A Data Entry Request lets the employee fill in their own registry data instead of HR entering it field by field. An HR user with the Manage Data Entry Request permission opens and closes the request; the employee fills in the form. For a candidate who is not yet an employee, use E-Welcome.
Before you start
The Employment Documents Received from the Personnel field must be filled in under Company Settings. If it is empty, Teamso does not open the request window and warns you.
The employee's registered phone number must be correct; the employee confirms the submission with an SMS code.
Step by step (HR: opening the request)
On People > Employee list, choose Data Entry Request in the employee's row menu. For several employees use Actions > Multiple Data Entry Request.
What the employee is asked for shows the sections that are always requested: Identity details, Marital status, Foreign national details.
Tick the documents you need in Onboarding documents. Each ticked document gets a Required / Optional choice (default Required). Select all ticks them all. Under the list the choice is summed up (e.g. "Selected: 2 required documents, 1 optional document"). Documents are optional; if you tick none, only the sections above are requested.
Click Send request. The employee is notified by email and a Waiting badge appears under the employee's name in the employee list.
While the request is Waiting, Data Entry Request in the row menu lets you cancel it; once cancelled, the data entry screen is no longer shown to the employee.
Step by step (Employee: filling in the form)
When you log in to Teamso, the Data Entry Request window opens on the home page.
Fill in the National ID Information, Marital Status and Foreign Employee cards and upload the requested documents under Employment Documents.
Click Send for Approval and enter the code sent to your phone ("For Digital Confirmation, enter the confirmation code sent to the phone number registered in the system."). The submission is blocked if required information is missing.
Step by step (HR: closing the request)
In the Employees list, click the Waiting for Approval badge (View Data Entry) under the employee's name.
See the latest data on the cards; use View Changes to compare it with the previous values.
Choose one:
Approve: confirm and enter the code sent to your phone. The data is written to the employee's registry and the status becomes Completed.
Request Revision: write a reason. The employee fills in the form again, seeing your reason.
Reject: after "Are you sure? All new data entries will be deleted!", the new entries are deleted and the status becomes Declined.
Result
Status (badge under the name; Not Requested and Completed show no badge) | Meaning |
Not Requested | No data has been requested from this employee. |
Waiting | The request is open; the employee has not filled it in yet. |
Data Entry Done | The employee entered data but has not sent it for approval. |
Waiting for Approval | The employee sent it for approval; HR's decision is pending. |
Declined | HR rejected it; a new request can be opened. |
Completed | HR approved it; the data was written to the registry. |
Common problems
Symptom: Data Entry Request is not in the row menu.
Cause: You do not have Manage Data Entry Request, the employee has the company admin role, or the request is already at Data Entry Done / Waiting for Approval.
Symptom: "In order to use the Data Entry Request feature, you must fill in the 'Recruitment Documents Received from Personnel' field in the Company Settings section…"
Fix: Define the employment document list in Company Settings.
Symptom: The employee does not receive the confirmation code.
Fix: Check the employee's phone number with Edit / Change.
Symptom: You can view the data entry but the Approve, Reject and Request Revision buttons are missing.
Cause: Finishing a data entry request needs the Manage Data Entry Request permission. Without it the entered information is view-only.