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Starters - Add New Employee (Workflow/Wizard)

Ciphr Academy
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This guide will show you how to add a new employee record to HR using the Add New Employee (Workflow) option. This method guides you through a series of steps and considerations that should be actioned when carrying out this task.

 

Contents

 

Configuration considerations

System Configuration

  • Before getting started, there is an optional Absence stage that can be added to the Workflow
    as the second step, to check some of the details that are stored in the Absence Summary (Totals) page.
Note: If you have attached absence information to Terms and Conditions this will be assigned at the later Job and Pay stage of the workflow so there is no need to enable the Absence stage. 
  • To turn this on you will need to have sufficient page permissions and a System
    Administrator Licence
  • Go to System Configuration > System Configuration. Filter the Group Name to Workflow and click on Show Absence on New Employee Workflow. The Default Value is FALSE, click the Value slider to enable it to TRUE if you wish to include this step in the Workflow

System Settings

A number of System Settings are also relevant to the New Employee Workflow including:

  • Default preferences for the dropdown fields such as User role
  • Validation of UK format on certain fields such as Postcode
     

Getting Started

  • Go to Starters & Leavers > Starters > Add New Employee (Workflow)
  • The New Employee Workflow will be displayed on screen
  • The various stages of the workflow are indicated at the top of the screen. Stage 1 is
    information to be completed about the employee

 

Note: You will be prompted to select the record group before step 1 of the wizard. If your implementation of HR is multi-entity, you will also be prompted to enter the entity at this stage. 

 

  • Complete the fields of information as required. Fields marked with an asterisk are mandatory and the record will not be able to be saved unless data has been entered. Use the dropdown lists, where presented, to select options as required. If a dropdown list does not have the option needed it will need to be added to the relevant code table
  • On the Employment Details tab the Employee Number can be entered manually or auto-generated using the cog icon
  • Terms and Conditions and associated fields can be populated during the Job and Pay section so can be skipped at this stage: eg probation end date, employee/employer notice period.
Note: The contents of some Equal opportunities fields (Gender Identity, Gender Reassignment, Religion or Belief, Sexual Orientation) are selected from Picklists, the contents of which are configurable.   


If, on the Contact Details tab, the slider for Copy address to addresses area is set then a further option will be presented to choose the address type

  • Once all the information has been entered click Continue
     

Absence

  • If you have turned on the optional Absence stage in your system configuration, this will be the next stage

  • Default holiday entitlement will display (from System Settings) but can be amended as needed.  However, please note if you have attached absence information to Terms and Conditions this will be assigned at the later Job and Pay stage of the workflow, when a Job is assigned to the person so there is no need to amend anything here. 
  • You can check the details in Absence Summary (Totals) once the Workflow is complete and the new record has been added to the system.
Note: If you have automatic pro rating enabled in System Configuration, any relevant adjustment will not be applied until the start date has passed and the record becomes 'current'.  

 

Security

This section is where you control the access that the new starter will have

  • User Login Email is populated from the default email field in the Contact details tab of the Employee section (contact/work email). If an email has not been populated, or it's not a unique email address, it will not be possible to create a login account in the Sign-in Admin area and the following message will be displayed 

You can still complete the the workflow and add the login account afterwards if necessary. 

Note: If you use Active Directory connector to populate the contact/work email address, leave the email field blank and create the sign-in account later, once the email has been automatically populated.

Or if adding new joiners ahead of employment and they are using their personal email address to log in for onboarding, you can also delay the AD connector sync to the person's start date if required.  See System configuration: AD connector email sync for more details.

For more details on creating accounts please see Managing starter and leaver Sign-in accounts in HR

  • User Role ID: The security role for the employee that is being created.
    There is a default user role which is set up in the System Settings page on the Security tab.  If the list of user roles is not as expected see Why can’t a user select a User role ID when adding a new employee?
  • Create login account: must be enabled on to create an account in Sign-in (it will be greyed out if there is no/a duplicate email address)
  • Enable From and Enable To: when the user account access starts and stops. 
    • Users logging in with email and password 'Basic Auth' (rather than Single Sign On) can be sent an account activation email on the date their account is enabled, subject to this being enabled in the Sign-In Admin > Settings area (see Sign-In Admin Settings guide for more details)
    • If the start date is in the future and the person needs to sign in before they start (eg to complete onboarding), enter the date you want their access to begin in Enable From, instead of their start date
Tip: If someone, such as a contractor, doesn’t need access to Ciphr HR, leave the Create login account slider off when you add them.
  • Click Continue

Documents

  • Use Insert New Record to locate and upload any documents that the new employee may have provided as part of the recruitment process: eg drivers licence
  • Once all associated documents have been inserted, click Continue

Job and Pay

  • The Job and Pay stage presents a page separated into three tabs; Job Details, Pay Details and Cost Centres

  • For new employees the Starter slider will be on by default
  • If you are using the Jobs file then clicking on the magnifier alongside the Job Title will present a list of jobs that have been created. Use of the Jobs file is recommended
  • When the Terms and Conditions field is populated (either by being attached to the Job or being manually selected) an arrow icon will appear to the right of the field.
    Clicking on the arrow button will show a pop-up message advising on the impact of assigning the Terms and Conditions. This is important as it affects other areas (Employee and Absence - although these areas won't be updated until the Workflow is complete and the record has been added to the system) depending upon what is attached to the Terms and Conditions selected

  • Change No. This will usually be 0 and will only change if there are two job and pay changes on the same day: eg a job title change and a salary change. If the latter is not related to the former then it is worth considering them as two separate changes on the same day in which case the change  number can be used to identify which took place first
  • Move through the tabs and complete the data as required
  • Click Continue

Payments

  • The Payments stage allows you to record any Payments that the employee may get on joining
  • Click Continue

Allowances

  • The Allowances stage provides the opportunity to record any regular personal allowances or deductions that the employee may have on joining: eg monthly healthcare contribution
  • Allowances can be associated with a job in which case when selecting the job at the Job and Pay stage, any allowances that come with the job would be automatically recorded
  • Click Continue

Complete

  • At the Complete stage messages associated with the data that has been entered will be presented. You will then need to determine what action needs to take place

  • The Back button will enable you to go back through the stages of the workflow
  • Make Amendment can be used to jump directly to where the change may be required
  • Click Finish and confirm the creation of the new employee record

 

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