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Recording additional Contact Details

Cara Olubajo
Updated

HR

Step-by-step guide

This guide will show you how to record additional employee Contact Details.

 

Contents

 

Overview

It may be beneficial to store additional contacts of various types, eg Emergency Contact, Next of Kin, etc for employees, so that in the event of a situation arising there is an alternative point of contact.

Note: Contact information needs to be stored against an Address Type eg Doctor. The types are created in the Address Types Code table. Please see the related help guide for more details.

 

To record contact details

  • Go to the following area:
    • Latest menu: Personal > Emergency & Other Contact Details
    • Pre 2025 menu: Personal Data > Personal Information > Emergency & Other Contact Details
  • The screen will display any existing contacts for the selected employee and allows you to store multiple address records so a history can be maintained if needed
  • Click Insert New Record
  • Select the Address Type from the dropdown list and complete the contact information. The fields will vary according to the Address Type configuration in the Code Table
  • Click Update

 

 

Note: New contact information and changes to existing contact information may require verification as determined by the Page Verifications Configuration/Verification Settings. Contacts that have been sent for Verification will be displayed with the usual icons alongside until they are approved. 

 

Home Address recording

It is recommended to using the Emergency & Other Contact Details page for other contact details only, and maintain the employee’s main (primary) address in the Personal Details > Contact Details Tab; however, if you have decided to store home address history in the Emergency & Other Contacts page, the home address should be updated via this page but then ensure the Copy to person? slider is enabled when saving the record, and it will then copy the information into the Personal Details Contact Details Tab. 

Note: If using the Copy to Person slider, ALL home contact information will be overwritten in Personal Details with the new details when the address is saved, including blank fields.  Eg even if a mobile number has not changed when someone moves house, it should be added again to prevent it being wiped by a blank field.

 

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