Employee Details & Joiners and Leavers
Administrators can access the Employee Details page for any user which allows them to manage key details about that user. The easiest way to access the Employee Details page is from the Dashboard by entering their name in the ‘Search employee’ box. Also clicking their user name when displayed as a link on various pages of LeaveWizard will also take you to their Employee Details page.
If you want to manage users and select them from a list, then this can be done on the Organisation and Employees page or by clicking the All Employees link in the Company lists section of the Company Settings page.
When a new user joins your company, after adding them on the Add Employee page, you may want to include additional details or edit the information on the ‘Employee Details’ page.
When a user leaves your company you should set their ‘Employment End Date’ in the ‘Allowances’ section of the ‘Allowances & Work Pattern’ tab and un-tick ‘Active?’ in the ‘Personal Details’ section of the ‘General’ tab.
The Employee Details sub menu displays the user’s name on the left hand side and has a ‘View Leave Taken’ button on the right hand side which will take you to the ‘Leave Requests’ page.
The Employees details page is separated into 6 tabs each holding specific types of information about a user.
Allowances & Work Pattern
Family & Emergency Contact
If you edit any section on a tab you will get the ‘Cancel’ and ‘Submit’ buttons to show that you have made changes. Clicking ‘Cancel’ will remove all the changes and return the information to it’s previous state. Clicking ‘Submit’ will the commit all the changes. If you try to navigate away from a tab without submitting the changes first you will get a warning message that the changes will be lost if you continue.
The general tab has 3 sections Personal Details, Access Control and Actions.
The Personal Details section has 7 fields of which 4 are mandatory and holds the essential basic user information.
This field allows you to enter the user’s first name. Use of proper case usually looks best, i.e. Janet (Mandatory field).
This field allows you to enter the user’s last name. Use of proper case usually looks best, i.e. Ayres (Mandatory field).
This field allows you to enter a user name which should be in the form of a valid email address i.e. [email protected] This identifies the user and must be unique on our system (Mandatory field).
This field allows you to enter an email address for this user, i.e. [email protected] This does not need to be unique. The same email address can be used for multiple users and system generated emails will go to that address (Mandatory field).
This setting allows you to select which role this user has on LeaveWizard. The drop down box allows selection of ‘Employee’, ‘Line Manager’ or ‘Administrator’. This setting controls what functions are available to the user.
This setting allows you to select an existing company ‘Work group’ from the drop down box that this user will be a member of.
This setting allows you to toggle the status of the user between ‘Active’, coloured green and ‘Inactive’ coloured red. LeaveWizard subscriptions costs are based on the number of active users. So, it is important to deactivate users that are no longer with the company so they don’t count against your maximum user limit.
The Access Control section allows control over a user’s ability to log in and be hidden.
This account is unable to log in
This tick box allows for a user to be prohibited from logging in by ticking the box. The system will set this automatically when the user is made inactive. It will also temporarily set it after five incorrect password attempts. The user account will then be ‘locked out’ for 5 minutes.
This employee is hidden from leave charts and lists
This tick box allows for a user to be active on the system but their details to be hidden by ticking the box. This is useful when you wish to hide senior staff information from other users.
The Actions section allows a Welcome email to be sent to the user.
Send Welcome Email
Clicking the ‘Send welcome email’ button will send an email to the user with information about how to set up a password for their user account.
Allowances & Work Pattern tab
The Allowances & Work Pattern tab has 2 sections Allowances and Work Pattern.
The allowances section provides information about the user’s employment dates and their leave and absence allowances.
Employment Start Date
This field specifies the user’s employment start date. If the start date falls within their current leave year then the date is used to proportionally reduce their allowance for the current year. If no start date is entered then the user is assumed to have started before the current leave year and therefore eligible for a full years allowance.
Employment End Date
This field specifies the user’s employment end date. When an employment end date is entered it is used to proportionally reduce their allowance for their final leave year. Any requests that fall after the date will not be used in allowance calculations and be ignored. They will remain active on the system after the set date so the Active? setting in the ‘Personal Details’ section of the ‘General’ tab should be used to deactivate them when required.
Allowance Resets On
This field specifies the user’s leave year. The system uses the day and month to define the start date for this user’s leave year. Unless a date is entered the company leave year will be used which is shown below the entry box. In this example, 1st January. ‘By default this employee’s allowance will reset on (MM-DD): 01-01’.
The current leave year allowances are shown for all event types with an associated allowance that this user can request. Changing employment start date, end date or allowance leave year reset date settings above will re-calculate this employees allowances and may change the information displayed.
All fields except ‘Expired Carried Over’ can be edited. This is especially useful when you want to change a user work pattern but want their yearly allowance to remain unchanged. Normally, if you change their work pattern then the system will recalculate their ‘Annual Allowance’ by comparing their new work pattern with the company default. If you want to keep the original ‘Annual Allowance’ or set another value, then just edit it and the system will recalculate their ‘Current Year Allowance’ based on that ‘Annual Allowance’.
If you want to modify allowances for other leave years you can click the Event Types and Allowances page link at the bottom of the section which will take you to that page to able to do that.
The Work Pattern section provides information about the work pattern assigned to the user.
The work pattern setting displays the current work pattern assignment and allows you to select an alternative pattern that has already been defined from a drop down box. A summary of the work pattern selected is displayed below. Work patterns can be created and managed on the work patterns page. Please note that changing the user work pattern will trigger the system to re-calculate the employee’s holiday allowance.
The Approvers tab has a 1st Level Approvers section and additionally an Approvals section if the user is an approver.
1st Level Approvers
The 1st Level Approvals section provides information about who is the first level approver for the user. You can add and remove a single 1st level approver here for any leave type that the user can request. Both the leave type and approver can be selected from the drop down boxes. Although you can have 2 1st level approvers and a 2nd level approver, you will need to use the Approvers page to manage those options.
This section will only be displayed if the user is an approver and provides a link to the Approvers page to allow you to specify which users this user will approve.
Employment Information tab
This Employment Information tab has a single section with 12 fields which can be used to hold extra employment information about the user.
Primary Cost Centre
Manager – drop down to select user
Secondary Cost Centre
Currency – drop down list
Probation Start Date
Probation End Date
Additional Details tab
The Additional Details tab has a single section with 12 fields which can be used to hold extra personal information about the user.
Identification / Passport Number
Place Of Birth
Date Of Birth
Family & Emergency Contact tab
The Family & Emergency Contact tab has 2 sections Emergency Contact and Family.
The Emergency Contact section allows an emergency contact to be assigned, edited and displayed. There are 3 fields.
Rather than edit these fields directly, you can automatically fill the information from the family member list below with a single click which is the recommend way to manage the Emergency Contact.
If no members have been added then you will see the ‘There are no family members yet.’ message until you add one using the ‘Add Family Member’ button. When you click the button you will then see this pop-up window.
The windows has 8 fields, the first 4 of which are mandatory.
Date Of Birth
Identification / Passport Number
If for whatever reason you want to quit adding the new member, just click the ‘Cancel’ button and you will be returned to the Family & Emergency Contact tab. If you are happy that the correct information has been entered then click ‘Submit’ and the new member will be added and listed in the ‘Family’ section.
On the right hand side of the each listing there are 3 action icons.
Clicking the ‘Head’ icon allows you to assign that member as the Emergency contact.
Clicking the ‘Pencil’ icon brings up the ‘Add family member’ pop-up window filled with the selected members information to allow it to be edited.
Clicking the ‘Dustbin’ icon will delete the member.
You could use the ‘Head’ icon to assign the previously added member as the Emergency contact and add another family member as shown below.