Setting up Employee Details

Menu : Setup > HR Setup > HRIS > Employee Details tab

Accessible to : Application Administrator

In this tab following details can be managed

1. Employee type activation
2. Gender activation
3. Designation field attribute : used in My Profile / Onboarding / Recruitment
4. Most recent employer feature : used in Onboarding
5. Minimum age of employment : used in HRIS and Payroll
6. Reference documents : used in My Profile / Onboarding
7. Education levels : used in My Profile / Onboarding
8. Job Categories : used in My Profile / Onboarding / Key Behavior Analysis in Performance module
9. Did Not Join reasons : used in Onboarding and Separation module
10. Remuneration fields : these fields are used in HRIS / Onboarding & Separation / Recruitment and Payroll modules
11. Other documents : used in My Profile / Onboarding

1. Employee type activation

By default Regular employee type is selected, if you are using Subcontractors, Retainers or Trainees you can activate them in the application from this table. Please note that onboarding form, policies can be customized differently for different employee types. If you have activated India payroll then Retainers and Trainees can also be included. You can also change the description of these employee types as per your requirement. Refer the following articles for more details.

- Managing employee type change
- Payroll for different types of employees

2. Gender activation

If you want to activate the option of having Transgender as the third gender in your company you can enable it. For the purpose of payroll calculations Transgender employees are mapped to the rules which are applicable to Female employees. They are also referred to as "her" in generated documents.

3. Designation field attributes

You can configure if you want to keep designation field as a text field which will be open for entry to the HR team or as a drop-down which will only show the values updated in setup.

Please note that designation field is used both in HRIS > My Profile and Recruitment > Offer pages.

4. Most recent employer details

You can activate the feature to take specify documents from most recent employer of the new joiner. There are some system defined documents which can be activated and used, you can also create custom documents.

Please remember to include Work Experience as an activity mapped to Employee in Onboarding process setup to ensure that these inputs are taken during onboarding. Refer to the article on Managing most recent Employer details for more details.

5. Minimum Employment Age

You can specify the minimum age of employment for each employee type. If the employment age is reduced subsequently a notification will be visible to the HR Manager on Employee Management page. You will not be able to onboard employees less than minimum age and payroll will not be processed for them.

6. Reference Documents

If there are multiple companies you can select the company names where these reference document will be used. By default the field is mapped to all companies.

7. Education Levels

If there are multiple companies you can select the company names where these education level will be used. By default the field is mapped to all companies.

8. Job Category

If there are multiple companies you can select the company names where these job categories will be used. By default the field is mapped to all companies.

Job Categories can be updated during onboarding or later from Profile page, these are used for Key Behavior Assessment in Performance module.

9. Did not join reasons

Reasons which are visible when employee is updated as "Did Not Join" during onboarding can be setup here.

10. Remuneration fields

For different employee types the name of remuneration field and the basis can be set here. This label is shown in HRIS / Onboarding and Separation / Recruitment modules. For example as shown above the Stipend for a Trainee will be shown as "INR 150000 per month" on My Profile page. The remuneration field values are used in My Profile page, Recruitment.

If payroll is activated then the remuneration field for Regular and Retainer employees is not taken from this table but the values are shown as per the Payroll setup.

11. Other Documents

This section is used for managing company documents which you want employees to fill up and upload. These documents can be made mandatory during the onboarding process. Document can be deactivated and removed from the process or deleted if not used by any employee.