The Employees List Toolbar

The Employee List Toolbar contains icons such as Import, Filter, Export Employee List, Add new employee and Help.

Icons of the Employees List toolbar

Icon	Description
	Import – import employees or salary database
	Filter – you can filter the Employee List to display the desired Employee details
	Export list – click on icon to export employee details to .pdf or .xlsx format file
	Add new employee – click on icon will open add new employee form
	Help – contains a link to the help page.

Import

There are two types of data that can be imported in employee tab. The data must be in .txt file and have proper format.

Salary base – to import salary base for employees the data must be: SSN;number of salary entry;value;type;

– SSN – SSN number of employee
– number of salary entry – user can have many salary entries

– value – value for salary entry

– type – type of value: hour – 0; month – 1; month schedule proportional – 2

Many salary entries can be importet for one user. To add next salary entry just add it after previous one. For example:

SSN;number of first salary entry;value;type;number of second salary entry;value;type;

abcd

Employees – here you can choose which data should be imported into application.

The data in the right window will be imported to database. In .txt file data should be separated by “;” sign. The employee data must contain:

– First Name;Last Name;SSN;Hierarchy;Language;Time Zone;

Example of .txt file:

– John;Smith;12345;management;english;Etc/GMT;

If file is made correct there will be window which shows imported data:

To confirm import click on “save” button. If employee data are saved in database the green “birdie” will be displayed next to it.

To view imported employees, change filter to: “show all” or “show only unemployed”.

Filter

Clicking on the Filter icon on the Employee List toolbar will cause that the filtering menu will appear. You can use the filter to display specific records on the Employee List. All you need to do is select on the left column what data would you like to see on your Employee List and move it to right column. Use the small arrows icon to move items. Hold the Shift button on your keyboard to select more items.

Export list

Click on the Export list icon to export your employee data to excel or pdf file. In the Export List window choose orientation (landscape or portrait) and format report type (xlsx or pdf), then select on the left column what data would you like to see on your exported list and move it to right column. Use the small arrows icon to move items. Hold the Shift button on your keyboard to select more items. Click the Generate button when you are done.

The Exported List in Portable Document Format (.pdf) format file will look like that

The Exported List in Excel (.xlsx) format file will look like that

Add new employee

On the right is a view of Add new employee

This page is for adding and editing employee details. It allows you to change the Personal and Employment Information. This tab contains details for an employee and can be thought of as sixteen sections:

General Employee Information, Employee Image, Address, Contact, Language and Time Zone, User Prosperities, Attendance Type, Hierarchy, Employee Department Name, Actions, Skills, Comments, Employee Contracts, Employment, Devices and Access Profiles.

Follow the example here.

Note:

All fields in Add new employee form can be edited. If you would like to see more or less fields with the employee details, you can change it in Settings > Extra Fields.

Change employee password

On the top right of the Employee Page is toolbar where is the Locker Icon. Clicking on that icon will move you to Change Password window. To change the password enter twice new password and click Change .

Note:

Password must contain minimum of 6 characters, include numbers and letters.

General Employee Information

There are general employee information.

First name*: field is required
Last name*: field is required
User Name*: field is required, the username can contain letters and numbers, include both lowercase and capital letters [0-9; A-Z; a-z]

Note: It’s better to avoid capital letters in your User Name

Initials*: field is required
SSN*: field is required
Employe No: employee number is used by financial and accounting systems
Card No*: field is required, the unique number of employee’s card
Device ID: must contain only numbers between 1-6 characters
Device password: must contain only numbers between 1-6 characters

Employee Image

To add your Employee Image, please click Choose File button and upload a photo from your computer. Maximum picture size is 100×100 pixels. Then it looks good on your profile. This picture will be used for your Business Card, as well as can be visible to any of your colleagues.

Address

Add here the employee’s address information. The address field is required.

Contacts

Add here your contacts like home and phone number or e-mail address.The mobile and E-mail fields are required.

Time Zone and Language

Select the appropriate Time Zone and Language from drop-down menu. Both of the fields are required.

Attendance Type

Schedule: Field is required. It allows you to add only shifts to the employee work schedule.
Clock in/out: Field is required. It allows you to add only attendance to the employee work schedule.
You can mark both the Schedule and the Clock in/out checkbox. It means that the employee will be required to have the shift and the attendance in the work schedule.

Hierarchy

Field is required. Select the employee in the appropriate hierarchy.

Employee Unit Name

You can change name of employee unit, such as Office, Store, and Account Department. It will be visible in Reports.

Actions

Field is required. Select the employee job.

Note:
If you would like to add more jobs to employee you have to go to Settings > Jobs to add new job. Then go to Settings > Hierarchy to add Job to department branch.

Skills

Select the employee skills.

Comments

Here you can leave comments about the employee.

Save changes

Click Save button when you finished adding the employee details.

Extra Fields

Additional fields to store information that has no other place where it fits. You can create new extra field in Core > Settings > Employment Fields.

Employee Contracts

Here we are adding contract to employee. We can choose contract from drop-down menu which contains the same contract list you created in Reports system > Contract > Contracts List.

Click on Add Contract button to add contract

In the Add Contract window choose the time period, contract type and unit in needed.

Employment

Edit employment details, such as Employment period, Weekly hours, Full time weekly hours, Employment rate, Duty hour’s type and Active Credits.

Note:

Duty hours type you are define in Settings > Duty Hours

Click on Add Employment button to add employment

In the Add Employment window select the Employment period, Weekly hours, Full time weekly hours, Employment rate, Duty hour’s type and Active Credits

In the Calculation Period define a rule for time work counting.

There are four possibilities:

Clock In – Clock Out
Clock In – Schedule Out
Schedule In – Clock Out
Schedule In – Schedule Out

Lock

Lock date is used to block changes in employees’ data according to salary periods. This feature can be used in two ways:

When group report is confirmed by everyone, the employees data showed in this report are blocked
Can be done manually in “Lock” tab placed in employee profile.

The Lock date is always end of salary period, even when the end date of report is set to earlier date.

The Lock date blocks:

Shifts
Attendances
Contracts
Employment

The only things that can be changed in these elements are “end dates” in contracts and employment, if the date in them is after lock date.
To change the lock date, set up new date in “Lock Date” cell.