Employee Data File

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Employee File

The Employee File records general information about the employee such as name, date of birth, nationality, employment type, and payroll number.

Recording Employee Information

  1. After logging into the Subscribe-HR portal, select the Human Resources TAB.
  2. Select the Employee folder.
  3. Select the desired employee.
  4. Select the Employee sub-folder
  5. Fill in the fields as defined below.
  6. Select the Save button.

Mandatory fields are marked in bold, the record will not be saved unless mandatory fields are filled in first.

Employee fields explained

Field Name Description
Employee Code Unique code that identifies the employee in the system
Location Work location
Photo Photo of the employee
Title Title of the employee
First Name Employees first name
Surname Employees surname
Middle Name Employees middle name
Initials Employees Initials (this is automatically worked

out for you) from the First letter of the first name and first

letter of the surname.
Known As Nickname, Alias or other name (example: Jimbo)
Gender Employee gender
Other Names Other names for the employee
Date of Birth Employee date of birth
Age Employee's age
Maiden Name employee's maiden name (if appropriate)
Marital Status employees marital status
Appointed date the employee was appointed a position within the organisation
Start Date date the employee starts work
Employment Type type of employment offered, Full Time, Part Time
Probation Months employee probation period in months
Probation End date the probation period ends
Probation Documents Sent date the probation documents were sent
Tax File Number employee tax file number
Phone Extension employee's work phone extension
Mobile employee mobile number
Email Address Home employee's home email address
Email Address Work employee's work email address
Employee Agreed Data employee agreed to the data being correct
Employee Agreed Data Date date the employee agreed data is correct
Manager Reference who the employee's manager is
Manager is this employee a manager
Nationality employee's nationality
Payroll Number employee's payroll number
Retirement Age employee's retirement age
Attachments attachments



Core-HR Outlook Plugin

The Subscribe-HR outlook Plugin can be used to automatically copy Employee Outlook e-mail correspondence directly into Subscribe-HR. This tool will send the e-mail details automatically into the relevent Employee File and store the information under Employee Contact History. This is done by right Clicking on the selected e-mail and then sending into Subscribe-HR. The e-mail address of the employee is used as the unique identifier. <br

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