Steps for Getting Started with Employee Module

INTRODUCTION

Employee module is used to pre-form the onboard process, maintain record of the active and relieved employees and to perform off board process

Sub – Modules

On Board

Before the letters being sent to the candidate, the email configuration page and define template page in the administration module needs to be completed.

1. Automated

The on boarding letter can be sent to the selected candidates in two ways:

a) Pre signed

  • Enter the required details and select the required template from the drop down. If any file needs to be attached, the option is available to upload the same.
  • Check the selected letter and edit if required, then click on “Apply Changes”.
  • The background of the letter will be changed, then click on “Submit” button
  • The Candidate will receive the offer letter in the mentioned mail with the temporary credentials. The acceptance of offer letter is of 3 stages:

a) i) Accept the Offer letter

    ii) Submit the On boarding Survey

    iii) Submit the Employee Basic Details form

b) Sign Request

In the Sign Request, the document will be shared to the person one after the other in the mentioned format for their signature and submit.

Navigation: Employee -> Automated -> Sign Request -> To be signed

Enter the required details and select the template which needs to be shared with the candidate.

By default, the signature of the HR and candidate will be present. If required, extra signature can be added for the approval of the higher official of the organization.

Once the required changes are made, then click on “Apply Changes” and then select the “Submit” button.

First, the mail will be received by the HR. When the HR uploads his/her signature in text, type or draw format and click on Finalize button, it will be forwarded to the next official person. Later, at the end when all the official signatures are submitted, the candidate will receive the mail where the candidate can upload the signature and finalize.

Once the candidate submits the signature, then the status in the report will be changed to “Document accepted”.

2. Documentation Letter

It is same as the automated option, but in the automated option there is a limit in the words to be entered in the template whereas in the documentation letter there is no limit in the words to be entered in the template. With the help of Documentation Letter, the letter can be sent to the candidate only through pre – signed option.

The steps to send the letter is same as the above steps.

3. Offline

The Offline option is used to send the offer letter to the candidates whereas the HR can save the letter in the local folder after clicking on “apply changes” button; upload the same and click on “Submit” button.

4. Employee Details form

In the email configuration page, if the employee details page is not selected. Then during the on boarding process, the employee details page will not be sent. This option is used to send that particular file to the candidate manually after the acceptance of the on boarding letter.

5. On boarding Steps

The page describes the steps needs to be followed to perform the on board process.

6) Status Report

The status report page provides the status of the offer letter send to the candidate whether the letter is accepted or declined, pending in acceptance page, pending in feedback page or pending in employee details page.

EMPLOYEE  MANAGEMENT

The Employee Management modules maintains the details of all the employees of the organization.

1. Dashboard

The dashboard represents 3 tabs.

  • The Employee On-Boarded tab displays the no. Of employees on boarded into the organization.
  • The Top Off-Boarding Reasons tab displays the top most reason for the relieving of the employee from the organization.
  • The Employee Off-boarded tab displays the no. Of employees relieved from the organization.

2. Add / Edit Employee details

This option is used to add a new employee into the portal or edit the details of the existing employee of the organization.

3. User Credentials

Once the employee is on boarded into the portal, for the employee to access the portal an user credentials should be shared to the respective employee. This option is used to share the credentials to the employee’s mentioned mail ID.

4. Employee List

The list contains of the details of all the employees under four sub modules

  • Active Employee: The details of employees who are working in the organization currently.
  • Relieved Employee: The details of employees who have resigned from the organization
  • New Joinee: Once the candidate submits his/her employee basic details form. That particular employee name will be displayed in the new joinee list.
  • Rehired Employee: If the organization hires the former employee of the organization those employee details will be displayed in the rehired list.

5. Asset Management

The asset of the organization can be assigned to the employee of the organization in the asset management page where the report of the assigned assets is also available.

6. Reports

Displays the entire details of the active employees of the organization based on different categories.

7. Transfer

The transfer option is used to update the employee new designation, department, location and reporting manager. The changes will reflect in the employee details page.

8. Promotion

The Promotion page is used to change the department, designation and reporting manager which means the employee is promoted in the same location.

9. Edocs

The admin can add the documents of the employees through the edocs option.

10. Import

The import option is used to bulk import the details of the employees into the portal under different category like Qualification details, Employment Details and Family details.

11. View/Edit Personal Info

If the employees has done any changes in his/her personal details, then the request will be sent for approval to the reporting manager of that particular employee.

The Reporting Manager can view the changes request in the view/edit personal info option of their login with accept or reject button.

If the submitted request is accepted, then the changes will be reflected in the employees personal page else not.

Off-Board

Automated (Pre-signed)

1. Offline

Same as on board process, the off board process also function for both pre signed and offline.

3. Exit Interview

Once the resignation form submitted by the employees is approved by the particular Reporting Manager. A feedback form will be sent to the employee where he will have to fill all the requested question and submit it. Those submitted feedback form will be available in this particular page of the Reporting Manager.

4) Notice Period Report

The Report displays the details of the employees who are serving their notice period.

5) Separation Checklist

It is the final checklist which needs to be submitted by the Reporting Manager of the resigning employee that there is no dues from the employee or from the organization side.

Audit Report

1) Asset Management

If any changes done in the details of the asset without the knowledge of the head of the Department, then the details of who has done the changes, when was it done and what changes has been done will be displayed in this report.

2) View/Edit Personal Info

If any changes done in the details of the employees without the knowledge of the head of the department, then the details of who has done the changes, when was it done and what changes has been done will be displayed in this report.