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Numbering Schemes

Tiffany
Updated
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This guide will help you learn how to select and view Numbering Schemes to automatically allocate Employee Numbers to your users.

 

Contents

Overview

  • Every employee record in HR has an Employee Number. The employee number on the Employment Details Tab in the following area:
    • Latest (left-hand) menu: Personal > Personal Details 
    • Pre-2025 (top) menu: Personal Data > Personal Information > Personal Details
  • There are three numbering scheme types available in  HR, and the preferred one can be configured in System Settings
Note: The cog icon alongside the Employee Number field will generate the next number in the sequence, based on any associated parameters that have been selected. Numbers can be amended on an individual record basis, but you may see an error message where the number does not meet the system requirements (subject to parameters configured).

 

To view/create Numbering Schemes

  • Go to the following area:
    • Latest (left-hand) menu: Payroll > Paylink Configuration > Numbering Schemes
    • Pre-2025 (top) menu: System > System Administration > Numbering Schemes
  • Existing schemes will be displayed. Click on a row to open the record

 

Numbering Schemes types

Default

  • This scheme is suited to situations where all the employees can be placed in the same numbering scheme sequence using the auto-generate functionality, irrespective of their record group, payroll, etc. This scheme will also apply if an employee does not fit the criteria of other schemes in use

Record Group

  • This scheme would be used where employees placed into the various record groups can be given their sequential numbering using the auto-generate functionality. For example, for an employee in General Staff, their numbers could start at 1, 2, 3, etc., and for Management or Executives, their numbering might start at 1000, 1001, 1002, etc. The user would need to select the correct Record Group within the Employment Details for the employee before using the auto-generate

Payroll

  • This scheme is similar to the record group in that different numbering sequences can be assigned to an employee, but based on the payroll to which the employee is attached. For example, a weekly paid employee on Payroll Weekly could be assigned 1, 2, 3, etc, and for employees on Payroll Monthly, the numbering could begin at 1000, 1001, 1002, etc. 

    The user would need to select the correct Payroll within Employment Details for the employee before using the auto-generate. This is particularly useful for organisations that operate with multiple payrolls, where the numbering for each payroll might be legacy. For example, in situations where acquisitions have taken place and employees are TUPE but retain their old employee numbers

Within each Numbering Scheme, there are some additional settings to apply so that it follows the correct sequence:

  • Person Number Length will standardise the number lengths so it's fixed and cannot be longer than the number specified
  • Padding Character is what will be used to fill out numbers less than the person number length, eg using 0, 123 will become 000123
  • Person Number Prefix is optional if you wish to start each number with the same format, eg DIR123 for Directors. The prefix characters will be included in the number length
  • Allow Alpha Characters should be enabled if your numbers are alphanumeric (contain letters and numbers)
  • Last Number Used can be populated if you wish to start from a certain point, eg during implementation, you have transferred from another system and wish to continue the same number format. If this were populated with 123, the next number generated on an employee record could be 000124 ( in this example, number length 6 with padding 0)
  • Employee Groups can be populated to restrict the scheme to particular Record Groups or Payrolls. If left blank, it will apply to all groups. You can create multiple Numbering Schemes of the same type to apply specific formatting to different groups

Notes: 

  • Only one type of Numbering Scheme can be used, which is determined in System Settings, but if using Record Group or Payroll, multiple schemes of the selected type can be set up for different groups of employees as needed.
  • There is a Delete button on the Record Group and Payroll type schemes to remove the sequence from any future autogenerated Employee Numbers. The Default scheme cannot be deleted, as this is the fallback where an employee does not meet the criteria for any other active schemes in place.

 

To select the preferred Numbering Scheme Type

  • Go to (System >) System Configuration > System Settings
  • The Numbering Schemes are accessible on the System Settings tab
  • You can also choose whether you wish to Allow Duplicate Employee Numbers on this tab

Notes: 

  • If you change the Numbering Scheme Type, existing employees will not be affected, but the new settings will apply the next time the cog button is clicked to autogenerate a new number in Personal Details > Employment Details.
  • Where an employee doesn't fit the criteria of the Numbering Scheme, then the Default scheme will apply. Eg if you use the Record Group type, but have not assigned the 'HR Team' Record Group to a Numbering Scheme, then anyone in this Record Group will be assigned a number from the Default scheme when clicking the Employee Number cog button to autogenerate a number.

 

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