Search

Work with employees

This article describes how to perform your ongoing work with employees in Emply. Among other things, you can assign tasks, schedule meetings, fill in forms and update their master data.

Assign a task regarding an employee

Assign a task to another user regarding one or more employees.

  1. Go to Employees in the main menu.

    employee.png

  2. Click on the relevant employee.

  3. Click on the three lines to get to Task

    assign_task.png

  4. Fill in the details regarding the task

    fill_in_task.png

    • Title: Enter a title for the task.

    • Shared / Private: Decide whether this task should be viewable by other users or whether it is private by clicking the padlock.

    • Due Date: Determine the due date for completing this task. Set a reminder by activating the clock icon.

    • Description: Enter a description of the task.

    • Responsible: Choose which user should have this task assigned. You can also choose yourself if it is a task for you or the employee if this one has a user.

    • Remember to click Save

  5. You can also assign a task to another or multiple users by selection Onboarding+Preboarding selecting the employee and clicking Task.

    Task_small.png

  6. In the pop-up, select one or multiple users to assign this task under Responsible.

    assign_task5_en.png

Schedule a meeting with an employee

To schedule a meeting with an employee, follow the steps below:

  1. Go to Employees in the main menu.

    mceclip0.png

  2. Click on the relevant employee and then the Schedule.

    mceclip0.png

  3. Fill in the details of the meeting:

    mceclip1.png

    • Title: Give the meeting a title

    • Type: Is this an On-site meeting or a Phone meeting?

    • Participants: Add participants to take part in the meeting

    • Duration: Choose the duration of the meeting

    • Globe: Choose time zone of the meeting

    • Note: Add a note for the employee if necessary (For employees eyes only)

    • Feedback: Choose a form for feedback (For employees eyes only)

  4. To find a suitable time for the meeting, click either on Add time slot or Find time.

    Note

    If you have a calendar integration with Emply, this will open a calendar view where you can see available openings in both the manager and employee's calendar.

  5. Choose either one or several time slots for the meeting by clicking Add time slot and then Continue.

    Screenshot_2022-11-11_at_10.18.55.png

  6. To edit or add more details to any of the optional time-slots, click on the arrow next to the slot.

    Note

    If any other employees need to attend the meeting, this person can be added under Employees in this view. If the unused time-slots should be removed when a meeting is accepted by the employee, toggle the bar for Remove unused time slots when all have accepted mceclip0.png.

  7. Add a Reminder if applicable and click Continue.

  8. It is possible to send a message to notify the employee or other participants.

  9. Finalize the booking by clicking Schedule.

    mceclip1.png

Move employee to onboarding

Move an employee from Talent Management to the onboarding module to start a pre, on, or off-boarding process.

  1. Go to Employees in the main menu.

    Emply_2020-04-15_09-01-44.png

  2. Select the candidate(s) you would like to move to the Onboarding module and click Move

    Emply_2020-04-17_10-45-27.png

  3. Click Onboarding

    Emply_2020-04-17_10-47-26.png

  4. Choose the the process you would like to start by selecting from the following options:

    Emply_2020-04-16_13-29-02.png

    • The desired Pipeline, Process, and Language.

    • Team: Who will be assigned as team members and access this process. You can also add team members by clicking Add User or do it on the Onboarding profile at a later time.

      Emply_2020-04-16_14-07-58.png

    • Start dates: If no date is set, the tasks in this step will start immediately as soon as the tasks in the previous step are completed. If a date is set, the tasks in this step will only begin on that date.

  5. Once the dates are set, you can set up the process

    Emply_2020-04-16_14-21-39.png

    • Wait for the set start dates to begin the next step or not by enabling or disabling Await for start dates to begin stages.

    • Start the tasks on the set date on the next step, even if the tasks on the previous step are not completed yet or enabling or disabling Force initiating stages on start date.

  6. Click Move to finish the move and start a pre, on, or off-boarding process.

Activate en employee in the system

  1. Go to Employees in the main menu.

    Skærmbillede 2024-01-24 kl. 14.20.10.png

  2. Click on Pending and select the relevant employee you wish to activate. Pending is where employees are stored until their first day of work.

    Skærmbillede 2024-01-24 kl. 14.39.34.png

  3. To activate an employee, there must be an active employment on the employee. Click on New employment under Payroll Info+Payroll to create one:

    Skærmbillede 2024-01-24 kl. 14.40.52.png

  4. Specify Payroll Group, Employment date, Job Title, Department, Effective date,and Monthly salary. Make sure Save as primary employment is enabled and a Group is selected to see the full range of information. Click Save when finished.

    Skærmbillede 2024-01-24 kl. 14.43.24.png

  5. After writing in the employment payroll information, it will be shown under the Payroll section unless it needs approval.

    Skærmbillede 2024-01-24 kl. 15.06.07.png

  6. The employee will continue to be placed under Pending until the effective date is reached, and will then automatically be moved to Active.

  7. Employees with an inactive payroll will be transferred back to Pending.

    Note

    If you are unsure how to handle changes in the payroll widget, you can read the article Payroll Widget Best Practice.

Search for employees

Read about how to easily search employees, sort them, and save them for later use.

  1. Go to Employees in the main menu.

    mceclip0.png

  2. Toggle filter on then click on Filter.

    mceclip1.png

  3. Use the Quick Search box to enter a search term of your choice or select a label from the drop down of Add criteria.

    Note

    The search function allows you to search in all employee data and then look up an employee based on the employee's master data.

  4. Once you have used the above mentioned options, the number of displayed employees will be narrowed down according to the filter. Click on employees Save filter to use it repeatedly.

  5. Sort by clicking Gear on the far right.

    mceclip3.png

  6. Add the desired criteria for sorting and finish by clicking on Save view to see the sorting reflected in the displayed employees.

Fill in an employee form

Here you can learn how to fill in an employee form with hiring data or with a performance review.

  1. Go to Employees in the main menu and click on the relevant employee.

    Employees_ss.png

  2. Click on the Form as shown below, and choose the form you wish to fill in.

    Screenshot_2022-11-11_at_11.46.01.png

  3. Fill in the form and click Save.

    Screenshot_2022-11-11_at_11.48.18.png

  4. The form is now saved and can be seen and edited in the tab Documents.

Edit the master data

Editing the master data on an employee profile.

Note

In order to be able to make changes to the master data on an employee profile, you will need access to the full employee profile and the widget containing the master data on the employee profile.

  1. Go to the main menu Employees

    mceclip0.png

  2. Open the relevant employee profile.

    Note

    To learn how to look up employees, read the article Searching for employees.

  3. In the widget containing the Master Data, hover over the fields and click the Pencil image.

    Note

    Keep in mind that clicking on a specific filed will not open that field. It will simply open the master data form and you will still have to navigate to the field you would like to edit.

    Screenshot 2023-07-18 at 15.28.18.png
    Screenshot 2023-07-18 at 15.30.14.png

  4. Once on the master data, navigate to where the desired field is and make the necessary changes.

    mceclip4.png

  5. Click Save at the bottom to keep the changes.

Was this article helpful?

Related articles

Was this article helpful?

Want to get in touch?

We got you. Fill out a request and we'll get back to you as soon as possible.

Submit a request