Create an Employee > Employee Settings R12

Once you have created an employee record in the system, it is important that you continue to the employee details card to complete the set-up with additional employee settings, including assigning a default activity, holiday calendar and capacity profile. The fields listed in the article below are recommended as part of the initial employee set-up. Other fields are available, however will be dependent on your agency processes.

ON THIS PAGE YOU WILL FIND:

ON THIS PAGE YOU WILL FIND:
1 ACCESS THE EMPLOYEE CARD 2 EMPLOYEE BASIC SETTINGS 3 RATES & BILLABLE TARGETS 4 TEAM SETTINGS 5 CAPACITY PROFILE

ACCESS THE EMPLOYEE CARD

There are two options for adding additional information to a client:

via the employee card pop-up presented upon completion of creating the employee

2. via the resources module > employee settings grid

Select the employee > open the employee card

EMPLOYEE BASIC SETTINGS

There are a few key pieces of information to add in employee basic settings.

Go to the employee card and click on the settings tab > then select the employee basic settings menu item at the top of the list.

Check the following fields are correct:

FIELD	DESCRIPTION
	Check that the correct manager, traffic manager, time sheet approver and substitute employee are selected, in line with your agency/office approval process
Default Activity	Check/adjust the default activity to ensure it’s the correct activity for the employee
Holiday Calendar	If different from the company default (e.g. if you have employees in different regions), select the public holiday calendar relevant to this employee
Timesheet check boxes	Use the three timesheet check boxes to define whether this person should do timesheets and be notified regarding late timesheets

RATES & BILLABLE TARGETS

Accessed from settings icon in the employee card, these settings are used for reporting purposes.

Add the cost/hour: the average employee cost to your agency, this is used for contribution margin reporting
Add the usual est. sale/hour: the target or usual hourly sales rate for this person. This rate will only be used for reporting purposes. The actual sale/hour rate is based on the price list (rate card) set on the job that this employee registers time against.
The billable target %: the target billable utilisation percentage for this person, this used for utilisation reporting

When someone’s cost or sale rate or utilisation target changes, be sure to add a new profile with a new effective from date. This will ensure historical reporting remains accurate.

TEAM SETTINGS

Accessed from settings icon in the employee card, teams are used for grouping employees together for filtering and reporting purposes.

Select all teams that this employee should be part of, by checking the relevant box

CAPACITY PROFILE

Accessed from settings icon in the employee card, this is used for accurate capacity reporting.

Click on the calendar next to in effect from and select the start date
In basic time enter the regular contracted hours, per day. All other fields (ideal time/flexi hours) are per your office/agency process
Enter the start time/end time information if your agency/office schedules by time slots

When an employee’s capacity changes, be sure to add a new profile with a new effective from date. This will ensure historical reporting remains accurate.

The ideal time must always be lower than or equal to the Basic time is defined on each day.

The list of articles below will help you add or amend other areas of the employee record.

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