Working with HR module

Introduction

HR module holds all your internal employee data and helps you assign roles and profiles for your employees. The module supports human resource tracking and reporting purposes.

You can run reports based on your company's job titles and departments, send messages to your company's departments, classify projects worked on by your company's departments, generate an organization chart in the Human Resources module based on your company's departments and job titles.

Departments

HR > Departments

For more information on the Department page, go to Departments.

Job Titles

HR > Job Titles

For more information on the Department page, go to Job Titles.

Skill Categories

HR > Skill Categories

For more information on the Department page, go to Skill Categories.

Employees

HR > Employees

The Employees page maintains your company's employee profiles. This same page displays in the HR module if you have permission. Initially, you create a basic profile. After you save an employee profile the first time, multiple tabs display for you to enter additional details.

Searching for Employee Profiles

You can search for employee profiles using one or more of the below criteria:

  • User Name
  • Employee ID
  • First Name
  • Last Name
  • Active 
  • Department
  • Location
  • Domain
  • Security Group
  • OU
  • User Type
  • External Authentication Type
  • Calendar Integration Type

Creating an Employee Profile

  1. Select the Admin > HR > Employees page.
  2. Click New.
  3. Enter the following basic fields on the New Employee page.
    • User Name: Enter a user name. A user name is usually created out of first name and last name in a certain format. For example jsmith for John Smith.
    • First Name: Enter the first name of the employee.
    • Last Name: Enter the last name of the employee.
    • Emp ID: Enter the official employee ID of the employee.
    • Email Address: Enter the official email address of the employee.
    • Job Title: Select the appropriate job title from the dropdown. To create a job title, go to HR > Job Title.
    • Department: Select the appropriate department from the dropdown. To create a department, go to HR > Departments.
    • Manager: Select the appropriate manager from the dropdown. 
    • Employment Type: Select the appropriate employment type from the dropdown.
    • Employee Roles: Select the appropriate employee role from the dropdown. To create an employee role, go to Admin > Finance > Role.
    • Security Roles: Select the appropriate security role from the dropdown. To create a security role, go to Admin > Security > Role.
    • Location: Select the appropriate location from the dropdown. To create a location, go to Admin > Finance > Accounts. Then, select the account to which you are logged in and then go to Location tab. Click Add and you can add locations to your account here.
    • User Type: Select the appropriate user type from the dropdown.

  4. Click Save.
    • Once you save, new tabs will be visible in the same page. A new user can start using the system with just this basic information.
    • The new user is automatically sent an email with login credentials.
  5. Click the row of the employee profile you just created to add additional information.
    • The Edit Employee page displays.
    • Use the additional fields and tabs to maintain more details about an employee.
  6. The first tab, the Personal Details tab, provides the following additional fields.
    • Hire Date
    • Termination Date
    • Birthday
    • SSN - Social security number
    • Marital Status
    • Status - If Yes, this is a current employee.

      Note: You cannot delete employee profiles. Set an employee's Status to No so you can see continue to see historical data associated with this employee.

    • Gender
    • Photo - Upload a photograph of your employee. Employee photos display on their dashboard when they log in
    • Password Management
      • Reset and Email Password - Resets the user password when the user has forgotten the password. A randomly generated password is sent by email to the user.
      • Unlock User's Account - Unlocks a user account if the account has become locked after several invalid login attempts.

        Note: The user can also optionally change his or her password on the My Profile page.

  7. When an admin creates a new employee via HR/API, they will no longer be getting the passwords in the email.

    • They will receive create password link which will be active for 24 hours.

    • Users will click on the link and be prompted to set a new password.

    • Password should meet the policy requirements set by the admin of your tenant.

Contact Information

The Contact Info page records contact information for an employee.

  • Use the Main Address for the employees work place address.
  • Use the Secondary Contact tab for an emergency contact record.

Wages

The Wages page records the wages paid an employee.

NOTE  The employee is already identified as hourly or salaried or a contractor on the Personal Details tab.

Hourly Pay

  • Hourly Pay Rate - The hourly pay rate for the employee.
  • Burden Rate - The allocation rate at which indirect costs are applied to the direct costs of either labor or inventory. These costs can include but are not limited to payroll taxes, pension costs, health insurance, dental insurance, and any other benefits that a company provides an employee.
  • Over Time Pay Rate - The hourly overtime pay rate for an employee.
  • Pay Period - Weekly, Monthly, Quarterly, Yearly, Contract Length.
  • Currency

Rate Calculation Guide

This is a guide to help quickly calculate the hourly wage for an employee. It's a basic calculation of annual salary divided by working hours.

  • Working Hours Per Year - There are 52 weeks x 40 hours a week = 2080 hours. Adjust for part-time employees
  • Annual Salary - Put the annual salary in this field and then click Calc to display an hourly wage. Does not include the Burden Rate.

External Employee

  • Vendor - Links this employee to a vendor. Required to add expense entries and time entries associated with projects and tickets to Vendor Bills. Vendor bills can be processed in Quickbooks.

Employee Financials

  • Equivalent Vendor Record - Creates a vendor alias for an employee. The vendor alias is required to process reimbursements in QuickBooks. For example, use the employee's name with a _v suffix in this field.

Shifts

The Shifts page records the weekly work schedule for an employee.

Creating Work Schedules

  1. Select the Admin > HR > Employees > Shifts tab.
  2. Set Allow Overtime - Yes or No. The pay rate for overtime is set on the Wages tab.
  3. Click Add to add a new shift.
  4. Enter the following:
    • Week day
    • Start Time
    • End Time
  5. Repeat steps 3 and 4 to add as many shifts for this employee as required.

Associated Accounts

The Associated Accounts tab links your employee to one or more accounts.

Adding Accounts

  1. Select the Admin > HR > Employees > particular employee > Associate Accounts tab.
  2. Click Add. The Search Accounts window opens. 
  3. You will see a list of accounts. Select the checkbox of the accounts that you want to map to this employee.
  4. Click OK.

Associated Queues

The Associated Queues tab assigns an employee to one or more ticket queues. Queues group tickets by the state they are in. Employees work tickets in the queues they are assigned to. Queues are maintained using the Admin > Service Desk > Queues page.

Adding Queues

  1. Select the Admin > HR > Employees > particular employee > Associate Queues tab.
  2. Click Add. The Search Queues window opens. 
  3. You will see a list of queues. Select the checkbox of the queues that you want to map to this employee.
  4. Click OK.

Custom Fields (for Employees)

The Custom Fields tab maintains data entered in custom fields for employee profiles. Data types for custom fields can be Free Text, Date, or Data List. Custom fields can be set to required. Custom fields are created using the Admin module > My Company > Custom Fields page.

Employee Roles

The Employee Roles tab assigns roles to an employee. Each role determines the work billed to customers on tickets and tasks. Roles and rates are maintained using the Admin > Finance > Roles and Rates page. Employees assigned multiple roles can usually select any of their roles when working a task or ticket. In Projects, the project manager can lock down the role when assigning a task to an employee.

Adding Roles

  1. Select the Admin > HR > Employees > particular employee > Employee Roles tab.
  2. Check the Has Role checkbox for any role that applies to this employee.
  3. Select the Default role for this employee. This role automatically populates the Role field when the user enters time on a task or ticket.

Security Roles

The Security Roles tab assigns security roles to an employee. Security roles determine the access an employee has to different modules, menus, and selected settings. The system provides several predefined security roles for both internal and external users. You can also add custom security roles. Security roles are configured using the Admin > Security Roles page.

Adding Security Roles

  1. Select the Admin > HR > Employees > Security Roles tab.
  2. Check the Has Role checkbox for any security role that applies to this employee.

Attachments (for Employees)

Use the Attachments tab to upload files to an employee profile.

Adding Attachments

  1. Select the Admin > HR > Employees > particular employee > Attachments tab.
  2. Click Upload a new file.
  3. Browse, then Select a file to upload.
  4. Optionally enter an Alias name.
  5. Click Save.

HR

Education

The Education tab documents the education of an employee.

Adding Education Records

  1. Select the Admin > HR > Employees > particular employee > HR > Education option.
  2. Click Add.
  3. Enter the following:
    • Institute Name
    • Date Attended
    • Degree
    • Field of Study
    • Grade
    • Description
  4. Click Save.

Skills

The Skills tab documents the skill set of an employee.

Adding Skills

  1. Select the Admin > HR > Employees > particular employee > HR > Skill option.
  2. Click Add.
  3. Enter the following:
    • Category: Select a skill category from the dropdown. To add a skill category, go to Admin > HR > Skill Categories.
    • Skill: Select a skill from the dropdown.
    • Year(s) of Experience: Enter the years of experience as free numbers or use the up arrow or down arrow to increase or decrease the number of years of experience.
    • Experience Level: Select the appropriate experience level from the dropdown.
  4. Click Save.