[IMP] Employees: updating new employee doc for version 17
closes odoo/documentation#7429 Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
@ -1,31 +1,43 @@
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=====================
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Create a new employee
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=====================
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====================
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Create new employees
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====================
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When a new employee is hired, the first step is to create a new employee record. Starting in the
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:menuselection:`Employees` app dashboard, click the :guilabel:`New` button and a new employee form
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appears. Fill out the required information and any additional details.
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When a new employee is hired, the first step is to create a new employee record. This record is a
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centralized place where all important information about the employee is stored, including
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:ref:`general information <employees/general-info>`, :ref:`job history and skills
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<employees/resume>`, :ref:`various work information <employees/work-info-tab>`, :ref:`personal
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details <employees/private-info>`, :ref:`documents <employees/docs>`, and more.
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To begin, open the :menuselection:`Employees` app, then click the :guilabel:`New` button in the
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upper-left corner. Doing so reveals a blank employee form.
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Proceed to fill out the required information, along with any additional details.
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.. image:: new_employee/new-employee-form.png
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:align: center
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:alt: Create a new employee form with all fields filled out.
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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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The current company phone number and name are populated in the :guilabel:`Work Phone` and
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:guilabel:`Company` fields. If the *Appraisals* application is installed, the :guilabel:`Next
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Appraisal Date` field is populated with a date six months from the current date.
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.. _employees/general-info:
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General information
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===================
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The employee form automatically saves as data is entered, but the save manually icon (a could with
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an up arrow inside it) may be clicked at any time to manually save the form.
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The employee form automatically saves as data is entered. However, the form can be saved manually at
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any time by clicking the :guilabel:`Save manually` option, represented by a :guilabel:`(cloud with
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an upwards arrow)` icon.
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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:`Employee's Name`: enter the employee's name.
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- :guilabel:`Company`: from the drop-down menu in this field, select the company the new employee
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was hired by, or create a new company by typing the name in the field, and clicking
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:guilabel:`Create` or :guilabel:`Create and edit...` from the mini drop-down menu that appears.
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.. image:: new_employee/employee-new.png
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:align: center
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@ -34,45 +46,47 @@ Required fields
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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 form, click on the :guilabel:`✏️
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- :guilabel:`Photo`: in the top-right image box of the employee form, 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 under their name, or select the
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job position from the :guilabel:`Job Position` drop-down menu to have this field auto-populate.
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The :guilabel:`Job Position` field under the employee name can be modified and does not need to
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match the selection made in the :guilabel:`Job Position` drop-down.
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- :guilabel:`Job Position`: enter the employee's job title under their name, or select it from the
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:guilabel:`Job Position` field drop-down menu below to have this top field auto-populate. The
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:guilabel:`Job Position` field under the employee name can be modified, and does *not* need to
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match the selection made in the :guilabel:`Job Position` drop-down menu in the field below.
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.. example::
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It is recommended to have the job positions match, but if desired, the typed-in description in
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this field can contain more information than the selected drop-down job position.
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While it is recommended to have the job positions match, the typed-in description in this top
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field can contain more specific information than the selected drop-down :guilabel:`Job
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Position`, if desired.
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An example where this may be applicable is if someone is hired for a sales representative
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position configured as :guilabel:`Sales Representative` in the *Recruitment* app, and that is
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selected for the drop-down :guilabel:`Job Position` field.
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For instance, if someone is hired for a sales representative position configured as
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:guilabel:`Sales Representative` in the *Recruitment* app, that can be selected in the
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drop-down :guilabel:`Job Position` field.
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In the typed in job position field beneath the employee's name, the position could be more
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specific, such as `Sales Representative - Subscriptions` if the employee is focused solely on
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subscription sales.
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In the typed-in :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name` field,
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the position could be more specific, such as `Sales Representative - Subscriptions` if the
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employee is focused solely on subscription sales.
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.. image:: new_employee/job-description-fields.png
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:align: center
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:alt: Both job position fields entered but with different information.
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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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records. There is no limit to the amount of tags that can be added.
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- Work Contact Information: Enter the employee's :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:`Job Position`: Select the employee's job position from the drop-down menu. Once a
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selection is made, the :guilabel:`Job Position` field beneath the employee's name automatically
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updates to reflect the currently selected job position. These positions are from the
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:doc:`Recruitment <../../hr/recruitment/new_job/>` application, and reflect the currently \
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configured job positions.
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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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- :guilabel:`Next Appraisal Date`: This date automatically populates with a date that is computed
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according to the settings configured in the *Appraisals* application. This date can be modified
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using the calendar selector.
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- :guilabel:`Tags`: select a tag from the drop-down menu to add relevant tags to the employee. Any
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tag can be created in this field by typing it in. Once created, the new tag is available for all
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employee records. There is no limit to the amount of tags that can be added.
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- :guilabel:`Work Contact Information`: enter the employee's :guilabel:`Work Mobile`,
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:guilabel:`Work Phone`, :guilabel:`Work Email`, and/or :guilabel:`Company` name, if not already
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auto-populated.
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- :guilabel:`Department`: select the employee's department from the drop-down menu.
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- :guilabel:`Job Position`: select the employee's job position from the drop-down menu. Once a
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selection is made, the :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name`
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field automatically updates to reflect the currently selected job position. These positions are
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from the :doc:`Recruitment <../../hr/recruitment/new_job/>` application, and reflect the
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currently configured job positions.
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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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- :guilabel:`Next Appraisal Date`: this field is **only** visible if the *Appraisals* application is
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installed. The date automatically populates with a date that is computed according to the settings
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configured in the *Appraisals* application. This date can be modified using the calendar selector.
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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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@ -87,6 +101,8 @@ Optional fields
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Additional information tabs
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===========================
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.. _employees/resume:
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Resumé tab
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----------
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@ -103,17 +119,21 @@ following information for each entry.
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:align: center
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:alt: A resumé entry form with all the information populated.
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- :guilabel:`Title`: Type in the title 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:`Title`: type in the title of the previous work experience.
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- :guilabel:`Employee`: select the employee from the drop-down menu.
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- :guilabel:`Type`: from the drop-down menu, select either :guilabel:`Experience`,
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:guilabel:`Education`, :guilabel:`Side Projects`, :guilabel:`Internal Certification`,
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:guilabel:`Completed Internal Training`, or type in a new entry, then click :guilabel:`Create
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"(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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"(Type)"`.
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- :guilabel:`Display Type`: from the drop-down menu, choose :guilabel:`Classic` for typical work
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experience, :guilabel:`Certification` for experience gained through a certification, or
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:guilabel:`Course` for non-certified classes.
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- :guilabel:`Duration`: enter the start and end dates for the work experience. To select a date,
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click the first empty field to reveal a calendar pop-up window. Proceed to use the :guilabel:`<
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(left arrow)` and :guilabel:`> (right arrow)` icons to scroll to the desired month, then click on
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the day to select it. Repeat this process to locate and select the end date. When the desired
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dates have been selected, click :guilabel:`✔️ Apply`.
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- :guilabel:`Description`: enter any relevant details in this field.
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Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one
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entry to add, or click the :guilabel:`Save & New` button to save the current entry and create
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@ -121,175 +141,223 @@ another resumé line.
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.. note::
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After the new employee form is saved, the current position and company is automatically added to
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the :guilabel:`Resumé` tab, with the end date listed as *current*.
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the :guilabel:`Resumé` tab, with the end date listed as `current`.
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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 that a resumé
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line is created. When creating a skill for the first time, click the :guilabel:`Create a new entry`
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button under :guilabel:`Skills` and a :guilabel:`Create Skills` form appears. After a skill is
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added, the :guilabel:`Create a new entry` button is replaced with an :guilabel:`Add` button. Enter
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the following information for each skill.
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line is created.
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.. image:: new_employee/create-skills.png
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In order to add a skill to an employee record, the skill types must be configured first. If no skill
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types are configured, a :guilabel:`Create new Skills` button appears in the :guilabel:`Skills`
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section of the :guilabel:`Resumé` tab. :ref:`Configure the skill types <employees/skill-types>`
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before adding any skills to the employee record.
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If the skill types are configured, a :guilabel:`Pick a skill from the list` button appears instead.
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Click the :guilabel:`Pick a skill from the list` button, and select the following information for
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each skill.
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.. image:: new_employee/select-skills.png
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:align: center
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:alt: A skill form with the information filled out.
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- :guilabel:`Skill Type`: Select a :ref:`skill type <employees/skill-types>` by clicking the radio
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- :guilabel:`Skill Type`: select a :ref:`skill type <employees/skill-types>` by clicking the radio
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button next to the skill type.
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- :guilabel:`Skill`: After selecting a :guilabel:`Skill Type`, the corresponding skills associated
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- :guilabel:`Skill`: after selecting a :guilabel:`Skill Type`, the corresponding skills associated
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with that selected :guilabel:`Skill Type` appear in a drop-down menu. For example, selecting
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:guilabel:`Language` as the :guilabel:`Skill Type` presents a variety of languages to select from
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under the :guilabel:`Skills` field. Select the appropriate pre-configured skill, or type in a new
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skill, then click :guilabel:`Create "(new skill)"`.
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- :guilabel:`Skill Level`: Pre-defined skill levels associated with the selected :guilabel:`Skill
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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. First, select a :guilabel:`Skill Level`, then the progress bar
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automatically displays the pre-defined progress for that specific skill level. Skill levels and
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progress can be modified in the :guilabel:`Skill Level` pop-up form, which is accessed via the
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:guilabel:`Internal Link` arrow next to :guilabel:`Skill Level` field.
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Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one
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skill to add, or click the :guilabel:`Save & New` button to save the current entry and immediately
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create a new entry.
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Click the :guilabel:`Save & Close` button if there is only one skill to add, or click the
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:guilabel:`Save & New` button to save the current entry and immediately add another skill.
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To delete any line from the :guilabel:`Resumé` tab, click the :guilabel:`🗑️ (trash can)` icon to
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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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.. important::
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Only users with :guilabel:`Officer: Manage all employees` or :guilabel:`Administrator` rights for
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the *Employees* app can add or edit skills.
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.. _employees/skill-types:
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Skill Types
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Skill types
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***********
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In order to add a skill to an employee's form, the :guilabel:`Skill Types` must be configured. Go to
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:menuselection:`Employees app --> Configuration --> Employee: Skill Types` to view the currently
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configured skill types and create new skill types. Click :guilabel:`New` and a new :guilabel:`Skill
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Type` form appears. Fill out all the details for the new skill type. Repeat this for all the skill
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types needed.
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configured skill types and create new skill types.
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- :guilabel:`Skill Type`: Enter the name of the skill type. This will act as the parent category
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for more specific skills and should be generic.
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- :guilabel:`Skills`: Click :guilabel:`Add a line` and enter the name for the new skill, then repeat
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for all other needed skills.
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- :guilabel:`Levels`: Click :guilabel:`Add a line` and a :guilabel:`Create Levels` form appears.
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Enter the name of the level, and assign a number for the :guilabel:`Progress` percentage (0-100)
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for that level. Click :guilabel:`Save & New` to save the entry and add another level, or click
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:guilabel:`Save & Close` to save the level and close the form. Once all the levels are entered,
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click the :guilabel:`Save manually` icon at the top of the screen. Next, select a default level
|
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for this skill type. Click :guilabel:`Set Default` on the line to be the default value. This is
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typically the lowest level, but any level can be set as the default. A check mark appears in the
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:guilabel:`Default Level` column, indicating which level is the default.
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.. note::
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The default skill of :guilabel:`Languages` is pre-configured as a skill *type*, but there are no
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specific language *skills* listed within that skill type. The :guilabel:`Languages` skill type
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must be fully configured before it can be used.
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Click :guilabel:`New` and a new :guilabel:`Skill Type` form appears. Fill out all the details for
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the new skill type. Repeat this for all the needed skill types.
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- :guilabel:`Skill Type`: enter the name of the skill type. This acts as the parent category for
|
||||
more specific skills and should be generic.
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- :guilabel:`Skills`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` for the new
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skill, then repeat for all other needed skills.
|
||||
- :guilabel:`Levels`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` of the level.
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Next, click into the :guilabel:`Progress` field, and enter a percentage (0-100) for that level.
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||||
Repeat for all additional levels, as needed.
|
||||
- :guilabel:`Default Level`: click the toggle on the level line to set that level as the default.
|
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Typically, the lowest level is set as the default, but any level can be chosen. The toggle turns
|
||||
green, indicating it is the default level for the skill. Only one level can be set as the default.
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||||
|
||||
.. example::
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To add a math skill set, enter `Math` in the :guilabel:`Name` field. Next, in the
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||||
:guilabel:`Skills` field, enter `Algebra`, `Calculus`, and `Trigonometry`. Last, in the
|
||||
:guilabel:`Levels` field enter `Beginner`, `Intermediate`, and `Expert`, with the
|
||||
:guilabel:`Progress` listed as `25`, `50`, and `100`, respectively. Then, click :guilabel:`Save
|
||||
& Close`, then click the :guilabel:`Save manually` icon at the top. Last, click :guilabel:`Set
|
||||
:guilabel:`Progress` listed as `25`, `50`, and `100`, respectively. Last, click :guilabel:`Set
|
||||
Default` on the `Beginner` line to set this as the default skill level.
|
||||
|
||||
.. image:: new_employee/math-skills.png
|
||||
:align: center
|
||||
:alt: A skill form for a Math skill type, with all the information entered.
|
||||
.. image:: new_employee/math-skills.png
|
||||
:align: center
|
||||
:alt: A skill form for a Math skill type, with all the information entered.
|
||||
|
||||
The :guilabel:`Skill Type` form automatically saves as data is entered.
|
||||
|
||||
.. tip::
|
||||
Once the form is completely filled out, click the :guilabel:`Save manually` button, represented
|
||||
by a :guilabel:`cloud with an upwards arrow` icon at the top of the screen, and the
|
||||
:guilabel:`Levels` rearrange in descending order, with the highest level at the top, and the
|
||||
lowest at the bottom, regardless of the default level and the order they were entered.
|
||||
|
||||
.. _employees/work-info-tab:
|
||||
|
||||
Work Information tab
|
||||
Work information tab
|
||||
--------------------
|
||||
|
||||
The Work Information tab is where the employee's specific job related information is housed. Their
|
||||
working schedule, various roles, who approves their specific requests (time off, timesheets, and
|
||||
expenses), and specific work location details are listed here. Click on the :guilabel:`Work
|
||||
Information` tab to access this section, and enter the following information for the new employee.
|
||||
The :guilabel:`Work Information` tab is where the employee's specific job related information is
|
||||
found. Their working schedule, various roles, who approves their specific requests (time off,
|
||||
timesheets, and expenses), their remote work schedule, and specific work location details are listed
|
||||
here.
|
||||
|
||||
- :guilabel:`Location`: Select the :guilabel:`Work Address` from the drop-down menu. To modify the
|
||||
Click on the :guilabel:`Work Information` tab to access this section, and enter the following
|
||||
information for the new employee:
|
||||
|
||||
- :guilabel:`Location`: select the :guilabel:`Work Address` from the drop-down menu. To modify the
|
||||
address, hover over the first line (if there are multiple lines) of the address to reveal an
|
||||
:guilabel:`Internal Link` arrow. Click the :guilabel:`Internal Link` arrow to open up the company
|
||||
form, and make any edits. Use the breadcrumb menu to navigate back to the new employee form when
|
||||
done. If a new work address is needed, add the address by typing it in the field, then click
|
||||
form, and make any edits.
|
||||
|
||||
Use the breadcrumb links to navigate back to the new employee form when done.
|
||||
|
||||
If a new work address is needed, add the address by typing it in the field, then click
|
||||
:guilabel:`Create (new address)` to add the address, or :guilabel:`Create and edit...` to add the
|
||||
new address and edit the address form.
|
||||
- :guilabel:`Approvers`: In order to see this section, the user must have either
|
||||
:guilabel:`Administrator` or :guilabel:`Officer: Manage all employees` rights set for the
|
||||
:guilabel:`Employees` application. Using the drop-down menus, select the users responsible for
|
||||
approving :guilabel:`Expenses`, :guilabel:`Time Off`, and :guilabel:`Timesheets` for the employee.
|
||||
Hover over any of the selections to reveal the :guilabel:`Internal Link` arrow. Click the
|
||||
:guilabel:`Internal Link` arrow to open a form with the approver's :guilabel:`Name`,
|
||||
- :guilabel:`Approvers`: to see this section, the user must have either :guilabel:`Administrator` or
|
||||
:guilabel:`Officer: Manage all employees` rights set for the *Employees* application. Using the
|
||||
drop-down menus, select the users responsible for approving an :guilabel:`Expense`, a
|
||||
:guilabel:`Time Off` request, :guilabel:`Timesheet` entries, and :guilabel:`Attendance` records
|
||||
for the employee.
|
||||
|
||||
Hover over any of the selections to reveal the :guilabel:`Internal Link` arrow.
|
||||
|
||||
Click the :guilabel:`Internal Link` arrow to open a form with the approver's :guilabel:`Name`,
|
||||
:guilabel:`Email Address`, :guilabel:`Company`, :guilabel:`Phone`, :guilabel:`Mobile`, and
|
||||
:guilabel:`Default Warehouse` fields. These can be modified, if needed. Use the breadcrumb menu to
|
||||
navigate back to the new employee form when done.
|
||||
- :guilabel:`Homeworking`: Using the drop-down menu, select the specific location the employee will
|
||||
work from, for each day of the week. The default options are :guilabel:`Home`, :guilabel:`Office`,
|
||||
or :guilabel:`Other`. A new location can be typed into the field, then click either
|
||||
:guilabel:`Create (new location)` to add the location, or :guilabel:`Create and edit...` to add
|
||||
the new location and edit the form. After edits are done, click :guilabel:`Save & Close`, and the
|
||||
new location is added, and populates the field. For days the employee does not work, for example,
|
||||
Saturday and Sunday, leave the field blank (:guilabel:`Unspecified`).
|
||||
:guilabel:`Default Warehouse` fields. These can be modified, if needed.
|
||||
|
||||
Use the breadcrumb links to navigate back to the new employee form when done.
|
||||
|
||||
.. important::
|
||||
The users that appear in the drop-down menu for the :guilabel:`Approvers` section **must** have
|
||||
*Administrator* rights set for the corresponding human resources role.
|
||||
|
||||
To check who has these rights, go to :menuselection:`Settings app --> Users --> → Manage
|
||||
Users`. Then, click on an employee, and check the :guilabel:`Human Resources` section of the
|
||||
:guilabel:`Access Rights` tab.
|
||||
|
||||
- In order for the user to appear as an approver for :guilabel:`Expenses`, they **must** have
|
||||
either :guilabel:`Team Approver`, :guilabel:`All Approver`, or :guilabel:`Administrator` set
|
||||
for the :guilabel:`Expenses` role.
|
||||
- In order for the user to appear as an approver for :guilabel:`Time Off`, they **must** have
|
||||
either :guilabel:`Officer:Manage all Requests` or :guilabel:`Administrator` set for the
|
||||
:guilabel:`Time Off` role.
|
||||
- In order for the user to appear as an approver for :guilabel:`Timesheets`, they **must** have
|
||||
either :guilabel:`Manager`, :guilabel:`Officer:Manage all contracts`, or
|
||||
:guilabel:`Administrator` set for the :guilabel:`Payroll` role.
|
||||
|
||||
- :guilabel:`Remote Work`: use the drop-down menu to select the default location the employee works
|
||||
from each day of the week. The default options are :guilabel:`Home`, :guilabel:`Office`, or
|
||||
:guilabel:`Other`.
|
||||
|
||||
A new location can be typed into the field, then click either :guilabel:`Create (new location)` to
|
||||
add the location, or :guilabel:`Create and edit...` to add the new location and edit the form.
|
||||
|
||||
After edits are done, click :guilabel:`Save & Close`, and the new location is added, and populates
|
||||
the field.
|
||||
|
||||
Leave the field blank (:guilabel:`Unspecified`) for non-working days like Saturday and Sunday.
|
||||
|
||||
.. note::
|
||||
It is also possible to add or modify work locations by navigating to :menuselection:`Employees
|
||||
app --> Configuration --> Employee: Work Locations`. Click :guilabel:`New` to create a new
|
||||
location, then enter the details on the form. To modify a location, click on an existing
|
||||
app --> Configuration --> Employee: Work Locations`. To modify a location, click on an existing
|
||||
location, then make any changes on the form.
|
||||
|
||||
- :guilabel:`Schedule`: Select the :guilabel:`Working Hours` and :guilabel:`Timezone` for the
|
||||
employee. The :guilabel:`Internal Link` arrow opens up a detailed view of the specific daily
|
||||
working hours. Working hours can be modified or deleted here.
|
||||
Click :guilabel:`New` to create a new location, then enter the following information on the
|
||||
form. All fields are **required**.
|
||||
|
||||
- :guilabel:`Work Location`: enter the name for the location. This can be as general or as
|
||||
specific, as needed, such as `Home` or `Building 1, Second Floor`, respectfully.
|
||||
- :guilabel:`Work Address`: using the drop-down menu, select the address for the location.
|
||||
- :guilabel:`Cover Image`: click on the icon to select it for the :guilabel:`Cover Image`.
|
||||
Options are a :guilabel:`house` icon, an :guilabel:`office building` icon, and a
|
||||
:guilabel:`GPS location marker` icon.
|
||||
- :guilabel:`Company`: using the drop-down menu, select the company the location applies to.
|
||||
The current company populates this field, by default.
|
||||
|
||||
.. image:: new_employee/location.png
|
||||
:align: center
|
||||
:alt: A new work location form with all fields filled out.
|
||||
|
||||
- :guilabel:`Schedule`: select the :guilabel:`Working Hours` and :guilabel:`Timezone` for the
|
||||
employee. The :guilabel:`Internal Link` arrow opens a detailed view of the specific daily working
|
||||
hours. Working hours can be modified or deleted here.
|
||||
|
||||
.. note::
|
||||
Working hours can also be modified in the *Payroll* application, where they are referred to as
|
||||
:guilabel:`Working Schedules`. For more information on how to create or modify
|
||||
:guilabel:`Working Schedules` in Payroll, refer to the :doc:`../../hr/payroll` documentation.
|
||||
:guilabel:`Working Hours` are related to a company's working schedules, and an Employee
|
||||
**cannot** have working hours that are outside of a company's working schedule.
|
||||
|
||||
- :guilabel:`Planning`: Click on a role from the drop-down menu for both the :guilabel:`Roles` and
|
||||
the :guilabel:`Default Role` fields to add a role. There is no limit to the amount of
|
||||
:guilabel:`Roles` that can be selected for an employee, but there can only be one
|
||||
:guilabel:`Default Role`. The default role is the *typical* role that the employee performs, where
|
||||
the :guilabel:`Roles` are *all* the specific roles the employee is able to perform. The
|
||||
:guilabel:`Default Role` must be selected as a :guilabel:`Role`, if not, when the
|
||||
:guilabel:`Default Role` is selected, that role is automatically added to the list of
|
||||
:guilabel:`Roles`.
|
||||
Each individual working schedule is company-specific. So, for multi-company databases, each
|
||||
company needs to have its own working schedules set.
|
||||
|
||||
.. tip::
|
||||
The :guilabel:`Planning` section affects the *Planning* app, and will only appear if the
|
||||
*Planning* app is installed. When planning work in the *Planning* app, employees can only be
|
||||
scheduled for specific work that corresponds to their selected roles. For example, only an
|
||||
employee with a *Functional Tester* role can be assigned to perform any activity that requires a
|
||||
*Functional Tester*.
|
||||
If an employee's working hours are not configured as a working schedule for the company, new
|
||||
working schedules can be added, or existing working schedules can be modified.
|
||||
|
||||
.. important::
|
||||
The users that appear in the drop-down menu for the :guilabel:`Approvers` section must have
|
||||
*Administrator* rights set for the corresponding human resources role. To check who has these
|
||||
rights, go to :menuselection:`Settings app --> Users --> → Manage Users`. Click on an employee,
|
||||
and check the :guilabel:`Human Resources` section of the :guilabel:`Access Rights` tab.
|
||||
Working hours can be modified in the *Payroll* application, where they are referred to as
|
||||
:guilabel:`Working Schedules`.
|
||||
|
||||
- In order for the user to appear as an approver for :guilabel:`Expenses`, they must have either
|
||||
:guilabel:`Team Approver`, :guilabel:`All Approver`, or :guilabel:`Administrator` set for the
|
||||
:guilabel:`Expenses` role.
|
||||
- In order for the user to appear as an approver for :guilabel:`Time Off`, they must have either
|
||||
:guilabel:`Officer` or :guilabel:`Administrator` set for the :guilabel:`Time Off` role.
|
||||
- In order for the user to appear as an approver for :guilabel:`Timesheets`, they must have
|
||||
either :guilabel:`Manager`, :guilabel:`Officer`, or :guilabel:`Administrator` set for the
|
||||
:guilabel:`Payroll` role.
|
||||
For more information on how to create or modify :guilabel:`Working Schedules` in the *Payroll*
|
||||
application, refer to the :doc:`../../hr/payroll` documentation.
|
||||
|
||||
.. note::
|
||||
:guilabel:`Working Hours` are related to a company's working times, and an employee cannot have
|
||||
working hours that are outside of a company's working times.
|
||||
- :guilabel:`Planning`: select a role from the drop-down menu for both the :guilabel:`Roles` and
|
||||
the :guilabel:`Default Role` fields. If the :guilabel:`Default Role` is selected as a role, it is
|
||||
automatically added to the list of :guilabel:`Roles`.
|
||||
|
||||
Each individual working time is company-specific, so for multi-company databases, each company
|
||||
needs to have its own working hours set.
|
||||
.. important::
|
||||
The :guilabel:`Planning` section affects the *Planning* application and **only** appears if the
|
||||
*Planning* application is installed.
|
||||
|
||||
If an employee's working hours are not configured as a working time for the company, new working
|
||||
times can be added, or existing working times can be modified. To add or modify a working time,
|
||||
go to the :menuselection:`Payroll app --> Configuration --> Working Times`, and add a new working
|
||||
time or edit an existing one.
|
||||
If an employee has assigned :guilabel:`Roles`, they are **only** assigned to shifts for these
|
||||
roles.
|
||||
|
||||
After the new working time is created, or an existing one is modified, select the employee's
|
||||
working hours using the drop-down menu in the :guilabel:`Schedule` section of the
|
||||
:guilabel:`Work Information` tab.
|
||||
If this field is blank, they are assigned shifts, regardless of the role. The
|
||||
:guilabel:`Default Role` has precedence over the other roles when assigning shifts.
|
||||
|
||||
Private Information tab
|
||||
.. _employees/private-info:
|
||||
|
||||
Private information tab
|
||||
-----------------------
|
||||
|
||||
No information in the :guilabel:`Private Information` tab is required to create an employee,
|
||||
@ -297,119 +365,143 @@ however, some information in this section may be critical for the company's payr
|
||||
order to properly process payslips and ensure all deductions are accounted for, the employee's
|
||||
personal information should be entered.
|
||||
|
||||
Here, the employee's :guilabel:`Private Contact`, :guilabel:`Education`, :guilabel:`Work Permit`,
|
||||
:guilabel:`Family Status`, :guilabel:`Emergency` contact, and :guilabel:`Citizenship` information is
|
||||
entered. Fields are entered either using a drop-down menu, activating a check box, or typing in the
|
||||
Here, the employee's :guilabel:`Private Contact`, :guilabel:`Family Status`, :guilabel:`Emergency`
|
||||
contact, :guilabel:`Education`, :guilabel:`Work Permit`, and :guilabel:`Citizenship` information is
|
||||
entered. Fields are entered either using a drop-down menu, ticking a checkbox, or typing in the
|
||||
information.
|
||||
|
||||
- :guilabel:`Private Contact`: Enter the personal :guilabel:`Address` for the employee. The
|
||||
selection can be made with the drop-down menu. If the information is not available, type in the
|
||||
name for the new address. To edit the new address, click the :guilabel:`Internal Link` arrow to
|
||||
open the address form. On the address form, enter or edit the necessary details. Some other
|
||||
information in the :guilabel:`Private Contact` section may auto-populate, if the address is
|
||||
already listed in the drop-down menu.
|
||||
- :guilabel:`Private Contact`: enter the :guilabel:`Private Address`, :guilabel:`Email`, and
|
||||
:guilabel:`Phone` for the employee. Then, enter the employee's :guilabel:`Bank Account Number`
|
||||
using the drop-down menu.
|
||||
|
||||
Enter the employee's :guilabel:`Email` address and :guilabel:`Phone` number in the respective
|
||||
fields. Next, enter the employee's :guilabel:`Bank Account Number` using the drop-down menu. If
|
||||
the bank is not already configured (the typical situation when creating a new employee) enter the
|
||||
bank account number, and click :guilabel:`Create and edit..`. A :guilabel:`Create Bank Account
|
||||
Number` form loads. Fill in the information, then click :guilabel:`Save & Close`.
|
||||
If the bank is not already configured (the typical situation when creating a new employee), enter
|
||||
the bank account number, and click :guilabel:`Create and edit..`. A :guilabel:`Create Bank Account
|
||||
Number` form loads. Fill in the necessary information, then click :guilabel:`Save & Close`.
|
||||
|
||||
Then, select the employee's preferred :guilabel:`Language` from the drop-down menu. Next, enter
|
||||
the :guilabel:`Home-Work Distance` in the field. This field is only necessary if the employee is
|
||||
receiving any type of commuter benefits. Lastly, enter the employee's license plate information in
|
||||
the :guilabel:`Private Car Plate` field.
|
||||
- :guilabel:`Education`: Select the highest level of education completed by the employee from the
|
||||
:guilabel:`Certificate Level` drop-down menu. Options include :guilabel:`Graduate`,
|
||||
:guilabel:`Bachelor`, :guilabel:`Master`, :guilabel:`Doctor`, or :guilabel:`Other`. Type in the
|
||||
:guilabel:`Field of Study`, and the name of the :guilabel:`School` in the respective fields.
|
||||
- :guilabel:`Work Permit`: If the employee has a work permit, enter the information in this section.
|
||||
Type in the :guilabel:`Visa No` (visa number) and/or :guilabel:`Work Permit No` (work permit
|
||||
number) in the corresponding fields. Using the calendar selector, select the :guilabel:`Visa
|
||||
Expire Date` and/or the :guilabel:`Work Permit Expiration Date` to enter the expiration date(s).
|
||||
If available, upload a digital copy of the work permit document. Click :guilabel:`Upload Your
|
||||
File`, navigate to the work permit file in the file explorer, and click :guilabel:`Open`.
|
||||
- :guilabel:`Family Status`: Select the current :guilabel:`Marital Status` using the drop-down menu,
|
||||
Next, select the employee's preferred :guilabel:`Language` from the drop-down menu. Then enter the
|
||||
:guilabel:`Home-Work Distance` in the field. This field is only necessary if the employee is
|
||||
receiving any type of commuter benefits.
|
||||
|
||||
Lastly, enter the employee's license plate information in the :guilabel:`Private Car Plate` field.
|
||||
- :guilabel:`Family Status`: select the current :guilabel:`Marital Status` using the drop-down menu,
|
||||
either :guilabel:`Single`, :guilabel:`Married`, :guilabel:`Legal Cohabitant`, :guilabel:`Widower`,
|
||||
or :guilabel:`Divorced`. If the employee has any dependent children, enter the :guilabel:`Number
|
||||
of Dependent Children` in the field.
|
||||
- :guilabel:`Emergency`: Type in the :guilabel:`Contact Name` and :guilabel:`Contact Phone` number
|
||||
- :guilabel:`Emergency`: type in the :guilabel:`Contact Name` and :guilabel:`Contact Phone` number
|
||||
of the employee's emergency contact in the respective fields.
|
||||
- :guilabel:`Citizenship`: This section contains all the information relevant to the citizenship of
|
||||
- :guilabel:`Education`: select the highest level of education completed by the employee from the
|
||||
:guilabel:`Certificate Level` drop-down menu. Default options include :guilabel:`Graduate`,
|
||||
:guilabel:`Bachelor`, :guilabel:`Master`, :guilabel:`Doctor`, or :guilabel:`Other`.
|
||||
|
||||
Type in the :guilabel:`Field of Study`, and the name of the :guilabel:`School` in the respective
|
||||
fields.
|
||||
- :guilabel:`Work Permit`: if the employee has a work permit, enter the information in this section.
|
||||
Type in the :guilabel:`Visa No` (visa number), and/or :guilabel:`Work Permit No` (work permit
|
||||
number) in the corresponding fields.
|
||||
|
||||
Using the calendar selector, select the :guilabel:`Visa Expiration Date`, and/or the
|
||||
:guilabel:`Work Permit Expiration Date`, to enter the expiration date(s).
|
||||
|
||||
If available, upload a digital copy of the :guilabel:`Work Permit` document. Click
|
||||
:guilabel:`Upload your file`, navigate to the work permit file in the file explorer, and click
|
||||
:guilabel:`Open`.
|
||||
- :guilabel:`Citizenship`: this section contains all the information relevant to the citizenship of
|
||||
the employee. Some fields use a drop-down menu, as the :guilabel:`Nationality (Country)`,
|
||||
:guilabel:`Gender`, and :guilabel:`Country of Birth` fields do. The :guilabel:`Date of Birth` uses
|
||||
a calendar selector to select the date. First, click on the name of the month, then the year, to
|
||||
access the year ranges. Use the :guilabel:`< (left)` and :guilabel:`> (right)` arrow icons,
|
||||
navigate to the correct year range, and click on the year. Next, click on the month. Last, click
|
||||
on the day to select the date. Type in the information for the :guilabel:`Identification No`
|
||||
(identification number, :guilabel:`Passport No` (passport number), and :guilabel:`Place of Birth`
|
||||
fields. Last, if the employee is not a resident of the country they are working in, activate the
|
||||
check box next to the :guilabel:`Non-resident` field.
|
||||
:guilabel:`Gender`, and :guilabel:`Country of Birth` fields do.
|
||||
|
||||
The :guilabel:`Date of Birth` uses a calendar selector to select the date. First, click on the
|
||||
name of the month, then the year, to access the year ranges. Use the :guilabel:`< (left)` and
|
||||
:guilabel:`> (right)` arrow icons, navigate to the correct year range, and click on the year.
|
||||
Next, click on the month. Last, click on the day to select the date.
|
||||
|
||||
Type in the information for the :guilabel:`Identification No` (identification number),
|
||||
:guilabel:`Passport No` (passport number), and :guilabel:`Place of Birth` fields.
|
||||
|
||||
Lastly, if the employee is **not** a resident of the country they are working in, activate the
|
||||
checkbox next to the :guilabel:`Non-resident` field.
|
||||
|
||||
.. note::
|
||||
Depending on the localization setting, other fields may be present. For example, for the United
|
||||
States, a :guilabel:`SSN No` (Social Security Number) field is present.
|
||||
|
||||
.. _employees/hr-settings:
|
||||
|
||||
HR Settings tab
|
||||
HR settings tab
|
||||
---------------
|
||||
|
||||
This tab provides various fields for different information, depending on the country the company is
|
||||
located. Different fields are configured for different locations, however some sections appear
|
||||
regardless.
|
||||
|
||||
- :guilabel:`Status`: Select an :guilabel:`Employee Type` and, if applicable, a :guilabel:`Related
|
||||
- :guilabel:`Status`: select an :guilabel:`Employee Type` and, if applicable, a :guilabel:`Related
|
||||
User`, with the drop-down menus. The :guilabel:`Employee Type` options include
|
||||
:guilabel:`Employee`, :guilabel:`Student`, :guilabel:`Trainee`, :guilabel:`Contractor`, or
|
||||
:guilabel:`Freelancer`.
|
||||
|
||||
.. important::
|
||||
Employees do not also need to be users. *Employees* do **not** count towards the Odoo
|
||||
subscription billing, while *Users* **do** count towards billing. If the new employee should also
|
||||
be a user, the user must be created. After the :guilabel:`User` is created and saved, the new
|
||||
user will appear in the :guilabel:`Related User` field.
|
||||
.. important::
|
||||
Employees do **not** also need to be users. *Employees* do **not** count towards the Odoo
|
||||
subscription billing, while *Users* **do** count towards billing. If the new employee should
|
||||
also be a user, the user **must** be created.
|
||||
|
||||
After the employee is created, create the user. Click the :guilabel:`⚙️ (gear)` icon, then click
|
||||
:guilabel:`Create User`. A :guilabel:`Create User` form appears. Type in the :guilabel:`Name` and
|
||||
:guilabel:`Email Address`, and then select the :guilabel:`Company` from the drop-down menu. Click
|
||||
:guilabel:`Save` after the information is entered, and the employee record is automatically
|
||||
updated with the newly created user populating the :guilabel:`Related User` field.
|
||||
After the employee is created, click the :guilabel:`⚙️ (gear)` icon, then click
|
||||
:guilabel:`Create User`. A :guilabel:`Create User` form appears.
|
||||
|
||||
Users can also be created manually. For more information on how to manually add a user, refer to
|
||||
the :doc:`../../general/users/manage_users` document.
|
||||
Type in the :guilabel:`Name` and :guilabel:`Email Address`. Next, select the
|
||||
:guilabel:`Company` from the drop-down menu.
|
||||
|
||||
- :guilabel:`Payroll`: If applicable, enter the :guilabel:`Registration Number of the Employee` in
|
||||
this section. The :guilabel:`Attestation (N-1)` and :guilabel:`Attestation (N)` sections appear
|
||||
only for Belgian companies, and will not be visible for other locations. These sections log the
|
||||
days that will be paid to the new employee. Enter any :guilabel:`Amount to recover`,
|
||||
:guilabel:`Number of days`, and :guilabel:`Recovered Amount` of :guilabel:`Holiday Attest (year) -
|
||||
Simple Holiday Pay from previous employer to recover in (year)`, for both N and N-1 categories.
|
||||
For the :guilabel:`Holiday Attest (year) - Previous occupation for Double Holiday Pay Recovery in
|
||||
(year)` section, click :guilabel:`Add a line`, and enter the number of :guilabel:`Months`, the
|
||||
:guilabel:`Amount`, and :guilabel:`Occupation Rate`. Repeat for all entries. Click the
|
||||
:guilabel:`🗑️ (trash can)` icon to delete a line.
|
||||
- :guilabel:`SD WORX`: Enter the employee's seven digit :guilabel:`SDWorx code` in this field, if
|
||||
applicable.
|
||||
- :guilabel:`Attendance/Point of Sale/Manufacturing`: The employee's :guilabel:`PIN Code` and
|
||||
Then, enter the :guilabel:`Phone` and :guilabel:`Mobile` numbers in the respective fields.
|
||||
|
||||
If a photo is available, click the :guilabel:`Edit` icon (which appears as a :guilabel:`✏️
|
||||
(pencil)` icon) in the lower-left corner of the image box, which is located in the top-right
|
||||
corner of the form.
|
||||
|
||||
A file explorer pops up. Navigate to the file, then click :guilabel:`Open` to select it.
|
||||
Finally, click :guilabel:`Save` after all the information is entered, and the employee record
|
||||
is automatically updated with the newly-created user populating the :guilabel:`Related User
|
||||
field`.
|
||||
|
||||
Users can also be created manually. For more information on how to manually add a user, refer
|
||||
to the :doc:`../../general/users/manage_users` document.
|
||||
|
||||
- :guilabel:`Attendance/Point of Sale/Manufacturing`: the employee's :guilabel:`PIN Code` and
|
||||
:guilabel:`Badge ID` can be entered here, if the employee needs/has one. Click
|
||||
:guilabel:`Generate` next to the :guilabel:`Badge ID` to create a badge ID. The :guilabel:`PIN
|
||||
Code` is used to sign in and out of the *Attendance* app kiosk, and a :abbr:`POS (Point Of Sale)`
|
||||
system.
|
||||
- :guilabel:`Application Settings`: Enter the employee's :guilabel:`Hourly Cost` in a XX.XX format.
|
||||
This is factored in when the employee is working at a :doc:`work center
|
||||
<../../inventory_and_mrp/manufacturing/management/using_work_centers>`. This value affects the
|
||||
manufacturing costs for a product, if the value of the manufactured product is not a fixed amount.
|
||||
This value does not affect the *Payroll* application. If applicable, enter the :guilabel:`Fleet
|
||||
Mobility Card` number.
|
||||
:guilabel:`Generate` next to the :guilabel:`Badge ID` to create a badge ID.
|
||||
|
||||
The :guilabel:`PIN Code` is used to sign in and out of the *Attendance* app kiosk, and a
|
||||
:abbr:`POS (Point Of Sale)` system.
|
||||
- :guilabel:`Payroll`: if applicable, enter the :guilabel:`Registration Number of the Employee` in
|
||||
this section.
|
||||
|
||||
Depending on the localization setting, the other items that appear in this field vary based on
|
||||
location. In addition, other sections may appear in this tab based on location. It is recommended
|
||||
to check with the payroll and/or accounting departments to ensure this section, as well as any
|
||||
other sections relating to payroll that may appear, are filled in correctly.
|
||||
- :guilabel:`Application Settings`: enter the employee's :guilabel:`Billing Time Target` for the
|
||||
billing rate leader board in the *Timesheets* application. Next, enter the :guilabel:`Hourly Cost`
|
||||
in a XX.XX format. This is factored in when the employee is working at a :doc:`work center
|
||||
<../../inventory_and_mrp/manufacturing/management/using_work_centers>`.
|
||||
|
||||
If applicable, enter the :guilabel:`Fleet Mobility Card` number.
|
||||
|
||||
.. note::
|
||||
Manufacturing costs are added to the costs for producing a product, if the value of the
|
||||
manufactured product is **not** a fixed amount. This cost does **not** affect the *Payroll*
|
||||
application.
|
||||
|
||||
.. image:: new_employee/hr-settings.png
|
||||
:align: center
|
||||
:alt: Enter any information prompted in the HR Settings tab for the employee.
|
||||
|
||||
.. _employees/docs:
|
||||
|
||||
Documents
|
||||
=========
|
||||
|
||||
All documents associated with an employee are stored in the :guilabel:`Documents` app. The number of
|
||||
documents associated with the employee appear in the :guilabel:`Documents` smart button above the
|
||||
employee record. Click on the smart button, and all the documents appear. For more information on
|
||||
the :guilabel:`Documents` app, refer to the :doc:`../../finance/documents` documentation.
|
||||
All employee-related documents are stored in the *Documents* app. The number of associated documents
|
||||
is displayed in the :guilabel:`Documents` smart button above the employee record. Click on the smart
|
||||
button to access all documents.
|
||||
|
||||
Refer to :doc:`documentation <../../finance/documents>` on the *Documents* app for more information.
|
||||
|
||||
.. image:: new_employee/documents.png
|
||||
:align: center
|
||||
|
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Before Width: | Height: | Size: 16 KiB After Width: | Height: | Size: 16 KiB |
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content/applications/hr/employees/new_employee/select-skills.png
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