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

The "Employees" module is thoughtfully crafted to streamline and optimize personnel management within an organization. Its core purpose is to provide users with a seamless and effective way to handle their workforce-related tasks while also serving as a comprehensive repository of employee information.

By offering a succinct overview of employee profiles, essential HR records, and performance metrics, it empowers users to stay well-informed and up-to-date with their workforce management responsibilities. Simultaneously, it functions as a secure and accessible archive for all employee-related data, ensuring easy retrieval and reference for future needs.

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Business Description

Overview

The "Employees" module is meticulously designed to streamline and optimize personnel management within an organization. Its primary objective is to provide users with a seamless and effective way to handle their workforce-related tasks while also serving as a comprehensive repository of employee information.

Within this module, you will find a wealth of information about each employee, ensuring that you have a comprehensive overview of your workforce. Key employee details such as Employee Status, Position, Phone Numbers, Email Addresses, and Addresses are all meticulously organized and readily accessible. This wealth of information empowers HR professionals and managers to make informed decisions regarding staffing, resource allocation, and team dynamics.

But the "Employees" module goes beyond basic employee profiles. It also acts as a centralized hub for a wide range of related records and data points. This includes critical documents such as employment contracts, ensuring that all parties are clear on terms and obligations. Periods of employment are meticulously tracked, aiding in HR planning and budgeting. Additionally, the module provides valuable insights into employee benefits, helping you manage compensation packages effectively and ensuring your workforce remains motivated and satisfied. Onboarding and offboarding processes are streamlined and tracked, facilitating a smooth transition for new hires and departing employees. Furthermore, the module helps in task management related to employees, ensuring that important deadlines and assignments are never missed. This comprehensive approach to employee management ensures that your organization operates smoothly and efficiently, with all necessary data at your fingertips for decision-making, compliance, and strategic planning.

Fields

The Employees module is comprised of multiple fields, each meticulously crafted with a distinct purpose in mind, serving to capture and organize essential employees information. Here is a detailed explanation of each field:

Name		The employee's full name, providing a clear identification of the individual.
Employee Status		Indicates the current employment status of the employee, whether active, on leave, or other statuses.
Position		Specifies the job title or role held by the employee within the organization.
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.
Work Phone		The primary contact number for work-related communications.
Mobile		The employee's mobile phone number for easy accessibility.
Work Phone		The primary contact number for work-related communications.
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 for internal communications.
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.
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.
Assigned User		Specifies the user or administrator responsible for managing the employee's record within the system.

Note: Fields marked with an asterisk are required. Saving the record without providing input to them beforehand won't be possible.

Relations

The Employees module establishes relationships with several other modules within the system, allowing for seamless integration and efficient management of the recruitment process. These related modules include:

• Onboarding
• Offboarding
• Competencies
• Organizational Units
• Contracts
• Benefits
• Goals
• Employee Certificates

The 'Employees' module serves as the central hub for managing workforce-related information within the system. It plays a foundational role, connecting and enhancing the functionality of several related modules, including Onboarding, Offboarding, Competencies, Organizational Units, Contracts, Benefits, Goals, Employee Certificates, and more.

In the context of the 'Onboarding' and 'Offboarding' modules, the 'Employees' module forms a seamless connection that streamlines the employee lifecycle. When an employee is hired (Onboarding) or leaves the organization (Offboarding), the relevant details are automatically synchronized with the 'Employees' module. This ensures that the organization's workforce information remains up-to-date and accurate throughout the employee journey, simplifying HR processes and compliance.

The 'Competencies' module aligns closely with the 'Employees' module, enabling HR professionals and managers to link employee competencies and skills directly to individual profiles. This integration ensures that competencies are accurately tracked, allowing for targeted development and performance assessments within the organization.

Organizational structure and reporting relationships are effectively managed through the connection between the 'Organizational Units' and 'Employees' modules. The 'Employees' module helps define which employees belong to specific organizational units, streamlining hierarchical reporting and facilitating efficient team management.

When it comes to employment details, the 'Contracts' module integrates seamlessly with the 'Employees' module, ensuring that employment contract information is readily available within employee profiles. This connection aids in managing contractual obligations and compliance with employment laws and regulations.

The 'Benefits' module works in tandem with the 'Employees' module to manage compensation packages and benefits. Employee benefits and compensation details are linked to individual employee profiles, simplifying benefit administration and ensuring that employees receive the appropriate rewards and incentives.

Employee goals and performance objectives are closely tied to the 'Employees' module. Managers and employees can set, track, and evaluate performance goals and development objectives, all of which are associated with individual employee records.

The 'Employee Certificates' module enhances compliance and skills tracking by connecting with the 'Employees' module. It ensures that certifications and qualifications held by employees are accurately recorded and monitored, promoting regulatory compliance and professional development.

In summary, the 'Employees' module forms the backbone of workforce management, and its seamless integration with related modules enhances overall system functionality. This interconnectedness simplifies HR processes, promotes data accuracy, and facilitates comprehensive employee lifecycle management within the organization.

Role in the Company's life cycle

In the dynamic life cycle of a company, the Employees module in a Customer Relationship Management (CRM) system plays a pivotal role. This module serves as the backbone for managing and nurturing the company's most valuable asset: its workforce.

From the initial stages of recruitment and onboarding, the Employees module helps streamline the hiring process by storing candidate information, managing interviews, and tracking the progress of applicants. As the company grows, it becomes indispensable for maintaining a comprehensive database of employee profiles, including personal details, skills, certifications, and performance evaluations.

Throughout an employee's journey within the company, the CRM system's Employees module enables seamless communication and collaboration. It facilitates the assignment of tasks, tracking of project progress, and the scheduling of meetings and training sessions. This ensures that employees remain engaged and aligned with the company's goals.

Moreover, the module aids in performance management by recording and analyzing employee achievements and areas needing improvement. Performance metrics and feedback are easily accessible, allowing for timely performance appraisals and career development discussions.

As the company evolves, the CRM's Employees module adapts alongside it. It plays a critical role in succession planning, helping identify potential leaders within the organization and preparing for future transitions in key roles.

In summary, the Employees module in a CRM system is a fundamental component in the life cycle of a company. It supports the growth, development, and sustainability of the organization by effectively managing its workforce from recruitment to retirement, ensuring that employees remain engaged, productive, and aligned with the company's mission and values.

Custom Actions

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

Processes

Related Processes

Process	Short Description
Offboarding	How to start and conduct an offboarding process
Onboarding	How to start and conduct an onboarding process
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