In EazeWork HRMS module you can capture employee level details in sections. Each
section has fields in it and you can add custom fields also in some sections. Some sections are optional and within a section which fields will be visible can also be configured for some sections by the Application Administrator. All these sections are visible on Profile tab of My Profile page.
| Section | Description |
| Personal Details | Fields like Name, Gender, Date of Birth, Martial Status, Email ID, Mobile number |
| Official Details | Date of joining, Employment status, Employee type, Department, Division, Office /Work Location etc. |
| Addresses | Current and permanent address |
Bank Accounts
| Details of bank accounts can be updated here. This information is used for salary transfer and expense payments |
Statutory Details
| Numbers linked to statutory filings or citizenship as mandated by the government
|
| Additional Details | Blood group, Emergency contact details
|
| Health Record | Health details including height, weight, overall health conditions. Custom fields can be added. |
| Disability Record | Disability details for persons with disabilities |
Languages | Details of languages and level of skill across multiple dimensions |
| Family Details | Details of family members
|
| Education Qualifications | Details of educational qualifications
|
| Skill Details | Skills as per the skill matrix of company |
| Work Experience | Prior work experience |
Professional Certifications | Professional certifications with validity dates can be listed |
Reference Documents
| Driving License, Passport, Visa other generic documents |
Other Documents | Reference documents like resumes, declarations |
In most of the sections you can select the fields which you want to include and at a field level you can define
- mandatory : there are three options - mandatory, optional, mandatory if available. Mandatory if available option can be used for details like higher education or Passport details which might not be there with an employee
- history tracking : if history tracking is enabled then any change in the value if stored with effective date, for example change of Department from Accounts to Finance can be done without giving any date but if history tracking is enabled then you will have to specify the date from which the change is to be done, the effective date can be in past or future
Some of the important HRIS parameters are explained below. Refer to the article
on
Employee management to understand how employee details are updated.
2. Employee Type
EazeWork allows you to model four different types of employees as explained below
-
1. Regular - these employees are directly on company’s payroll and can have a
fixed duration contract or can be on employment till they retire
2. Retainer - external consultants who may be working full time
or part-time, the payroll process from them is typically different than from
regular employees
3. Subcontractor - these employees are working for your company but are on third
party payroll
4. Trainee - these employees are taken in as Interns / Trainees and might be
absorbed as Regular employees on completion of their Internship / Training period
The label for each of the employee types can be customized as per your requirement.
3. Employment Status
Employees
can have the following employment status -
1. Joining is pending - in case the date of joining is in future
2. Under Training - this status is only available for Regular employees. It can be used to track the training period of employees. After the training period is over the status can be updated to "On Probation" or "Working"
3. On probation - employees who are still in their probation period. This status
is not applicable for Subcontractors. Employee can be confirmed using the Probation
confirmation workflow or if the process is not activated then by the HR Manager
by directly updating the employment status
4. Working - this is the base status for all employees who are under employment or under contract
5. Serving notice period - employees status will change to service notice period
based on the parameter on Separation Setup page after the separation is approved and the last working day is within the notice
period. Whether you want employees who are on probation to be updated as "serving
notice period" or not can be controlled through a parameter in Separation Setup
6. Resigned - is the final status and is set automatically one day after the
last working day
Policies can be based on these employment status, for example companies might
have different leave policies for employees on probation and different for regular
employees. If a policy has a condition "Employment Status = Working" then all
employees who are on this status or on "Serving notice period" are eligible.
If you want to design a policy for those who are or are not on notice period
then you should use the criteria "Employment Status = Serving notice period"
or "Employment Status <> Serving notice period" specifically.
4. Custom fields
Custom fields can be created in Personal, Official details, Additional details and Health record sections to capture additional details. These fields cannot be used in any work flow.
Refer article on how to create custom fields.
Refer to these articles for more details -
Managing Calendars
Shift mapping
Weekly off mapping
Policies and Eligibility conditions
Managing Employee Type change