Employee Data File

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.