Add New Employee Wizard

Use the 'Add New Employee' Wizard

Step 1 - Employee Personal Details

1. Mandatory fields show a small red triangle shows like this 

1. .  This icon  

1.  appears if you try to skip the field. You cannot move forward until the field is completed.
2. On the Step 1 of 8  Employee Personal Details window, enter a Code for the employee. This is a mandatory field. The code must be a unique identifier or the employee's payroll number, etc.
3. Enter the employee's Title, First Name, Last Name. The Last Name field is mandatory.
4. Use the key [tab] and the system will automatically populate Salutation, Initials and Mailing Name
5. Enter the employee's user name in the U/Name field. This is a mandatory field. Without a U/Name, the employee will not be able to access the database.
6. Specify the employee's Gender, D.O.B. and Birth Place. The employee's Age is displayed automatically based on the date of birth.
7. Right-click to enter the email address.
8. On the right hand side, from the drop-down lists, allocate the employee to their:
9. Department
10. Office
11. Company
12. Centre
13. Category.
14. Enter the employee's NI number and UTR in case you want to keep those on the system.
15. Enter Alias if the employee is known by any other name to help on the search of the record.
16. Click Next. The Step 2 window appears. This is where you enter additional details for the employee.

Step 2 - Employee Extra Details

The 'Employee Extra Details' tab collects additional information that the practice wants to collect about employees. The fields represent custom categories and custom fields set up earlier by the system administrator.

You must complete all the mandatory fields, which are flagged with a red triangle, like this , or appear in red font. You cannot proceed to the next step until all mandatory information has been entered.

1. On the Extra Fields tab, click the value field in the Employee Group row.
2. Select a category of employee from the drop-down list in the Value field for the Employee Group.
3. Click the value field in any remaining field and select a value.
4. To continue using the wizard, click Next.
5. The Step 3 window appears to enter address details.

OR

To go to the Employee Details page, click Finish.

Note: It is optional to continue through the remaining steps of the Wizard to create and enter information for the employee. Once created you can add information and modify the record on the Employee Details page.

Step 3 - Employee Address Details

1. On the Address tab, enter address information into the fields shown.
2. To continue using the wizard, click Next.

The Step 4 window appears to enter security group details.

OR

To go to the Employee Details page, click Finish.

Note: It is optional to continue through the remaining steps of the Wizard to create and enter information for the employee. Once created you can add information and modify the record on the Employee Details page.

Step 4 - Employee Security Group Details

You can accept the default Security Group which will show by clicking Next. This moves you to the Step 5. Alternatively, choose one or more Security Groups for the employee as explained below.

1. On the Security Groups tab, click the blank row in Group.
2. Click the Ellipsis 

1.  button the blank row. The Find Security Group window opens.
2. Click the Search button. Security Groups and their descriptions appear.
3. Select one or more Security Groups you want to add for the employee.
4. Click OK. The Security Group appears in the window. To continue using the wizard, click Next.

The Step 5 window appears to enter salary and benefit costs,

OR

To go to the Employee Details page, click Finish.

Note: It is optional to continue through the remaining steps of the Wizard to create and enter information for the employee. Once created you can add information and modify the record on the Employee Details page.

Step 5 - Employee Salary/Cost

You  record salary, benefits and leave details for an employee using Step 5 of the wizard. The information serves as a basis to manage resources for the practice. The salary ranges, benefits and leave are created in the system by the system administrator via Maintenance > System > Employee Benefit Type.

On the Salary/Cost tab:

1. In the Salary/Benefit table, select the Start Date from the drop-down calendar.
2. Select the End Date from the drop-down calendar.
3. Select the Benefit Type from the drop-down list.
4. Enter any Details to be recorded with the benefit. There is a 50-character limit.
5. Enter the Annual Salary amount. This figure is used in the calculation of the employee’s cost rate.
6. Select the check box to Include the salary amount in the employee's cost rate calculation.
7. If necessary, overwrite the Cost/Hr figure. It is the cost per hour for the employee, calculated from the figures entered in the Salary/Benefit area and the assigned number of working hours.
8. In the Leave table, select the Start Date from the drop-down calendar.
9. Select the End Date from the drop-down calendar.
10. Enter the number of days in the leave.
11. Select the type of leave from the drop-down list.
12. Click Finish to exit the wizard and go to the Employee Details page. You can also click Back before clicking Finish to modify any information from prior tabs.

Note:
Greyed out fields in the Salary Benefit area are:

• Employee total (current) is the total cost of the employee calculated from the figures entered in the Salary/Benefit area.
• Hrs/Week is the employee's weekly work hours as defined by their Employee Category.
• Hrs/Year the employee's yearly work hours as defined by their Employee Category.

Note: Greyed out fields in the Leave area are:

• Productive is the number of leave days that were productive.
• Unproductive (Current) is the number of leave days that were unproductive.