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 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.

Core-Recruitment Outlook Plugin

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.

Steps to install new outlook plugin

1. If required, uninstall any previous outlook plugin:

Go to “Control Panel” => “Programs and Features”, then uninstall “Outlook plugin 2007” out of program list.

1. Unzip the attached file “Outlook plugin 2007”
2. Double click “OutlookConnector2007.vsto” to install
3. Select the Install button.
4. When the install finishes, select Close
5. Log out of Outlook and log back in again.

To use the Plugin:

1. In the main window of Outlook, right click an email to transfer.
2. Select Subsribe-HR, which is located at the base of the right click options.

To create an applicant select New Applicant

1. Fill out the fields required.
2. Select ok to create the applicant.

To Create an Employee

1. Select Save under Employee.
2. Fill out the fields required.
3. Select ok to create the employee record.

Core-HR Word Plugin

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:

1. Select Maintenance
2. Select Groups
3. Select the Relevant Group E.g. System Administrator
4. Select Permissions
5. Under Components Choose Document Templates

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.