Employees

Employees
Name:	Employees
Tech Name:	Employees
Class Name:	Employees
Type:	Standard
Template:	Security_groups, Assignable, Basic
Custom Module:	No
Auditable:	Yes
Importable:	No
Reportable:	Yes
Hide module on Main Page:	No

Short Description

[[Short Description::The "Employees" module is the employee profile: personal data, position, place in the organizational structure and all HR records related to the employee in one place.

It gives users a seamless and effective way to handle their workforce-related tasks and serves as a repository of employee information. The process is described in Employee Profile.|The "Employees" module is the employee profile: personal data, position, place in the organizational structure and all HR records related to the employee in one place.

It gives users a seamless and effective way to handle their workforce-related tasks and serves as a repository of employee information. The process is described in Employee Profile.]]

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Business Description

Overview

The "Employees" module is designed to streamline and optimize personnel management within an organization. Its primary objective is to provide users with an effective way to handle their workforce-related tasks while also serving as a repository of employee information. An employee is also a user of the system, with an HR position assigned.

Within this module, you will find the key details of each employee: Employee Status, Position, Organizational Unit, supervisor, phone numbers, email address and address. This information helps HR professionals and managers make informed decisions regarding staffing, resource allocation and team dynamics.

The module also acts as a hub for records related to the employee, such as contracts, periods of employment, benefits, goals, appraisals, trainings, tasks, kudos, and the onboarding and offboarding processes. They are available in the subpanels of the employee's detail view (see Relations below).

Fields

The Employees module is comprised of multiple fields, each with a distinct purpose. Here is a detailed explanation of each field:

Name		The employee's first and last name. The last name is required.
Employee Status		Indicates the current employment status of the employee, for example "Active".
Birthdate		The employee's date of birth.
Position		Specifies the job title or role held by the employee within the organization, selected from the Positions module. This field is required.
Photo		A visual representation of the employee, typically for identification purposes and personalization.
Email Address		The primary email address used by the employee for professional correspondence. This field is optional.
Work Phone		The primary contact number for work-related communications.
Mobile		The employee's mobile phone number for easy accessibility.
Home Phone		The employee's residential phone number, if provided.
Other Phone		An additional contact number for the employee, if applicable.
Fax		The fax number associated with the employee, if relevant.
IM Type		Specifies the type of instant messaging platform or application used by the employee (MSN, Yahoo! or Skype).
IM Name		The employee's username or handle on the chosen instant messaging platform.
Organizational Unit		Identifies the specific department or team within the organization to which the employee belongs. See Organizational Units.
Reports to		Indicates the supervisor or manager to whom the employee reports within the organizational hierarchy.
Address Street		The street address of the employee's residence or primary location.
City		The city in which the employee resides or works.
State		The state or province of the employee's location, if applicable.
Postal Code		The postal or ZIP code associated with the employee's address.
Country		The country in which the employee is located.
Description		An optional field for additional notes or details about the employee, such as responsibilities or special considerations.
Date Created		The date when the employee record was initially created in the system.
Date Modified		The date when the employee record was last updated or modified.

Note: The required fields are the Last Name and the Position. Saving the record without providing input to them beforehand won't be possible.

Actions

In the detail view, the Edit Details button opens the editing of the employee record. The Actions menu contains:

• View Change Log - shows the history of changes made to the employee record,
• Duplicate - creates a copy of the employee record,
• Delete - deletes the employee record.

Relations

The Employees module is related to several other modules in the system. The related records are available in the subpanels of the employee's detail view:

• Subordinates - employees who report to this employee,
• Contracts and Periods of Employment - the employment contracts and periods of employment,
• Benefits - benefits assigned to the employee,
• Goals - goals and performance objectives of the employee,
• Appraisals - periodic appraisals of the employee,
• Competency Ratings and Competencies - competencies of the employee and their ratings,
• Trainings - trainings of the employee,
• Onboardings and Offboardings - the onboarding and offboarding of the employee,
• Responsibilities and Roles - responsibilities and roles of the employee,
• Reservations - reservations of workplaces and resources,
• Tasks - tasks assigned to the employee,
• Organizational Units - the unit of the employee and the units the employee manages,
• Applications and Candidatures - applications and candidatures related to the employee,
• Employee Certificates, Kudos, Allocations and Files - certificates, kudos, allocations and files of the employee.

Custom Actions

Action	Type	Short Description
Generate new Offboarding	DetailView Button
Generate new Onboarding	DetailView Button

Processes

Related Processes

Process	Short Description
Competencies and Skills	Defining competencies, setting the required level for positions and roles, and assessing employees
Employee Profile	Employee card: personal data, position, organizational structure and all HR records related to the employee in one place
Offboarding	How to start and conduct an offboarding process
Onboarding	Preparing a template of onboarding activities and generating an onboarding for a new employee
Recruitment	The recruitment process with a description of all records needed to carry it out

Related Process Steps

Related Features

Affected by

Initiating

Related Integrations

Structure

Fields

Name	Type	Required	Validations	Visible	Editable
Accept Status	relate	No		Yes	Yes
Accept Status	relate	No		Yes	Yes
Accept Status	varchar	No		Yes	Yes
Accept Status	enum	No		Yes	Yes
Address City	varchar	No		Yes	Yes
Address Country	varchar	No		Yes	Yes
Address Postal Code	varchar	No		Yes	Yes
Address State	varchar	No		Yes	Yes
Address Street	varchar	No		Yes	Yes
Authentication Id	varchar	No		Yes	Yes
Candidate	relate	No		Yes	Yes
Created By	varchar	No		Yes	No
Date Entered	datetime	Yes		Yes	No
Date Modified	datetime	Yes		Yes	No
Department	varchar	No		Yes	Yes
Description	text	No		Yes	Yes
Display Employee Record	bool	No		Yes	Yes
Email Address	varchar	No		Yes	Yes
Email Client	enum	No		Yes	Yes
Employee Status	varchar	No		Yes	Yes
External Authentication	bool	No		Yes	Yes
Fax	phone	No		Yes	Yes
First Name	name	No		Yes	Yes
Group User	bool	No		Yes	Yes
Home Phone	phone	No		Yes	Yes
IM Name	varchar	No		Yes	Yes
IM Type	enum	No		Yes	Yes
Is Administrator	bool	No		Yes	Yes
Is User	bool	No		Yes	Yes
LBL_EDITOR_TYPE	enum	No		Yes	Yes
LBL_FACTOR_AUTH	bool	No		Yes	Yes
LBL_FACTOR_AUTH_INTERFACE	enum	No		Yes	Yes
LBL_USERS_FORCED_TABS_DASHBOARDS	relate	No		Yes	Yes
LBL_USERS_LOCKED_DASHBOARDS	relate	No		Yes	Yes
LBL_USERS_ONE_TIME_DEFAULT_DASHBOARDS	relate	No		Yes	Yes
LBL_securitygroup_noninherit_id	varchar	No		Yes	Yes
Last Name	name	Yes		Yes	Yes
Mobile	phone	No		Yes	Yes
Modified By	varchar	No		Yes	No
Name	name	No		Yes	Yes
Name	varchar	No		Yes	Yes
Non-Inheritable Group	bool	No		Yes	Yes
Notify on Assignment	bool	No		Yes	Yes
Organizational Unit	relate	No		Yes	Yes
Other Phone	phone	No		Yes	Yes
Password	varchar	No		Yes	Yes
Password Last Changed	datetime	No		Yes	Yes
Photo	image	No		Yes	Yes
Portal API User	bool	No		Yes	Yes
Position	relate	Yes		Yes	Yes
Primary Group	bool	No		Yes	Yes
Reports to	relate	No		Yes	Yes
Status	enum	No		Yes	Yes
System Generated Password	bool	Yes		Yes	Yes
Title	varchar	No		Yes	Yes
User Name	user name	Yes		Yes	Yes
User Name	relate	No		Yes	Yes
User Type	enum	No		Yes	Yes
Work Phone	phone	No		Yes	Yes

Relationships

Laft	Type	Right	Short Description	Relationship
Employees	one-to-many	Applications	One Employees record can have many related Applications records, but a specific Applications record can be related to only one Employees record.	Relationship: Employees - Applications
Employees	one-to-many	Appraisals	One Employees record can have many related Appraisals records, but a specific Appraisals record can be related to only one Employees record.	Relationship: Employees - Appraisals
Employees	one-to-many	Certificates	One Employees record can have many related Certificates records, but a specific Certificates record can be related to only one Employees record.	Relationship: Employees - Certificates
Employees	one-to-many	Competency Ratings	Flex relate used in Employees	Relationship: Employees - CompetencyRatings
Employees	one-to-many	Exit Interviews	One Employees record can have many related Exit Interviews records, but a specific Exit Interviews record can be related to only one Employees record.	Relationship: Employees - ExitInterviews
Employees	one-to-many	Goals	One Employees record can have many related Goals records, but a specific Goals record can be related to only one Employees record.	Relationship: Employees - Goals
Employees	one-to-many	Offboardings	One Employees record can have many related Offboardings records, but a specific Offboardings record can be related to only one Employees record.	Relationship: Employees - Offboardings
Employees	one-to-many	Onboardings	One Employees record can have many related Onboardings records, but a specific Onboardings record can be related to only one Employees record.	Relationship: Employees - Onboardings
Employees	one-to-many	Organizational Units	One Employees record can have many related Organizational Units records, but a specific Organizational Units record can be related to only one Employees record.	Relationship: Employees - OrganizationalUnits
Employees	one-to-many	Periods of Employment	One Employees record can have many related Periods of Employment records, but a specific Periods of Employment record can be related to only one Employees record.	Relationship: Employees - PeriodsOfEmployment
Employees	one-to-many	Reservations	One Employees record can have many related Reservations records, but a specific Reservations record can be related to only one Employees record.	Relationship: Employees - Reservations
Employees	one-to-many	Resources	One Employees record can have many related Resources records, but a specific Resources record can be related to only one Employees record.	Relationship: Employees - Resources
Employees	one-to-many	Users Actual Effort	One Employees record can have many related Users Actual Effort records, but a specific Users Actual Effort record can be related to only one Employees record.	Relationship: Employees - SpentTime