Employee Data 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
- After logging into the Subscribe-HR HCM Platform, select "HUMAN RESOURCES" on the left hand side from the navigation area.
- Select the Employee folder.
- Select the desired employee.
- Select the Employee sub-folder
- Fill in the fields as defined below.
- 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
|Employee Code||Unique code that identifies the employee in the system|
|Photo||Photo of the employee|
|Title||Title of the employee|
|First Name||Employees first name|
|Middle Name||Employees middle name|
|Initials||Employees Initials (this is automatically worked
out for you) from the First letter of the first name and firstletter of the surname.
|Known As||Nickname, Alias or other name (example: Jimbo)|
|Other Names||Other names for the employee|
|Date of Birth||Employee date of birth|
|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|
|Payroll Number||employee's payroll number|
|Retirement Age||employee's retirement age|
On the Employee object is a field called Employee Delegation. This field is not on the layout by default.
If the Employee has this field populated, whenever a workflow would send a reminder, request or checklist to the Employee, the nominated Employee will also receive this reminder, request or workflow.
The Employee who was the original recipient will have "Delegated to [Nominated Employee]" added to the subject.