Home > Setting Up and Managing Processes > Employees and Employee Groups > Adding an Employee Entry

Adding an Employee Entry

To add an Employee entry:

1. Click on Employee in the Process Management tab.

   The Manage Employee screen will appear.

   

2. Click the Add button in the Employee panel.

   The Employee dialog box will appear.

   

   In the Definition panel, type the name and e-mail address of the employee. Also, select the status, reporting period, holiday group and lock dates for time and expense entries.

   The following table describes the various items in the Definition panel—

   Item	How to use the Item	Default Value (if any)
   First Name	In the First Name field, type the first name of the employee. Eg: Paul
   M.I.	In the M.I. field, type the middle initials of the employee. Eg: J.   Note: You can enter a maximum of five (5) characters in the M.I. field.
   Last Name	In the Last Name field, type the last name of the employee. Eg: Ford
   Display Name	The Display Name field shows how the name of the employee will appear within the various screens and reports of Office Timesheets.   Note: By default, the Display Name field will automatically display the last name, middle initial and first name that you have typed in the Last Name, M.I. and First Name fields, respectively. (Eg: Ford J. Paul.) However, you can change this value to anything else that you want. (Eg: If you have two employees, one named “Paul Jackson Ford” and the other named “Paul Johnson Ford”, by default both would have a Display Name of “Ford J. Paul”. Therefore, to avoid confusion, you could change the Display Name of the second entry to “Ford Johnson Paul”.)	Displays whatever you have typed in the Last Name, M.I. and First Name fields, respectively.
   E-Mail	In the E-Mail field, type the e-mail address of the employee.
   Status	From the Status drop-down list, select whether the employee entry is “active” or “inactive”.   Tip: When employees go on leave, you can mark their status as “Inactive”. When employees return from their vacation, you can set their status back to “Active”.	Active
   Reporting Period	From the Reporting Period drop-down list, select the Reporting Period for the employee. Employees have to submit their Timesheets at the end of each Reporting Period.   Note: The Reporting Period drop-down list contains the Reporting Periods that you have defined in the Reporting Periods screen.     Tip: Select “{No selection}” if you do not want to assign any Reporting Period for the employee.	{No selection}
   Holiday Group	From the Holiday Group drop-down list, select the Holiday Group you want to assign to the employee. Holiday Groups are useful for organizations that have offices in different parts of the world. You could create a different Holiday Group for each office that is in a different country, listing the holidays of that country. You can then quickly assign the list of holidays to employees from an office in a particular country, by assigning the Holiday Group to each those employees. (See Holidays and Holiday Groups for more information.)   Note: The Holiday Group drop-down list contains the names of the Holiday Groups that you have defined using the Holiday screen.     Tip: Select “{No selection}” if you do not want to assign any Holiday Group to the employee.	{No selection}
   Lock Dates	In the Lock Dates panel specify starting time entry and expense entry dates. Office Timesheets will not allow the employee to make any entries that are prior to the dates that you specify here.
   Time Entry	In the Time Entry field, using the Date Picker, select the starting date for time entries.   Note: Office Timesheets will not allow the employee to make any time entries that are prior to the date that you specify here.	1/1/1900
   Expense Entry	In the Expense Entry field, using the Date Picker, select the starting date for expense entries.   Note: Office Timesheets will not allow the employee to make any expense entries that are prior to the date that you specify here.	1/1/1900

Next: Setting the Pay Rates for the Employee

See also