Employee file
An employee form is created following the hiring of a candidate (click on the "Hire Candidate" button, access: HR → Recruitment → Applications).
Hiring stage : in order for the “Hire candidate” button to appear, fill all the fields, and select “Hired” in the “Hiring stage” field.
Additionally, you can directly create this form from the cards/grid view in the list of employees by clicking on the + (access: HR → Employees Management → List of employees → +New).
On this form, you will find:
-
Personal information containing the date of birth, contact information, etc.
-
Various tabs containing specific information, for example, employment contracts, leave list, timesheets, etc. (these tabs correspond to the different functionalities of the HR app, and you can find their own entry menus in the HR app, such as timesheets).
Employment Contracts
Access: HR → Employees Management → Employment contracts
On each employee form, there is an Employment contracts tab. Open the employment contract on the employee form or open the menu “Employment contracts” that contains all existing contracts.
In this menu, create a new contract by clicking on the “+” to create a new contract or modify an existing one.
The fields "Pay Company" and "Employee" are compulsory. You will then find a list of fields inherent to the work contract, all of which are configurable in the submenu configuration of the "Employees Management" menu.
It is possible to print the contract in PDF if a template if it has been previously specified, and to generate a payroll note from a contract.
The Employment contract tab is divided into several parts:
-
Contractual information;
-
Plannings;
-
Main employment contract.
The employment contract contains important information for payroll preparation, with details on the department, contract type, start dates, probationary periods, etc.
Leave List
In the Leave List tab on the employee form, you will find the Leave List table, which contains files on leaves. For example, you could find a file for "Legal and Seniority Paid Leave" and another for "Unpaid Leave."
Timesheets
In this tab, you have the option to define how time is recorded for an employee.
Time logging preference : here, add the time recording unit (hours/days/minutes).
Default activity product : note that you also have the option to add a product for the time that has been spent.
For more information on timesheets, refer to the dedicated chapter on timesheets.
Benefits and expenses
In this tab, you will find information about lunch vouchers, expense reports, expense report limits, advances, vehicles, and bonuses. Click on the relevant section to open it.
Regarding lunch vouchers, you can configure the format of the lunch vouchers and their percentage in paper format.
-
In the Expenses section, if necessary, fill in the field "Expense paid with company's credit card".
-
In the Vehicle section, enter the mileage counter to calculate mileage expenses.
-
In the Bonuses section, calculate the bonuses.
You will find more information in the chapters dedicated to these tabs.
Training
In the Training tab, you will find the sections Skills, Training, and Appraisals.
-
In Skills, you can record acquired skills.
-
In Training, you can record a training that took place.
-
In the Appraisals section, you will gradually record the employee's evaluations.
Files
You can manage the files of each employee on their personal file. These files can be inherited from the candidate file (the link will be maintained) or added over time by the HR department.
When you add a file, you can configure several fields.
-
File type: the type is configurable, and it indicates whether an expiration date is associated with this file.
-
File: upload a file here by clicking the button.
-
Record date: the date on which the file was entered. The date can be corrected.
-
Expiration Date: this date can be automatically calculated from the recording date or entered manually.
-
Description: add a description.
Medical visit
On the employee form, in the Medical visit tab, you will find the "List of medical visits" table.
Thanks to this tab, the HR department can plan and track the medical visits of its employees.
When you create a new medical visit, you can add a new file in the "List of medical visits" table, as well as advance the visit by updating the statuses (Draft → Planned → Realized → Canceled).
This workflow allows you to follow its progress. Once planned, an event is generated and appears in the schedule of the employee and their manager.
In the "List of medical visits" table, click on + to add a new medical visit. A new pop-up window will open. You will find the following fields:
Start and End Dates: these dates will be used to generate the event in the schedule of the employee and their manager.
Medical visit file: upload a medical visit file.
Medical visit reason: in this field, record information that helps categorize medical visits. Note, there is no automatic process.
Note: add more information.
Plan: click on this button when all the information has been entered to plan the medical visit. Once you have clicked the button, you will see that an event is displayed in the Event field.
This event will appear in the calendar. Once the medical visit is completed, the date will be updated.