The employee master data includes all personal information about an employee. Here you can specify which work schedule, annual leave profile, and public holiday calendar apply to this employee.
Salutation
The salutation of the employee.
First Name
The first name of the employee. This field is mandatory.
Last Name
The last name of the employee. This field is mandatory.
Employee Number
Here you can optionally enter an internal administrative number.
Email
If you enter an email address for the employee in this field, they will automatically receive an invitation to your company’s time tracking system. By following the link in the invitation email, the employee can set a password and create an employee account.
In the employee account, the employee can only view their own time tracking data and cannot edit it. Only administrators and owners can view and edit all time tracking data. See the “Authorization (Role)” field.
If you delete the email address from this field and save the master data, the employee’s online access will be removed. The time tracking data will be retained.
When archiving an employee, the content of this field will be deleted.
For administrators and owners, this field is mandatory.
Language
Here you can set the language in which the time tracking system will be displayed for this employee. This selection affects the display in the employee account on the web interface and the display of the employee’s PDF report. This field is mandatory.
Telephone / Mobile
You can optionally enter the employee’s phone numbers in these fields.
RFID-Token
If you want to use the time tracking solution with a time clock terminal, you must assign an RFID card or RFID token (key fob) to the employee in this field. Enter the 14-digit code printed on the card or token into this field.
Please note the formatting:
– The code must be entered without spaces, unlike how it is printed on the cards and tokens.
– Letters must be uppercase.
– There is no letter “O” in these codes; anything that looks like an “O” is the digit “0” (zero).
When archiving an employee, the content of this field will be deleted.
Address / Personal Contact Information / Birthdate
These details are also optional and are not used by the system.
Notes
In the Notes field, you can record additional information about this employee. These notes are not displayed elsewhere in the system.
Work Schedule
Here you can select a previously created work schedule. The settings of this schedule will then be used for calculating this employee’s time tracking data.
Public Holiday Calendar
Here you can select a previously created public holiday calendar. The holidays entered there will be applied to this employee.
Authorization (Role)
With this selection, you define the authorization (permissions) for this employee.
An employee has the lowest authorization level. In their employee account, if it has been created (see “Email” field), they can only view their own time tracking data and cannot edit it. If web entries are allowed for this employee (see “Allow Web Entries?” field), they can only make entries for the current time in their employee account.
An administrator can view and edit the master data and time tracking data of all employees. They can also modify all settings relevant to time tracking, such as work schedules or time clock terminals.
An owner can additionally modify all company account settings, such as payment details.
The account that created the company is automatically an owner.
An administrator can assign a maximum role of administrator to other employees. Only owners can create additional owners.
This field is mandatory.
Allow Web-Clocking?
If you enable this function, the employee can create online clock-in and clock-out entries for the current time in their employee account, if it has been created (see “Email” field).
Company Start Date
Here you can enter the date the employee joined the company.
TimeRecording Start Date
Select the date from which you want to start recording this employee’s time tracking data with TimeRecording. All records before this date will not be included in the calculations. If an annual leave profile is selected, the leave entitlement for the first year will be calculated proportionally from this date. For more information, see here: Annual Leave Settings.
This field is mandatory.
TimeRecording End Date
Select the date up to which you want to record this employee’s time tracking data with TimeRecording. All records after this date will not be included in the calculations. This date will be set automatically when the employee is archived.
Company Exit Date
Here you can enter the date the employee left the company.
