Employee Details - Joiners and Leavers

Employee Details - Joiners and Leavers


Administrators can access the Employee Details page for any user which allows them to manage key details about that user. The easiest way to access the Employee Details page for a user is from the Dashboard by entering their name in the 'Search employee' box. Also clicking their user name when displayed as a link on various pages of LeaveWizard will also take you to their Employee Details page.

If you want to mange users and select a user from lists then this can be done on the Organisation and Employees page or by clicking the All Employees link in the Company lists section of the Company Settings page.

Joiners

When a new user joins your company, after adding them on the Add Employee page, you may want to include additional details or edit the information on the 'Employee Details' page.

Leavers

When a user leaves your company you should set their 'Employment End Date' in the 'Allowances' section and set their 'Status' to 'Inactive'  in the 'Personal Details' section, on the 'Employee Details' page.


Employee Details


The Employee Details sub menu has  a 'View Leave Taken' button which will take you to the 'Leave Requests' page.

Personal Details


The Personal Details section has a number of mandatory fields with the basic user information.



First Name

This field allows you to enter the user's first name. Use of proper case usually looks best, i.e. Janet.

Last Name


This field allows you to enter the user's last name. Use of proper case usually looks best, i.e. Ayres.

User Name


This field allows you to enter a user name which should be in the form of a valid email address i.e. name@yourdomain.com. This identifies the user and must be unique on our system.

Email


This field allows you to enter an email address for this user, i.e. name@yourdomain.com. This does not need to be unique. The same email address can be used for multiple users and system generated emails will go to that address.

Role


This setting allows you to select which role this user has on LeaveWizard. The drop down box allows selection of 'Employee', 'Line Manager' or 'Administrator'. This setting will control what functions are available to the user.

Workgroup


This setting allows you to select an existing company 'Work group' from the drop down box that this user will be a member of.

Status


This setting allows you to toggle the status of the user between 'Active', coloured green and 'Inactive' coloured red. LeaveWizard subscriptions costs are based on the number of active users. So, it is important to deactivate users that are no longer with the company so they don't count against your maximum user limit.

Allowances

The allowances section provides information about the user's allowance.




Employment Start Date


This field specifies the user's employment start date. If the start date falls within their current leave year then the date is used to proportionally reduce their allowance for the current year. If no start date is entered then the user is assumed to have started before the current leave year and therefore eligible for a full years allowance.

Employment End Date


This field specifies the user's employment end date. When an employment end date is entered it is used to proportionally reduce their allowance for their current, final leave year. Any requests that fall after the date will not be used in allowance calculations and be ignored.

Allowance Resets On


This field specifies the user's leave year. The system uses the day and month to define the start date for this user's leave year. The year entered is ignored as the same day and month is used for all years. Unless a date is entered the company leave year will be used which is shown below the entry box. In this example, 1st January. 'By default this employee's allowance will reset on (dd/MM:) 01/01'.


YYYY Allowances


The current leave year allowances are shown for all the allowanced event types that this user can request. Changing employment start date, end date or allowance leave year reset date settings above will re-calculate this employees allowances and may change the information displayed.
All fields can be edited. This is especially useful when you want to change a user work pattern but want their yearly allowance to remain unchanged. Normally, if you change their work pattern then the system will recalculate their 'Annual Allowance' by comparing their new work pattern with the company default. If you want to keep the original 'Annual Allowance' or set another value, then just edit it and the system will recalculate their 'Current Year Allowance' based on that 'Annual Allowance'.

Work Pattern


The Work Pattern section provides information about the work pattern assigned to the user.



The work pattern setting displays the current work pattern assignment and allows you to select an alternative pattern that has been defined from a drop down box. A summary of the work pattern selected is displayed below. Work patterns can be created and managed on the work patterns page. Please note that changing the user work pattern will trigger the system to re-calculate the employee's holiday allowance.

Approvals


The Approvals section provides information about who approves leave for the user and who they approve leave for.


1st level approvers


All the 1st level approvers for the user are listed and some basic management of approvers can be undertaken here without going to the  Approver setup page. You can remove and add approvers for leave types. If the user has a 1st level approver A and 1st level approver B defined for the leave type then 2 approver will be listed. Please note that 2nd level approvers are not listed on this page but can be managed on the Approver setup page.

Approves Leave For

For a user with the role of employee or anyone who does not approve leave for another user, this section provides a link to change settings on the Approver setup page and displays:

'There are currently no employees approved by this employee' 

For approvers, it lists all users that this user approves leave for. Each entry is in the format:

'Event type': 'First Name' 'Last Name' ('work group')

For example:

Holiday: Janet Ayres (Sales)


Additional Details

The Additional Details section provides extra information about the user.



The following fields can be used to store information about the user, as required:

Position
Reference
Primary Cost Centre
Secondary Cost Centre
Additional Information
Salary (with a drop down for currency selection)
Home Telephone
Mobile Telephone
Ext

This information can be useful when generating financial reports.

Access Control

The Access Control section provides information about and control of the user account.



This account is unable to log in


This tick box allows for a user to be prohibited from logging in by ticking the box. The system will also temporarily set it after five incorrect password attempts. The user account will be 'locked out' for 5 minutes.

This employee is hidden from leave charts and lists

This tick box allows for a user to be active on the system but their details to be hidden by ticking the box. This is useful when you wish to hide Senior staff information from other users.

This account was created on: DD/MM/YYYY

This displays the date the user was added to the system which for this user was 05/07/2018.


Actions

The Actions section allows a Welcome email to be sent to the user.



Send Welcome Email


Clicking the 'Send' button will send a Welcome email to the user with information about how to set up a password for their user account.





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