Employees
Contents
Employess
The employees bookmark displays a list of all registered employees with the selected information. You can select information which should be displayed in columns and set it by clicking on the the Columns button.
First, it is necessary to enter the employees into the system and fill in required information.
Entering a new employee
- Click on "Add employee"
Fill in the name and surname, RFID number is filled in subsequently – see Chapter 3.1., personal number, date of birth, when employment relation started, weekly shift and public holiday calendar.
Click on "Save"
At this point the employee has been registered. It is necessary to assign a chip number to this employee which will be used (keychain, card, sticker) so that the system is able to identify this employee.
Employee copy
Here you can create a new employee profile by copying the profile of the existing employee. Click on the employee to be copied, select the “Employee information” folder and then select “Copy employee”. Now fill in the required input data. A “Copy basic data” option is available to copy the basic data and contracts. Then click on the “Save” button.
Information about employee
Name and surname has been already filled in and now it is necessary to assign RFID – chip, card or sticker number of the employee.
Insert RFID
Finding the RFID number: You can find the RFID with the help of the terminal. First, enter the terminal service menu and then place the card, chip or sticker to it. Type in the password to enter – 00000. At this point you just need to place the chip, keychain or sticker to the terminal and the number will be display on the terminal screen. Note this number down as belonging to the employee to whom the chip is assigned to.
Click on "Save"
It is also possible to deactivate employees in this bookmark.
Basic information
In the basic employee information the fields you had chosen before as the monitored employee fields are available. Here you can fill in or the employee information which you want to record.
- How to: fill in information
After filling in the information and before any clicking away it is important to
Click on "Save"
Contracts
In the contracts information is listed which could have an impact on some of the set work rules – e.g. type of employment.
- Description –description of the employment contract
- Valid since - fill in the date of the contract becoming valid
- Valid to - fill in the date of the contract ending to be valid
- Personal number - Personal number assigned to the employee in the company classification
- Part-time % - 100% is the classic 8 hour type of employment.
- Holiday profile - calendar the working hours abide by Predefined calendar of public holidays in the Czech Republic - it is possible to change it to a predefined holiday calendar of other countries, or create one's own.
- Enumeration assignment - Subsequent slots serve to determine to which "enumeration" and its particular item the employee belongs. See chapter Enumerations. The name can be entered also here.
- Accounts transfer rules - Choose from the set rules of holiday entitlement calculation.
Example:
After filling in the information it is important to click on "Save" before any clicking away
List of contracts
First you should set up an employee contract valid from a certain date. This can be done by clicking on the “Add contract” button.
If you want to add a consecutive contract, click on the “Add consecutive contract” button; this contract will follow upon the active contract termination date.
If the employee has concluded an indefinite duration (permanent) employment contract, the “Valid until” box should be left empty.
In this case, the active employment contracts expires on June 28, 2019; when clicking on the “Add consecutive contract” button, the active contract starts from June 29, 2019.
Access rights
You must first enter the e-mail address of your employee and confirm it. The account details and password are delivered to this e-mail address. With them, your employee may login to the iTA attendance system. Now, you may edit the access rights of the your employee and the rights to add/edit their time records and absences. Here, you further select the account to which entries may be made without and with approval of absence. See the “Approval” chapter.
End of employment relation
Upon the end of the employment relation it is necessary to note the date of termination in the employee's contract. If this termination is not noted the employee's attendance will continue to be recorded. You will enter this information in the basic information about the employee, "Employment relation ended" item.
Returning the chip (keychain, card) and its subsequent use
After the employee whose employment relation ended returns the chip, it is possible to assign it to a different employee. You will delete the information about the RFID number which had been assigned to the employee. This information can be edited in the Information about employee bookmark, RFID item. At this point, the number is free and it is possible to assign it to a different user.
Bulk editing
By clicking on the “Bulk editing” button, you jump to the menu, which shall gradually open for you.
In the first phase, you select the employees you want to mass edit. You can select according to groups or individuals. The selected employees are added to the right column. After the selection of the designated employees, click on the “Continue” button.
In the second phase, “Properties”, you select the fields you want to edit. After your selection of fields, click on the “Next” button.
In the third phase, “Edit”, you enter the changes themselves. You can use bulk editing of all fields or use editing of individual employees. If you wish to use the same data for bulk editing, you can use the button for automatic additions from the “Butch change” line.
In the fourth phase, “Finish”, you can browse all changes, which have been made. Using the “Finish” button, you save your bulk changes. After clicking on the “Finish” button, a menu appears with the option to continue or close bulk editing.
Employees groups
The employee group tab makes it possible to divide the employees into groups for better lucidity. One employee may be in several groups. Group creation procedure: Click on "Create new group of employees"
Enter the Name (mandatory field), description (optional) and the employees in the group. If the employees are added to the group, the field containing the name is highlighted in the colour green, otherwise it remains red. Click on "Save"
Further, also activities that are related to violation of rules, for instance:
•Approve violation of the basic working hours
•Approve missing time
