Employee Data File

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(→‎Recording Employee Information)
 
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===Recording Employee Information===
 
===Recording Employee Information===
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# After logging into the Subscribe-HR portal, select the Human Resources TAB.
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# 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 '''Employee''' folder.
 
# Select the desired employee.
 
# Select the desired employee.
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# Select the Employee sub-folder
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# Select the '''Employee sub-folder'''.
 
# Fill in the fields as defined below.
 
# Fill in the fields as defined below.
 
# Select the '''Save''' button.
 
# Select the '''Save''' button.
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===Core-HR Outlook Plugin===
 
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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.
 
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===Core-Recruitment Outlook Plugin===
 
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The Subscribe-HR e-recruitment Outlook Plugin allows users who have set-up the Plugin, to pass CV and Cover Letter from Outlook inbox's to the Subscribe-HR Recruitment module. If you right click on the e-mail then Select the Subscribe-HR link, there is an option to create an applicant in the recruitment module.  You will be asked to login using your user name and password, then to fill in First Name, Last Name, Email address. Then to select which Vacancy the user applied for. This will then link the Applicant to the Vacancy.
 
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=== Steps to install new outlook plugin ===
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===Workflow Delegation===
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You may obtain the Outlook by requesting it from Subscribe-HR.
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On the Employee object is a field called '''Employee Delegation'''. This field is not on the layout by default.<br>
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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. <br>The Employee who was the original recipient will have "Delegated to [Nominated Employee]" added to the subject.
  
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# If required, uninstall any previous Subscribe-HR Outlook plugin.
 
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# Close Outlook on your PC.
 
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# To do this, Select the Control Panel on your PC.
 
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# Select Programs and Features.
 
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# Select uninstall Outlook plugin 2007.
 
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# Close Outlook on your PC.
 
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# Once you have the plugin from Subscribe-HR unzip the file Outlook plugin 2007.zip on your PC.
 
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# Run the file OutlookConnector2007.vsto to start the install.
 
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# Select the Install button.
 
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# When the install finishes, select Close.
 
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# Reboot your PC and Restart Outlook.
 
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=== To use the Plugin ===
 
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# In the Main email window of Outlook, right click an email to transfer.
 
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# Select Subscribe-HR, which is located at the base of the right click options.
 
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=== To create an applicant select New Applicant ===
 
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# Fill out the fields required.
 
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# Select ok to create the applicant.
 
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=== To Create an Employee ===
 
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# Select Save under Employee.
 
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# Fill out the fields required.
 
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# Select ok to create the employee record.
 
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=== To create an applicant select New Applicant ===
 
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# Fill out the fields required.
 
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# Select ok to create the applicant.
 
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===Core-HR Word Plugin===
 
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The Subscribe-HR Word Plugin is available for Word 2007 Users. This will allow you to Merge Fields From Subscribe-HR and also set-up Correspondence Templates to send to Print. Then, to create Templates, simply go into the relevant Object, e.g. Employees and then click Template Button which is Located Just below the "General Tab" in the Employee Master fule (e.g.) To Activate this Feature:
 
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# Select Maintenance
 
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# Select Groups
 
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# Select the Relevant Group E.g. System Administrator
 
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# Select Permissions
 
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# Under Components Choose Document Templates
 
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This will then Activate a "Create Document" Button in all Objects. Please note, you need to Install the Plug-in first, then when you create Documents (Templates) you will be able to merge Subscribe-HR Database Fields into the Template. Once the Template is Created, you can then re use the template e.g. Sending Employment Contracts.
 
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[[File:subscribehr_logo.gif]]
 
[[File:subscribehr_logo.gif]]

Latest revision as of 04:31, 1 May 2024

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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