This article covers People > Personnel records. The screen lists, in one place and for all employees, the cards found on an employee's Edit / Change > Personal Information tab. Users with the Add Employee List permission see it. The fields of each card and how to fill them in one by one are explained in Filling in the registry sections and Entering the salary.
Before you start
Some sections need an extra permission or module: Salary needs the salary view permission, Entitlements the Leave module, E-Documents the E-Document permission, E-Payslips the E-Payroll permission (the section lists only employees whose payslips you can see: yourself and, as a payroll manager, the employees of the branches you are responsible for), Mandatory BES and Legal Information the payroll-side permission. Section cards you are not allowed to see are hidden.
Step by step
Go to People > Personnel records in the left menu. Section cards are at the top: Position, Workplace, Contract, Grade, Salary, Identity, Custom Fields, Marital Status, Family, Foreign National, Seniority, Passive User Info, Entitlements, Work Calendar, Employee Files, E-Documents, E-Payslips, Mandatory BES, Legal Information. Each card shows "with record / total" employees. Sections that do not fit in the row are under the More button on the right; its number shows how many sections are there. Phones have no More button: swipe the cards sideways instead.
Click a card or a section in the More panel. The section you pick stays visible in the strip. The section's list for all employees opens below, in one card.
Choose the Missing tab above the list to see employees with no record in that section (the All, With record and Missing tabs show how many employees each has). Rows without a record show the No record tag.
Type in the one search box (Search person, branch, field): it searches the name, personnel no, branch, department, position and the section's text fields. Narrow the list with the Branch chip and the chip of the section's option field (for example Net / Gross in Salary); the section's other option fields (for example Period, Currency) are under Add filter. The × on a chip removes that filter, Clear all removes the search and the filters. Sort by any column, ascending or descending, or remove the sort with Sort on the right or by clicking a column header. With no sort the list is in the same order as Employees: the most recently added employee first (Default: newest added first).
Use the row button (View / Edit) to open the employee's window for that section and edit the record. To add a record for an employee who has none, use Add record on the row or Add in the page header; Add asks you to pick the employee first.
Seeing who is missing information, person by person
The first card of the strip is Missing information; it shows how many people are missing information. The home page item "Missing employee records: n people" opens this section too, with the same number.
Click the Missing information card. Active employees missing at least one of Identity, Position, Seniority, Workplace or Contract are listed; only people of the branches you are responsible for are shown.
The Missing sections column shows each section the person is missing as its own button (for example Seniority, Contract).
Click a section. That person's window for the section opens; when you enter the record and close it, the list and the card number refresh, and a person with all sections filled leaves the list.
Use the Search employees box to find a person.
Bulk entry with Excel
After choosing a section, click Add with Excel in the page header. If the section cannot be entered with Excel, a warning says why.
Download the template with Download Excel Template. It comes filled with the active employees you manage; a separate help sheet in the template explains each column. Columns with a red header are required.
Fill in the rows of the employees you want to add a record for; empty rows are ignored.
Select the file and click Check File. Rows with errors and warnings are listed; filter them with Show only rows with errors or warnings.
If there are no errors, click Save {count} Records and confirm.
Nothing is saved while a row has an error; fix it and upload the file again. Each row is saved exactly like a record added from the employee's window.
Some sections work differently: in Entitlements, Add with Excel uses the Leave module's bulk leave entry; in Legal Information it uses payroll's Legal Information Excel. Employee Files cannot be entered with Excel because each record needs a file upload. Work Calendar, E-Documents and E-Payslips records are not added on this screen; they are created in their own processes. Passive User Info is not added row by row; for a single employee use Disable on the Employees screen (Deactivating an employee). The Entitlements section shows only the Leave policy column; for employees' day balances use the Leave report screen.
Result
The records you save are added to the employee's registry sections and the card counters are updated.
Managers entered in the Position section are used in approval processes (Assigning position and manager).
Common problems
Symptom: "You are not authorized to view this section."
Fix: Ask for the permission the section needs on the Manage Permissions screen (Responsibility management).
Symptom: "This section cannot be entered with Excel right now"
Cause: Excel entry is closed for the section or you lack the permission.
Fix: Add the records one by one from the rows.
Symptom: An employee is missing from E-Payslips, or it says "You are not allowed to see this employee's e-payslips".
Cause: E-payslips are visible to the employee and to the payroll manager responsible for the employee's branch. The E-Payroll view permission alone or the company admin role does not open other people's payslips, and an employee without a branch is not listed in this section.
Fix: Ask for the payroll manager permission and responsibility for the branch, or assign the employee a branch (Responsibility management).