Skip to main content

Set up Address Types for emergency and other contact details in HR

Ciphr Academy
Updated
HR step by step guide header

This help guide will take you through the Address Types code table management, which is used when recording employee contact details.

You will learn how to:

Introduction

Your organisation may have a requirement to capture various employee contact addresses, eg emergency contact, next of kin (NOK), student address etc. Ciphr HR has some predefined address types which can be amended as needed.

Note: When reviewing the list of address types consider GDPR they are:
• Adequate - sufficient to properly fulfil your stated purpose
• Relevant - has a rational link to that purpose
• Limited to what is necessary - you do not hold more than you need for that purpose

 

To create an Address Type

  • Go to Data Management > Code Tables
  • From the Group choose People and then select the Address Types table

  • The screen will display all the existing codes

Address types summary

Click Insert New Record

  • Enter a Description for the address type, for example Primary Emergency Contact
  • Add labels for any extra fields you need. Each label adds a field to the contact form for this address type. If you leave a label blank, its field won’t appear:
    • Address Name Label: a single-line field, for example “Contact Name” for the emergency contact’s name
    • Address Notes Label: a larger text box, for example “Availability” for when the contact can be reached
    • Address Header Label: a single-line field, for example “Relationship” for the contact’s relationship to the employee
  • Click Update
Primary emergency contact example

 

Example of emergency contact on employee record
Example of how the record displays on an employee record

Note: There is no requirement to populate the Address Type Legacy Code.

The slider for Enable Copy Address is again optional. If this is enabled then on entering employee data using this address type for an employee the data entry screen will display a slider option.

Copy to person slider toggle

If selected this will make the address the main contact address for that employee, and overwrite all the contact information in their Personal Details > Contact Details.

We recommend keeping each employee’s main (primary) address in Personal Details, and using address types for other contacts only.

 

To edit an Address Type

  • Click on the address type to be edited and then revise as required
  • Click Update

Any changes you make to the code table will show in the Address Type list and associated field names on the Emergency & Other Contact Details page.
 

To delete an Address Type

  • Click on the address type to be deleted and then click Delete
Note: If an address type already holds data for an employee, ie it has been “used”, then it cannot be deleted.

 

Record contact details against an Address Type

To add contact details for an employee, see Add or update your emergency and other contact details in HR.

Note: If the slider to Copy to Person? is used then the record may, dependent on your system security settings, be sent for verification.

It is recommended that the slider enabling the address to be copied is used with caution and generally only for the employee home address as this will overwrite ALL the data held in Personal Contact Details, including blank fields. Eg even if a mobile number has not changed when someone moves house, it would need to be added again to prevent it being wiped by a blank field.

Home address example with Copy to person? slider highlighted

 

Related articles

 

Footer

Related articles

Comments

0 comments

Article is closed for comments.