diff --git a/content/applications/hr/employees.rst b/content/applications/hr/employees.rst index f2ea87124..bac55902b 100644 --- a/content/applications/hr/employees.rst +++ b/content/applications/hr/employees.rst @@ -13,3 +13,4 @@ Odoo *Employees* organizes a company's employee records, contracts, and departme employees/new_employee employees/departments + employees/offboarding diff --git a/content/applications/hr/employees/offboarding.rst b/content/applications/hr/employees/offboarding.rst new file mode 100644 index 000000000..e6fe15e5d --- /dev/null +++ b/content/applications/hr/employees/offboarding.rst @@ -0,0 +1,104 @@ +=========== +Offboarding +=========== + +When an employee leaves the company, it is important to ensure their employee record is updated to +reflect their departure, log the reason why, close any open activities associated with the +employee, and provide them with any important documents. + +Archive an employee +=================== + +In Odoo, when an employee leaves the company they must be *archived*. To archive an employee, first +navigate to the :menuselection:`Employees app`. From here, locate the employee who is leaving the +company, and click on their employee card. + +The employee form loads, displaying all their information. Click the :icon:`fa-gear` +:guilabel:`(gear)` icon in the top-left corner, and a drop-down menu appears. Click +:icon:`oi-archive` :guilabel:`Archive`, and an :guilabel:`Employee Termination` pop-up window +appears. + +Fill out the following fields on the form: + +- :guilabel:`Departure Reason`: Select a reason the employee is leaving from the drop-down menu. The + default options are: + + - :guilabel:`Fired`: Select this option when an employee is being let go, and the company has + given notice. + - :guilabel:`Resigned`: Select this option when the employee no longer wishes to be employed, and + the employee has given notice. + - :guilabel:`Retired`: Select this option when the employee is retiring. + - :guilabel:`Became Freelance`: Select this option when the employee is no longer working for the + company, but is becoming a freelance worker instead. + +- :guilabel:`Contract End Date`: Using the calendar selector, select the last day the employee is + working for the company. +- :guilabel:`Detailed Reason`: Enter a short description for the employee's departure in this field. +- :guilabel:`Close Activities`: Tick the checkbox next to each type of activity to close or delete + any open activities associated with it. It is recommended to tick **all** checkboxes that are + applicable. The available options are: + + - :guilabel:`Appraisals`: cancels all appraisals scheduled after the contract end date. + - :guilabel:`Contract`: applies an end date for the current contract. + - :guilabel:`Company Car`: removes the employee as the driver for their current company car, and + :ref:`assigns the next driver `, if applicable. + - :guilabel:`Time Off`: cancels any time off requests after the contract end date. + - :guilabel:`Allocations`: removes the employee from any accrual plans they are on. + +- :guilabel:`HR Info`: Tick the checkbox next to :guilabel:`Send Access Link` to send a download + link to the employee's personal email address, containing all their personal HR files. +- :guilabel:`Private Email`: This field appears if the :guilabel:`HR Info` checkbox is ticked. Enter + the private email address for the employee. + +When the form is complete, click :guilabel:`Apply`. The employee record is archived, an email with a +download link to their personal documents is sent to the employee's private email address (if +selected), and a red :guilabel:`Archived` banner appears in the top-right corner of the employee +form. The chatter logs the :guilabel:`Departure Date` and :guilabel:`Departure Reason`, and if an +access link was emailed. + +.. image:: offboarding/termination.png + :align: center + :alt: The employee termination form with all fields filled out. + +.. note:: + While attempting to send the HR documents access link, an :guilabel:`Invalid Operation` pop-up + window may appear, displaying the following error message: + + :guilabel:`Employee's related user and private email must be set to use "Send Access Link" + function: (Employee Name)` + + If this error appears, click :guilabel:`Close` to close the pop-up window, then tick the + :guilabel:`Send Access Link` checkbox to deselect it on the :guilabel:`Employee Termination` + pop-up window. + + Click :guilabel:`Apply` to archive the employee and close the selected activities on the + :guilabel:`Employee Termination` pop-up window, returning to the employee form. + + Once the employee form, ensure the following fields are populated: + + - :guilabel:`Private Information` tab: Ensure an email address is entered in the + :guilabel:`Email` field. + - :guilabel:`HR Settings` tab: Ensure a :guilabel:`Related User` is selected in the corresponding + field. + + After the necessary information is entered, :ref:`resend the HR documents access link + ` + +.. _employees/send-link: + +Send HR documents access link +----------------------------- + +If the access link was not sent when first archiving the employee on the *Employee Termination* +form, it can be sent after the employee is archived at any point. + +After an employee is archived, they are no longer visible on the main **Employees** app dashboard. +To view the archived employees, navigate to the :menuselection:`Employees app` dashboard, and click +the :icon:`fa-caret-down` :guilabel:`(down arrow)` in the search bar to reveal a drop-down menu. +Select :guilabel:`Archived`, towards the bottom of the :icon:`fa-filter` :guilabel:`Filters` column, +then click away from the drop-down window to close it. + +Now, only archived employees appear on the dashboard. Click on the desired employee to open their +employee form. On this form, click the :icon:`fa-gear` :guilabel:`(gear)` icon in the top-left +corner, then click :guilabel:`Send HR Documents Access Link` from the resulting drop-down menu. The +chatter logs that the link was sent. diff --git a/content/applications/hr/employees/offboarding/termination.png b/content/applications/hr/employees/offboarding/termination.png new file mode 100644 index 000000000..22f82b58b Binary files /dev/null and b/content/applications/hr/employees/offboarding/termination.png differ diff --git a/content/applications/hr/fleet/new_vehicle.rst b/content/applications/hr/fleet/new_vehicle.rst index 609526290..827d511b1 100644 --- a/content/applications/hr/fleet/new_vehicle.rst +++ b/content/applications/hr/fleet/new_vehicle.rst @@ -43,6 +43,8 @@ Vehicle form fields fields that apply to the model. If some of the fields do not appear, this may indicate there is no model selected. +.. _fleet/new_vehicle/new-driver: + Driver section --------------