Onboarding

Adding/Editing Employee and Applicants Information

By Mohamed Ali

• 12 articles

How to add a new Employee using Wizard

- 1- Click on “View Employees” from main menu 2- Click on “Add Employee” button -General Information 3- Fill in Employee General Information as follows Note: All fields that is marked with a red asterisk‘*’ are mandatory fields and cannot be left blank 3.1-Full Name in English: Mandatory field such that Employee Name should be typed in English Language 3.2-Full Name in Arabic: Mandatory field such that Employee Name should be typed in Arabic Language as written in National ID card 3.3-Employee ID: Mandatory field that is computed automatically by incrementing last Employee ID by 1 and can be entered manually but should be unique for every employee 3.4-National ID: Mandatory field where National ID must be valid, unique for every employee and consists of 14 digits 3.5-Nationality: Mandatory field where Nationality of the added employee is selected from pre-defined nationalities through the drop-down menu 3.6-Gender: Mandatory field where gender is selected through drop-down menu 3.7-Religion: Mandatory field where religion is selected from “Muslim – Christian or Other” options through drop down menu 3.8- Email/Username: Mandatory field that should be unique for every employee and typed in correct e-mail format 3.9-Mobile Number: Mandatory field that should be unique for every employee and consists of 11 numbers 3.10-Mobile Number: Optional field that could be left blank 3.11-Contact Type: Mandatory field that is either “Email” or “Mobile” 3.12-Nationa ID Expiry: Mandatory field of Expiry date of National ID 3.13-Optional Information that could be left blank or added upon need 4- After filling in employee general Information, Click on “Next” button -Job Information 5- Fill in employee job information as follows Note: All fields that is marked with a red asterisk‘*’ are mandatory fields and cannot be left blank 5.1-Joining Date: Mandatory field of Gregorian Joining Date of employee to the Organization 5.2-Employment Type: Mandatory field that is chosen from pre-added employment types in Employment type Settings 5.3-Business Unit: Mandatory field that is chosen from pre-added business units in Organization Settings 5.4-Department: Mandatory field that is chosen from pre-added departments in Organization Settings 5.6-Job title: Mandatory field that is chosen from pre-added titles in Organization Settings 5.6-Grade: Optional field that is chosen from pre-added job grades in Organization Settings 5.7-Location: Optional field that is chosen from pre-added locations in Organization Settings 5.8-Line Manager: Optional field that is chosen from pre-added employees 5.9-Contract type: Mandatory field which is either “Casual” or “Permanent” 5.10-Employee Status: Mandatory field which is either “Active – Under registration or Resigned” 5.11-HR Document Category: Mandatory field which is chosen from pre-added Employee Document Categories in Employment type Settings 5.12-Previous Experience: Optional field which indicates the Number of Experience Years 5.13-Probation: if the employee has a probation period or not if “Yes” is selected, probation period is automatically set to 90 days and could be changed 6- After filling in Job Information, click on “Next” button -Salary & Benefits 7- Fill in Salary & Benefits Information as follows 7.1 Salary & Benefits and Payment Details 7.1.1-Basic Salary: Basic Salary of employee in numbers, “Net to Gross Calculator” button could be used to automatically calculate Gross Salary from Net Salary 7.1.2-Add Allowance: Allowances could be added to employee profile from pre-added benefits from Periodic Allowances in Payroll Management settings with a requirement of entering Company Contribution amount and last payment date 7.1.3-Payment Method: is set by default to cash but could be either “Cash” or “Bank” 7.1.3.1- If Payment Method is set to “Bank”, Payment Account type is required which can be either “Bank Card” which requires entering Bank Account Card Number, Bank Name and Branch Name from pre-defied banks OR “Bank Account” which requires entering Bank Account Number, Bank Name and Branch Name from pre-defied banks OR “Fawry Prepaid Card” that does not require any additional information OR “Wallet Number” that will be automatically set to Mobile Number entered in the preceding step 7.1.3.2-Pay from Bank Account: Organization Bank Account Number or Main Mobile Wallet number is selected from pre-added Bank Accounts in Payroll Management Settings 7.1.3.2-Request Prepaid Card: A Prepaid card could be requested to be issued for the employee 7.2 Medical Insurance (Optional) 7.2.1-Insurance Number 7.2.2-Policy No 7.2.3-Insurance effective date: Gregorian date of effective day 7.2.4-Category: Manually typed which indicated Medical Insurance Category date 7.2.5-Cost: Medical Insurance cost in EGP 7.3- Payment Details (Optional except for Salary Status) 7.3.1-Salary Status: Mandatory field that could be either “Active” or “Suspended” 7.3.2-Social Security Law: could be left empty or chosen from pre-added Social Security Laws in Laws Settings, notice that Egypt Social Security Law is pre-defined 7.3.3-Taxation Law: could be left empty or chosen from pre-added Taxation Laws in Laws Settings, notice that Egypt Social Security Law is pre-defined 7.3.4-Pay Currency: chosen from pre-defined currencies either “UAE dirham – Egyptian Pound – Euro – Saudi Riyal – US Dollars” 7.3.5- Financial Category: chosen from pre-added Financial Categories 7.3.6-Cost Center: chosen from pre-added Cost Centers 8- After Filling in the required Salary & Benefits Information, click on “Next” button -User Role 9- Select “User Role” from pre-defined roles , Roles Information could be viewed from “Settings” in main menu under “Roles” tab 10- After choosing the required role, click on “Next” button -Attendance 11- Fill in Attendance details as follows 11.1 - Attendance Policy: chosen from pre-added attendance policies in Attendance Rule Settings 11.2 - Attendance Type: either “Attendance Machine” or ” Reverse” 11.3 - Work Group: chosen from pre-added work groups in Attendance Rule Settings 11.4 - Machine Code: Employee Code in Attendance Machine and that field disappears if Attendance Type is set to “Reverse” 11.5 - GeoLocation Type : could either be - Specific Geo Location to record attendance from a certain location added in geo location settings - Free Geo Location where Empoyee can record attendance in any location - Multi Locatoin where Employee can record attendance in a certain locations identified by a geo location set 12 - After filling in the required Attendance Information, click on “Next” button

Last updated on Oct 09, 2024

How to add employees using Loader

- 1- Click on “View Employees” from main menu 2- Click on “Import Employees” button 3- Click on “Download template” button 4- Open the downloaded fie and fil in the Employee Information as follows 4.1-TRX Type: Required Transaction type either “Insert” where all red titled fields are required or “Update” where Employee Code and National ID are the only mandatory fields and other fields are optional 4.2-Main Organization: pre-added Organizations are automatically assigned to Main Organization Options in loader and is chosen from pre-added business units in Organization Settings 4.3-Employee Code: could contain numbers only and is entered manually but should be unique for every employee 4.4-National ID: 14 digits National ID that should be valid and unique 4.5-National ID Expiry Date: should be in DD-MMM-YYYY format, such as 01-Jan-2023 4.6-English Name: Employee Full Name in English Language 4.7-Arabic Name: Employee Full Name in Arabic Language as it was mentioned in National ID card 4.8-Birth Date: Employee Birth Date that should be in DD-MMM-YYYY format, such as 01-Jan-2023 4.9-Gender: Employee Gender either “Male” or “Female” 4.10-Email: Employee Email that should be entered in a valid format and should be unique for every employee 4.11-Mobile Number1: Main Mobile Number for Employee that should be 11 numbers long 4.12-Religion: chosen from pre-defined Religions either “Muslim – Christian or Other” 4.13-Employee Type: chosen from pre-added Employment Types in Employment Type Settings 4.14-Hire Date: Employee Hire Date that should be in DD-MMM-YYYY format such as 12-Jan-2023 4.15-Hiring Document: chosen from pre-added Employment Document Categories in Employment Type Settings 4.16-Contract Type: either “Casual” or ” Permanent” 4.17-Attendance Policy: chosen from pre-added Policies in Attendance Rule Settings 4.18-Attendance Type: chosen from available options either “Reverse – Attendance Machine – Shift Schedule” 4.19-Attendance Machine Code: Employee id in Attendance Machine if Attendance type is set to “Attendance Machine” 4.20-Work group: chosen from pre-added work groups in Organization Settings 4.21-Department: chosen from pre-added departments in Organization Settings 4.22-Job: chosen from pre-defined Jobs 4.23-SS Law: Social Security Law which is chosen from pre-added Social Security Laws in Laws Settings 4.24-SS No: Social Security ID number of the employee 4.25-Tax Law: chosen from pre-added Taxation laws in Laws Settings 4.26-Payment Method: chosen from available options either “Cash” or “Bank” 4.27-Payment Currency: chosen from available currencies either “UAE Dirham – Egyptian Pound – Euro – Saudi Riyal and US Dollars” 4.28-Pay from Bank Acc: chosen from added bank accounts / Main Wallet in Payroll Configuration Settings 4.29-Account Type: either “Bank Account – Bank Card – Fawry pre-paid card – Wallet account” 4.30-Employee Bank: choose Employee Bank Name if Account type is either “Bank Account” or ” Bank Card” 4.31-Account Number: Number is entered according to the chosen option in “Account type” field 4.32-Account Currency: chosen from available currencies either “UAE Dirham – Egyptian Pound – Euro – Saudi Riyal and US Dollars” 4.33-Request Prepaid Card: either ‘Y’ or ‘N’ which indicates “Yes” or “No” 4.35-Manager Code: ID of employee’s Manager 4.36-User Role: chosen from available roles to indicate user roles 5- After filling in the required Information and saving the file, return to step 3 and click on “Browse files” button 6- Navigate to loader file path and double click on loader file 7- Click on “Import” button

Last updated on Sep 03, 2024

How to add/edit Pay Elements of one employee

- 1- Click on “View Employees” from main menu 2- Type Employee Code or Name to search for Employee 3- Click on Employee ID 4- Click on “Salary & Financial” tab 5- Click on “Edit” button 6- Click on “Add Allowance” 7- Fill in Allowance details as follows 7.1-Basic Salary: could be edit for the employee 7.2-Allowance Type: choose allowance type from pre-added allowances in Payroll Management settings 7.3-Company Contribution: contribution amount in EGP 7.4-Last Payment Date: Last payment date of the allowance 8- After filling in Payment Information, click on “Save changes” 9- Choose change type and type a reason for the change 10- A document could be uploaded as a complementary or proof by clicking on upload button 11- Click on “Confirm Changes” button 12- Click on “Confirm” button on the alert window

Last updated on Sep 03, 2024

How to add Periodic Pay Elements details using Loader

- 1- Click on “View Employees” from main menu 2- Click on “Import Periodic” button 3- Click on “Download template file” button 4- Open the downloaded file and fill in Basic salary for employees 5- Fill in Allowance details as follows 5.1-Basic Salary: Mandatory field for all employees and should not be left blank 5.2-Periodic Allowances: Enter the required amount for every Allowance or leave blank if the allowance is not required for a certain employee , periodic allowances are pre-added in Payroll Management Settings 6- Save the file and return back to step 3 windows and click on “Browse Files” button 7- Double click on file name 8- Click on “Import” button

Last updated on Sep 03, 2024

How to create a new Transaction for one employee

- 1- Click on “View Employees” from main menu 2- Type Employee Code or Name to search for Employee 3- Click on Employee ID 4- Click on “Transactions” tab 5- Click on “New Transaction” button 6- Fill in Transaction details as follows 6.1-Type of Transaction: choose from the pre-added types in Payroll Management Settings 6.2-Amount: value of transaction in EGP 6.3-In-Payroll: used to trigger either transaction will be included in payroll or not 6.4-Add an Attachment: an attachment could be added to the request as a complementary or as a proof 6.5-Description: could include reasons for transaction 7- After filling in transaction Information, click on “Add Transaction”

Last updated on Sep 03, 2024

How to upload Employment Document for one employee

- 1- Click on “View Employees” from main menu 2- Type Employee Code or Name to search for Employee 3- Click on Employee ID 4- Click on “Documents” tab 5- Click on “Add New File” button 6- Click on the required Employment Document to be uploaded 7- Fill in the required details as follows 7.1-Document Upload: Employment document upload button that prompts to browsing computer files in order to attach the employment document 7.2-Expiry Date: Expiry date of the document if required 7.3-Description: could contain notes about the document and is optional 8- After attaching the document and filling in the required information, click on “Save changes” button

Last updated on Sep 03, 2024

How to edit Leave Balance Manually for one employee

- 1- Click on “Leave Balance” from main menu 2- Search by typing either employee ID or employee name in search bar 3- Click on “Edit” 4- Type balance in numbers then click on “Update” button

Last updated on Sep 03, 2024

How to Add a new Applicant

Navigation to Applicant management 1 - Click On 'View Applicants' from Main Menu 2 - Click On 'Add Employee' 3 - Fill in applicant details as follows All fields with a red asterisk symbol '' are Mandatory* Basic Information of applicant 3.1.1 - Add photo to be attached to applicant profile 3.1.2 - Full Name in English language for the applicant 3.1.3 - Full Name in Arabic language for the applicant 3.1.4 - Email that will be used for signing in when applicant is hired 3.1.5 - Personal email of the applicant 3.1.6 - Mobile Number that will be attached to applicant profile when hired Application Information 3.2.1 - Applied Position : Chosen from pre-added jobs in Organization Settings 3.2.2 - Application Date : can either be chosen from calendar or typed in DD/MM/YYYY format 3.2.3 - Department : chosen from pre-added departments in Organization Settings 3.2.4 - Years Of Experience of that Applicant 3.2.5 - Experience : field of experience of that applicant 3.2.6 - Address of applicant 3.2.7 - Expected Salary of applicant 3.2.8 - Notice Periods in days 3.2.9 - Final Status of applicant : either - Qualified : could be hired right after the application is done - Not Qualified : applicant is not accepted - NA : not yet decided 3.2.10 - Click On Save to save the application

Last updated on Sep 03, 2024

How to upload Applicant Documents

1 - Click On 'View Applicants' from Main Menu 2 - Search for the required applicant 3 - Click on the applicant profile 4 - Click On Documents Tab 5 - Click On 'New Employee Documents' 6 - Click on 'Browse Computer' 7 - Navigate to the file , click on it then click on Open 8 - Click On 'Save Changes' 9 - The uploaded file can be downloaded or deleted

Last updated on Sep 03, 2024

How to add Leave Balance using Balance Loader

- 1- Click on “Leave Balance” from main menu 2- Click on “Open Balance Loader” button 3- Click on “Download template file” button and open downloaded file 4- Fill in loader details as follows 4.1-TRX Type: either “Insert” or “Update” 4.2-Main Organization: pre-added Organizations are automatically assigned to Main Organization Options in loader and is chosen from pre-added business units in Organization Settings 4.3-Employee Code: unique ID of all involved employees in the selected Organization which is automatically present in Employee Code field to be chosen from 4.4-Leave: Typed of leaves that were pre-added in Leave Management Settings 4.5-Balance Year Start Date: the start date of applying giving that balance to the employee , which is automatically set to first day of current year but could be changed keeping DD-MMM-YYYY format 4.5-Balance Year End Date: expiry date of that leave balance , automatically set to last day of current year but could be changed keeping DD-MMM-YYYY format 4.6-Previous Year Balance: remaining leave balance of previous year 4.7-Used Leaves: employee used leaves of that type until current date **4.8-Added Days:**used in case there was any compensation dates added for the employee 4.9-Year Entitlement: is the number of days added to the employee every year 5- After filling in the required information, return back to step 3 window and click on “Browse Files” button 6- Navigate to loader file path and double click on file name 7- Click on “Import” button

Last updated on Sep 03, 2024

How to add a new Interview Status to an Applicant

1 - Click On 'View Applicants' from Main Menu 2 - Search for the required applicant 3 - Click on the applicant profile 4 - Scroll down to Interview Status then Click On 'New' to add a new interview 5 - Fill in Interview Status details as follows 6 - Click on 'Save Changes'

Last updated on Sep 03, 2024

How to Hire Applicants

1 - Click On 'View Applicants' from Main Menu 2 - Search for the required applicant 3 - Click on the applicant profile 4 - Scroll down to Applicant Status and click On 'Edit' 5 - Change the final status to Qualified 6 - Click On 'Save Changes' 7 - To convert the Applicant into an employee Click On 'Hire' 8 - Fill in employee details as if you are adding a new employee

Last updated on Sep 03, 2024