Add a new employee record

  1. Open the People tab.
  2. Click on the right of the screen:

  3. Complete the New Employee Details form:

    4. Note:
    • The Employee Reference number must be unique. It is recommended that you use an existing payroll number or similar identifier.
    • The selections available in the Job Title, Roles and Location fields are preconfigured for you. Locations can refer to a geographical location or department. Your selections determine the tasks that this employee can be assigned to.
    • The Clocking ID reference must be unique, it links to external clocking ID software. This number must differ from the payroll or Employee Reference number.
    • Assign a Secondary ID if you need to support any interfaces to external systems where the employee requires validation against a unique identifier.
  4. Click Save & Update.

    5. The Employee Details screen is displayed. Use this screen to add more detail to the employee record:

  5. Click Add a new skill under employee name to add a record of a skill, such as a Health and Safety Certificate. The list of skills is preconfigured for you. Your selections determine the tasks that this employee can be assigned to. This field is optional.
    1. Select a skill from the list displayed.

      2. The skill is listed.

    2. Click in to define start and end dates for the skill. Click to select dates in the popup window displayed. This is useful for logging where a skill or certification requires renewal or expires after a set amount of time. The Training widget on the Dashboard displays any employees having a skill that is set to expire in the next 4 weeks from the current date.
    3. Click away from the popup and refresh the page.
    4. Use the checkbox next to one skill listed to mark it as the employee's Key Skill. This can be identified in reporting and filtering.
  6. Work through the Account Information sections.

    7. Note: The Account Information sections can be configured to suit you. The example shown uses Annual Hours, Holiday Hours and Sick Days. Click here for more help understanding employee accounts.

    1. Use the month dropdown to select the start month. Change this to the current month for an accurate log of hours/days in the account.
    2. Uncheck the Viewable box to remove this information from reports. This is useful for removing discrepancies from reports, such as employees who have unusual working hours.
    3. Click Add New and enter an Opening Balance of working hours/days.

      4. Opening balances only need to be defined once for each employee. The balance rolls forward into each new year as time progresses.

      Enter an opening balance if either:

      • The employee opening balance changes. For example, if the employee has an increase in their 'Holiday Hours' from 264 hours to 300 hours then they would require a new opening balance of 300 for their Holiday Hours.

        • or

      • The employee has any hours or days to carry forward at the end of the year. For example, an employee has 264 hours of holiday in a year but 14 hours are unused. Enter a new opening balance of 264 hours and a carried forward hours of 14 hours. The carried forward hours only apply to the specified year.
    4. Enter the current year in the Year field.
    5. Click .
  7. Refresh the page to display the listing: