Employee

Detail Forms: The detail forms (tabs) that you can see on the Employee form depend on your Security Role.

If you have been assigned a Supervisor Role, the actions that you can carry out on the Employee form and tabs will depend on the Functional Areas that have been assigned to your role.

Badge

Ad Hoc

Leave

Discipline Balance

Setting

Employment Profile

Assignment

Group Member

Pay Scale

Effective Settings

Managers

Points

Vendor Rate

An Employee record lists an employee’s work characteristics, including their employee number, time entry type, and hire date. You must complete and save an Employee record before you can define Employee assignments, define schedules and assign policies to the employee. Note that a person is not considered active until you change their Employment Status to ACTIVE on the Employment Profile tab.

See Also:

Employee Field Descriptions

Find an Employee Record

Add an Employee Record

Modify an Employee Record

Delete an Employee Record

Reset Password

Employee Field Descriptions

Employee ID

System-assigned ID number for the person. This ID number is generated automatically when you add a person record. You can also search for a person using the Person ID filter field.

Employee

Employee’s person number. This is a required field.

Rcd Num

Unique number for this employee record (optional).

Govt Num

Government number.

First Name

Employee’s first name. This is a required field.

Middle Name

Employee’s middle name.

Last Name

Employee’s last name.

Full Name

Employee’s full name.

Preferred Name

Employee’s preferred name.

Suffix

Employee’s suffix

Birth Date

Employee’s birth date.

Hire Date

Original date the employee was hired.

Rehire Date

If the employee was terminated and then rehired, this field will display the date the employee was rehired.

Service Date

Employee’s service date indicates the employee's start of service.

Anchor Date

A person’s Anchor Date is used by the ATTENDANCE_REWARD service to determine a range of records that are eligible for attendance awards or have attendance violations.

The Anchor Date can be set on the Employee form or using an Employee Import. If a person has been processed by the ATTENDANCE_REWARD service, you can change the person’s Anchor Date on the Attendance Reward form. If you update a person’s Anchor Date on the Attendance Reward form, the Anchor Date will also be updated on the Employee form and vice versa.

Current Status

The employment status with the company. It is used to determine whether the person can post labor or perform supervisory functions. May also be used to determine eligibility for benefits and payroll.

The Current Status on the Employee form is determined by the Employment Status in the Employment Profile record. If a record does not have a configured Employment Profile, the Current Status on the Employee form is set to INACTIVE.

ACTIVE employees have full use of the program. They can post labor. Supervisors can view active employees on the Supervisor Review form.

INACTIVE employment status is typically used for employees that take extended leave time but will eventually return to work. Inactive employees may not log in or post time to their timecard via the web timecard or a client terminal. Supervisors can still view timecards for inactive employees on the Supervisor Review form (Current Situation and Time Card Review). Supervisors can cancel and modify transactions for inactive employees. However, supervisors cannot post new transactions for inactive employees.

TERMINATED employees cannot use the application because the system does not grant access to terminated employees on or after the termination date (the Start Date of the Employment Profile record with an Employment Status of TERMINATED). A supervisor with the SUPERVISOR_ADMIN item in their Security Data Role can still view timecards for terminated employees on the Supervisor Review form (Current Situation or Time Card Review).

Email Address 1

Employee’s primary email address. The email format must conform to Internet Official Protocol Standards. For example: user@example.com.

Email Address 2

Employee’s secondary address.  The email format must conform to Internet Official Protocol Standards. For example: user@example.com.

Employee Type

Identifies the employee category. Employee Types are used for tasks such as badge type filtration and merging of employee records.

When you add an Employee record, the default Employee Type (EMPLOYEE) is used until you change it on the Employment Profile tab.

The available Employee Types are listed below. Note: These are the standard types. Your system may allow additional types.

Time Entry Type

Defines how employees can post time in the application. When you add an Employee record, the default Time Entry Type is NONE until you change it on the Employment Profile tab.

The valid entries are listed below.

PUNCHED = The employee posts time on the Web or a client terminal using the Punch Entry Method or Elapsed Entry Method:

• Punch Entry Method - Employee enters the start and stop times for labor, as well as clock in and out for shifts and breaks.

• Elapsed Entry Method - Employee enters time after the time has been worked. Employees can enter one or more days' worth of time entries at a time. This is a method typically used by salaried employees.

ELAPSED = The employee can post time only via the Web application and can only use the elapsed type entry method. With this method, employees enter time after the time has been worked. Employees of this group can enter one or more days' worth of time entries at a time. This is a method typically used by salaried employees.

EXCEPTION = Exception employees do not punch or add elapsed. Instead, employees are clocked in and out by the system each day by the ATTENDANCE service. Exception employees are only required to enter exceptions to the work schedule, such as vacation and sick days.

NONE = The employee cannot post time. When you add an Employee record, the default Time Entry Type is NONE until you change it on the Employment Profile tab.

Note: A time reporter is defined as a person whose Time Entry Type is not “None.”

The table below displays what the different settings allow:

Login Name

Login Name identifies the value the time reporter will use to log in to the application. By default, the Login Name is the user's person number. The default Login Name is created when the person is added on the Employee form. The Login Name can be modified but it must be unique. You can use a combination of letters and numbers and you can include the special characters @ and . (period).

If you want the user to be authenticated against a directory service provider, you must ensure that the Login Name matches the user's value in the attribute you specified in the Search RDN field on the LDAP Authentication form. For example, if the Search RDN field on the LDAP Authentication form is sAMAccountname (for Active Directory), then the Login Name in Employee form must match the user's sAMAccountname value in Active Directory. For details about configuring the LDAP feature, see LDAP Authentication.

For SSO authentication, the Login Name must match a field in the Kerberos Server that uniquely identifies a user.

Facility

The Facility field will display when you add a person record. Select the Facility to which this person will belong. If you are assigned to a Security Data Role with a FACILITY restriction, the available options will depend on the facilities assigned to your Security Data Role. The Facility field is used to restrict access to person records when the logged in user has a Security Data Role with a FACILITY restriction. Facilities are defined on the Employee Group form (Employee Group Type FACILITY).

Facility Eff. Date

The Facility Eff. Date displays when you modify a person record. Facility Eff. Date is the date when the person's Facility assignment takes effect. If you change the person's Facility, update the Facility Eff. Date if necessary. Facilities are defined on the Employee Group form (Employee Group Type FACILITY).

Sender Name

Indicates where the person record originated.

When you add or modify a record on the Employee form, the available options for the Sender Name are the Senders defined on the Interface Host form. The Sender Name can also be blank.

If you imported the person record, the Sender Name was specified in the Import Definition. See doc-INTERFACE-events-AUTOTIME for person interface mapping specifications.

Find an Employee Record

1. Click Main Menu > Employee Management > Employee.

2. You can use the filter fields to search for the person. Click the Filter button to display the filter fields and enter information in the applicable fields.

   You can use the * or % wildcard symbol to search using partial values in the Employee Num, First Name, Last Name, Login Name, and Badge Number fields. The wildcard symbol can be placed anywhere in your search value to represent unknown characters. For example, to find employees whose first name starts with the letter b, enter b* in the First Name field. To find person numbers that include 007, enter *007* in the Employee Num field.

3. Click Find.

   The records that match your criteria will display.

Note: The person records that display in the grid may include a record with no Employee Number and the First Name system. This "system" person record is used when you are upgrading from an older version of the application and one or more person records were deleted, but these persons still have transaction records in the system. The "system" person record is used in place of the deleted person records.

Add an Employee Record

The steps below explain how to add person records on the Employee form. You can also create an Import Definition with person contexts to import your person records.

1. Click Main Menu > Employee Management > Employee.

2. Click Add.

3. You must enter an Employee Number and First Name. These fields are required (*).

4. Enter values in the remaining fields as necessary. Refer to the field descriptions above for more information.

5. Select the Facility to which this person will belong. If you are assigned to a Security Data Role with a FACILITY restriction, the available options will depend on the facilities assigned to your Security Data Role. The Facility field is used to restrict access to person records when the logged in user has a Security Data Role with a FACILITY restriction.

6. If you want to add more than one person record, click Save and Add to save your settings and keep the Add Employee window open. Or click Save to save your person record and return to the main form.

7. You must add an Employment Profile record with the Employment Status set to ACTIVE in order for the person to post time to his/her timecard.

Modify an Employee Record

1. Click Main Menu > Employee Management > Employee.

2. Select the Employee record you want to modify.

3. Click Modify.

4. Modify the necessary fields.

   The Facility Eff. Date is the date when the person's Facility assignment takes effect. If you change the person's Facility, update the Facility Eff. Date if necessary. Facilities are defined on the Employee Group form (Employee Group Type FACILITY).

5. Click Save.

Delete an Employee Record

1. Click Main Menu > Employee Management > Employee.

2. Select the record you want to delete.

3. Click Delete.

4. Click OK to confirm the action.

Reset Password

An administrator can use the Reset Password button on the Employee form to reset a person’s password. Once the password has been reset, the person must use the Change Password option on the Login form to create a new password.

Note: You cannot reset the password of a person whose Web Authentication Profile is LDAP User/Password Validation.

To reset a person’s password:

1. Click Main Menu > Employee Management > Employee.

2. Select the person whose password you want to reset.

3. Click Reset Password.

   The Reset Password window displays.

   

4. Enter the temporary password in the Temp Password field.

   The default value of the Temp Password is defined in the person’s Password Profile. You can use the default value for the Temp Password or enter your own value.

   The Temp Password does not have to meet the requirements of the person’s Password Profile. However, you cannot use any of the following characters in the Temp Password:

   #  %  \  '  ?   =  +  &

5. Click Save.

The person will now have to use the Change Password option on the Login form to create a new password. The person will have to enter the Temp Password in the Old Password field of the Change Password screen.

Note: The temporary password will expire after the Change Pwd Duration in the person's Password Profile. If the temporary password expires, the person will not be able to change it on the Login form. You must reset the password again.