Introduction/purpose: 

The purpose of “all employee” aspects within an HR operation in a Human Resource Management System is to streamline and optimize various HR processes to ensure effective human resource management and improve overall organizational performance.

In All Employee, the user can view all employees, such as current, contract, permanent, and terminated employees, and manage them.

How To Navigate:

The navigation required to record All Employee in a HRMS system typically involves the following steps:

• Click on the main navigation icon: The main navigation icon is located in the top  right corner of the screen. Clicking on this icon will open the navigation menu, which typically includes links to various sections of the HRMS system.

• Click on the HR Operations section: The  HR Operations section is located under the left section of the screen. Clicking on this section will display a list of  HR Operations related to Employee Enrollment.

• Find the Employee Registration section. The Employee Registration section is located in the list of Employee Enrollment under the HR Operations section.

• Click on the All Employee link. The All Employee link located under the Employee Enrollment section, after clicking on this link, It will open up the All Employee data record

Listing:

The Current Employee listing allows users to view all Active Employees. The key features of the Employee Transfer listing are listed below:

• Record Filter
  Filter option allows users to filter the list of records based on visible columns, such as Employee Name, Mobile number , Whatsapp number , Employee Code , Gender ,  Joining date , Employee type , Job status , Location, Approval status.
  
• Change View
  Change view option allows users view Employee list as below
  • Grid View (Block View)
  • Table View: User can View columns wise list with certain Action option on the right such as Edit Profile, & Activity Logs to view who had added, Updated and Approved the record and Approval Status
  • List View: Almost Similar to Table view with additional option under Action to Allow/Remove Access of Employee to ESS

• Import
  Through Import Option User can Import module wise Multiple Employee data into HRMS system
  • Grid View: Displays Employee in Block View with limited information
  • Table View: User can View columns wise list with certain Action option on the right such as Edit Profile, & Activity Logs to view who had added, Updated and Approved the record and Approval Status
  • List View: Almost Similar to Table view with additional option under Action to Allow/Remove Access of Employee to ESS

• Change Sorting
  User can sort the Listed Employee data based on Name, Emp Code, Gender , mobile number , whatsapp number , attendance code etc.

• Other Action
  When User is in Table or List View, they can select Employees based on required filters and perform following activities such as
  • Attendance: Thai option allows user to sync Employee data with Attendance system (If linked) or Export Employee data for selected Pay Period

• Common Configuration:
  • In this option the user allows to perform the common configuration on the new employee record.
  • When a user clicks on the Common Configuration option, the user will be able to add configurations such as Holiday Calendar , Leave Group , Week Day , Roster , Overtime Group for selected employees rather than updating the same one by one for each employee.
    
• Allow Login Access:
  • This option allows the user to give  ESS Login Access to Multiple selected employees.
  • First, the user has to select at least one record from the list; otherwise, the system will display the error message, “Please select at least one record.”
  • On Clicking the “Allow Login Access” option, the user will get a pop-up where they have to fill out mandatory fields such as their password, Choose a group, Is the system user for the selected employee

• Sync Employee Data:
  • This option allows the user to sync the data selected employee data to the attendance system
  • When the user clicks on the “Sync employee data” option, a pop-up message will display, “Are you sure you want to sync”.

• Assign Induction :- 
  • Using this option the user can assign the specific task or the welcome program to a new registered employee. When an employee logs in to the ESS portal, the employee has to perform the specific task; without it, the user cannot be redirected to the dashboard page of the ESS portal.
  • First, the user has to select at least one record from the list; otherwise, the system will display the error message, “Please select at least one record.”
  • When the user clicks on the assign induction, a pop-up will display that contains the mandatory field “Induction”

• Generate Profile Data :- 
  • First, the user has to select at least one record from the list; otherwise, the system will display the error message “Please select at least one record”
  • On clicking the Generate profile data button the user will be able to view the Pop up message on the screen “Change Request Initiate” 

• Export Employee report :- 
  • First, the user has to select at least one record from the list; otherwise, the system will display the error message, “Please select at least one record.”
  • On clicking Export Employee Report option the user will directly export the employee report of selected employee in the .xls format 

• Transaction Search
  User can do custom search to filter data based on Fields not included in Listing page, or with other criteria like Not equal to, Does not contain, Begins with, Ends with, Contains, etc

• Export Data
  Selected Record, Current Page record or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.
  
• Hide/Show Columns
  This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select column which they want to view in the list , if the user uncheck/unselect all column then system will give error message that “Please check at least one column”

The user can view following action in this section

• Ok  :-On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.
• Cancel :- On clicking this button the user can cancel the check column.

• Show All Listing Columns
  This option allows the user to clear all Filter and display all records on the Listing page.

• Advance Search
  This option allows user to filter data with single or Multiple criteria in Column Name with options like
  •  equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• The user will also able to view the three icon for the individual employees
  • Edit Profile Icon :- On Clicking the Edit profile icon user will be able to edit the profile of the selected employee.
    
  • Access Given :- On clicking Access given icon user will be able to give or remove access of ESS to selected employee.
    
  • Activity Log: In the Activity Log option, the user can view the transaction history of All Employee, such as
    • Status (pending , Submit for Approval ,  approved).
    • Time and Date of Transaction
    • Execution time 

Recording & Updates:

The user can add a new employee record by clicking the Add new button and Add the new record by entering the below fields

Below are the fields that are typically included in the add employee form:

• Employee Code: This is a unique identifier that is automatically generated by the HR system or database for the newly hired employee.

• Job Status * : This field describes the job status of the employee. The user has to choose status from a drop-down menu such as full-time, part-time, temporary, or contract.

• Joining Date * : This is the date on which the employee officially starts working for the organization. The user has to enter the date from the calendar.

• Exp At Joining: This field indicates the number of years of experience the employee has at the time of joining the organization.

• Employee Name: These fields capture the employee’s full name, including their first, middle, and last names.

• Father Name: This field captures the name of the employee’s father.

• Mother Name: This field captures the name of the employee’s mother.

• Gender * :This field captures the employee’s gender. User have to choose from a drop down menu which can be male, female, or other.

• Date of Birth * This field captures the employee’s date of birth.

• Actual Date of Birth This field captures the employee’s actual date of birth as verified by official documents.

• Photo: This field allows the employee to upload a photograph for identification purposes.

• Personal Email: This field captures the employee’s personal email address.

• Official Email: This field captures the employee’s official email address assigned by the organization.

• Personal Mobile * This field captures the employee’s personal mobile phone number.

• Official Phone Number: This field captures the employee’s official phone number assigned by the organization.

• WhatsApp No: This field captures the employee’s WhatsApp number.

• Alternative Mobile No: This field captures an alternative mobile phone number for the employee.

• Attendance Code: This field captures an auto-generated attendance code that is assigned to the employee in the attendance system.

• Ref No: This field captures any reference number associated with the employee, such as a reference from a previous employer.

• Confirmation Date: This field captures the date on which the employee’s employment is confirmed by the organization.

• Exit Date: This field captures the date on which the employee leaves the organization.

• Is Email Verified: This field indicates whether the employee’s email address has been verified by the organization.

• Is Email Active: This field indicates whether the employee’s email address is active and currently in use.

• Flexi Hours: This field indicates whether the employee is eligible for flexible working hours.

• Consider Extra Hrs: This field indicates whether the organization considers extra hours worked by the employee.

• Cons. Abs. Day: This field indicates whether the employee is entitled to any consecutive absent days.

The user can perform the following actions in this section:

• Submit: This option allows the user to Submit the Employee record. If the system has an approval flow, HR will submit the information, and it will be sent to the respective approval authority for approval.

• Discard: This option allows the user to discard the transaction which will remove all changes done (if any)  in the module.

In the HR operation Section , user can edit the employee profile by clicking on the edit profile icon which is located in the All Employee in Employee enrolment. The user can add/update the following field such as employee designation, department, salary details, Attendance related information etc.

Classification:

Below are the fields that are typically included in classification form, user can edit/update the classification record of selected employee :

• Employee Type: This field categorizes employees based on their employment status, such as full-time, part-time, temporary, or contract.

• Employee Grade: This field categorizes employees based on their level of experience and skill set. Grades can range from entry-level to senior-level.

• Department: This field identifies the department in which the employee works, such as marketing, finance, or human resources.

• Sub Department: This field further categorizes the department into sub-departments, such as sales, customer service, or payroll.

• Designation: This field identifies the employee’s job title, such as manager, accountant, or analyst.

• Work Location * : This field identifies the physical location where the employee works, such as the company’s headquarters, a branch office, or a remote location.

• Work Station: This field identifies the specific work area where the employee is assigned to work, such as a cubicle, a shared workspace, or a private office.

• Immediate Superior: This field identifies the employee’s direct supervisor or manager who is responsible for overseeing their work.

• Line Manager: This field identifies the employee’s manager who is responsible for making decisions regarding their work assignments and career development.

• Head of Department: This field identifies the top-level manager who is responsible for overseeing the entire department in which the employee works.

Key Notes of Classification:

• Once Classification details are added, Some Fields data needs to be approved like Department & Employee Type (if there is any approval flow defined) later those fields can be revised using the Edit icon highlighted.

Salary Details:

Employee salary details refer to the information related to an employee’s compensation package. Below are the fields typically included in an employee salary details form:

• Current CTC * : This field represents the employee’s current compensation package, including salary, bonuses, and other benefits.

• Gross Salary: This field represents the total amount of money paid to the employee before any deductions, such as taxes, are made.

• Currency * : This field represents the currency in which the employee’s salary is paid.

• Salary Proof/Contract * : This field represents the document or agreement that outlines the terms and conditions of the employee’s salary, including the payment amount, frequency, and mode.

• Payment Band * : This field represents the salary range that the employee falls under based on their job grade or level.

• Salary Structure * : This field represents the breakdown of the employee’s salary, including the basic salary, allowances, and benefits.

• Pay Cycle: This field represents the frequency at which the employee is paid, such as weekly, bi-weekly, or monthly.

• Effective From * : This field represents the date from which the employee’s new salary structure or payment terms will come into effect.

• Payment Method : This field represents the method used to pay the employee’s salary, such as direct deposit, cheque, or cash.

Key Notes of Salary Details:

• If the Salary has not been processed using this approved Salary details, HR can edit the Salary structure, Amount, etc using the edit icon provided next to Currency option, which will again go for approval as per approval flow defined
• Once Salary is processed using the approved Salary details, HR will not be able to edit existing Salary details; hence, they need to Use the ‘Revise’ Option highlighted in above image on top right
• HR can also customize some components at employee level by clicking on the edit button provided against each component, if ‘Allow Employee wise Edit’ is checked while creating Salary Structure.

Attendance Configuration:

Attendance configuration refers to the setup and management of an organization’s attendance system. The following points are typically included in an attendance configuration form:

• Holiday Calendar:
  • This field identifies the holiday observed by the organization, which can vary depending on the country, state, or region.
  • In this field, the user will be able to add or edit the holiday calendar configuration in the employee profile.
  • When the user clicks on the edit or add icon in the attendance calendar section, they will be able to enter the details in the mandatory field, such as
    • Group type*  :- This field specifies the Group type Holiday calendar by default select , user can not change the group type.
    • Group*  :- User have to choose the group from the drop down menu such as permanent employee group , contract employee , C&I permanent Employee
    • Effective From *  :- Effective from is a field that specifies the date from which the holiday calendar applies.
    • Effective To * :-  Effective to is a field that specifies the date upto  which the holiday calendar ends.
  • The user can perform the following action in this section
    • Update/Save :- This field allows the user to save/update the above entered field
    • Discard :-  This field allows the user to discard the above entered field

• Leave Group:
  • This field identifies the various types of leaves that employees are eligible for, such as sick leave, vacation leave, or maternity leave.
  • In this field, the user will be able to add or edit the Leave group configuration in the employee profile.
  • When the user clicks on the edit or add icon in the Leave group section, they will be able to enter the details in the mandatory field, such as
    • Group type*  :- This field specifies the Group type Holiday calendar by default select , user can not change the group type.
    • Group*  :- User have to choose the group from the drop down menu such as permanent employee group , contract employee , C&I permanent Employee
    • Effective From*  :- Effective from is a field that specifies the date from which the leave group applies.
    • Effective To*  :-  Effective to is a field that specifies the date upto  which the leave group ends
  • The user can perform the following action in this section
    • Update/Save :- This field allows the user to save/update the above entered field
    • Discard :-  This field allows the user to discard the above entered field.
      
• Week Day Roster:
  • This field identifies the work days and off days for each employee based on their work schedule. The attendance system can be configured to automatically mark attendance based on the employee’s roster.
  • In this field, the user will be able to add or edit the Week Day Roster configuration in the employee profile.
  • When the user clicks on the edit or add icon in the Week Day Roster section, they will be able to enter the details in the mandatory field, such as
    • Group type * :- This field specifies the Group type Holiday calendar by default select , user can not change the group type.
    • Group * :- User have to choose the group from the drop down menu such as permanent employee group , contract employee , C&I permanent Employee
    • Effective From * :- Effective from is a field that specifies the date from which the Week Day Roster applies.
    • Effective To *  :-  Effective to is a field that specifies the date upto  which the Week Day Roster ends
  • The user can perform the following action in this section
    • Update/Save :- This field allows the user to save/update the above entered field
    • Discard :-  This field allows the user to discard the above entered field.

• Over Time Group:
  • This field identifies the overtime policy of the organization, such as the rate of pay for overtime work and the maximum number of overtime hours per day/week/month. 
  • In this field, the user will be able to add or edit the Overtime group configuration in the employee profile.
  • When the user clicks on the edit or add icon in the Overtime group section, they will be able to enter the details in the mandatory field, such as
    • Group type *  :- This field specifies the Group type Holiday calendar by default select , user can not change the group type.
    • Group *  :- User have to choose the group from the drop down menu such as permanent employee group , contract employee , C&I permanent Employee
    • Effective From *  :- Effective from is a field that specifies the date from which the overtime group applies.
    • Effective To * :-  Effective to is a field that specifies the date upto  which the overtime group ends
  • The user can perform the following action in this section
    • Update/Save :- This field allows the user to save/update the above entered field
    • Discard :-  This field allows the user to discard the above entered field.

Key Notes of Attendance Configuration:

• If Weekday Roster is not configured  with employee, Generating Time Sheet will not be possible

• If Leave Group is not assigned to Employee Leave Balance can not be added and Employee might not be able to apply for leave if leave balance is not allowed to go in negative

• Attendance Configuration can be done for Individual Employee as well as Multiple employee by Selecting Multiple Employees in Table View under Current Employee Listing Page, In Other Action option select Common Configuration where you can assign required attendance Configuration with Start and End Date.

Employee Advance Setting:

Employee advance setting refers to the configuration of an employee’s eligibility for certain financial benefits or deductions, which may be provided by the employer. Below are the fields typically included in an employee advance setting form:

The user can add a new advance setting by clicking the “Add New” button and entering the following mandatory field:

• Select code * :- This field allows the user to choose the advance setting code from the drop down menu such as Attendance alert exclusion , Attendance auto Present , Disable biometric present , Employee Access work location.
  
• Select Value * :- The user has to select the yes or no option in this field .
  
• From Date * :- From date is a field which specifies the date from which the advance setting applies.

Key Notes of Employee Advance Setting:

• Advanced settings can be added one by one for an Employee or even Bulk details can be configured together using Add Bulk

Payee Tax Details:

Payee tax details refer to the tax-related information of an employee that is necessary for payroll processing and compliance with tax regulations.

If Payee is flagged as applicable in Salary Structure assigned to Employee Payee amount is auto calculated based on employee Payroll, Incase any additional income needs to be updated it can be done through below screen.

Below are the fields typically included in a payee tax details form:

• Financial Year: This field refers to the period for which the tax is being calculated. In most countries, the financial year starts on 1st April and ends on 31st March of the following year.

• Tax Amount: This field refers to the amount of tax that is to be deducted from an employee’s salary throughout the year based on their income and tax bracket.

• Other Income: This field refers to any additional income earned by the employee, apart from their salary, which may be subject to tax. This can include bonuses, incentives, or other allowances.

Key Notes of Payee Tax Details:

• On Clicking on the View option against Financial Year, It displays the Pay Period (Pay Month) wise Predicted Amount, Payee Tax Amount, and Paid Amount as displayed below.

Pay Slips:

A pay slip, also known as a pay stub or salary slip, is a document that provides detailed information about an employee’s earnings, deductions, and net pay for a specific pay period. It is typically provided to employees along with their salary payment. Below are the fields typically included in a pay slip:

Bank Detail:

Employee bank details refer to the bank account information of an employee, which is necessary for processing salary payments and other financial transactions.

Below are the fields typically included in an employee bank details form:

• Type* : This field refers to the type of bank account, such as Personal account or Official account.

• Account Open By: This field specifies the name of the person who opened the bank account.

• Bank Name: This field specifies the name of the bank where the account is held.

• Bank Code: This field refers to the unique code assigned to the bank by the regulatory authority.

• Branch* : This field specifies the branch of the bank where the account is held.

• Account Type: This field specifies the type of account, such as Salary or Saving account.

• Account Number* : This field refers to the account number assigned by the bank.

• Account Holder Name* : This field specifies the name of the account holder as it appears on the bank records.

• Remark: This field provides additional information or remarks related to the bank account.

Key Notes of Bank Details:

• If Bank API is linked for direct payment, Employee Bank details needs to be Verified from the Verify option provided under Report > Employee Bank Account > Verify against respective Employee

Personal Information:

Below are the fields typically included in an employee’s personal information form:

• Religion: This field refers to an employee’s religious affiliation or belief system.

• Nationality: This field specifies an employee’s country of origin or citizenship.

• State of Origin: This field refers to the state or province in which the employee was born or grew up.

• Place of Birth: This field specifies the city or town where the employee was born.

• Marital Status: This field refers to an employee’s current marital status, such as single, married, divorced, or widowed.

• Spouse Name: If an employee is married, this field specifies the name of their spouse.

• Marriage Date: If an employee is married, this field specifies the date of their marriage.

• Has Children: This field specifies whether or not the employee has children.

• Number of Children: If an employee has children, this field specifies the number of children the employee has.

• Child Age Range: If an employee has children, this field specifies the age range of the employee’s children.

• Has Disability: This field specifies whether or not the employee has a disability.

• Disability Type: If an employee has a disability, this field specifies the type of disability.

• Birth Certificate: This field specifies whether or not the employee has provided a copy of their birth certificate as part of their personal information.

• Marriage Certificate: This field specifies whether or not the employee has provided a copy of their marriage certificate as part of their personal information.

Personal Identification:

Employee personal identification documents are used to verify the identity of an employee and may be required for HR and administrative purposes.

Below are the fields typically included in an employee’s personal identification document:

• Type* : This field specifies the type of identification document, such as a passport, driver’s license, or national identity card. It may also specify whether the document is considered legal, personal, or other.

• Country* : This field specifies the country where the identification document was issued.

• State of Origin: This field specifies the state or province where the identification document was issued.

• Document Number* : This field specifies the unique identification number associated with the document.

• Document Name* : This field specifies the name of the identification document.

• Attachment: This field specifies whether an electronic copy of the identification document has been attached to the employee’s record.

• Expiry Applicable* : This field specifies whether the identification document has an expiration date.

• Expires On* : If the identification document has an expiration date, this field specifies the date on which the document expires

Corresponding Address:

Employee corresponding address typically includes both permanent and temporary addresses

Below are the fields typically included in an employee’s corresponding address:

• Permanent Address: This field specifies the permanent address of the employee, which may be different from the current address.

• Address* : This field specifies the street address of the employee’s current residence.

• Landmark* : This field specifies a nearby landmark that can help to identify the location of the employee’s residence.

• Country* : This field specifies the country where the employee’s residence is located.

• State* : This field specifies the state or province where the employee’s residence is located.

• City* : This field specifies the city where the employee’s residence is located.

• LGA: This field specifies the local government area where the employee’s residence is located.

• Region: This field specifies the region or neighborhood where the employee’s residence is located.

• Contact No: This field specifies the phone number where the employee can be reached at Permanent Address.

• Document: This field specifies any relevant documents related to the employee’s address, such as a utility bill or rental agreement.

• Address Type* : This field specifies the type of address, such as rented, family-owned, or self-owned.

• Corresponding Address: This field specifies any other address that the employee may use for correspondence, such as a P.O. box or alternate mailing address.

Key Notes of Corresponding Address:

• If the Permanent and Corresponding Address are same Both Options of ‘Is Permanent Address’ and ‘Is Corresponding Address’ can be checked

Next of kin:

Below are the fields typically included in an employee’s corresponding address:

• Prefix* : This field indicates the title or salutation that should be used when addressing the next of kin. For example, Mr., Mrs., Ms., etc.

• Full Name* : This field captures the full name of the next of kin.

• Nominee Percentage: This field captures the percentage of the employee’s benefits that will be given to the next of kin.

• Relation Type* : This field captures the relationship between the employee and the next of kin. For example, spouse, parent, sibling, etc.

• Occupation: This field captures the occupation of the next of kin.

• Date of Birth: This field captures the date of birth of the next of kin.

• Beneficiary / Next of Kin Email: This field captures the email address of the next of kin.

• Phone: This field captures the phone number of the next of kin.

• Address* : This field captures the address of the next of kin.

• Attachment: This field captures any relevant attachment related to the next of kin, such as ID proof, proof of address, etc.

• Remarks: This field captures any additional comments or notes related to the next of kin.

Key Notes of Next of Kin:

• Multiple records can be added as Next of Kin, However Nominee Percentage jointly should not exceed more than 100%, If it is exceeding than HR will have to either make previous Next of Kin Share as Zero or balance % out of 100 that is to be mapped to New Next of Kin

Academic Information:

Academic information is to collect educational details of an Employee, including the highest degree or diploma they’ve earned and their major.

Academic Information typically includes the following details:

• Qualification * : This field captures the academic degree or qualification attained by the employee. For example, Bachelor’s degree, Master’s degree, etc.

• Major* : This field captures the academic major or specialization studied by the employee.

• Institute* : This field captures the name of the institute or university where the employee completed their studies.

• Score / GPA* : This field captures the employee’s grade point average or score obtained during their studies.

• Attachment: This field captures any relevant attachment related to the academic qualification, such as the degree certificate or transcript.

• Start: This field captures the month and year when the employee started their studies.

• End: This field captures the month and year when the employee completed their studies.

• Remark (If any): This field captures any additional comments or notes related to the academic qualification, such as any notable achievements or awards received.

Training & Certificates:

Training and certificates are a record of an employee’s professional development and skill acquisition. This information is important for both the employee and the employer as it helps in assessing the employee’s competencies and identifying areas where they need further training.

Below are some of the fields that could be included in a record of an employee’s training and certificates:

• Certified* :This field indicates whether the employee has received a certification or not.

• Certificate Name* :The name of the certificate or training received by the employee.

• Institute: The name of the organization or institution where the training or certification was obtained.

• From: The month and year the training or certification started.

• To: The month and year the training or certification ended.

• Score/Grade: A field for recording the score or grade received by the employee for the training or certification.

• Document: An attachment field for uploading the certificate or training record.

• Remark: A field for additional comments or notes about the training or certification.

CV:

A CV (Curriculum Vitae) is a document that summarizes a person’s academic and professional achievements and experiences. It typically includes details such as education, work experience, skills, publications, and other relevant information.

• Title* : The name of the CV, which may be the applicant’s name or a descriptive title of the document.

• Attachment* : An attachment field for uploading the certificate or training record.

Medical History:

Medical tests refer to a series of tests that are conducted to assess an individual’s overall health and detect any underlying medical conditions. Some common medical tests include blood tests, X-rays, MRIs, ECGs, etc.

Below are some of the fields that could be included in a record of an employee’s Medical History

• Type* : This refers to the type of medical test conducted, like Pre Joining Test, Annual Medical Test, Medical Report, etc.

• Test Name* : This refers to the name of the specific test that was conducted, such as complete blood count (CBC), lipid profile, chest X-ray, etc.

• Test Date* : This refers to the date on which the medical test was conducted.

• Test Report Received: This refers to whether the test report has been received or not.

• Test Result: This refers to the result of the medical test, such as the blood test values or the X-ray findings.

• Attachment: This refers to any attachments, such as medical reports or images, that are associated with the medical test.

Languages:

The language section typically captures the employee’s proficiency in different languages.

Below are the common fields used to describe the employee’s language skills:

• Language Known* : The language(s) that the employee knows like English, Hindi, Spanish, etc

• This language is* : Indicates whether the language is the employee’s native language, a foreign language or a tribal language

• Is This Primary Language: Specifies if the language is the employee’s primary language

• Reading Proficiency: Indicates the level of proficiency the employee has in reading the language (basic, intermediate, advanced)

• Speaking Proficiency: Indicates the level of proficiency the employee has in speaking the language (basic, intermediate, advanced)

• Writing Proficiency: Indicates the level of proficiency the employee has in writing the language (basic, intermediate, advanced)

• Remark: Any additional remarks related to the employee’s language skills.

Key Notes of Languages:

• Multiple Languages can be added known by  an Employee using Add New option

HR Memos:

HR memos are internal communication documents that serve as official records of events, decisions, or policies related to employees. They are usually issued by the HR department and may cover a variety of topics, such as employee performance, disciplinary actions, policy changes, or training opportunities.

HR memos typically include the following fields:

• Title* : A brief description of the memo’s subject or purpose.

• Expire On: If the memo has a limited validity, the expiration date should be specified.

• Attachment: Any relevant documents or forms that are attached to the memo should be listed here.

Key Notes of HR Memos:

• Multiple HR Memos can be added that is related to the Employee using Add New option

Virtual Asset:

Virtual Access refers to the digital tools and communication channels provided by the employer to the employee for work-related communication and tasks. 

The following are the details associated with Virtual Access:

• Desk Extension* : This refers to the office phone extension assigned to the employee, which allows them to make and receive official calls within the organization.

• Official Email1* : This is the primary official email address assigned to the employee by the organization, which is used for all official communication.

• Official Email2: This is the secondary official email address assigned to the employee by the organization, which is used for specific purposes or as a backup email.

• Official Messenger: This refers to the instant messaging platform provided by the employer for official communication. It can be a company-specific messaging platform or a popular instant messaging app.

• Official Phone1:This is the primary official mobile phone number assigned to the employee by the organization, which is used for all official communication.

• Official Phone2: This is the secondary official mobile phone number assigned to the employee by the organization, which is used for specific purposes or as a backup number.

Notice Period Information:

• Notice Period Information refers to the details regarding the notice period that an employee is required to serve before leaving the company. This information is usually mentioned in the employee’s contract or agreement with the company. 

Below are the details that are commonly included:

• Type* : Notice or Agreement, depending on the terms of the contract or agreement.

• Required Notice Period (Days)* : The number of days that an employee is required to serve as notice before leaving the company.

• Attachment: Any relevant documents or attachments related to the notice period.

• Start Date* : The date on which the notice period begins.

• Status* : The current status of the notice period (e.g., pending, served, completed).

Key Notes:

• Attendance Code gets generated only if some important details like Date of Joining, Department, Employee Type is updated in system

• Job Status as Notice Period or Exit Job status is not to be updated manually from Employee Registration Module

• If the user clicks on the Add New button, then the user will not be able to go and update the different sections visible on the left screen.