diff --git a/content/applications/hr/employees/new_employee.rst b/content/applications/hr/employees/new_employee.rst index f49e816228..b19ab09e48 100644 --- a/content/applications/hr/employees/new_employee.rst +++ b/content/applications/hr/employees/new_employee.rst @@ -6,7 +6,9 @@ When a new employee is hired, the first step is to create a new employee record. centralized place where all important information about the employee is stored, including :ref:`general information `, :ref:`job history and skills `, :ref:`various work information `, :ref:`personal -details `, :ref:`documents `, and more. +details `, :ref:`payroll-related information `, and +various :ref:`settings ` that affect integrations with other apps in the +database. To begin, open the :menuselection:`Employees` app, then click the :guilabel:`New` button in the upper-left corner. Doing so reveals a blank employee form. @@ -14,12 +16,11 @@ upper-left corner. Doing so reveals a blank employee form. Proceed to fill out the required information, along with any additional details. .. image:: new_employee/new-employee-form.png - :align: center :alt: Create a new employee form with all fields filled out. .. note:: The current company phone number and name are populated in the :guilabel:`Work Phone` and - :guilabel:`Company` fields. If the *Appraisals* application is installed, the :guilabel:`Next + :guilabel:`Company` fields. If the **Appraisals** application is installed, the :guilabel:`Next Appraisal Date` field is populated with a date six months from the current date. .. _employees/general-info: @@ -27,31 +28,17 @@ Proceed to fill out the required information, along with any additional details. General information =================== -The employee form automatically saves as data is entered. However, the form can be saved manually at -any time by clicking the :guilabel:`Save manually` option, represented by a :guilabel:`(cloud with -an upwards arrow)` icon. +Fill out the following employee details. -Required fields ---------------- - -- :guilabel:`Employee's Name`: enter the employee's name. -- :guilabel:`Company`: from the drop-down menu in this field, select the company the new employee - was hired by, or create a new company by typing the name in the field, and clicking - :guilabel:`Create` or :guilabel:`Create and edit...` from the mini drop-down menu that appears. - -.. image:: new_employee/employee-new.png - :align: center - :alt: A new employee form with the required fields highlighted. - -Optional fields ---------------- +.. tip:: + The employee form automatically saves as data is entered. However, the form can be saved manually + at any time by clicking the :icon:`fa-cloud-upload` :guilabel:`(Save manually)` icon. -- :guilabel:`Photo`: in the top-right image box of the employee form, click on the :guilabel:`✏️ - (pencil)` edit icon to select a photo to upload. -- :guilabel:`Job Position`: enter the employee's job title under their name, or select it from the - :guilabel:`Job Position` field drop-down menu below to have this top field auto-populate. The - :guilabel:`Job Position` field under the employee name can be modified, and does *not* need to - match the selection made in the :guilabel:`Job Position` drop-down menu in the field below. +- :guilabel:`Employee's Name`: enter the employee's name. This field is required. +- :guilabel:`Job Position`: this field appears below the employee name and can be filled in + manually. Alternatively, select a position from the drop-down menu in the :guilabel:`Job Position` + field beneath the :guilabel:`Department` field to auto-populate the top field. The two fields do + not need to match. .. example:: While it is recommended to have the job positions match, the typed-in description in this top @@ -59,86 +46,85 @@ Optional fields Position`, if desired. For instance, if someone is hired for a sales representative position configured as - :guilabel:`Sales Representative` in the *Recruitment* app, that can be selected in the + :guilabel:`Sales Representative` in the **Recruitment** app, that can be selected in the drop-down :guilabel:`Job Position` field. - In the typed-in :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name` field, - the position could be more specific, such as `Sales Representative - Subscriptions` if the - employee is focused solely on subscription sales. + In the typed-in :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name`, the + position can be more specific, such as `Sales Representative - Subscriptions` if the employee + is focused solely on subscription sales. .. image:: new_employee/job-description-fields.png - :align: center :alt: Both job position fields entered but with different information. +- :guilabel:`Photo`: in the top-right image box of the employee form, click on the :icon:`fa-pencil` + :guilabel:`(Edit)` icon, then select a photo to upload. +- *Work Contact Information*: enter the employee's :guilabel:`Work Email`, :guilabel:`Work Phone`, + and :guilabel:`Work Mobile`, information, if not already auto-populated. - :guilabel:`Tags`: select a tag from the drop-down menu to add relevant tags to the employee. Any tag can be created in this field by typing it in. Once created, the new tag is available for all - employee records. There is no limit to the amount of tags that can be added. -- :guilabel:`Work Contact Information`: enter the employee's :guilabel:`Work Mobile`, - :guilabel:`Work Phone`, :guilabel:`Work Email`, and/or :guilabel:`Company` name, if not already - auto-populated. + employee records. There is no limit to the amount of tags that can be added on an employee form. +- :guilabel:`Company`: from the drop-down menu in this field, select the company the new employee + was hired by, or create a new company by typing the name in the field, and clicking + :guilabel:`Create` or :guilabel:`Create and edit...` from the mini drop-down menu that appears. + This field is required. - :guilabel:`Department`: select the employee's department from the drop-down menu. -- :guilabel:`Job Position`: select the employee's job position from the drop-down menu. Once a - selection is made, the :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name` - field automatically updates to reflect the currently selected job position. These positions are - from the :doc:`Recruitment <../../hr/recruitment/new_job/>` application, and reflect the - currently configured job positions. +- :guilabel:`Job Position`: select the employee's job position from the drop-down menu. If using the + **Recruitment** app, this list reflects configured job positions. Once a selection is made, the + :guilabel:`Job Position` field beneath the :guilabel:`Employee's Name` field automatically updates + to reflect the currently selected job position, but is still editable. - :guilabel:`Manager`: select the employee's manager from the drop-down menu. - :guilabel:`Coach`: select the employee's coach from the drop-down menu. -- :guilabel:`Next Appraisal Date`: this field is **only** visible if the *Appraisals* application is - installed. The date automatically populates with a date that is computed according to the settings - configured in the *Appraisals* application. This date can be modified using the calendar selector. +- :guilabel:`Next Appraisal Date`: this field is **only** visible if the **Appraisals** application + is installed. The date automatically populates with a date that is computed according to the + settings configured in the **Appraisals** application. This date can be modified using the + calendar selector. .. note:: - After a :guilabel:`Manager` is selected, if the :guilabel:`Coach` field is blank, the selected - manager automatically populates the :guilabel:`Coach` field. + After a :guilabel:`Department` is selected, the department's configured manager and coach + automatically populates the respective :guilabel:`Manager` and :guilabel:`Coach` fields. .. tip:: To make edits to the selected :guilabel:`Department`, :guilabel:`Manager`, :guilabel:`Coach`, or - :guilabel:`Company`, click the :guilabel:`Internal Link` arrow next to the respective selection. - The :guilabel:`Internal Link` arrow opens the selected form, allowing for modifications. Click - :guilabel:`Save` after any edits are made. - -Additional information tabs -=========================== + :guilabel:`Company`, click the :icon:`oi-arrow-right` :guilabel:`(Internal link)` arrow next to + the respective selection. The :icon:`oi-arrow-right` :guilabel:`(Internal link)` arrow opens the + selected form, allowing for modifications. Click :guilabel:`Save` after any edits are made. .. _employees/resume: Resumé tab ----------- +========== Resumé -~~~~~~ +------ -Next, enter the employee's work history in the :guilabel:`Resumé` tab. Each resumé line must be -entered individually. When creating an entry for the first time, click :guilabel:`Create a new -entry`, and the :guilabel:`Create Resumé lines` form appears. After an entry is added, the -:guilabel:`Create a new entry` button is replaced with an :guilabel:`Add` button. Enter the -following information for each entry. - -.. image:: new_employee/resume-lines.png - :align: center - :alt: A resumé entry form with all the information populated. +Enter the employee's work history in the :guilabel:`Resumé` tab. Each resumé line must be entered +individually. When creating an entry for the first time, click :guilabel:`Create a new entry`, and +the :guilabel:`Create Resumé lines` form appears. After an entry is added, the :guilabel:`Create a +new entry` button is replaced with an :guilabel:`ADD` button. Enter the following information for +each entry. - :guilabel:`Title`: type in the title of the previous work experience. - :guilabel:`Employee`: select the employee from the drop-down menu. - :guilabel:`Type`: from the drop-down menu, select either :guilabel:`Experience`, - :guilabel:`Education`, :guilabel:`Side Projects`, :guilabel:`Internal Certification`, - :guilabel:`Completed Internal Training`, or type in a new entry, then click :guilabel:`Create - "(Type)"`. + :guilabel:`Education`, :guilabel:`Social Media`, or :guilabel:`Internal Certification`. To create + a new :guilabel:`Type`, enter the name of the type, then click :guilabel:`Create "(Type)"`. - :guilabel:`Display Type`: from the drop-down menu, choose :guilabel:`Classic` for typical work - experience, :guilabel:`Certification` for experience gained through a certification, or - :guilabel:`Course` for non-certified classes. + experience, or :guilabel:`Certification` for experience gained through a certification. - :guilabel:`Duration`: enter the start and end dates for the work experience. To select a date, - click the first empty field to reveal a calendar pop-up window. Proceed to use the :guilabel:`< - (left arrow)` and :guilabel:`> (right arrow)` icons to scroll to the desired month, then click on - the day to select it. Repeat this process to locate and select the end date. When the desired - dates have been selected, click :guilabel:`✔️ Apply`. + click the first empty field to reveal a calendar pop-up window. Proceed to use the + :icon:`oi-chevron-left` :guilabel:`(left arrow)` and :icon:`oi-chevron-right` :guilabel:`(right + arrow)` icons to scroll to the desired month, then click on the day to select it. Repeat this + process to locate and select the end date. When the desired dates have been selected, click + :icon:`fa-check` :guilabel:`Apply`. - :guilabel:`Description`: enter any relevant details in this field. Once all the information is entered, click the :guilabel:`Save & Close` button if there is only one entry to add, or click the :guilabel:`Save & New` button to save the current entry and create another resumé line. +.. image:: new_employee/resume-lines.png + :alt: A resumé entry form with all the information populated. + .. note:: After the new employee form is saved, the current position and company is automatically added to the :guilabel:`Resumé` tab, with the end date listed as `current`. @@ -146,139 +132,148 @@ another resumé line. .. _employees/skills: Skills -~~~~~~ +------ An employee's skills can be entered in the :guilabel:`Resumé` tab in the same manner that a resumé line is created. -In order to add a skill to an employee record, the skill types must be configured first. If no skill -types are configured, a :guilabel:`Create new Skills` button appears in the :guilabel:`Skills` -section of the :guilabel:`Resumé` tab. :ref:`Configure the skill types ` -before adding any skills to the employee record. +In order to add a skill to an employee record, the skill types must first be configured. By default, +Odoo comes with two :guilabel:`Skill Types` preconfigured: *Languages* and *Soft Skills*. +:ref:`Configure the rest of the skill types ` before adding any skills to the +employee record. -If the skill types are configured, a :guilabel:`Pick a skill from the list` button appears instead. -Click the :guilabel:`Pick a skill from the list` button, and select the following information for -each skill. - -.. image:: new_employee/select-skills.png - :align: center - :alt: A skill form with the information filled out. +When adding the first skill to an employee record, a :guilabel:`Pick a skill from the list` button +appears in the :guilabel:`Skills` section of the :guilabel:`Resumé` tab. Click the :guilabel:`Pick a +skill from the list` button, and select the following information for each skill. - :guilabel:`Skill Type`: select a :ref:`skill type ` by clicking the radio button next to the skill type. - :guilabel:`Skill`: after selecting a :guilabel:`Skill Type`, the corresponding skills associated with that selected :guilabel:`Skill Type` appear in a drop-down menu. For example, selecting :guilabel:`Language` as the :guilabel:`Skill Type` presents a variety of languages to select from - under the :guilabel:`Skills` field. Select the appropriate pre-configured skill, or type in a new - skill, then click :guilabel:`Create "(new skill)"`. + under the :guilabel:`Skills` field. Select the appropriate preconfigured skill from the list. + + .. important:: + If the desired skill does not appear in the list, it is **not** possible to add the new skill + from this window. New skills must be added from the :ref:`Skill Types ` + dashboard. + - :guilabel:`Skill Level`: pre-defined skill levels associated with the selected :guilabel:`Skill Type` appear in a drop-down menu. First, select a :guilabel:`Skill Level`, then the progress bar - automatically displays the pre-defined progress for that specific skill level. Skill levels and - progress can be modified in the :guilabel:`Skill Level` pop-up form, which is accessed via the - :guilabel:`Internal Link` arrow next to :guilabel:`Skill Level` field. + automatically displays the pre-defined progress for that specific skill level. Skill levels can be + created and modified from the :ref:`Skill Types ` dashboard. Click the :guilabel:`Save & Close` button if there is only one skill to add, or click the :guilabel:`Save & New` button to save the current entry and immediately add another skill. -To delete any line from the :guilabel:`Resumé` tab, click the :guilabel:`🗑️ (trash can)` icon to -delete the entry. Add a new line by clicking the :guilabel:`Add` button next to the corresponding -section. +At any point, a new line can be added by clicking the :guilabel:`ADD` button next to the +corresponding section. + +.. image:: new_employee/select-skills.png + :alt: A skill form with the information filled out. .. important:: Only users with :guilabel:`Officer: Manage all employees` or :guilabel:`Administrator` rights for - the *Employees* app can add or edit skills. + the **Employees** app can add or edit skills. .. _employees/skill-types: Skill types -*********** +~~~~~~~~~~~ In order to add a skill to an employee's form, the :guilabel:`Skill Types` must be configured. Go to -:menuselection:`Employees app --> Configuration --> Employee: Skill Types` to view the currently -configured skill types and create new skill types. +:menuselection:`Employees app --> Configuration --> Skill Types` to view the currently configured +skill types and create new skill types. .. note:: - The default skill of :guilabel:`Languages` is pre-configured as a skill *type*, but there are no - specific language *skills* listed within that skill type. The :guilabel:`Languages` skill type - must be fully configured before it can be used. + The default skill of :guilabel:`Languages` is preconfigured with twenty-one skills, and the + default :guilabel:`Soft Skills` is preconfigured with fifteen skills. -Click :guilabel:`New` and a new :guilabel:`Skill Type` form appears. Fill out all the details for -the new skill type. Repeat this for all the needed skill types. +Click the :guilabel:`New` button in the upper-left corner, and a new :guilabel:`Skill Type` form +appears. Fill out the following details for the new skill type. Repeat this for all the needed skill +types. - :guilabel:`Skill Type`: enter the name of the skill type. This acts as the parent category for more specific skills and should be generic. -- :guilabel:`Skills`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` for the new +- :guilabel:`SKILLS`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` for the new skill, then repeat for all other needed skills. -- :guilabel:`Levels`: click :guilabel:`Add a line`, and enter the :guilabel:`Name` of the level. - Next, click into the :guilabel:`Progress` field, and enter a percentage (0-100) for that level. - Repeat for all additional levels, as needed. -- :guilabel:`Default Level`: click the toggle on the level line to set that level as the default. - Typically, the lowest level is set as the default, but any level can be chosen. The toggle turns - green, indicating it is the default level for the skill. Only one level can be set as the default. +- :guilabel:`LEVELS`: click :guilabel:`Add a line`, and enter a :guilabel:`Name` and + :guilabel:`Progress` percentage (`0`-`100`) for each level. + + Set a :guilabel:`Default Level` by clicking the toggle on the desired line (only one level can be + selected). The toggle turns green to indicate the default level. Typically, the lowest level is + chosen, but any level can be selected. +- :guilabel:`DISPLAY`: click the colored box next to the :guilabel:`Color` field to reveal a list of + available colors for the skill type. Click on a color to select it. .. example:: - To add a math skill set, enter `Math` in the :guilabel:`Name` field. Next, in the - :guilabel:`Skills` field, enter `Algebra`, `Calculus`, and `Trigonometry`. Last, in the + To add a math skill set in yellow, enter `Math` in the :guilabel:`Name` field. Then, in the + :guilabel:`Skills` field, enter `Algebra`, `Calculus`, and `Trigonometry`. Next, in the :guilabel:`Levels` field enter `Beginner`, `Intermediate`, and `Expert`, with the - :guilabel:`Progress` listed as `25`, `50`, and `100`, respectively. Last, click :guilabel:`Set - Default` on the `Beginner` line to set this as the default skill level. + :guilabel:`Progress` listed as `25`, `50`, and `100`, respectively. Click :guilabel:`Set + Default` on the `Beginner` line to set this as the default skill level. Last, click the colored + box next to :guilabel:`Color`, and select yellow. .. image:: new_employee/math-skills.png - :align: center :alt: A skill form for a Math skill type, with all the information entered. -The :guilabel:`Skill Type` form automatically saves as data is entered. - .. tip:: - Once the form is completely filled out, click the :guilabel:`Save manually` button, represented - by a :guilabel:`cloud with an upwards arrow` icon at the top of the screen, and the - :guilabel:`Levels` rearrange in descending order, with the highest level at the top, and the - lowest at the bottom, regardless of the default level and the order they were entered. + Once the form is completely filled out, click the :icon:`fa-cloud-upload` :guilabel:`(Save + manually)` icon at the top of the screen, and the :guilabel:`Levels` rearrange in descending + order, with the highest level at the top, and the lowest at the bottom, regardless of the default + level and the order they were entered. .. _employees/work-info-tab: Work information tab --------------------- +==================== -The :guilabel:`Work Information` tab is where the employee's specific job related information is -found. Their working schedule, various roles, who approves their specific requests (time off, -timesheets, and expenses), their remote work schedule, and specific work location details are listed -here. +The :guilabel:`Work Information` tab contains job-related details such as the employee's schedule, +roles, approvers (for time off, timesheets, and expenses), remote work setup, and work location. Click on the :guilabel:`Work Information` tab to access this section, and enter the following -information for the new employee: +information for the new employee, for the various sections listed below. -- :guilabel:`Location`: select the :guilabel:`Work Address` from the drop-down menu. To modify the - address, hover over the first line (if there are multiple lines) of the address to reveal an - :guilabel:`Internal Link` arrow. Click the :guilabel:`Internal Link` arrow to open up the company - form, and make any edits. +LOCATION +-------- + +This section is visible for all employees, and does not require any other apps to be installed for +this section to be visible. + +- :guilabel:`Work Address`: select the :guilabel:`Work Address` from the drop-down menu. The current + company populates this field, by default. To modify the address, hover over the first line (if + there are multiple lines) of the address to reveal an :icon:`oi-arrow-right` :guilabel:`(Internal + Link)` arrow. Click the :icon:`oi-arrow-right` :guilabel:`(Internal Link)` arrow to open up the + company form, and make any edits. Use the breadcrumb links to navigate back to the new employee form when done. If a new work address is needed, add the address by typing it in the field, then click :guilabel:`Create (new address)` to add the address, or :guilabel:`Create and edit...` to add the new address and edit the address form. -- :guilabel:`Approvers`: to see this section, the user must have either :guilabel:`Administrator` or - :guilabel:`Officer: Manage all employees` rights set for the *Employees* application. Using the - drop-down menus, select the users responsible for approving an :guilabel:`Expense`, a - :guilabel:`Time Off` request, :guilabel:`Timesheet` entries, and :guilabel:`Attendance` records - for the employee. +- :guilabel:`Work Location`: using the drop-down menu, select where the :guilabel:`Work Address` is + located. The default options are :guilabel:`Home`, :guilabel:`Office`, or :guilabel:`Other`. - Hover over any of the selections to reveal the :guilabel:`Internal Link` arrow. + To add a new location, type in the location name, then click :guilabel:`Create (new location)` to + add the location, or :guilabel:`Create and edit...` to add the location, assign a :guilabel:`Work + Address`, and a :guilabel:`Cover Image`. - Click the :guilabel:`Internal Link` arrow to open a form with the approver's :guilabel:`Name`, - :guilabel:`Email Address`, :guilabel:`Company`, :guilabel:`Phone`, :guilabel:`Mobile`, and - :guilabel:`Default Warehouse` fields. These can be modified, if needed. +APPROVERS +--------- - Use the breadcrumb links to navigate back to the new employee form when done. +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 :menuselection:`Settings app --> Users --> → Manage - Users`. Then, click on an employee, and check the :guilabel:`Human Resources` section of the - :guilabel:`Access Rights` tab. + To check who has these rights, go to :menuselection:`Settings app` and click + :icon:`oi-arrow-right` :guilabel:`Manage Users` in the :guilabel:`Users` section. Then, click + on an employee, then click into the :guilabel:`Access Rights` tab. Scroll to the + :guilabel:`HUMAN RESOURCES` 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 @@ -286,254 +281,322 @@ information for the new employee: - 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:`Manager`, :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:`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:`Remote Work`: use the drop-down menu to select the default location the employee works - from each day of the week. The default options are :guilabel:`Home`, :guilabel:`Office`, or - :guilabel:`Other`. +- :guilabel:`Expense`: using the drop-down menus, select the user responsible for approving all + expenses for the employee. +- :guilabel:`Time Off`: using the drop-down menus, select the user responsible for approving all + time off requests from this employee. +- :guilabel:`Timesheet`: using the drop-down menus, select the user responsible for approving all + the employee's timesheet entries. +- :guilabel:`Attendance`: using the drop-down menus, select the user responsible for approving all + attendance entries for the employee. - A new location can be typed into the field, then click either :guilabel:`Create (new location)` to - add the location, or :guilabel:`Create and edit...` to add the new location and edit the form. +REMOTE WORK +----------- - After edits are done, click :guilabel:`Save & Close`, and the new location is added, and populates - the field. +This section **only** appears if the *Remote Work* setting is enabled in the configuration menu. - Leave the field blank (:guilabel:`Unspecified`) for non-working days like Saturday and Sunday. +Use the drop-down menu to select the default location the employee works, for each day of the week. +The default options are :guilabel:`Home`, :guilabel:`Office`, or :guilabel:`Other`. - .. note:: - It is also possible to add or modify work locations by navigating to :menuselection:`Employees - app --> Configuration --> Employee: Work Locations`. To modify a location, click on an existing - location, then make any changes on the form. - - Click :guilabel:`New` to create a new location, then enter the following information on the - form. All fields are **required**. - - - :guilabel:`Work Location`: enter the name for the location. This can be as general or as - specific, as needed, such as `Home` or `Building 1, Second Floor`, respectfully. - - :guilabel:`Work Address`: using the drop-down menu, select the address for the location. - - :guilabel:`Cover Image`: click on the icon to select it for the :guilabel:`Cover Image`. - Options are a :guilabel:`house` icon, an :guilabel:`office building` icon, and a - :guilabel:`GPS location marker` icon. - - :guilabel:`Company`: using the drop-down menu, select the company the location applies to. - The current company populates this field, by default. - - .. image:: new_employee/location.png - :align: center - :alt: A new work location form with all fields filled out. - -- :guilabel:`Schedule`: select the :guilabel:`Working Hours` and :guilabel:`Timezone` for the - employee. The :guilabel:`Internal Link` arrow opens a detailed view of the specific daily working - hours. Working hours can be modified or deleted here. +A new location can be typed into the field, then click either :guilabel:`Create (new location)` to +add the location, or :guilabel:`Create and edit...` to add the new location and edit the form. - .. note:: +After edits are done, click :guilabel:`Save & Close`, and the new location is added, and populates +the field. + +Leave the field blank (:guilabel:`Unspecified`) for non-working days, such as Saturday and Sunday. + +.. note:: + It is also possible to add or modify work locations by navigating to :menuselection:`Employees + app --> Configuration --> Work Locations`. To modify a location, click on an existing location, + then make any changes on the form. + + Click :guilabel:`New` to create a new location, then enter the following information on the form. + All fields are **required**. + + - :guilabel:`Work Location`: enter the name for the location. This can be as general or as + specific, as needed, such as `Home` or `Building 1, Second Floor`, respectfully. + - :guilabel:`Work Address`: using the drop-down menu, select the address for the location. + - :guilabel:`Cover Image`: click on the icon to select it for the :guilabel:`Cover Image`. + Options are a :icon:`fa-home` :guilabel:`(home)` icon, an :icon:`fa-building-o` + :guilabel:`(building)` icon, and a :icon:`fa-map-marker` :guilabel:`(map marker)` icon. + - :guilabel:`Company`: using the drop-down menu, select the company the location applies to. The + current company populates this field, by default. This field **only** appears in a + multi-company database. + + .. image:: new_employee/location.png + :alt: A new work location form with all fields filled out. + +SCHEDULE +-------- + +This section defines when the employee is expected to work. + +- :guilabel:`Working Hours`: using the drop-down menu, select the hours the employee is expected to + work. By default, a :guilabel:`Standard 40 hour/week` working schedule is available. 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. So, for multi-company databases, each - company needs to have its own working schedules set. + 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 the *Payroll* application, where they are referred to as + Working hours can be modified in the **Payroll** application, where they are referred to as :guilabel:`Working Schedules`. - For more information on how to create or modify :guilabel:`Working Schedules` in the *Payroll* - application, refer to the :doc:`../../hr/payroll` documentation. - -- :guilabel:`Planning`: select a role from the drop-down menu for both the :guilabel:`Roles` and - the :guilabel:`Default Role` fields. If the :guilabel:`Default Role` is selected as a role, it is - automatically added to the list of :guilabel:`Roles`. - -.. 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 :menuselection:`Settings app --> Users --> → Manage Users`. - Click on an employee, and check the :guilabel:`Human Resources` section of the :guilabel:`Access - Rights` tab. - - - 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` 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:`Manager`, :guilabel:`Officer`, or :guilabel:`Administrator` set for the - :guilabel:`Payroll` role. - -.. note:: - :guilabel:`Working Hours` are related to a company's working times, and an employee **cannot** - have working hours that are outside of a company's working times. + For more information on how to create or modify :guilabel:`Working Schedules` in the + **Payroll** application, refer to the :doc:`../../hr/payroll` documentation. - Each individual working time is company-specific. So, for multi-company databases, each company - **must** have its own working hours set. + After the new working time is created, or an existing one is modified, the :guilabel:`Working + Hours` can be selected on the employee form. - If an employee's working hours are not configured as a working time for the company, new working - times can be added, or existing working times can be modified. +- :guilabel:`Timezone`: using the drop-down menu, select the timezone for the employee. - To add or modify a working time, go to the :menuselection:`Payroll app --> Configuration --> - Working Schedules`. Then, either add a new working time by clicking :guilabel:`New`, or edit an - existing one by selecting a :guilabel:`Working Time` from the list to modify it. +PLANNING +-------- - Refer to the :ref:`Working schedules ` section of the payroll - documentation for specific details on creating and editing working schedules. +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. - After the new working time is created, or an existing one is modified, the :guilabel:`Working - Hours` can be set on the employee form. In the :guilabel:`Schedule` section of the - :guilabel:`Work Information` tab, select the employee's working hours using the drop-down menu. +- :guilabel:`Roles`: using the drop-down menu, select all the roles the employee can perform. There + are no preconfigured roles available, so all roles must be :ref:`configured in the Planning app + `. There is no limit to the number of roles assigned to an employee. +- :guilabel:`Default Role`: using the drop-down menu, select the default role the employee will + typically perform. 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/private-info: Private information tab ------------------------ +======================= No information in the :guilabel:`Private Information` tab is required to create an employee, -however, some information in this section may be critical for the company's payroll department. In -order to properly process payslips and ensure all deductions are accounted for, the employee's -personal information should be entered. - -Here, the employee's :guilabel:`Private Contact`, :guilabel:`Family Status`, :guilabel:`Emergency` -contact, :guilabel:`Education`, :guilabel:`Work Permit`, and :guilabel:`Citizenship` information is -entered. Fields are entered either using a drop-down menu, ticking a checkbox, or typing in the -information. - -- :guilabel:`Private Contact`: enter the :guilabel:`Private Address`, :guilabel:`Email`, and - :guilabel:`Phone` for the employee. Then, enter the employee's :guilabel:`Bank Account Number` - using the drop-down menu. - - If the bank is not already configured (the typical situation when creating a new employee), enter - the bank account number, and click :guilabel:`Create and edit..`. A :guilabel:`Create Bank Account - Number` form loads. Fill in the necessary information, then click :guilabel:`Save & Close`. - - Next, select the employee's preferred :guilabel:`Language` from the drop-down menu. Then enter the - :guilabel:`Home-Work Distance` in the field. This field is only necessary if the employee is - receiving any type of commuter benefits. - - Lastly, enter the employee's license plate information in the :guilabel:`Private Car Plate` field. -- :guilabel:`Family Status`: select the current :guilabel:`Marital Status` using the drop-down menu, - either :guilabel:`Single`, :guilabel:`Married`, :guilabel:`Legal Cohabitant`, :guilabel:`Widower`, - or :guilabel:`Divorced`. If the employee has any dependent children, enter the :guilabel:`Number - of Dependent Children` in the field. -- :guilabel:`Emergency`: type in the :guilabel:`Contact Name` and :guilabel:`Contact Phone` number - of the employee's emergency contact in the respective fields. -- :guilabel:`Education`: select the highest level of education completed by the employee from the - :guilabel:`Certificate Level` drop-down menu. Default options include :guilabel:`Graduate`, - :guilabel:`Bachelor`, :guilabel:`Master`, :guilabel:`Doctor`, or :guilabel:`Other`. - - Type in the :guilabel:`Field of Study`, and the name of the :guilabel:`School` in the respective - fields. -- :guilabel:`Work Permit`: if the employee has a work permit, enter the information in this section. - Type in the :guilabel:`Visa No` (visa number), and/or :guilabel:`Work Permit No` (work permit - number) in the corresponding fields. - - Using the calendar selector, select the :guilabel:`Visa Expiration Date`, and/or the - :guilabel:`Work Permit Expiration Date`, to enter the expiration date(s). - - If available, upload a digital copy of the :guilabel:`Work Permit` document. Click - :guilabel:`Upload your file`, navigate to the work permit file in the file explorer, and click - :guilabel:`Open`. -- :guilabel:`Citizenship`: this section contains all the information relevant to the citizenship of - the employee. Some fields use a drop-down menu, as the :guilabel:`Nationality (Country)`, - :guilabel:`Gender`, and :guilabel:`Country of Birth` fields do. - - The :guilabel:`Date of Birth` uses a calendar selector to select the date. First, click on the - name of the month, then the year, to access the year ranges. Use the :guilabel:`< (left)` and - :guilabel:`> (right)` arrow icons, navigate to the correct year range, and click on the year. - Next, click on the month. Last, click on the day to select the date. - - Type in the information for the :guilabel:`Identification No` (identification number), - :guilabel:`Passport No` (passport number), and :guilabel:`Place of Birth` fields. - - Lastly, if the employee is **not** a resident of the country they are working in, activate the - checkbox next to the :guilabel:`Non-resident` field. +however, some information in this section may be necessary for the company's payroll department. - .. note:: - Depending on the localization setting, other fields may be present. For example, for the United - States, a :guilabel:`SSN No` (Social Security Number) field is present. +In order to properly process payslips and ensure all deductions are accounted for, it is recommended +to check with the accounting department and payroll department to ensure all required fields are +populated. -.. _employees/hr-settings: +Enter the various information in the following sections and fields of the :guilabel:`Private +Information` tab. Fields are entered either using a drop-down menu, ticking a checkbox, or typing in +the information. + + .. note:: + Depending on the localization setting, other fields may be present. For example, for the United + States, a :guilabel:`SSN No` (Social Security Number) field is present. -HR settings tab +PRIVATE CONTACT --------------- -This tab provides various fields for different information, depending on the country the company is -located. Different fields are configured for different locations, however some sections appear -regardless. +- :guilabel:`Private Address`: enter the employee's private home address. +- :guilabel:`Private Email`: enter the employee's personal email address. +- :guilabel:`Private Phone`: enter the employee's personal phone number. +- :guilabel:`Bank Account`: enter the bank account number for the employee, and click + :guilabel:`Create and edit..`. A :guilabel:`Create Bank Account` form loads with the bank account + number populating the :guilabel:`Account Number` field. Next, select the :guilabel:`Bank` using + the drop-down menu. + + If the bank is not already configured, click :guilabel:`Create and edit...` and a blank + :guilabel:`Create Bank` form loads, with the bank name populating the :guilabel:`Bank` field. + Next, enter the :guilabel:`Bank Identifier Code`, also referred to as a BIC or SWIFT code. Then + enter the :guilabel:`Bank Address`, :guilabel:`Phone`, and :guilabel:`Email`. Once the form is + complete, click :guilabel:`Save & Close`, and the new bank populates the :guilabel:`Bank` field. + + Next, enter the :guilabel:`ABA/Routing` number for the bank account, then select the + :guilabel:`Account Holder`, which is typically the employee. -- :guilabel:`Status`: select an :guilabel:`Employee Type` and, if applicable, a :guilabel:`Related - User`, with the drop-down menus. The :guilabel:`Employee Type` options include - :guilabel:`Employee`, :guilabel:`Student`, :guilabel:`Trainee`, :guilabel:`Contractor`, or - :guilabel:`Freelancer`. + Finally, click the :guilabel:`Send Money` toggle. This changes the toggle color to green, and the + status changes from :guilabel:`Untrusted` in black text, to :guilabel:`Trusted` in green text. + + .. image:: new_employee/bank.png + :alt: The Create Bank Account form with all the information filled out. .. important:: - Employees do **not** also need to be users. *Employees* 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** be created. + **All** bank accounts must be marked as :guilabel:`Trusted`, if not payments cannot be + processed and sent to the bank account. Having an :guilabel:`Untrusted` bank account for an + employee will cause an error in the **Payroll** application. + +- :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. +- :guilabel:`Private Car Plate`: enter the license plate for the employee's personal car. + +EMERGENCY +--------- + +This section details the person to contact in the event of an emergency. + +- :guilabel:`Contact Name`: enter the emergency contact's name. +- :guilabel:`Contact Phone`: enter the emergency contact's phone number. It is recommended to enter + a phone number that the person has the most access to, typically a mobile phone. + +FAMILY STATUS +------------- + +This section is used for tax purposes, and affects the **Payroll** app. Enter the following +information in the fields. + +- :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 Complete Name` and :guilabel:`Spouse Birthdate`. Enter these fields with the + respective information. +- :guilabel:`Number of 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. + +CITIZENSHIP +----------- + +This section outlines all the information relating to the employee's citizenship. This section is +primarily for employees who are working in a different country than their citizenship. For employees +working outside of their home country, for example on a work visa, this information may be required. +Information for all fields may not be available. + +- :guilabel:`Nationality (Country)`: using the drop-down menu, select the country the employee is + from. +- :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. +- :guilabel:`Gender`: select the employee's gender from the drop-down menu. The default options are + :guilabel:`Male`, :guilabel:`Female`, and :guilabel:`Other`. +- :guilabel:`Date of Birth`: using the calendar selector, select the birthday of the employee. +- :guilabel:`Place of Birth`: enter the city or town the employee was born. +- :guilabel:`Country of Birth`: using the drop-down menu, select the country the employee was born. +- :guilabel:`Non-resident`: tick this checkbox if the employee lives in a foreign country. + +EDUCATION +--------- + +This section allows for only one entry, and should be populated with the highest degree the employee +has earned. + +- :guilabel:`Certificate Level`: using the drop-down menu, select the highest degree the employee + has earned. 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`. +- :guilabel:`School`: type in the name of the school the employee earned the degree from. + +WORK PERMIT +----------- + +This section should be filled in if the employee is working on some type of work permit. This +section may be left blank if they do not require any work permits for employment. + +- :guilabel:`Visa No`: enter the employee's visa number. +- :guilabel:`Work Permit No`: enter the employee's work permit number. +- :guilabel:`Visa Expiration Date`: using the calendar selector, select the date the employee's visa + expires. +- :guilabel:`Work Permit Expiration Date`: using the calendar selector, select the date the + employee's work permit expires. +- :guilabel:`Work Permit`: click :guilabel:`Upload your file`, then navigate to the work permit file + in the file explorer, and click :guilabel:`Select` to add the permit. + +.. _employees/payroll: + +Payroll tab +=========== + +Depending on the installed :doc:`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 localizations: + +- :guilabel:`Legal Name`: enter the legal name for the employee. This is the name that typically is + used for filing taxes. +- :guilabel:`Payslip Language`: enter the desired language to be used when printing payslips for + this employee. +- :guilabel:`Registration Number of the Employee`: enter the employees registration number. + +.. seealso:: + :doc:`Payroll localizations <../payroll/payroll_localizations>` - After the employee is created, click the :guilabel:`⚙️ (gear)` icon, then click - :guilabel:`Create User`. A :guilabel:`Create User` form appears. +.. _employees/hr-settings: - Type in the :guilabel:`Name` and :guilabel:`Email Address`. Next, select the - :guilabel:`Company` from the drop-down menu. +Settings tab +============ - Then, enter the :guilabel:`Phone` and :guilabel:`Mobile` numbers in the respective fields. +This tab provides various fields for different applications within the database. Depending on what +applications are installed, different fields may appear in this tab. - If a photo is available, click the :guilabel:`Edit` icon (which appears as a :guilabel:`✏️ - (pencil)` icon) in the lower-left corner of the image box, which is located in the top-right - corner of the form. +STATUS +------ - A file explorer pops up. Navigate to the file, then click :guilabel:`Open` to select it. - Finally, click :guilabel:`Save` after all the information is entered, and the employee record - is automatically updated with the newly-created user populating the :guilabel:`Related User - field`. +- :guilabel:`Employee Type`: using the drop-down menu, select the *type* of employee. The default + options are :guilabel:`Employee`, :guilabel:`Worker`, :guilabel:`Student`, :guilabel:`Trainee`, + :guilabel:`Contractor`, and :guilabel:`Freelancer`. +- :guilabel:`Related User`: using the drop-down menu, select a user in the database to link to this + employee. - Users can also be created manually. For more information on how to manually add a user, refer - to the :doc:`../../general/users/` document. + .. important:: + Employees do **not** need to be users of the database. -- :guilabel:`Attendance/Point of Sale/Manufacturing`: the employee's :guilabel:`PIN Code` and - :guilabel:`Badge ID` can be entered here, if the employee needs/has one. Click - :guilabel:`Generate` next to the :guilabel:`Badge ID` to create a badge ID. - - The :guilabel:`PIN Code` is used to sign in and out of the *Attendance* app kiosk, and a - :abbr:`POS (Point Of Sale)` system. -- :guilabel:`Payroll`: if applicable, enter the :guilabel:`Registration Number of the Employee` in - this section. - - Depending on the localization setting, the other items that appear in this field vary based on - location. In addition, other sections may appear in this tab based on location. It is recommended - to check with the payroll and/or accounting departments to ensure this section, as well as any - other sections relating to payroll that may appear, are filled in correctly. -- :guilabel:`Application Settings`: enter the employee's :guilabel:`Billing Time Target` for the - billing rate leader board in the *Timesheets* application. Next, enter the :guilabel:`Hourly Cost` - in a XX.XX format. This is factored in when the employee is working at a :doc:`work center - <../../inventory_and_mrp/manufacturing/advanced_configuration/using_work_centers>`. + *Employees* 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** be created. - If applicable, enter the :guilabel:`Fleet Mobility Card` number. + After the employee is created, click :guilabel:`Create User` at the end of the + :guilabel:`Related User` line. A :guilabel:`Create User` form appears. -.. 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. + The employee name populates the :guilabel:`Name` field by default. If the :guilabel:`Email + Address`, :guilabel:`Phone`, :guilabel:`Mobile`, and :guilabel:`photo` are populated on the + employee form, the corresponding fields are auto-populated on the :guilabel:`Create User` form. -.. image:: new_employee/hr-settings.png - :align: center - :alt: Enter any information prompted in the HR Settings tab for the employee. + Once the form is completed, click the :guilabel:`Save` button. The user is created, and + populates the :guilabel:`Related User` field. -.. _employees/docs: + Users can also be created manually. For more information on how to manually add a user, refer + to the :doc:`../../general/users/` document. -Documents -========= +APPLICATION SETTINGS +-------------------- -All employee-related documents are stored in the *Documents* app. The number of associated documents -is displayed in the :guilabel:`Documents` smart button above the employee record. Click on the smart -button to access all documents. +This section affects the **Fleet** and **Manufacturing** apps. Enter the following information in +this section. -Refer to :doc:`documentation <../../productivity/documents>` on the *Documents* app for more -information. +- :guilabel:`Hourly Cost`: enter the hourly cost for the employee, in a XX.XX 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>`. -.. image:: new_employee/documents.png - :align: center - :alt: All uploaded documents associated with the employee appear in the documents smart-button. + .. 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 + +ATTENDANCE/POINT OF SALE +------------------------ + +This section determines how employees sign in to either the **Attendances** or **Point Of Sale** +apps, and only appear if either of these apps is installed. + +- :guilabel:`PIN Code`: enter the employee's pin number in this field. This code is used to sign in + and out of **Attendances** app kiosks, and a :abbr:`POS (Point Of Sale)` system. +- :guilabel:`Badge ID`: click :guilabel:`Generate` at the end of the :guilabel:`Badge ID` line to + create a badge number. Once generated, the badge number populates the :guilabel:`Badge ID` field, + and :guilabel:`Generate` changes to :guilabel:`Print Badge`. Click :guilabel:`Print Badge` to + create a PDF file of the employee's badge. 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