[ADD] Employees: anning a new employee
closes odoo/documentation#4858
X-original-commit: 547ad6fca5
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
@ -7,3 +7,4 @@ Human resources
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.. toctree::
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hr/attendances
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hr/employees
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14
content/applications/hr/employees.rst
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:nosearch:
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:show-content:
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:show-toc:
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=========
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Employees
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=========
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Odoo *Employees* organizes a company's employee records, contracts, and departments.
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.. toctree::
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:titlesonly:
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employees/new_employee
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266
content/applications/hr/employees/new_employee.rst
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==================
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Add a new employee
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==================
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When a new employee is hired, the first step is to create a new employee form. Starting in the
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:menuselection:`Employees` app default view, click the :guilabel:`Create` button to access a new
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employee form. Fill out the required information (underlined in bold) and any additional details,
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then click :guilabel:`Save`.
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.. image:: new_employee/employee-new.png
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:align: center
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:alt: Create a new employee card.
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.. note::
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The current company phone number and name is populated in the :guilabel:`Work Phone` and
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:guilabel:`Company` fields.
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General information
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===================
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Required fields
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---------------
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- :guilabel:`Name`: Enter the employee's name.
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- :guilabel:`Company`: Select the company from the drop-down menu that the new employee is hired by,
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or create a new company by typing the name in the field.
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- :guilabel:`Working Hours`: In the :guilabel:`Work Information` tab, select the desired
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:guilabel:`Working Hours` from the drop-down menu.
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.. image:: new_employee/working-hours.png
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:align: center
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:alt: Working Hours are located in the Work Information tab.
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.. note::
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:guilabel:`Working Hours` are related to a company's working times, and an employee cannot have
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working hours that are outside of a company's working times.
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Each individual working time is company-specific, so for multi-company databases, each company
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needs to have its own working hours set.
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If an employee's working hours are not configured as a working time for the company, new working
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times can be added, or existing working times can be modified. To add or modify a working time,
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go to the :menuselection:`Payroll app --> Configuration --> Working Times`, and add a new working
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time or edit an existing one.
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After the new working time is created, set the working hours for the employee.
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Optional fields
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---------------
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- :guilabel:`Photo`: In the top right image box of the employee card, click on the :guilabel:`✏️
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(pencil)` edit icon to select a photo to upload.
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- :guilabel:`Job Position`: Enter the employee's job position title.
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- Tags: Click on a tag in the drop-down menu to add any tags applicable to the employee. Any tag can
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be created in this field by typing it in. Once created, the new tag is available for all employee
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cards. There is no limit to the amount of tags that can be added.
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- Work Contact Information: Enter the employees :guilabel:`Work Mobile`, :guilabel:`Work Phone`,
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:guilabel:`Work Email`, and/or :guilabel:`Company` name.
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- :guilabel:`Department`: Select the employee's department from the drop-down menu.
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- :guilabel:`Manager`: Select the employee's manager from the drop-down menu.
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- :guilabel:`Coach`: Select the employee's coach from the drop-down menu.
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.. note::
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After a :guilabel:`Manager` is selected, if the :guilabel:`Coach` field is blank, the selected
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manager automatically populates the :guilabel:`Coach` field.
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.. tip::
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To make edits to the selected :guilabel:`Department`, :guilabel:`Manager`, :guilabel:`Coach`, or
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:guilabel:`Company`, click the :guilabel:`External Link` button next to the respective selection.
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The :guilabel:`External Link` button opens the selected form, allowing for modifications. Click
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:guilabel:`Save` after any edits are made.
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Additional information tabs
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===========================
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Resumé tab
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----------
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Resumé
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~~~~~~
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Next, the employee's work history is entered in the :guilabel:`Resumé` tab. Each previous experience
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must be entered individually. Click :guilabel:`Create a New Entry`, and the :guilabel:`Create Resumé
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lines` form appears. Enter the following information, then click the :guilabel:`Save & Close` button
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if there is only one entry to add, or click the :guilabel:`Save & New` button to save the current
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entry and create another line.
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.. image:: new_employee/resume-lines.png
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:align: center
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:alt: Add information for the previous work experience in this form.
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- :guilabel:`Name`: Type in the name of the previous work experience.
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- :guilabel:`Type`: From the drop-down menu, select either :guilabel:`Experience`,
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:guilabel:`Education`, :guilabel:`Internal Certification`, :guilabel:`Internal Training`, or type
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in a new entry.
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- :guilabel:`Display Type`: Select either :guilabel:`Classic`, :guilabel:`Certification`, or
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:guilabel:`Course` from the drop-down menu.
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- :guilabel:`Date Start` and :guilabel:`Date End`: Enter the start and end dates for the work
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experience. To select a date, use the :guilabel:`< (left)` and :guilabel:`> (right)` arrow icons
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to scroll to the desired month, then click on the day to select it.
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- :guilabel:`Description`: Enter any relevant details in the field.
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Skills
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~~~~~~
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An employee's skills can be entered in the :guilabel:`Resumé` tab in the same manner a resumé line
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is created. Click the :guilabel:`Create a New Entry` button under :guilabel:`Skills` and a
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:guilabel:`Create Skills` form appears. Fill in the information, then click the :guilabel:`Save &
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Close` button if there is only one entry to add, or click the :guilabel:`Save & New` button to save
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the current entry and immediately create a new entry.
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.. image:: new_employee/create-skill.png
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:align: center
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:alt: Create a new skill for the employee.
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- :guilabel:`Skill Type`: Select from the drop-down menu either :guilabel:`Languages`,
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:guilabel:`Dev`, :guilabel:`Music`, :guilabel:`Marketing`, or type in a new skill type. After
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entering the new skill type, an option to :guilabel:`Create` the skill or :guilabel:`Create and
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Edit` the skill appears. Click :guilabel:`Create and Edit`, and a pop-up for the specific skill
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type appears. This can also be accessed with the :guilabel:`External Link` button next to the new
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skill. This form allows for the creation of specific skills and levels. Click :guilabel:`Add a
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line` and enter the information for the new skill, then repeat for all other added skills. Repeat
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this process for the :guilabel:`Levels` section. Click :guilabel:`Add a line` to add each level
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and progress.
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.. image:: new_employee/new-skills.png
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:align: center
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:alt: Add a new skill and levels.
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.. example::
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To add a math skill set, enter `Math` in the :guilabel:`Name` field. In the :guilabel:`Skills`
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field, enter `Algebra`, `Calculus`, and `Trigonometry`. And, in the :guilabel:`Levels` field
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enter `beginner`, `intermediate`, and `expert`. Then, either click :guilabel:`Save & Close` or
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:guilabel:`Save & New`.
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- :guilabel:`Skill`: The corresponding skills associated with the selected :guilabel:`Skill Type`
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appear in a drop-down menu. For example, selecting :guilabel:`Language` as the :guilabel:`Skill
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Type` presents a variety of languages to select from under the :guilabel:`Skills` field. Select
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the appropriate pre-configured skill, or type in a new one.
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- :guilabel:`Skill Level`: Pre-defined skill levels associated with the selected :guilabel:`Skill
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Type` appear in a drop-down menu. Select a level or create a new skill level by typing it in.
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- :guilabel:`Progress`: Progress is automatically selected based on the selected :guilabel:`Skill
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Level`. Skill levels and progress can be modified in the :guilabel:`Skill Type` pop-up form, which
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is accessed via the :guilabel:`External Link` button next to :guilabel:`Skill Type` field.
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To delete any line from the :guilabel:`Resumé` tab, click the :guilabel:`🗑️ (trash can)` delete icon
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to delete the entry. Add a new line by clicking the :guilabel:`ADD` button next to the corresponding
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section.
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Work information tab
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--------------------
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- :guilabel:`Location`: Select the :guilabel:`Work Address` from the drop-down menu. The
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:guilabel:`External Link` button opens up the selected company form in a window, and allows for
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editing. The :guilabel:`Work Location` is where any specific location details should be noted,
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such as a floor, or building.
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- :guilabel:`Approvers`: Using the drop-down menus, select the employees responsible for approving
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:guilabel:`Time Off`, :guilabel:`Expenses`, and :guilabel:`Timesheets` for the employee. The
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:guilabel:`External Link` button opens a form with the approver's :guilabel:`Name`,
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:guilabel:`Email Address`, :guilabel:`Company`, :guilabel:`Phone`, and :guilabel:`Mobile` fields.
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These can be modified, if needed. Click :guilabel:`Save` after making any edits.
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- :guilabel:`Schedule`: Select the :guilabel:`Working Hours` (required) and :guilabel:`Timezone` for
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the employee. The :guilabel:`External Link` button opens up a detailed view of the specific daily
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working hours. Working hours can be created, modified, or deleted here. Global time off (such as
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holidays) can be entered in the :guilabel:`Global Time Off` tab. Click :guilabel:`Add a line` to
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add a new global time off.
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- :guilabel:`Planning`: Click on a planning role from the drop-down menu for both the
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:guilabel:`Default Planning Role` and the :guilabel:`Planning Roles` fields to add a role. There
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is no limit to the amount of :guilabel:`Planning Roles` that can be selected for an employee, but
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there can only be one :guilabel:`Default Planning Role`. The default is the *typical* role that
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the employee performs, where the :guilabel:`Planning Roles` are *all* the specific roles the
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employee is able to perform.
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.. image:: new_employee/work-info.png
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:align: center
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:alt: Add the work information to the Work Information tab.
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Private information tab
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-----------------------
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No information in the :guilabel:`Private Information` tab is required, however, some information in
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this section may be critical for the company's payroll department. In order to properly process
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payslips and ensure all deductions are accounted for, the employee's personal information should be
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entered.
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Here, the employee's :guilabel:`Private Contact`, :guilabel:`Marital Status`, :guilabel:`Emergency
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Contact`, :guilabel:`Education`, :guilabel:`Citizenship`, :guilabel:`Dependant`, and :guilabel:`Work
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Permit` information is entered. Fields are entered either using a drop-down menu, clicking a check
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box, or typing in the information.
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- :guilabel:`Private Contact`: Enter the :guilabel:`Address` for the employee. The selection can be
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made with the drop-down menu. If the information is not available, type in the name for the new
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address. To edit the new address, click the :guilabel:`External Link` button to open the address
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form. On the address form, enter the necessary details, then click :guilabel:`Save`. Some other
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information in the :guilabel:`Private Contact` section may auto-populate, if the address is
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already listed in the drop-down menu.
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- :guilabel:`Marital Status`: Select either :guilabel:`Single`, :guilabel:`Married`,
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:guilabel:`Legal Cohabitant`, :guilabel:`Widower`, or :guilabel:`Divorced` from the drop-down
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menu.
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- :guilabel:`Emergency Contact`: Type in the name and phone number of the employee's emergency
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contact.
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- :guilabel:`Education`: Select the highest level of education completed by the employee from the
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:guilabel:`Certificate Level` drop-down menu. Options include :guilabel:`Graduate`,
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:guilabel:`Bachelor`, :guilabel:`Master`, :guilabel:`Doctor`, or :guilabel:`Other`. Type in the
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:guilabel:`Field of Study`, and the name of the :guilabel:`School` in the respective fields.
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- :guilabel:`Citizenship`: This section houses all the information relevant to the citizenship of
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the employee. Some selections use a drop-down menu, as does the :guilabel:`Nationality (Country)`,
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:guilabel:`Gender`, and :guilabel:`Country of Birth` sections. The :guilabel:`Date of Birth` uses
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a calendar module to select the date. First, click on the name of the month, then the year, to
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access the year ranges. Use the :guilabel:`< (left)` and :guilabel:`> (right)` arrow icons,
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navigate to the correct year range, and click on the year. Next, click on the month. Last, click
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on the day to select the date. Type in the information for the :guilabel:`Identification No`,
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:guilabel:`Passport No`, and :guilabel:`Place of Birth` fields. If the employee is
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:guilabel:`Disabled` or a :guilabel:`Nonresident`, click the check box next to the respective
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fields.
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- :guilabel:`Dependant`: If the employee has any dependants, that information is entered here. Type
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in the number of children the employee has, and check the boxes next to :guilabel:`Disabled
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Children` and/or :guilabel:`Other Dependent People` if applicable.
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- :guilabel:`Work Permit`: If the employee has a work permit, enter the information in this section.
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Type in the :guilabel:`Visa No` and/or :guilabel:`Work Permit No` in the corresponding fields.
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Using the calendar module, select the :guilabel:`Visa Expire Date` to enter the expiration date.
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.. image:: new_employee/private-info.png
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:align: center
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:alt: Add the private information to the Private Information tab.
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HR settings tab
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---------------
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This tab provides various fields for different information, depending on the country the company is
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located. Different fields are configured for different locations, however some sections appear
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regardless.
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- :guilabel:`Status`: If applicable, select a :guilabel:`Related User`, :guilabel:`Job Position`,
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and :guilabel:`Language` with the drop-down menus. Type in the :guilabel:`Registration Number of
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the Employee`, and the :guilabel:`NIF Country Code` if available.
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- :guilabel:`Fleet`: If the employee has access to a company car, enter the :guilabel:`Mobility
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Card` information here.
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- :guilabel:`Timesheets`: Enter the employee's cost per hour in a $XX.XX format. This is factored in
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when the employee is working at a work center. This value affects the employee's pay, and may also
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affect manufacturing costs for a product, if the value of the manufactured product is not a fixed
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amount.
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- :guilabel:`Attendance`: This section may only appear for Belgian companies. Enter the
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:guilabel:`INSZ or BIS` number if applicable. :guilabel:`Badge ID` and a :guilabel:`PIN Code` can
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be entered here, if the employee needs/has one. Click :guilabel:`Generate` next to the
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:guilabel:`Badge ID` to create a badge ID.
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.. image:: new_employee/hr-settings.png
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:align: center
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:alt: Enter any information prompted in the HR Settings tab for the employee.
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Personal documents tab
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----------------------
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The :guilabel:`Personal Documents` tab is only displayed for certain countries. If this tab is not
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visible, it is not applicable to the company's location.
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Add a file for the employee's :guilabel:`ID Card Copy`, :guilabel:`Driving License`,
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:guilabel:`Mobile Subscription Invoice`, :guilabel:`SIM Card Copy`, and :guilabel:`Internet
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Subscription Invoice` by clicking the :guilabel:`Upload Your File` button next to the corresponding
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field. File types that can be accepted are :file:`.jpg`, :file:`.png`, and :file:`.pdf`.
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.. image:: new_employee/personal.png
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:align: center
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:alt: Upload personal documents for the employee in the Personal Documents tab, either a jpg,
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png, or pdf.
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content/applications/hr/employees/new_employee/create-skill.png
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