Adding a Data Manager
Before We Begin
If you are setting up the system ensure there are departments and positions listed in the system. If not this can be done via the Employee set-up page.
When adding users please ensure the Employee ID exactly matches the Employee ID added to the data terminals.
Adding One Employee Screenshot Instructions
Step 1: Click on Employee Manager
Step 2: Click on Employee
Step 3: Click on the + icon (this triggers the add an employee form)
Step 1: Employee ID
This field is very important and should be a unique identifier for each employee. If you are using the ZK devices or any other Biometric Attendance device then please ensure the Employee ID exactly matches the User ID within the device. If you are using our advanced TK or PAL Mobile Data Terminals, then all users added within the dashboard will auto sink to the device.
Step 2: Employee Name
Be consistent with employee name layout. All company admin has the option to layout employee name first name last name or last name first name. We highly suggest being consistent with the layout.
Step 3: Department
This field will show a full list of all departments created by the company admin within the system via the Employee Set-up page. HRMSAttend allows users to multi-select departments for easy grouping of employees and assigning to Data Managers. For more information on departments and how it works please visit [Add page link button here]
Step 4: Position
A drop-down list of all positions created by the company admin within the system via the Employee Set-up page will show on click. HRMSAttend allows users to multi-select if needed. For more information on Positions and how it works please visit [Add page link button here]
Step 5: Position Level
Use this field to categorize your employees as Leaders or Entry Level staff. This will help with filtering data for reporting purposes.
Step 6: Mobile Number
An updated contact number will help Data Managers to easily find contact information to reach employees for important things like an emergency change in shift etc.
Step 7: Email
The main purpose of this field is to provide employees with login access to the Employee Dashboard. Data Managers will also find the email data useful when searching for contact information to reach the employee.
Step 8: Profile Picture
When using a fingerprint Biometric system, a profile picture would only serve as a media representation of employee appearance. When using the face recognition TK Modules then the profile picture is important to identify employees during the punch log. We suggest keeping this field empty then using the TK or PAL device to detect the face and capture the face to use as a profile picture.
Step 9: Password
If you desire to give employees access to the Employee Dashboard a password can be created for the employee. This can be a simple 1234. Employees can update their passwords once they are logged into the system via the My Profile Page.
Step 10: Role
The role is very important. It determines the level of access the user will have.
Employees have access to view their work schedule, their requested shifts, and the ability to send a shift request, as well as all, leave requests created by logged-in employees and the ability to send a leave request.
Data Managers will have access to employees with the same department as them, Leave Manager, Timesheet, and Schedule Manager. Permissions for each of these sections can be selected for each Data Manager.
Admin has full access to the system.
Step 11: Employed Date
Use the date picker to first select the year by clicking on the year. Then select the month and then the day.
Step 12: Permissions
Permissions can only be edited for Data Manager roles. Once the manager role is selected the permissions options will populate.
Schedule Permissions: Publish schedule permission means users have access to not only create and send schedules but also to publish the schedule which would mean the schedule is approved and delivered to employees. Request schedule will allow data managers to create the schedule but only send the schedule to request approval for publish.
Shift Permissions: If you would like your data manager to create any shift type to schedule employees, then give them the permission option 'Add Shift Type'. If you only wish them to request a suggested shift-type then give them the permission option to request shift type.
Shift Request Permissions: The ability to approve employee requests means the data manager has permission to approve Shift Requests sent by employees. Not being able to approve the employee request option means they can access Shift Request, however, they cannot approve the request.
Leave Request Permissions: Employees can submit leave requests from their employee portal. With the permission 'Ability to approve request' data managers have access to approve leave requests. If the data manager permission is 'Not able to approve request' then they can view the request however, do not have the ability to approve the request.
Timesheet Permissions: 'Add timesheet' refers to the ability to add timesheets and mark them as approved in the system. Request Timesheetrefers to the ability to add timesheets and request approval.
Edit Timesheet Permissions: Ability to edit employee’s timesheet refers to the ability to edit manually added or device sent timesheets in the system. Not able to edit employee timesheet means data managers will not have access to edit timesheets in the system.
View Manager Role Data: There may be instances where the department Supervisors have data manager roles, and the department head also has a data manager role. The difference would be Department head may have permission to approve everything while supervisors have permission to only request for approval. You may also not want the supervisors managing each other data for example approving each other's shift requests, etc. So department heads will have access to viewing supervisor data as well ass department employees' data while supervisors can only view department employees.
Step 13: Vacation
This field determines how many vacation days an employee is allowed to take for the present year. This is not accrual for the following year. If the year is 2021 and the employee can take 7 days only within that year, then input 7 in the vacation field and the system will track days taken until the count goes down to 0.
Step 14: Save
Once you are satisfied with the content added to the form, click on the Save button to add the new employee to the system. If you change your mind about adding the employee, click the close button.
Adding Employees Bulk Method
Step 1: Click on Employee Manager
Step 2: Click on Employee
Step 3: Click on the Upload icon (this triggers a pop-up with a demo CSV file to add your data for upload as well as the option to upload CSV file to bulk add employees)
Step 1: Demo CSV File
The system will need to match your data correctly. In order to do so, we have prepared a demo file with the proper layout and column structure required to upload employees using this method. Download the Demo CSV to add your employee data to the file then save the file in CSV format.
Step 2 : Upload the file data
Click on choose file then select the file you saved in step 1.
Step 3: Save
Click on save then give the system some time to add your employees to the system. Once done you will receive a notification on the screen.
NB: Ensure the remaining data is added for each bulk upload.