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 HCM Platform, select "HUMAN RESOURCES" on the left hand side from the navigation area.
  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

Workflow Delegation

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.

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