, which uses the Hourly Cost to value the hours (How projects and timesheets work). Expenses use the Expense approver: Vendor bills.

Employee, user and work contact

An employee needs no user: people who never sign in, such as site workers, are managed here too. When a person should sign in, Create User in Actions makes a user from the employee, or an existing user is chosen in User on the Settings tab; both need the right to manage users: Create a user and set access rights. Some features work only through a user: presence based on the online status, and activities, including those of plans.

Saving an employee also creates a work contact with the same name, which carries the work email and phone. The email address of a contact is unique in the database, so two employees cannot share one.

Manager, coach and department

• Manager is the person the employee reports to. It draws the org chart and drives the My Team filter: Read the org chart.
• The coach is a second person who follows the employee; by itself it gives no rights. A new employee's coach is the manager chosen at creation. Later changes of manager leave the coach as it is. The form does not show it; the list has a Coach column.
• Department groups employees under a department manager, in a tree of departments: Organize departments. The two managers are separate fields: choosing a department does not fill the employee's manager. Only one thing links them: when a department gets a new manager, its employees who reported to the former one move to the new one.

Job Position comes from the list of positions shared with Recruitment (How recruitment works); Job Title is free text, filled from the position.

Dated records

The work information, job, department, working hours and the note, is kept in dated records. The date at the top of the form is the record in force, and History lists the records with their Effective Date. The first section of the resume reads them to list the jobs held in the company, and a daily job makes the record of each day the current one: Employees automations.

Who sees what

Employees settings gives the rights in detail.

When an employee leaves

An Administrator chooses Archive in Actions on the employee. The Employee Termination window asks for the Departure Reason, the date of departure, today by default, and a Detailed Reason; when the employee has a user, it also offers to archive that user. The first reason of the list, Fired in the demo, is chosen by default: check it before you click Apply. The reasons are kept in Employees/Configuration/Employee/Departure Reasons.

Apply archives the employee. The people who reported to them lose that Manager and coach, and the Time Off and Expense approver fields that named their user are emptied: choose new ones. The archived employee leaves the lists and the charts; the Archived filter finds them, and the Work tab then shows a Departure group with the reason, the details and the date. Unarchive in Actions brings the person back and clears that group. An Officer who tries to archive gets an access error: the step needs the Administrator right.

What the app does not do

• It sends no email by itself. Its scheduled jobs create activities only: Employees automations.
• It records no time off, attendance, timesheet, letter or expense: their own apps do.
• Its ready-made dashboard, Employees Analysis, is part of Analysis: Ready-made dashboards.