Employee Settings > Employee Basic Settings

Employees are created in the resource module and are usually controlled by a system administrator, designated role(s), or person(s) within your agency.

Once an employee is initially created there is additional information that can be set against the employee record. In this article, we look at the options in the Employee basic settings tab.

ON THIS PAGE YOU WILL FIND:

ON THIS PAGE YOU WILL FIND:
1 UPDATE EMPLOYEE BASIC SETTINGS 1.1 Related articles

UPDATE EMPLOYEE BASIC SETTINGS

In the resources module > employee settings grid
Select the employee > open the employee card
Go to the settings > employee basic settings

From here you can update the following general employee information.

Fields highlighted in blue are compulsory

FIELD	DESCRIPTION
Name*	Name of the employee
License Type*	Select the options from the drop-down list System administrator: this type will give the user with highest permission in WorkBook system and there will be no restriction can be applied on this type of user. Advanced user: usually be selected for those users whom require to access and manage project, timeline, estimate, resources, and finance. Basic user: usually be selected for normal employee who only need to do timesheet, received task assignment, collaborate with the team on tasks. Employee without access to WorkBook: usually be used when you have the employees that you want to manage them in WorkBook but don’t want to grant the access. Scheduling resource. (Access denied): usually be created based on the roles or positions that is used as a place-holder during the scheduling process. The last 2 options do not cost any license fees. To learn more about how to use them, refer to the 2 articles below. Resources > Employee without Access to WorkBook R12archived Resources > Group Scheduling Resources Make sure you have available Advanced Licenses when selecting either options “System Administrator” or “Advanced User”; and available Basic Licenses when selecting “Basic User”.
Access Role*	Depending on the option selected under “License type”, the options here will be populated accordingly. WorkBook uses the “Access role” to control the permissions of what the users can see and do. Select the access role for advanced and basic users.
Company*	Select the company the employee belongs to
Manager*	Employee’s Supervisor - usually used as part of an approval process
Traffic Manager	Employee’s Traffic Manager - usually used as part of an approval process
Timesheet Approver*	Select a timesheet approver from the drop down - usually used as part of an approval process
Email format	HTML or Attachment
Profit Centre/Department*	The profit centre or department the employee belongs to
Position	Select from the available options in the dropdown list. In some instances this may be the related to the type of work they do rather than their job title.
Default Activity	The employee’s primary activity, e.g. copywriter
WorkBook Language	Default WorkBook Language - in most instances, this will be the same as your default system language. Consult your WorkBook implementation consultant if you’re unsure.
Default Report Language	Should be the same as WorkBook language
Report Profile*	Defines the employee’s access level to reports, usually inline with their license type, i.e. advanced or basic
Substitute Employee	Select an employee to receive notifications and approvals in the absence of this employee
Price Group	Select from the drop down list if this is part of your implementation process
Social No.	Employee’s social security, national insurance or tax file number
Employment Type	Is this employee permanent, fixed-term contract or freelance?
Weekend Type	What days are considered the weekend for this employee? This usually will depend on the employee’s location.
First Day of the Week	What day is considered the first day of the working week? This usually will depend on the employee’s location.
Holiday Calendar	Choose the correct holiday calendar in order for the employee to be blocked out for the correct public holidays.
Holiday Calculation Method	Holidays can be calculated by four different methods: One day off = one holiday Longest day from capacity profile Average calculated from capacity profile Average defined on employee holiday period
Reference Key	This field should only be completed if it’s part of your WorkBook implementation
External Code	This field should only be completed if it’s part of your WorkBook implementation
Date of Birth	DOB details
Gender	Gender details
Start of Employment	Employee's start date - defaults to creation date
End of Employment	Date the employee’s contract expires
Domain Log In Name	Used for domain validation by some organisations, enabling employee to sign in with the same password for all applications
Username*	Employee’s login name. You can decide the format, however it is recommended to use the same format for all employees, e.g. email address
User must enter timesheet	Check the box if timesheets are compulsory for this employee
Receive timesheet notification email	Check the box if this employee should receive a timesheet reminder email
Time entry dialogue to appear upon login	Check the box if you would like the time entry dialogue box to appear upon login - this means timesheets must be completed before an employee can access WorkBook.
Full Client Access	Check the box if this employee should have access to ALL clients
Allow user to create new tags	Check the box if this employee should be able to create tags
Allow user to create new skills	Check the box if this employee should be able to add new skills to the system
Allow saving of new job based templates	Check the box if this employee should be able to create templates e.g. price quote and scheduling templates

Employee Settings > Employee Basic Settings

UPDATE EMPLOYEE BASIC SETTINGS

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