How can I add an employee ? What are the fields to be filled ?

How can I add an employee ? What are the fields to be filled ?

Fedena users who are assigned with the role of an employee are called Fedena employees. An employee here may either belong to teaching staff or non-teaching staff in your institution. The role of an employee is automatically assigned to an individual, when the employee is admitted into the institution. When admitting an employee, the employee’s privileges are set according to the responsibilities the employee is assigned in an institution, thus creating a Privileged Employee. 


For more information about assigning employee privileges, see the section User Roles and Privileges in the Fedena Institution Setup User Guide. The administrator or a privileged employee (HR Basics privilege is required) can use the employee admission form, to admit a new employee in Fedena. Click the Module access icon > Administration > Human Resource > Employee Management > Employee admission.


The following table describes all fields available on the employee admission form.

Note: Fields marked with an asterisk (*) are mandatory.


Field Name

Field Description

General Details

Employee number*

Enter the employee number. Employee numbers must be unique for each employee in the institution.

Important information to know about employee numbers:

  • Username – The employee number is also the username that the employee will use to log in to Fedena.

  • Naming Convention – Employee numbers can contain only alphanumeric characters, underscores, and hyphens.

  • Auto Increment of Employee Numbers – If the Enable Auto increment Employee no. check-box is selected in the General settings page when setting up your institution, the first employee number will have to be manually entered. From the next admission onwards, the employee number will be automatically incremented.If the Enable Auto increment Employee no. is not selected, you must manually enter the employee number every time an employee is admitted into the institution.

  • Changing an employee number – Generally the employee number of a student remains unchanged till the employee leaves the institution. However, if the employee number of an employee needs to be changed, it can be done at any time from the employee’s profile by the Administrator or a Privileged Employee.

  • Allotting the admission number of a deleted student to a newly admitted student – Yes, you can allot the employee number of an employee who you have permanently deleted from Fedena to a newly admitted employee.

  • Searching Employees – In Fedena, you can search for employees from several areas based on your role and privileges assigned. For example, you can search for employees using the search bar at the top of your dashboard when managing user accounts, allotting transport, and many more. Apart for using the first or last of the employee to search, you can also use the employee’s employee number to search.

  • Employee Reports – Employee numbers appear in all employee reports.

Joining date

Select the joining date of the employee.

First Name*

Enter the first name of the employee.

Middle Name

Enter the middle name of the employee.

Last Name

Enter the last name of the employee.

Email

Enter the email address of the employee.

Gender

Select the gender of the employee.

Date of Birth*

Select the date of birth of the employee.

Department*

Select the department the employee will be assigned to.

Category*

Select the employee category the employee will be assigned to.

Position*

Select the position of the employee.

Grade

Select the grade of the employee.

Job Title

Enter the job title of the employee.

Qualification

Enter the qualification details of the employee.

Experience Info

Enter the experience details of the employee. 

Total Experience

Specify the total experience of the employee.

Personal Details

Marital Status

Select the marital status of the employee from the following options:

  • Single

  • Married

  • Divorced

No. of children

Enter the number of children for the employee.

Note: This field is available only when Married or Divorced is selected in the Marital Status field.

Father Name

Enter the father’s name of the employee.

Mother Name

Enter the mother’s name of the employee.

Spouse Name

Enter the spouse’s name of the employee.

Note: This field is available only when Married or Divorced is selected in the Marital Status field.

Blood Group

Select the blood group type of the employee.

Nationality

Select the nationality of the employee.

Settings

Biometric ID

Enter the biometric ID of the employee if the institution is using a biometric attendance system to track employee attendance.

Upload User Photo

Upload a photo of the employee that will be displayed in the employee’s profile.

Note: The recommended photo size is 500KB, and must be of file type: GIF, PNG, or JPG. The Recommended resolution is 125x125

Save & Proceed(button)

Click this button to save the entered information and move to the next page. 

Note: On clicking the Save & Proceed button, the employee record is created in Fedena. If you have configured SMS setting for your institution, the employee will receive an SMS notification about the admission, along with the Fedena login details.

Home Address

Line 1 & 2

Enter the home address of the employee.

City

Enter the name of the city.

State

Enter the name of the state.

Country

Enter the name of the country.

PIN code

Enter the pin code of the city.

Office Address

Line 1 & 2

Enter the office address of the employee.

City

Enter the name of the city.

State

Enter the name of the state.

Country

Enter the name of the country.

PIN code

Enter the pin code of the city.

Contact Details

Office phone 1 & 2

Enter the office phone numbers of the employee.

Mobile

Enter the mobile number of the employee.

Home Phone

Enter the home phone number of the employee.

FAX

Enter the fax number of the employee.

Bank Details

Enter the bank details of the employee. Fields displayed here depend on the custom fields created when setting up the Human Resource module. For more information, see Add custom fields to record bank details

Additional Details

Enter additional details about the employee. Fields displayed here depend on the custom fields created when setting up the Human Resource module. For more information, see Add custom fields to record additional employee admission details.

Privileges

Set employee privileges according to the role the employee will perform in the institution. For more information about assigning employee privileges, see the section User Roles and Privileges in the Fedena Institution Setup User Guide.

Reporting Manager

Search and assign a manager for the employee. You can search for an employee using the employee’s first name, last name, or employee ID. You must enter at least the first three letters of the employee’s first or last name to search.

Note: If a manager is not assigned for an employee, the employee will not be able to apply for leave or raise an indent for an item.

Payroll Details

Enter the employee payroll details. Fields displayed here depend on the fields created when setting up the Human Resource module. For more information, see Add a payroll category.


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