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Employee

EMPLOYEE​

note

To go back to the Search screen, click Employee next to Welcome at the top-right corner of the page.

1.1. Add Employee​

Add Employee Step-By-Step

Step 1: Reach the Employee:

  • From the main side menu, click on "HR & ADMINISTRATION", then go to "Masters", and finally choose "Employee". This will open the Employee Search page.

Step 2: Add Employee Details:

  • Located at the top-right corner of the Employee Search page, there is an “Add Employee” button. Simply click on this button to proceed.

Step 3: Fill in Details:

  • Upon clicking the 'Add Employee’ button, the Create Employee will open. Complete the following information:
  • Employee ID [Text Field](Mandatory): Enter the unique ID number assigned to the employee.
  • First Name [Text Field](Mandatory): Enter the employee's first name.
  • Last Name [Text Field]: Enter the employee's last name.
  • Office Mail [Text Field](Mandatory): Enter the official email address of the employee.
  • Address [Text Field](Mandatory): Enter the residential address of the employee.
  • Mobile Number [Number Field](Mandatory): Enter the mobile number of the employee.
  • Emergency Contact [Number Field](Mandatory): Enter the emergency contact number of the employee.
  • Personal Email [Text Field](Mandatory): Enter the personal email address of the employee.
  • Blood Group [Text Field]: Enter the blood group of the employee.
  • Aadhar Number [Number Field](Mandatory): Enter the Aadhar Number of the employee.
  • DOB [Number Field](Mandatory): Enter the date of birth of the employee.
  • Marital Status [Dropdown](Mandatory): Select the marital status of the employee.
  • Education [Dropdown](Mandatory): Select the highest educational qualification of the employee.
  • Designation [Dropdown](Mandatory): Select the job designation of the employee.
  • Department [Text Field](Mandatory): Enter the department to which the employee belongs.
  • Date of Joining [Date Field](Mandatory): Select the date the employee joined. If a Last working date has already been recorded for this employee (see below), the Date of Joining cannot be later than that date.
  • Past Experience in yr [Number Field](Mandatory): Enter the total years of past work experience of the employee.
  • Username [Dropdown](Mandatory): Select the username. The options values are the user name added in the user screen.
  • Punch Card ID [Text Field]: Enter the biometric/attendance punch card ID issued to the employee. This is used to match the employee against attendance punch records.
  • OT Applicable (OverTime) [Dropdown](Mandatory): Select "Yes" or "No" to indicate whether this employee is eligible for overtime.
  • Active [Dropdown](Mandatory): Select the Activity status of the employee. This field indicates whether the employee record is active or not.
  • When the Active field is set to a value other than Active (i.e. the employee is being made inactive), two additional mandatory fields appear:
    • Employment Status [Dropdown]: Select the reason the employee is leaving/inactive (for example, Resigned, Terminated).
    • Last working date [Date Field]: Select the employee's last working date. This date cannot be earlier than the Date of Joining.
  • Reason for Active Status / Reason for Inactive Status [Text Area]: After an employee has at least one prior status change on record, this field appears and is mandatory whenever the Active status is changed again (moving the employee back to Active or further to Inactive) — enter the reason for the change. The label switches between "Reason for Active Status" and "Reason for Inactive Status" depending on the value picked in the Active field.
  • Upload Profile Picture sized between 15 to 20 KB: Click Browse file to choose a photo for the employee. The file must be an image type and its size must be between 15 KB and 20 KB — files outside that range, or of an invalid file type, are rejected with an error message and must be re-selected.
  • Upload E-Sign Picture lesser 2 MB: Click the Browse file button under this field to choose an image of the employee's signature. The file must be an image type and smaller than 2 MB, otherwise it is rejected with an error message.

1.2. Search Employee​

Search a Employee - Step-by-Step

Step 1: Start Searching:

  • Employee Id: Please enter the Employee ID of the employee you wish to search for.
  • First Name: Please enter the First Name of the employee you wish to search for.
  • Last Name: Please enter the Last Name of the employee you wish to search for.
  • Click the “Search” Button.
  • If you don’t have any specific search requirement then just click the “Search” Button.

Step 2: See the Results:

After clicking "Search", you'll see results:

  • If you searched by employee id, last name, or by first name, you'll find the matching result with Employee Id, Employee Name, Designation, Department, Office Email, Mobile number, Aadhar number, Date of birth, Marital status, Education, experience, and an option to View/Edit [Refer 1.3].

1.3. Edit Employee​

Edit a employee detail Step-by-Step

Step 1: Find Employee Detail:

Step 2: Start Searching [Refer 1.2]:

Step 3: Edit Details:

  • After searching, you'll see the Employee you want to edit.
  • Click "View/Edit" next to the Employee Id to reach the Edit Employee page.

Step 4: Update Info:

  • On the Edit Employee page, you'll see existing details.

Step 5: Edit Employee Page:

  • On the Edit Employee page, you'll find the existing details of the Employee you're editing.
  • Change details that you like to update in Employee.

Step 6: Submit/Clear/Cancel:

  • Click the “Submit” Button

Submission Of Employee:

Upon submission of an Employee, the entry will be updated and the screen will transition to the editing mode.

  • If you change your mind and don't want to edit the Employee, click "Cancel"; it takes you back to the Employee Search page.
  • To Start Over: Click the "Clear" button if you wish to erase all information and begin anew. Please note that once this button is clicked, the entered information will not be saved.

1.1.1 Sub-Tabs​

1.1.1.1 SALARY:

  • Basics: Enter the basic pay of the employee.
  • DA: Enter the dearness allowance of the employee.
  • HRA: Enter the house rent allowance of the employee.
  • From Date: Select the start date for when this compensation structure is applicable for the employee.
  • To Date: Select the end date for when this compensation structure is applicable for the employee.

Click the ‘Submit’ button the entry will be processed and added to the system. The newly added details will then be displayed in the list for reference.

  • For editing the subtabs, you’ll find the view/edit button in the list of the data displayed.
  • Click the view/edit button in the subtab and the data is viewed in edit mode.
  • You can make edits to your entry and then proceed to submit it.

1.1.1.2 Employee Status History:

  • On the Edit Employee page, a "Status History" tab lists every change made to the employee's Active/Employment status over time, in a table with the following columns:
    • Status: The Active/Inactive value that was set at that time.
    • Employment Status: The reason selected for the change (only populated when the employee was made inactive).
    • Last working date: The last working date recorded for that change, if any.
    • Reason: The reason text entered for the change.
    • Updated By: The user who made the change.
    • Updated Date: The date and time the change was made.
  • If no status changes have been recorded yet, the table shows "No status History available."

That's it! You've learned how to ADD, SEARCH, EDIT an Organization using the DMeX app. If you need help, contact the support team.