8.6. HR Module and Employee Records
The employee record is the employee's personnel file. It holds personal details, contract, leave quota, finance, education, documents, certificates, health and emergency contacts. Open these screens from the Employees card in the HR cockpit.
Employee record list
The Employees list on the Employee record screen has the columns Name, Role and Actions. Each row has the Profile details and Employee record buttons. As the note above the list says, you create employees in User accounts (8.1).
Personnel file
The Employee record button in the row opens the employee's file. The tabs at the top are Employee record, Finance, Education, Documents, Certificates, Health and Emergency contacts.
The Employee record tab has three sections:
- Personal: Blood type, Marital status, Military status, Uniform size, Shoe size.
- Contract: Start date, End date, Contract type, Position, Department.
- Leave quota: Annual leave quota, Annual leave year.
Click Save after your changes. Health details are special category personal data. Record them only as far as needed and keep access to these screens limited.
Finance
The Finance screen has two tabs. The Compensation tab shows Salary, Salary period, Bank name and IBAN; Tax and social security shows the tax number and social security number.
Documents and certificates
Keep employee documents in Employee documents. The + button opens the Add document form. Fill in Employee, Category and Title. You can also enter a Description and an Expiry date. Add the document as a PDF file with Upload a file, then click Save to complete the upload.
In Employee certificates you keep the employee, certificate name, issuer, issue date, expiry date and a note. Use it to follow the expiry of time-limited documents such as hygiene training.
Leave management
The Leave management screen lists leave requests with the employee, request date, Leave type, Start date, End date, days, Status and Actions.
Click + for a new request.
Approved leaves appear on the shift calendar automatically (8.7). Enter the employee's annual leave entitlement in the Leave quota section of the Employee record tab.
