Employee profile details

Employee profile details

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.
SectionDescription
Personal DetailsFields like Name, Gender, Date of Birth, Martial Status, Email ID, Mobile number
Official DetailsDate of joining, Employment status, Employee type, Department, Division, Office /Work Location etc.
AddressesCurrent 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 DetailsBlood 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 DetailsDetails of family members
Education QualificationsDetails of educational qualifications
Skill DetailsSkills as per the skill matrix of company
Work ExperiencePrior 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.

1. 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.

2. Employment Status
Employees can have the following employment status -
1. Joining is pending - in case the date of joining is in future
2. 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
3. Working - this is the base status for all employees who are under employment
4. 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
5. 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.

3. 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.

4. Important fields mapped to an employee 
Some key fields which are mapped to an employee are
1. Calendar
2. Shift
3. Weekly Offs
4. Attendance Method
5. Department / Division / Office Location / Work Locations

5. Important policies mapped to an employee 
1. Probation policy
2. Notice period policy
3. Leave policies

Refer to these articles for more details -
Calendar mapping
Shift mapping


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