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closes odoo/documentation#16915 Signed-off-by: Felicia Kuan (feku) <feku@odoo.com> Co-authored-by: Kai Li <stepperpig@gmail.com>
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=============
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New employees
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=============
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When a new employee is hired, the first step is to create a new employee record. This record is a
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centralized place where all important information about the employee is stored, including
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:ref:`general information <employees/general-info>`, :ref:`job history and skills
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<employees/resume>`, :ref:`various work information <employees/work-info-tab>`, :ref:`personal
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details <employees/private-info>`, :ref:`payroll-related information <employees/payroll>`, and
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various :ref:`settings <employees/hr-settings>` that affect integrations with other apps in the
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database.
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To begin, open the :menuselection:`Employees` app, then click the :guilabel:`New` button in the
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upper-left corner. Doing so reveals a blank employee form.
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Proceed to fill out the required information, along with any additional details.
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.. tip::
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The employee form automatically saves as data is entered. However, the form can be saved manually
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at any time by clicking the :icon:`fa-cloud-upload` :guilabel:`(Save manually)` icon.
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.. _employees/general-info:
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General information
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===================
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Fill out the following employee details in the top section of the employee form.
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- :guilabel:`Employee's Name`: Enter the employee's name. This field is required.
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- :icon:`fa-envelope` :guilabel:`(Work Email)`: Enter the employee's work email address.
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- :icon:`fa-phone` :guilabel:`(Work Phone)`: Enter the employee's work phone number.
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- :icon:`fa-mobile` :guilabel:`(Work Mobile)`: Enter the employee's work mobile number.
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- :icon:`fa-tag` :guilabel:`(Tags)`: Select any tags from the drop-down menu to add relevant tags to
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the employee. Any tag can be created in this field by typing it in. Once created, the new tag is
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available for all employee records. There is no limit to the amount of tags that can be added on
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an employee form.
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- :guilabel:`Photo`: Upload a photo of the employee in the photo placeholder.
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.. image:: new_employee/gen-info.png
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:alt: The top-half of a new employee form, all filled out.
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.. _employees/work-info-tab:
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Work tab
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========
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This tab is visible for all employees, and does not require any other apps to be installed.
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Work
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----
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- :guilabel:`Company`: Select the company the new employee was hired by using the drop-down menu, or
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create a new company by typing the name in the field, and clicking :guilabel:`Create` or
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:guilabel:`Create and edit...` from the mini drop-down menu that appears. This field is required,
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but only appears when in a multi-company database.
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- :guilabel:`Department`: Select the employee's department from the drop-down menu.
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- :guilabel:`Job Position`: Select the employee's job position from the drop-down menu. If using the
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**Recruitment** app, this list reflects configured job positions.
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- :guilabel:`Job Title`: This field is automatically populated with the selection made in the
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:guilabel:`Job Position` field. Adjust the text, if desired, to best reflect the employee's role.
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.. example::
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Specific details can be added in the :guilabel:`Job Title` field, if desired.
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For example, a sales representative position configured as :guilabel:`Sales Associate` in the
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**Recruitment** app can be selected for the :guilabel:`Job Position` field.
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The :guilabel:`Job Title` field can be more specific, such as `Sales Associate - Subscriptions`
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if the employee is focused solely on subscription sales.
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.. image:: new_employee/job-title-fields.png
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:alt: Both job position fields entered but with different information.
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- :guilabel:`Manager`: Select the employee's manager using the drop-down menu.
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Location
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--------
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- :guilabel:`Work Address`: Select the :guilabel:`Work Address` from the drop-down menu. The current
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company populates this field, by default. To modify the address, hover over the first line (if
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there are multiple lines) of the address to reveal an :icon:`oi-arrow-right` :guilabel:`(Internal
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Link)` arrow. Click the :icon:`oi-arrow-right` :guilabel:`(Internal Link)` arrow to open up the
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company form, and make any edits. Use the breadcrumb links to navigate back to the new employee
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form when done.
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If a new work address is needed, add the address by typing it in the field, then click
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:guilabel:`Create (new address)` to add the address, or :guilabel:`Create and edit...` to add the
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new address and edit the address form.
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- :guilabel:`Work Location`: Select where the employee works using the drop-down menu. The default
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options are :guilabel:`Home`, :guilabel:`Office`, or :guilabel:`Other`.
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To add a new location, type in the location name, then click :guilabel:`Create (new location)` to
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add the location, or :guilabel:`Create and edit...` to add the location, assign a :guilabel:`Work
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Address`, and a :guilabel:`Cover Image`.
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Usual work location
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-------------------
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This section states where the employee is expected to work on any given workday. Using the drop-down
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menu for each day of the work week, select where the employee works that day. The selected location
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is reflected on the employee's Kanban card, indicating their location that day.
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Use the drop-down menu to select the default location the employee works, for each day of the week.
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The default options are :guilabel:`Home`, :guilabel:`Office`, or :guilabel:`Other`.
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A new location can be typed into the field, then click either :guilabel:`Create (new location)` to
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add the location, or :guilabel:`Create and edit...` to add the new location and edit the form.
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After edits are done, click :guilabel:`Save & Close`, and the new location is added, and populates
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the field.
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Leave the field blank (:guilabel:`Unspecified`) for non-working days, such as Saturday and Sunday.
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.. note::
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It is also possible to add or modify work locations by navigating to :menuselection:`Employees
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app --> Configuration --> Work Locations`. To modify a location, click on an existing location,
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then make any changes on the form.
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Click :guilabel:`New` to create a new location, then enter the following information on the form.
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All fields are **required**.
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- :guilabel:`Work Location`: Enter the name for the location. This can be as general or specific
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as needed, such as `Home` or `Building 1, Second Floor`, respectively.
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- :guilabel:`Work Address`: Using the drop-down menu, select the address for the location.
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- :guilabel:`Cover Image`: Click on the icon to select it for the :guilabel:`Cover Image`.
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Options are a :icon:`fa-home` :guilabel:`(home)` icon, an :icon:`fa-building-o`
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:guilabel:`(building)` icon, and a :icon:`fa-map-marker` :guilabel:`(map marker)` icon.
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- :guilabel:`Company`: Using the drop-down menu, select the company the location applies to. The
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current company populates this field, by default. This field **only** appears in a
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multi-company database.
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.. image:: new_employee/location.png
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:alt: A new work location form with all fields filled out.
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Note
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----
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Enter any relevant notes in this field.
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Organization chart
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------------------
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The related departments appear in this section, illustrating where in the company the employee
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works.
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.. note::
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After a :guilabel:`Department` is selected, the department's configured manager automatically
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populates the :guilabel:`Manager` field.
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.. tip::
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To make edits to the selected :guilabel:`Department`, :guilabel:`Manager`, or
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:guilabel:`Company`, click the :icon:`oi-arrow-right` :guilabel:`(Internal link)` arrow next to
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the respective selection. The :icon:`oi-arrow-right` :guilabel:`(Internal link)` arrow opens the
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selected form, allowing for modifications. Click :guilabel:`Save` after any edits are made.
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.. _employees/resume:
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Resumé tab
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==========
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Resumé
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------
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Enter the employee's work history in the :guilabel:`Resumé` tab. Each resumé line must be entered
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individually. When creating an entry for the first time, click :guilabel:`Create Resume Lines`, and
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a *Create Resumé Line* form appears. After an entry is added, the :guilabel:`Create Resume Lines`
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button is replaced with an :guilabel:`ADD` button. Enter the following information for each entry:
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- :guilabel:`Type`: Click the corresponding button to reflect the *type* of experience being added.
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The available options are :guilabel:`Other Experience`, :guilabel:`Education`,
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:guilabel:`Training`, or :guilabel:`Internal Certification`.
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- :guilabel:`Title`: Type in the title from the previous work experience.
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- :guilabel:`Duration`: Enter the start and end dates for the work experience using the calendar
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module.
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- :guilabel:`Certificate`: If there is a relevant certificate to attach, click the :guilabel:`Upload
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your file` button, select the desired file, and click :guilabel:`Select`. The file name appears in
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the field, not an image of the certificate.
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- :guilabel:`Description`: Enter any relevant details in this field.
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Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one
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entry to add, or click the :guilabel:`Save & New` button to save the current entry and create
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another resumé line.
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.. image:: new_employee/resume-lines.png
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:alt: A resumé entry form with all the information populated.
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.. note::
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After the new employee form is saved, the current position and company is automatically added to
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the :guilabel:`Resumé` tab, with the end date listed as `Current`.
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.. _employees/skills:
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Skills & certifications
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-----------------------
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An employee's skills and certifications can be entered in the :guilabel:`Resumé` tab in the same
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manner that a resumé line is created.
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To add a skill to an employee record, the skill type must first be configured. By default, Odoo
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comes with two :guilabel:`Skill Types` preconfigured: *Languages* and *Soft Skills*.
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:ref:`Configure the rest of the skill types <employees/skill-types>` before adding any skills to the
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employee record.
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When adding the first skill to an employee record, a :guilabel:`Pick a skill from the list` button
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appears in the :guilabel:`Skills` section of the :guilabel:`Resumé` tab. Click the :guilabel:`Pick a
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skill from the list` button, and a blank *Update Skills* pop-up window loads. Configure the
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following information for each skill:
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- :guilabel:`Category`: Select a :ref:`skill type <employees/skill-types>` by clicking it.
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- :guilabel:`Skill`: After selecting the :guilabel:`Category`, all corresponding skills associated
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with that selected :guilabel:`Category` appear in individual buttons. For example, selecting
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:guilabel:`Language` as the :guilabel:`Skill Type` presents a variety of languages to select from
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in the :guilabel:`Skills` section. Click the appropriate preconfigured skill from the list.
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.. important::
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If the desired skill does not appear in the list, it is **not** possible to add the new skill
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from this window. New skills must be added from the :ref:`Skill Types <employees/skill-types>`
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dashboard.
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- :guilabel:`Skill Level`: Pre-defined skill levels associated with the selected
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:guilabel:`Category` appear. Click on a :guilabel:`Skill Level` to select it. Skill levels can be
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created and modified from the :ref:`Skill Types <employees/skill-types>` dashboard.
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Click the :guilabel:`Save & Close` button if there is only one skill to add, or click the
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:guilabel:`Save & New` button to save the current entry and immediately add another skill.
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At any point, a new line can be added by clicking the :guilabel:`ADD` button.
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.. image:: new_employee/skills.png
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:alt: A skill form with the information filled out.
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.. important::
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Only users with :guilabel:`Officer: Manage all employees` or :guilabel:`Administrator` rights for
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the **Employees** app can add or edit skills.
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.. _employees/skill-types:
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Skill types
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~~~~~~~~~~~
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To add a skill to an employee's form, the :guilabel:`Skill Types` must be configured. Navigate to
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:menuselection:`Employees app --> Configuration --> Skill Types` to view the currently configured
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skill types and create new skill types.
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.. note::
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The default skill of :guilabel:`Languages` is preconfigured with twenty-one skills, and the
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default :guilabel:`Soft Skills` is preconfigured with fifteen skills.
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Click the :guilabel:`New` button in the upper-left corner, and a new :guilabel:`Skill Type` form
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loads. Fill out the following details for the new skill type. Repeat this for all the needed skill
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types.
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- :guilabel:`Skill Type`: Enter the name of the skill type. This acts as the parent category for
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more specific skills and should be generic.
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- :guilabel:`Color`: Click on the existing color to view the available colors. Click the desired
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color to select it.
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- :guilabel:`Certification`: Click the toggle to indicate the skill is a certification. The toggle
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turns green, indicating it is active and the skill can be added to the :ref:`certifications
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<employees/certifications>` tab.
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- :guilabel:`Skills`: Click :guilabel:`Add a line` and enter the :guilabel:`Name` for the new skill,
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then repeat for all other needed skills.
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- :guilabel:`Levels`: Click :guilabel:`Add a line`, and enter a :guilabel:`Name` and
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:guilabel:`Progress` percentage (`0`-`100`) for each level.
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Set a :guilabel:`Default Level` by clicking the toggle on the desired line (only one level can be
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selected). The toggle turns green to indicate the default level. Typically, the lowest level is
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chosen, but any level can be selected.
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.. example::
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To add math skills in yellow, enter `Math` in the :guilabel:`Skill Type` field, and click the
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colored circle next to :guilabel:`Color`, and select yellow. Then, in the :guilabel:`Skills`
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field, enter `Algebra`, `Calculus`, and `Trigonometry`. Next, in the :guilabel:`Levels` field,
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enter `Beginner`, `Intermediate`, and `Expert`, with the :guilabel:`Progress` listed as `25`,
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`50`, and `100`, respectively. Click :guilabel:`Set Default` on the `Beginner` line to set this
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as the default skill level.
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.. image:: new_employee/math-skills.png
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:alt: A skill form for a Math skill type, with all the information entered.
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.. tip::
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Once the form is completely filled out, click the :icon:`fa-cloud-upload` :guilabel:`(Save
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manually)` icon at the top of the screen, and the :guilabel:`Levels` rearrange in descending
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order, with the highest level at the top, and the lowest at the bottom, regardless of the default
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level and the order they were entered.
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.. _employees/certifications:
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Certifications tab
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==================
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This tab houses all the employee's certifications, which can be important for employees who are
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required to hold specific certifications to perform their job, such as a :abbr:`CPA (Certified
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Public Accountant)` certification for accountants, or a :abbr:`CSM (Certified Safety Manager)`
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certification for a construction manager.
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The tab lists each :guilabel:`Certification` in a line, and displays the validity period in the
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:guilabel:`From` and :guilabel:`To` fields.
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.. note::
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This tab **only** appears if at least one :ref:`skill type <employees/skill-types>` is configured
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as *certification*. When adding certifications, **only** skill types marked as a certification
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can be selected.
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To add a certification, click :guilabel:`Add a line` in the *Certifications* tab and a blank *Create
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Certification* pop-up window loads. Enter the following information on the form:
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- :guilabel:`Category`: Click on the type of certification being added.
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- :guilabel:`Skill`: Click on the specific skill for the certification.
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- :guilabel:`Skill Level`: Click on the level the certification is for.
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- :guilabel:`Validity`: Click into the two fields, and select the start and end dates for the
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certification, using the calendar selector.
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When the form is complete, click :guilabel:`Save & New` to add the certification and add another, or
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:guilabel:`Save & Close` to add the certification and close the pop-up window.
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.. image:: new_employee/certifications.png
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:alt: The certification pop-up with everything configured for a C/C++ Advanced certification.
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.. _employees/private-info:
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Personal tab
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============
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No information in the :guilabel:`Personal` tab is required to create an employee, however, some
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information in this section may be necessary for the company's payroll department.
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In order to properly process payslips and ensure all deductions are accounted for, it is recommended
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to check with the accounting department and payroll department to ensure all required fields are
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populated. For example, to pay employees with direct deposit, they **must** have a trusted account
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listed in the :guilabel:`Bank Accounts` field.
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Enter the various information in the following sections and fields of the :guilabel:`Personal` tab.
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Fields are entered either using a drop-down menu, ticking a checkbox, or typing in the information.
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.. note::
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Depending on the localization setting, other fields may be present. For example, for the United
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States localization, a :guilabel:`SSN No` (Social Security Number) field is present.
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.. _employees/private-contact:
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Private contact
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---------------
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- :guilabel:`Email`: Enter the employee's personal email address.
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- :guilabel:`Phone`: Enter the employee's personal phone number.
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- :guilabel:`Bank Accounts`: Enter the bank account number using the drop-down menu. If the bank
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account does not exist, :ref:`create a new bank account <employees/add-bank>` and select it.
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.. _employees/add-bank:
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Add a bank account
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~~~~~~~~~~~~~~~~~~
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When an employee is added to the database, their bank account must also be added. To add a new bank
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account, type the account number into the :guilabel:`Bank Accounts` field in the *Personal* tab of
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the employee form, then click :guilabel:`Create and edit..`.
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A *Create Bank Accounts* pop-up window loads with the bank account number populating the
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:guilabel:`Account Number` field. Next, enter the :guilabel:`Clearing Number` (also referred to as a
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*routing number*) in the corresponding field.
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The employee's name populates the :guilabel:`Account Holder` and :guilabel:`Account Holder Name`
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fields by default, but can be updated if needed.
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Next, select the :guilabel:`Bank` using the drop-down menu. If the bank is not already configured,
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click :guilabel:`Create and edit...` and a blank *Create Bank* pop-up window loads, with the bank
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name populating the :guilabel:`Name` field. Next, enter the :guilabel:`Bank Identifier Code`, also
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referred to as a BIC or SWIFT code. If applicable, select the :guilabel:`Intermediary Bank` using
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the drop-down menu. This bank acts as a facilitator between banks for international wire transfers,
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when needed. Enter the :guilabel:`Bank Address`, :guilabel:`Phone`, and :guilabel:`Email` in the
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corresponding fields. Once the form is complete, click :guilabel:`Save`, and the new bank populates
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the :guilabel:`Bank` field.
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Click the :guilabel:`Send Money` toggle. This changes the toggle color to green, and the status
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changes from :guilabel:`Untrusted` in gray text, to :guilabel:`Trusted` in green text.
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The :guilabel:`Employee` field is populated with the employee's name, and cannot be modified.
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Finally, add any relevant notes in the :guilabel:`Note` tab.
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.. image:: new_employee/bank.png
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:alt: The Create Bank Account form with all the information filled out.
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.. important::
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To ensure payments are processed and sent to the bank account, mark the bank account as
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:guilabel:`Trusted`. Having an :guilabel:`Untrusted` bank account for an employee causes an error
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in the **Payroll** application when processing direct deposits.
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If issuing paper checks or paying via cash, the :guilabel:`Bank` field does not need to be
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configured.
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Emergency contact
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-----------------
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This section details the person to contact in the event of an emergency.
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- :guilabel:`Contact`: Enter the emergency contact's name.
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- :guilabel:`Phone`: Enter the emergency contact's phone number. It is recommended to enter a phone
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number that the person has the most access to, typically a mobile phone.
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Citizenship
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-----------
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This section outlines all the information relating to the employee's citizenship. This section is
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primarily for employees who are working in a different country than their citizenship. For employees
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working outside of their home country, for example on a work visa, this information may be required.
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Different fields may be visible, depending on the localization installed.
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- :guilabel:`Nationality (Country)`: Select the country the employee is from using the drop-down
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menu.
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- :guilabel:`Non-resident`: Click this checkbox if the employee lives in a foreign country.
|
|
- :guilabel:`Identification No`: Enter the employee's identification number in this field.
|
|
- :guilabel:`SSN No`: Enter the employee's social security number.
|
|
- :guilabel:`Passport No`: Enter the employee's passport number.
|
|
|
|
Family
|
|
------
|
|
|
|
This section is used for tax purposes, and affects the **Payroll** app. Enter the following
|
|
information in the fields.
|
|
|
|
- :guilabel:`Disabled`: Check this box if the employee is considered legally disabled.
|
|
- :guilabel:`Marital Status`: Select the marital status for the employee using the drop-down menu.
|
|
The default options are :guilabel:`Single`, :guilabel:`Married`, :guilabel:`Legal Cohabitant`,
|
|
:guilabel:`Widower`, and :guilabel:`Divorced`.
|
|
|
|
If :guilabel:`Married` or :guilabel:`Legal Cohabitant` is selected, two additional fields appear:
|
|
:guilabel:`Spouse Legal Name` and :guilabel:`Spouse Birthdate`. Enter these fields with the
|
|
respective information.
|
|
- :guilabel:`Dependent Children`: Enter the number of dependent children. This number is the same
|
|
number used for calculating tax deductions, and should follow all tax regulations regarding
|
|
applicable dependents.
|
|
|
|
Documents
|
|
---------
|
|
|
|
This section allows for uploading any relevant documents on the employee form. Click the
|
|
:guilabel:`Upload your file` button next to the corresponding document name, navigate to the file,
|
|
then click :guilabel:`Select` to upload the file.
|
|
|
|
The documents that can be uploaded are:
|
|
|
|
- :guilabel:`ID Card Copy`: Upload any relevant ID's that may be required by the payroll or HR
|
|
department.
|
|
- :guilabel:`Driving License`: Upload the employee's driver's license. This field may be necessary
|
|
if the employee drives as part of their job, or is given a company car to use.
|
|
- :guilabel:`SIM Card Copy`: Upload a copy of the SIM card if the employee is using a work-issued
|
|
mobile phone.
|
|
- :guilabel:`Internet Subscription Invoice`: If the employee is receiving benefits or compensation
|
|
for their internet service, upload their invoice in this field.
|
|
|
|
.. note::
|
|
The :guilabel:`Internet Subscription Invoice` field is for documentation purposes only.
|
|
Employees must use the **Expenses** app to request reimbursement for expenses, or define
|
|
compensation in the *Payroll* tab.
|
|
|
|
Personal information
|
|
--------------------
|
|
|
|
This section houses information used for payroll and tax purposes.
|
|
|
|
- :guilabel:`Legal Name`: Enter the employee's legal name in this field. By default, the name
|
|
entered in the :ref:`general information section <employees/general-info>` populates this field.
|
|
This is the name that typically is used for filing taxes.
|
|
- :guilabel:`Birthday`: Select the birthday of the employee using the calendar selector.
|
|
- :guilabel:`Place of Birth`: Enter the city or town the employee was born in the first field, and
|
|
select the country using the drop-down menu.
|
|
- :guilabel:`Gender`: Select the employee's gender from the drop-down menu. The default options are
|
|
:guilabel:`Male`, :guilabel:`Female`, and :guilabel:`Other`.
|
|
- :guilabel:`Payslip Language`: Select the language used when printing the employee's payslips.
|
|
Each language must be :doc:`added to the database <../../general/users/language>` to appear in the
|
|
drop-down menu.
|
|
|
|
Visa & work permit
|
|
------------------
|
|
|
|
This section should be filled in if the employee is working on some type of work permit or visa.
|
|
This section may be left blank if they do not require any work permits or visas for employment.
|
|
|
|
- :guilabel:`Visa No`: Enter the employee's visa number. When entered, an :guilabel:`Expires on`
|
|
field appears. Select the date the visa expires using the calendar.
|
|
- :guilabel:`Work Permit No`: Enter the employee's work permit number. When entered, an
|
|
:guilabel:`Expires on` field appears. Select the date the work permit expires using the calendar.
|
|
- :guilabel:`Visa Expiration Date`: Select the date the employee's visa expires using the calendar.
|
|
- :guilabel:`Document`: Click :guilabel:`Upload your file`, then navigate to the work permit or visa
|
|
file in the file explorer, and click :guilabel:`Select` to upload it.
|
|
|
|
.. note::
|
|
Typically, an employee needs either a visa *or* a work permit, not both. For this reason, only
|
|
one document can be added to the :guilabel:`Document` field.
|
|
|
|
.. _employees/location:
|
|
|
|
Location
|
|
--------
|
|
|
|
This section is visible for all employees, and does not require any other apps to be installed for
|
|
this section to be visible. Enter the following information in this section:
|
|
|
|
- :guilabel:`Private Address`: Enter the employee's home address in this field.
|
|
- :guilabel:`Home-Work Distance`: Enter the number, in miles or kilometers, the employee commutes to
|
|
work, in one direction. The unit of measure can be changed from kilometers (:guilabel:`km`) to
|
|
miles (:guilabel:`mi`) using the drop-down menu. This field is only necessary if the employee is
|
|
receiving any type of commuter benefits or tax deductions based on commute distances.
|
|
|
|
Education
|
|
---------
|
|
|
|
This section allows for only one entry, and should be populated with the highest degree the employee
|
|
has earned.
|
|
|
|
- :guilabel:`Certificate Level`: Select the highest degree the employee has earned using the
|
|
drop-down menu. The default options are :guilabel:`Graduate`, :guilabel:`Bachelor`,
|
|
:guilabel:`Master`, :guilabel:`Doctor`, and :guilabel:`Other`.
|
|
- :guilabel:`Field of Study`: Type in the subject the employee studied, such as `Business` or
|
|
`Computer Science`.
|
|
|
|
.. _employees/payroll:
|
|
|
|
Payroll tab
|
|
===========
|
|
|
|
Depending on the installed :doc:`payroll localization <../payroll/payroll_localizations>`, the
|
|
sections and fields in this tab may vary considerably. Due to the specific nature of localizations
|
|
and the variety of information that may be requested in this tab, it is recommended to check with
|
|
the accounting department to fill out this section correctly.
|
|
|
|
The following fields are universal for all payroll localizations:
|
|
|
|
.. seealso::
|
|
:doc:`Payroll localizations <../payroll/payroll_localizations>`
|
|
|
|
Contract overview
|
|
-----------------
|
|
|
|
This section details all the various details from the employee contract. Refer to the
|
|
:doc:`contracts <../payroll/contracts>` document for detailed information on creating and modifying
|
|
employee contracts.
|
|
|
|
Employer costs
|
|
--------------
|
|
|
|
This section details the various costs the employer incurs for the employee, including:
|
|
|
|
- :guilabel:`Yearly Cost`: This field is automatically updated based on the :guilabel:`Wage` entered
|
|
in the *Contract Overview* section, but can be modified, if needed. If it is modified, the
|
|
:guilabel:`Wage` field updates to reflect the new :guilabel:`Yearly Cost`.
|
|
- :guilabel:`Monthly Cost`: This field automatically displays the monthly cost according to the
|
|
:guilabel:`Yearly Cost`. This field cannot be modified.
|
|
- :guilabel:`Wage on Signature`: Enter the employee's expected monthly wage according to the
|
|
contract in this field.
|
|
|
|
.. _employees/schedule:
|
|
|
|
Schedule
|
|
--------
|
|
|
|
This section defines when the employee is expected to work. Configure the following fields:
|
|
|
|
- :guilabel:`Work Entry Source`: Determine how the employee's work entries are created in the
|
|
**Payroll** app using the drop-down menu. :guilabel:`Working Schedules` is selected by default. If
|
|
the **Attendances** or **Planning** apps are installed, their respective options are available.
|
|
- :guilabel:`Working Hours`: Select the hours the employee is expected to work, using the drop-down
|
|
menu. By default, a :guilabel:`Standard 40 hours/week` working schedule is selected. If the
|
|
**Timesheets** app is installed, an :guilabel:`Appointment Resource Default Calendar` option is
|
|
also available.
|
|
|
|
To view and modify the specific daily working hours, click the :icon:`oi-arrow-right`
|
|
:guilabel:`(Internal link)` arrow at the end of the :guilabel:`Working Hours` line. Working hours
|
|
can be modified or deleted here.
|
|
|
|
.. note::
|
|
:guilabel:`Working Hours` are related to a company's working schedules, and an employee
|
|
**cannot** have working hours that are outside of a company's working schedule.
|
|
|
|
Each individual working schedule is company-specific. For multi-company databases, each company
|
|
**must** have its own working hours set.
|
|
|
|
If an employee's working hours are not configured as a working schedule for the company, new
|
|
working schedules can be added, or existing working schedules can be modified.
|
|
|
|
Working hours can be modified in both the **Employees** and **Payroll** apps, where they are
|
|
referred to as :guilabel:`Working Schedules`.
|
|
|
|
For more information on how to create or modify :guilabel:`Working Schedules`, refer to the
|
|
:doc:`working schedules <../payroll/working_schedules>` documentation.
|
|
|
|
After the new working time is created, or an existing one is modified, the :guilabel:`Working
|
|
Hours` can be selected on the employee form.
|
|
|
|
Salary adjustments tab
|
|
======================
|
|
|
|
This *Salary Adjustments* tab houses all salary adjustments in a list view. Salary adjustments are
|
|
wage garnishments or voluntary portions of an employee's payslip set aside each pay period.
|
|
|
|
Add each individual :ref:`salary adjustment <payroll/salary-adjustment/create>` to this tab.
|
|
|
|
.. _employees/hr-settings:
|
|
|
|
Settings tab
|
|
============
|
|
|
|
This tab provides various fields for different applications within the database. Depending on what
|
|
applications are installed, different fields may appear in this tab.
|
|
|
|
User
|
|
----
|
|
|
|
- :guilabel:`User`: Select a user in the database to link to this employee using the drop-down menu.
|
|
|
|
.. important::
|
|
Employees do **not** need to be users of the database, and do **not** count towards the Odoo
|
|
subscription billing, while users **do** count towards billing. If the new employee should also
|
|
be a user, the user **must** :ref:`be created <employees/new-user>`.
|
|
- :guilabel:`Timezone`: Select the timezone for the employee using the drop-down menu.
|
|
|
|
.. _employees/new-user:
|
|
|
|
Create a user
|
|
~~~~~~~~~~~~~
|
|
|
|
After the employee is created, click the :guilabel:`Create User` button on the upper-left corner of
|
|
the employee record, and a *Create User* pop-up window appears.
|
|
|
|
The employee name populates the :guilabel:`Name` field by default. If the :guilabel:`Email Address`,
|
|
:guilabel:`Phone`, :guilabel:`Company`, and :guilabel:`photo` fields are populated on the employee
|
|
form, the corresponding fields are auto-populated on the *Create User* form.
|
|
|
|
Once the form is completed, click the :guilabel:`Save` button. The user is created, and populates
|
|
the :guilabel:`Related User` field.
|
|
|
|
Alternatively, select the :icon:`fa-envelope-o` :guilabel:`Invite teammates via email` option that
|
|
appears in the :guilabel:`User` drop-down menu, and an *Invite teammates* pop-up window loads, with
|
|
the same fields as the *Create User* pop-up window. Fill out the form, then click :guilabel:`Send
|
|
Invitation`. An email invitation is sent to the user, informing them their account has been created.
|
|
|
|
Users can also be created manually. For more information on how to manually add a user, refer to the
|
|
:doc:`../../general/users/` document.
|
|
|
|
.. image:: new_employee/new-user.png
|
|
:alt: The invite a user pop-up window, configured.
|
|
|
|
.. _employees/approvers:
|
|
|
|
Approvers
|
|
---------
|
|
|
|
To see this section, the user must have either :guilabel:`Administrator` or :guilabel:`Officer:
|
|
Manage all employees` rights set for the **Employees** application. For the category to appear, the
|
|
respective app must be installed. For example, if the **Time Off** app is not installed, the
|
|
:guilabel:`Time Off` approver field does not appear. Only one selection can be made for each field.
|
|
|
|
.. important::
|
|
The users that appear in the drop-down menu for the :guilabel:`Approvers` section **must** have
|
|
*Administrator* rights set for the corresponding human resources role.
|
|
|
|
To check who has these rights, go to the :menuselection:`Settings app` and click
|
|
:icon:`oi-arrow-right` :guilabel:`Manage Users` in the *Users* section. Then, click on an
|
|
employee and go to the :guilabel:`Access Rights` tab. Scroll to the *Human Resources* section
|
|
and check the various settings.
|
|
|
|
- In order for the user to appear as an approver for :guilabel:`Expenses`, they **must** have
|
|
either :guilabel:`Team Approver`, :guilabel:`All Approver`, or :guilabel:`Administrator` set
|
|
for the :guilabel:`Expenses` role.
|
|
- In order for the user to appear as an approver for :guilabel:`Time Off`, they **must** have
|
|
either :guilabel:`Officer:Manage all Requests` or :guilabel:`Administrator` set for the
|
|
:guilabel:`Time Off` role.
|
|
- In order for the user to appear as an approver for :guilabel:`Timesheets`, they **must**
|
|
have either :guilabel:`Officer:Manage all contracts` or :guilabel:`Administrator` set for the
|
|
:guilabel:`Payroll` role.
|
|
- In order for the user to appear as an approver for :guilabel:`Attendances`, they **must**
|
|
have :guilabel:`Administrator` set for the :guilabel:`Payroll` role.
|
|
|
|
- :guilabel:`HR Responsible`: Select the user responsible for validating the employee's contracts
|
|
using the drop-down menu.
|
|
- :guilabel:`Expense`: Select the user responsible for approving all expenses for the employee using
|
|
the drop-down menu.
|
|
- :guilabel:`Time Off`: Select the user responsible for approving all time off requests from this
|
|
employee using the drop-down menu.
|
|
- :guilabel:`Timesheet`: Select the user responsible for approving all the employee's timesheet
|
|
entries using the drop-down menu.
|
|
- :guilabel:`Attendance`: Select the user responsible for approving all attendance entries for the
|
|
employee using the drop-down menu.
|
|
|
|
.. tip::
|
|
If any approver field is left empty, the approval is done by an Administrator or Approver.
|
|
|
|
Application settings
|
|
--------------------
|
|
|
|
This section affects the **Fleet** and **Manufacturing** apps. Enter the following information in
|
|
this section.
|
|
|
|
- :guilabel:`Hourly Cost`: Enter the hourly cost for the employee, in a `##.##` format. This cost is
|
|
factored in when the employee is working at a :doc:`work center
|
|
<../../inventory_and_mrp/manufacturing/advanced_configuration/using_work_centers>`.
|
|
|
|
.. note::
|
|
Manufacturing costs are added to the costs for producing a product if the value of the
|
|
manufactured product is **not** a fixed amount. This cost does **not** affect the **Payroll**
|
|
application.
|
|
|
|
- :guilabel:`Fleet Mobility Card`: If applicable, enter the :guilabel:`Fleet Mobility Card` number.
|
|
This is typically a credit card for gas purchases or other vehicle-related costs.
|
|
|
|
Appraisal
|
|
---------
|
|
|
|
This field is **only** visible if the **Appraisals** application is installed.
|
|
|
|
- :guilabel:`Next Appraisal Date`: The date automatically populates the date of the next appraisal
|
|
which is computed according to the settings configured in the **Appraisals** application. This
|
|
date can be modified using the calendar selector.
|
|
|
|
Planning
|
|
--------
|
|
|
|
This section is **only** visible if the **Planning** app is installed, as this section affects what
|
|
the employee can be assigned in the **Planning** app.
|
|
|
|
- :guilabel:`Roles`: Select all the roles the employee can perform using the drop-down menu. There
|
|
are no preconfigured roles available, so all roles must be :ref:`configured in the Planning app
|
|
<planning/roles>`. There is no limit to the number of roles assigned to an employee.
|
|
- :guilabel:`Default Role`: Select the default role the employee will typically perform using the
|
|
drop-down menu. If the :guilabel:`Default Role` is selected before the :guilabel:`Roles` field is
|
|
configured, the selected role is automatically added to the list of :guilabel:`Roles`.
|
|
|
|
.. _employees/hr-attn-pos:
|
|
|
|
Attendance/Point of Sale/Manufacturing
|
|
--------------------------------------
|
|
|
|
This section determines how employees sign in to the **Attendances**, **Point Of Sale**, and
|
|
**Manufacturing** apps and only appears if any of those apps are installed.
|
|
|
|
- :guilabel:`PIN Code`: Enter the employee's PIN code in this field. This code is used to sign in
|
|
and out of **Attendances** app kiosks, the **Point Of Sale** app, and the **Manufacturing** app's
|
|
*Shop Floor* companion module.
|
|
- :guilabel:`RFID/Badge Number`: Click :guilabel:`Generate` at the end of the :guilabel:`RFID/Badge
|
|
Number` line to create a unique number. Once generated, the number populates the
|
|
:guilabel:`RFID/Badge Number` field, and :guilabel:`Generate` changes to :guilabel:`Print Badge`.
|
|
Click :guilabel:`Print Badge` to create a PDF file of the employee's badge. The badge can be
|
|
printed and used to log into a :abbr:`POS (point of sale)` system or :ref:`check in
|
|
<attendances/kiosk-mode-entry>` on an **Attendances** app kiosk.
|
|
|
|
If the employee uses an RFID token or already has an ID badge issued with a barcode, click
|
|
:guilabel:`Read a badge` and the system allows the barcode or RFID token to be read. Once read,
|
|
the number populates the :guilabel:`RFID/Badge Number` field.
|
|
- :guilabel:`Overtime Ruleset`: Select the overtime rules to be used when calculating overtime for
|
|
the employee using the drop-down menu.
|