Paypack Documentation

HR - Employee List

Overview

The Employee List Management feature provides a centralized platform for efficiently managing employee information within an organization. It encompasses various functionalities such as adding, updating, searching, sorting, filtering, and exporting employee data, streamlining HR processes and enhancing organizational efficiency.

Adding and Updating Employees

With the adding and updating functionality, HR administrators can seamlessly input new employee details or modify existing ones. This includes essential information such as personal details, contact information, employment history, and departmental assignments. The system ensures data accuracy and completeness, facilitating smooth onboarding processes and employee record maintenance.

Searching and Filtering Employees

The search and filter capabilities empower users to quickly locate specific employee records based on various criteria such as name, department, designation, or employee ID. This functionality enhances accessibility and saves time by narrowing down the employee list to relevant entries, facilitating efficient data retrieval and management.

Sorting Employee Records

The sorting feature enables users to organize employee records based on predefined parameters such as name, employee ID, department, or joining date. This functionality enhances data visibility and organization, allowing users to arrange employee lists in ascending or descending order according to their preferences.

Exporting Employee Data

The export functionality enables users to generate reports or extract employee data in various formats such as PDF or Excel. This feature facilitates data analysis, reporting, and sharing across different platforms, enhancing collaboration and decision-making processes within the organization.

Adding a New Employee

Form Inputs

To add a new employee, you will need to fill out a form with the following fields:

fill up full forms or required fields

Steps to Add a New Employee

Navigate to the ‘Add Employee’ page.
Fill out the form with the required details.
Click the ‘Submit’ button to save the new employee to the database.
Upon successful submission, you will be redirected to the employee list view where you can see the new entry.

Updating Employee Information

Steps to Update an Employee

Go to the employee list and select the employee you want to update.
Click on the ‘Edit’ button next to the employee’s name.
You will be taken to a pre-filled form with the existing details of the employee.
Update the necessary fields.
Click the ‘Submit’ button to save the changes.
After saving, you will be redirected back to the employee list view with the updated information.

Viewing Employee Details

Steps to View Employee Details

In the employee list view, click on the name of the employee whose details you want to view.
You will be directed to a detailed view page displaying all the information about the selected employee, including their name, email, date of birth, and city.

Employee List View

Features of the Employee List View

Overview: Displays a list of all employees in a tabular format.
Columns: Typically includes columns for name, email, date of birth, and city.
Actions: Provides action buttons for editing and viewing details of each employee.

Filtering Employees

Steps to Filter Employees

Go to the employee list view.
Use the filter options provided (e.g., by city) to narrow down the list of employees.
Enter the criteria in the filter input and click ‘Filter’.
The list will update to show only the employees that match the specified criteria.

Searching Employees

Steps to Search Employees

Navigate to the employee list view.
Use the search bar at the top of the list to enter keywords (e.g., name or email).
As you type, the list will dynamically update to display employees that match the search terms.
If no employees match the search criteria, an appropriate message will be displayed.

Sorting Employees

Steps to Sort Employees

In the employee list view, locate the sorting options (typically found in the table headers).
Click on the column header you want to sort by (e.g., name or date of birth).
The list will reorder based on the selected column in ascending or descending order.
Click the same column header again to toggle between ascending and descending order.

Exporting Employee List

Steps to Export Employee List

Navigate to the employee list view.
Look for the export options (e.g., PDF or Excel) located near the top or bottom of the list.
Click on the desired export format.
Follow the prompts to download the exported file containing the employee list.

Add New Employee

- Click on the “Add New Employee” button to open a form where you can input the details for a new employee.

Fill Out the Employee Adding Form

Instructions: Complete the form fields with the necessary employee information. Required fields are marked with an asterisk (*).

Form Fields Description:

Personal Information:

First Name: Enter the employee’s first name here.
Middle Name: If applicable, type the employee’s middle name.
Last Name: Provide the employee’s last name or surname.
Father’s Name: Input the name of the employee’s father, if available.
Mother’s Name: Enter the name of the employee’s mother, if known.
Date of Birth: Choose the employee’s date of birth from the calendar.

Contact Information:

Personal Mobile: Enter the employee’s personal mobile number. (Required)
Personal Email: Input the employee’s personal email address, if available.
Current Country: Select the country where the employee currently resides. (Required)
Current City: Choose the city where the employee currently resides. (Required)
Current Zipcode: Enter the zipcode of the area where the employee currently resides.
Current Address: Input the full address of the employee’s current residence.

Emergency Contact:

Contact Name: Input the name of the emergency contact person.
Contact Mobile: Enter the mobile number of the emergency contact person.
Relation: Specify the relationship or connection between the employee and the emergency contact person.

Employment Information:

Employee ID: Enter the unique identifier for the employee. (Required)
Punch Card: Input the punch card details if applicable.
Date of Joining: Select the date when the employee joined the company. (Required)
Probation Period: Choose the duration of the probation period from the dropdown list.
Employee Type: Select the type of employee from the dropdown list. (Required)
Employment Type: Select the employment type from the dropdown list. (Required)
Weekly Holiday: Select the day(s) of the week when the employee has a holiday.
Report To: Select the person to whom the employee reports.
OT Eligible: Choose whether the employee is eligible for overtime.

Work Information:

Company: Select the company the employee is associated with. (Required)
Branch: Select the branch where the employee works. (Required)
Department: Select the department to which the employee belongs. (Required)
Designation: Select the designation or job title of the employee. (Required)
Shift: Select the working shift of the employee. (Required)
Section: Select the section or division where the employee works.
Floor: Select the floor of the building where the employee works.
Leave Approver: Select the person responsible for approving leaves for the employee.

Form Submission:

Click On “Save” Button:

Update Existing Employee Information

1. Select the Action Three Dot (Burger Menu) to Update:
2. Access the Action Menu:
  - Find the Action Menu associated with the selected year. This is typically represented by three vertical dots or a similar icon.
3. Choose the “Edit” Option:
  - Click on the “Edit” option from the Action Menu. This will open a form where you can edit.

4. Next You Will Get This Page:
- Make the necessary changes to the employee information fields as required.

Update Changes:

1. 1. After updating the information, click the “Update” button to apply the changes.

View Employee List

View Employee Details

1. Select the Action Three Dot (Burger Menu):
2. Access the Action Menu:
  - Find the Action Menu associated with the selected employee. This is typically represented by three vertical dots or a similar icon.
3. Choose the “View Info” Option:
  - Click on the “View Info” option from the Action Menu. This will open a form where you can view.

Next you will get this page

To upload employee image

Choose Image File to Upload
Then Click On Upload

Send Message

1. Select the Action Three Dot (Burger Menu):
2. Access the Action Menu:
  - Find the Action Menu associated with the selected employee. This is typically represented by three vertical dots or a similar icon.
3. Choose the “Send Message” Option:
  - Click on the “Send Message” option from the Action Menu. This will open a form where you can send message.

Next you will get this page

Who’s the Message For?

You’ll see a dropdown menu labelled “Employee ID” or something similar. Click on it to see a list of your employees.
Find the employee you want to send the message to by name or ID and click on it.

Their Job Title (Just FYI):

The software will automatically fill in the employee’s designation (their job title). This is just to double-check you’ve got the right person.

Subject Line – Keep it Clear!

In the “Subject” field, type a short summary of what your message is about. This helps the employee know what to expect when they open it.

Write Your Message:

Now’s the fun part! In the big text box, type your message to the employee. Be clear and concise, and let them know what you need or what information you’re giving them.

Send it On!

Once you’ve filled in everything, click the button that says “Send” to deliver your message. The employee will receive it within the Paypack HRM system.

Starting Over?

No problem! If you need to clear the message and start fresh, click the “Clear” button. This will erase everything you’ve typed and let you begin a new message.

Exporting Employee List

Steps to Export Employee List

Navigate to the employee list view.
Look for the export options (e.g., PDF or Excel) located near the top or bottom of the list.
Click on the desired export format.
Follow the prompts to download the exported file containing the employee list.