Employee file

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The employee file contains information about an employee. Click on the relevant sub-item of the employee file in the overview to obtain more information.
You can also use integrated applications to gather more information about your employees.

Overview

Employee file | Employee review meetings | Reminders | Communication

business card   master data   job profile   salary   resume   skills   events   decisions   notes & documents   settings

Business card

The business card contains important information about you and your job:

  • Personal information
Date of birth, Nationality, Civil status, Work permit
  • Address
Mailing address, Telephone number, Email address
  • Position
Information about the job, Job family, Function profile
  • Position in the organization
Graphical overview of the employee’s position within the organization (manager and subordinates)

Actions in the business card

Alongside the most important information about the employee (employee number, full name, job title, telephone number, date of birth etc.), the following links are provided:

Applications
External links

The display/visibility of these links depends on the setting in the profile links. The following external links can be used to link to third-party systems. (Construction of these links is similar to those used e.g. for the link to the IPM motivation profile).

  • Release link, user-defined 1
  • Release link, user-defined 2
  • Release link, user-defined 3

Master data

Personal information

Here you will find detailed master data about the person along with data that is also visible on the business card, e.g.:

  • Employee number
  • Birth date
  • Place/Country of birth
  • Nationality
  • Civil status
  • Number of children
  • Work permit
  • Start date
  • Length of service

Address

Business address

  • Company
  • Function
  • Street and address
  • ZIP/Postal code
  • Location
  • Country
  • Telephone (direct line)
  • Telephone (central)
  • Cell phone
  • Fax
  • Email address
  • Home page
  • Footer/Signature

Home address

  • Street and address
  • ZIP/Postal code
  • Location
  • Country
  • Telephone
  • Cell phone
  • Telephone (other)
  • Fax
  • Email address

Change log for person (master data, CV, skills, notes and documents)

Modification history

A history of the modifications that have been made in the Master data, CV, Skills and Notes and documents areas for a given person can be viewed here. By accessing the “Modification history”, you can see the following information about each change:

  • Field that was modified
  • With reference to (= ID of the entry that was changed)
  • Previous value
  • New value
  • User who made the change
  • Date/time of change

Actions in master data

Login data
Print
Org chart
Manage
Reminders
Applications

Job profile (employee)

The job profile is usually defined directly on the job and contains various information about the job (organizational unit, manager, function profile etc.). Any objects provided (laptop, cell phone etc.) can also be recorded in this overview. The assigned organization units have access to the selected employees. Access rights can be modified under settings in the employee file.

Description

Click on to modify the description of the job profile. You can enter the following specifications:

  • Position
  • Position description
  • Job family (free text)
  • Hierarchy level
  • Note on hierarchy level
Manager history

Here you can see a table listing previous managers.

Additional information

Click on to modify the additional information about the job profile.

Change log for job (job profile, notes and documents for the job)

See: Job profile (employee management)

Manager

Here you can assign a manager to the employee. If a manager was already assigned, you can revoke the assignment.

  • Create new responsibility
You can create relations between employees by defining responsibilities. Click on “Create new responsibility”, then create a responsibility for the selected person (in the table overview of the employee directory). Here you indicate the responsibility for each person. Further information can be found in the article Create new responsibility — for employees and jobs.
Similar to creating a responsibility for employees, you can create a Responsibility for jobs.
Function profile contents

Information about the assigned function profile is displayed here.

Actions in job profile

Manage
  • Assign different job holder
  • Assign function profile
  • Manage succession
  • Historize job
  • Delete job
By deleting the position, you will also be deleting the person profile if this person is not connected to any other position. If the employee has left the company, please historize the position instead.
Reminders
  • Create reminder for employee
Print
  • Print preview
  • Generate PDF
Org chart
  • Show in org chart
Employee’s jobs

This section contains information about:

  • Currently occupied jobs (number)
  • Previous jobs (number)
  • All jobs (number)

occupied by this employee.

Salary

You can find the relevant information under: Salary.

CV

Here you can save detailed information about the person’s CV, e.g.

  • Professional experience
  • Education
  • Academic studies
  • Training
  • Languages
  • Interests & hobbies

Skills

Here you will find an overview of the skills and competencies of the person, e.g.:

  • General skills
  • IT skills
  • Methods expertise
  • Technical skills
  • Soft skills
  • Knowledge in field XY

For more information on skills and e.g. how to create help texts for them, click here.

Events

Here you will find a table overview of the person’s / employee’s events. You can assign the employee to an event or evaluate his participation.

This area shows the following information about the employee:

  • Development program
This indicates whether the employee is planning to participate in an event.
  • Instructor information
This indicates whether the employee is an instructor.

Decisions

This shows an overview of the current and previous decisions the employee was involved in during an event approval process as a decision-maker.

Notes & documents

Notes and documents relevant for the person or job can be entered in this area.

  • Documents about the person
  • Documents about the job

You can also display an option that allows you to notify the given employee in case of changes.

Actions

Settings

You can find the relevant information under: Settings in employee file.

Actions

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