540 lines
29 KiB
ReStructuredText
540 lines
29 KiB
ReStructuredText
=============
|
|
New employees
|
|
=============
|
|
|
|
When a new employee is hired, the first step is to create a new employee record. This record is a
|
|
centralized place where all important information about the employee is stored, including
|
|
:ref:`general information <employees/general-info>`, :ref:`job history and skills
|
|
<employees/resume>`, :ref:`various work information <employees/work-info-tab>`, :ref:`personal
|
|
details <employees/private-info>`, :ref:`documents <employees/docs>`, and more.
|
|
|
|
To begin, open the :menuselection:`Employees` app, then click the :guilabel:`New` button in the
|
|
upper-left corner. Doing so reveals a blank employee form.
|
|
|
|
Proceed to fill out the required information, along with any additional details.
|
|
|
|
.. image:: new_employee/new-employee-form.png
|
|
:align: center
|
|
:alt: Create a new employee form with all fields filled out.
|
|
|
|
.. note::
|
|
The current company phone number and name are populated in the :guilabel:`Work Phone` and
|
|
:guilabel:`Company` fields. If the *Appraisals* application is installed, the :guilabel:`Next
|
|
Appraisal Date` field is populated with a date six months from the current date.
|
|
|
|
.. _employees/general-info:
|
|
|
|
General information
|
|
===================
|
|
|
|
The employee form automatically saves as data is entered. However, the form can be saved manually at
|
|
any time by clicking the :guilabel:`Save manually` option, represented by a :guilabel:`(cloud with
|
|
an upwards arrow)` icon.
|
|
|
|
Required fields
|
|
---------------
|
|
|
|
- :guilabel:`Employee's Name`: enter the employee's name.
|
|
- :guilabel:`Company`: from the drop-down menu in this field, select the company the new employee
|
|
was hired by, or create a new company by typing the name in the field, and clicking
|
|
:guilabel:`Create` or :guilabel:`Create and edit...` from the mini drop-down menu that appears.
|
|
|
|
.. image:: new_employee/employee-new.png
|
|
:align: center
|
|
:alt: A new employee form with the required fields highlighted.
|
|
|
|
Optional fields
|
|
---------------
|
|
|
|
- :guilabel:`Photo`: in the top-right image box of the employee form, click on the :guilabel:`✏️
|
|
(pencil)` edit icon to select a photo to upload.
|
|
- :guilabel:`Job Position`: enter the employee's job title under their name, or select it from the
|
|
:guilabel:`Job Position` field drop-down menu below to have this top field auto-populate. The
|
|
:guilabel:`Job Position` field under the employee name can be modified, and does *not* need to
|
|
match the selection made in the :guilabel:`Job Position` drop-down menu in the field below.
|
|
|
|
.. example::
|
|
While it is recommended to have the job positions match, the typed-in description in this top
|
|
field can contain more specific information than the selected drop-down :guilabel:`Job
|
|
Position`, if desired.
|
|
|
|
For instance, if someone is hired for a sales representative position configured as
|
|
:guilabel:`Sales Representative` in the *Recruitment* app, that can be selected in the
|
|
drop-down :guilabel:`Job Position` field.
|
|
|
|
In the typed-in :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name` field,
|
|
the position could be more specific, such as `Sales Representative - Subscriptions` if the
|
|
employee is focused solely on subscription sales.
|
|
|
|
.. image:: new_employee/job-description-fields.png
|
|
:align: center
|
|
:alt: Both job position fields entered but with different information.
|
|
|
|
- :guilabel:`Tags`: select a tag from the drop-down menu to add relevant tags to the employee. Any
|
|
tag can be created in this field by typing it in. Once created, the new tag is available for all
|
|
employee records. There is no limit to the amount of tags that can be added.
|
|
- :guilabel:`Work Contact Information`: enter the employee's :guilabel:`Work Mobile`,
|
|
:guilabel:`Work Phone`, :guilabel:`Work Email`, and/or :guilabel:`Company` name, if not already
|
|
auto-populated.
|
|
- :guilabel:`Department`: select the employee's department from the drop-down menu.
|
|
- :guilabel:`Job Position`: select the employee's job position from the drop-down menu. Once a
|
|
selection is made, the :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name`
|
|
field automatically updates to reflect the currently selected job position. These positions are
|
|
from the :doc:`Recruitment <../../hr/recruitment/new_job/>` application, and reflect the
|
|
currently configured job positions.
|
|
- :guilabel:`Manager`: select the employee's manager from the drop-down menu.
|
|
- :guilabel:`Coach`: select the employee's coach from the drop-down menu.
|
|
- :guilabel:`Next Appraisal Date`: this field is **only** visible if the *Appraisals* application is
|
|
installed. The date automatically populates with a date that is computed according to the settings
|
|
configured in the *Appraisals* application. This date can be modified using the calendar selector.
|
|
|
|
.. note::
|
|
After a :guilabel:`Manager` is selected, if the :guilabel:`Coach` field is blank, the selected
|
|
manager automatically populates the :guilabel:`Coach` field.
|
|
|
|
.. tip::
|
|
To make edits to the selected :guilabel:`Department`, :guilabel:`Manager`, :guilabel:`Coach`, or
|
|
:guilabel:`Company`, click the :guilabel:`Internal Link` arrow next to the respective selection.
|
|
The :guilabel:`Internal Link` arrow opens the selected form, allowing for modifications. Click
|
|
:guilabel:`Save` after any edits are made.
|
|
|
|
Additional information tabs
|
|
===========================
|
|
|
|
.. _employees/resume:
|
|
|
|
Resumé tab
|
|
----------
|
|
|
|
Resumé
|
|
~~~~~~
|
|
|
|
Next, enter the employee's work history in the :guilabel:`Resumé` tab. Each resumé line must be
|
|
entered individually. When creating an entry for the first time, click :guilabel:`Create a new
|
|
entry`, and the :guilabel:`Create Resumé lines` form appears. After an entry is added, the
|
|
:guilabel:`Create a new entry` button is replaced with an :guilabel:`Add` button. Enter the
|
|
following information for each entry.
|
|
|
|
.. image:: new_employee/resume-lines.png
|
|
:align: center
|
|
:alt: A resumé entry form with all the information populated.
|
|
|
|
- :guilabel:`Title`: type in the title of the previous work experience.
|
|
- :guilabel:`Employee`: select the employee from the drop-down menu.
|
|
- :guilabel:`Type`: from the drop-down menu, select either :guilabel:`Experience`,
|
|
:guilabel:`Education`, :guilabel:`Side Projects`, :guilabel:`Internal Certification`,
|
|
:guilabel:`Completed Internal Training`, or type in a new entry, then click :guilabel:`Create
|
|
"(Type)"`.
|
|
- :guilabel:`Display Type`: from the drop-down menu, choose :guilabel:`Classic` for typical work
|
|
experience, :guilabel:`Certification` for experience gained through a certification, or
|
|
:guilabel:`Course` for non-certified classes.
|
|
- :guilabel:`Duration`: enter the start and end dates for the work experience. To select a date,
|
|
click the first empty field to reveal a calendar pop-up window. Proceed to use the :guilabel:`<
|
|
(left arrow)` and :guilabel:`> (right arrow)` icons to scroll to the desired month, then click on
|
|
the day to select it. Repeat this process to locate and select the end date. When the desired
|
|
dates have been selected, click :guilabel:`✔️ Apply`.
|
|
- :guilabel:`Description`: enter any relevant details in this field.
|
|
|
|
Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one
|
|
entry to add, or click the :guilabel:`Save & New` button to save the current entry and create
|
|
another resumé line.
|
|
|
|
.. note::
|
|
After the new employee form is saved, the current position and company is automatically added to
|
|
the :guilabel:`Resumé` tab, with the end date listed as `current`.
|
|
|
|
.. _employees/skills:
|
|
|
|
Skills
|
|
~~~~~~
|
|
|
|
An employee's skills can be entered in the :guilabel:`Resumé` tab in the same manner that a resumé
|
|
line is created.
|
|
|
|
In order to add a skill to an employee record, the skill types must be configured first. If no skill
|
|
types are configured, a :guilabel:`Create new Skills` button appears in the :guilabel:`Skills`
|
|
section of the :guilabel:`Resumé` tab. :ref:`Configure the skill types <employees/skill-types>`
|
|
before adding any skills to the employee record.
|
|
|
|
If the skill types are configured, a :guilabel:`Pick a skill from the list` button appears instead.
|
|
Click the :guilabel:`Pick a skill from the list` button, and select the following information for
|
|
each skill.
|
|
|
|
.. image:: new_employee/select-skills.png
|
|
:align: center
|
|
:alt: A skill form with the information filled out.
|
|
|
|
- :guilabel:`Skill Type`: select a :ref:`skill type <employees/skill-types>` by clicking the radio
|
|
button next to the skill type.
|
|
- :guilabel:`Skill`: after selecting a :guilabel:`Skill Type`, the corresponding skills associated
|
|
with that selected :guilabel:`Skill Type` appear in a drop-down menu. For example, selecting
|
|
:guilabel:`Language` as the :guilabel:`Skill Type` presents a variety of languages to select from
|
|
under the :guilabel:`Skills` field. Select the appropriate pre-configured skill, or type in a new
|
|
skill, then click :guilabel:`Create "(new skill)"`.
|
|
- :guilabel:`Skill Level`: pre-defined skill levels associated with the selected :guilabel:`Skill
|
|
Type` appear in a drop-down menu. First, select a :guilabel:`Skill Level`, then the progress bar
|
|
automatically displays the pre-defined progress for that specific skill level. Skill levels and
|
|
progress can be modified in the :guilabel:`Skill Level` pop-up form, which is accessed via the
|
|
:guilabel:`Internal Link` arrow next to :guilabel:`Skill Level` field.
|
|
|
|
Click the :guilabel:`Save & Close` button if there is only one skill to add, or click the
|
|
:guilabel:`Save & New` button to save the current entry and immediately add another skill.
|
|
|
|
To delete any line from the :guilabel:`Resumé` tab, click the :guilabel:`🗑️ (trash can)` icon to
|
|
delete the entry. Add a new line by clicking the :guilabel:`Add` button next to the corresponding
|
|
section.
|
|
|
|
.. important::
|
|
Only users with :guilabel:`Officer: Manage all employees` or :guilabel:`Administrator` rights for
|
|
the *Employees* app can add or edit skills.
|
|
|
|
.. _employees/skill-types:
|
|
|
|
Skill types
|
|
***********
|
|
|
|
In order to add a skill to an employee's form, the :guilabel:`Skill Types` must be configured. Go to
|
|
:menuselection:`Employees app --> Configuration --> Employee: Skill Types` to view the currently
|
|
configured skill types and create new skill types.
|
|
|
|
.. note::
|
|
The default skill of :guilabel:`Languages` is pre-configured as a skill *type*, but there are no
|
|
specific language *skills* listed within that skill type. The :guilabel:`Languages` skill type
|
|
must be fully configured before it can be used.
|
|
|
|
Click :guilabel:`New` and a new :guilabel:`Skill Type` form appears. Fill out all the details for
|
|
the new skill type. Repeat this for all the needed skill types.
|
|
|
|
- :guilabel:`Skill Type`: enter the name of the skill type. This acts as the parent category for
|
|
more specific skills and should be generic.
|
|
- :guilabel:`Skills`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` for the new
|
|
skill, then repeat for all other needed skills.
|
|
- :guilabel:`Levels`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` of the level.
|
|
Next, click into the :guilabel:`Progress` field, and enter a percentage (0-100) for that level.
|
|
Repeat for all additional levels, as needed.
|
|
- :guilabel:`Default Level`: click the toggle on the level line to set that level as the default.
|
|
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.
|
|
|
|
.. example::
|
|
To add a math skill set, enter `Math` in the :guilabel:`Name` field. Next, in the
|
|
: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. 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.
|
|
|
|
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
|
|
--------------------
|
|
|
|
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.
|
|
|
|
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 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`: 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 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`. To modify a location, click on an existing
|
|
location, then make any changes on the form.
|
|
|
|
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::
|
|
: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.
|
|
|
|
Each individual working schedule is company-specific. So, for multi-company databases, each
|
|
company needs to have its own working schedules set.
|
|
|
|
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.
|
|
|
|
Working hours can 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 the *Payroll*
|
|
application, refer to the :doc:`../../hr/payroll` documentation.
|
|
|
|
- :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`.
|
|
|
|
.. 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.
|
|
|
|
- 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.
|
|
|
|
.. 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.
|
|
|
|
Each individual working time is company-specific. So, for multi-company databases, each company
|
|
**must** have its own working hours set.
|
|
|
|
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 Schedules`. Then, either add a new working time by clicking :guilabel:`New`, or edit an
|
|
existing one by selecting a :guilabel:`Working Time` from the list to modify it.
|
|
|
|
Refer to the :ref:`Working schedules <payroll/working-times>` section of the payroll
|
|
documentation for specific details on creating and editing working schedules.
|
|
|
|
After the new working time is created, or an existing one is modified, the :guilabel:`Working
|
|
Hours` can be set on the employee form. In the :guilabel:`Schedule` section of the
|
|
:guilabel:`Work Information` tab, select the employee's working hours using the drop-down menu.
|
|
|
|
.. _employees/private-info:
|
|
|
|
Private information tab
|
|
-----------------------
|
|
|
|
No information in the :guilabel:`Private Information` tab is required to create an employee,
|
|
however, some information in this section may be critical for the company's payroll department. In
|
|
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:`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 :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.
|
|
|
|
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`.
|
|
|
|
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
|
|
of the employee's emergency contact in the respective fields.
|
|
- :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.
|
|
|
|
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
|
|
---------------
|
|
|
|
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
|
|
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 employee is created, 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`. Next, select the
|
|
:guilabel:`Company` from the drop-down menu.
|
|
|
|
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/` 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:`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/advanced_configuration/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 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 <../../productivity/documents>` on the *Documents* app for more
|
|
information.
|
|
|
|
.. image:: new_employee/documents.png
|
|
:align: center
|
|
:alt: All uploaded documents associated with the employee appear in the documents smart-button.
|