Create employee file

Use this page to create an employee file.

Select “Create Employee File” from the left pane.

The “Create an Employee File” page appears

The system displays the following details at the top of the page:

Date & Time Format

The date and time that is applicable to the login user.

Specify the following in the “Personal Information” group box:

HR Set Up Unit	The HR setup unit applicable to the login employment unit. Mandatory.
Employee Code	The unique employee code and name of the employee. The system displays the value selected in the “Select Employee” page. Mandatory
Employee Type	Use the drop-down list box to select the job type of the employee. Mandatory. The system lists the options “Consultant”, “Contract”, “Regular”, “Trainee” and “Volunteer”.
Company	The company to which the employee belongs. Mandatory
Title	The title which you can use for the employee, for example, “Mr”, “Ms”, and “Dr”. Select the required value from the drop-down list box. Mandatory.
Employee Status	If the employee has been hired, the system displays the value as “Current”. If the name of the employee has been removed from the records of the employer, the system displays the value as “Terminated”.
First Name	The first name of the employee. Mandatory
Middle Name	The middle name of the employee
Last Name	The last name of the employee.
Known As	The name by which the employee is usually known as. For example, an employee by name Carolyn, might generally be known as “Lynn”.

Note: The first name you enter for the employee will be defaulted in this field if you do not enter any value.

Date of Joining	The date and time, in which the selected employee joined the organization. Mandatory
Application Reference Number	The application reference number of the employee.
Country	The name of the country to which the employee belongs. Choose the required option from the drop-down list box. Mandatory.
State	The name of the State to which the employee belongs to in the country specified. Mandatory.
SSN	The Social Security Number of the selected employee. For countries other than the U.S. the system will display the equivalent personal title for which you must enter the value.
SIN	The Social Personal Number of the employee. For countries other than the U.S. the system will display the equivalent personal title for which you must enter the value.
Date of Birth	The date of birth of the employee. Mandatory.
Note: Ensure that the age of the employee is greater than 14 years and less than 100 years. The age of the employee is calculated as the difference between the date of birth and the date of joining of the employee.
Confirmation Due Date	The date and time on which the employee is supposed to be confirmed.
Gender	The gender of the employee, whether male or female. Select the required option from the drop-down list box. Mandatory.
The system displays the following field:
Retirement Date	The date on which the employee retires from the organization.
Enter the following fields:
Marital Status	The marital status of the employee, for example, "Married", "Single", or "Not Applicable". Choose the required option from the drop-down list box. Mandatory.
Ethnicity	The ethnic identity of the employee, for example, Asian, Caucasian, and African. Choose the required option from the drop-down list box.

It is mandatory to provide at least one emergency contact information. Use the corresponding fields in the “Emergency Contact Information” group box below to enter the details:

1. Name

The name of the first contact person.

Note: It is mandatory to enter the name of at least one emergency contact person.

Relationship with Employee	The relationship of the contact person with the employee, for example, Mother, Father, Spouse, or Son. Choose the required option from the drop-down list box.
Phone	The phone number of the contact person. Mandatory.

Note: It is mandatory to enter the phone number of at least one emergency contact person.

Mobile	The mobile phone number of the first contact person.
2. Name	The name of the second contact person.
Relationship with Employee	The relationship of the contact person with the employee, for example, Mother, Father, Spouse, or Son. Choose the required option from the drop-down list box.
Phone	The phone number of the second contact person.
Mobile	The mobile phone number of the second contact person.
Comments	The comments you want to enter about the personal information. Zoom facility available.

To enter comments

Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.
You can view, modify or delete the content.
Select the “OK” pushbutton to save the details and return to the previous page.
Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

To save the details

Select the “Save” pushbutton to save the details entered

To proceed, carry out the following

Select the “Create Employee Assignment” link at the bottom of the page to create regular employee assignment.
Select the “Create Non Regular Employee Assignment” link at the bottom of the page to create non-regular employee assignment.
Select the “User Employee Mapping” link at the bottom of the page to map the user and the employee.
Select the “Record Qualification Information” link at the bottom of the page to record the qualification information of the employee.
Select the “Record Employee Skill Information” link at the bottom of the page to record the employee skill details.
Select the “Record Employee Certificate Information” link at the bottom of the page to record the employee certificate details.
Select the “Record Employee License Information” link at the bottom of the page to record the employee license details.
Select the “Record Identification Information” link at the bottom of the page to record the identification information of the employee.
Select the “Record Information on Family Members” link at the bottom of the page to record the information relating to the family members of the employee .
Select the “Record Language Proficiency Information” link at the bottom of the page to record the language proficiency information of the employee.
Select the “Record Contact Information” link at the bottom of the page to record contact information of the employee.