Employees

October 13, 2024About 4 min

Employees

The folder acts as an employee master within the system. Employees are
added, terminated and deleted through the folder, and thus the folder
shall be considered as the first stage of employee life cycle within the
organisation. You can work in the "Employee" folder by following the
below mentioned steps

Once you have logged into your SARALWEB admin account, select
Employees folder. The Employee folder will open on your screen.
Previously defined employees information will be listed on your
screen
Similar to the other folders, you will see Actions button on the
top left hand side. Click on it and you will find the following
options
- Delete Employee - To delete an existing employee records
- Terminate Employee - To terminate an employee from duty.
  Please note even when terminated, the employee records still
  remain in the system
- Approve Employee - To approve an employee record. Please
  note that an employee record will be available in any other
  folder, only after it has been approved
- Reject Employee - To reject a candidate's record, or to
  reject an employee record in case of any discrepancy. Please
  note that a rejected record is also available in the system
  and can be approved in future
- Create Employee - To create an employee record, which can
  further be approved and used.

Adding an Employee

This option is mainly used when the admin is trying to add an individual
employee record. In case more than one record is to be entered, it is
recommended that admin uses bulk folder, in order to save time.

Click on Actions and select Create Employee . A create employee
screen will pop-up on the your screen
Fill in the following details
- Employee Details
  - Code - Fill in the employee code
  - Designation - Select employee designation, from the
    drop down menu. Please note, only the designations
    defined in Designation folder will be available in the
    list
  - Departments - Select department, from the drop down
    menu. Please note, only the departments defined in
    Departments folder will be available in the list
  - Employee Type - Select the type of employee from the
    following options available in the list
    User
    Outsourced Manpower
    Daily Wager
    Trainee
    Probation
    Temporary/ Casual
    Badli
    Professional Employee
    Contractual Employee
  - Employee status - Select the Employees' application
    status from the following available options
    Applied
    Approved
    Left
    Rejected
  - Reporting Manager - Select the name of the reporting
    manager.
  - Employee Category - Select the category of the
    employee from the options available in drop down menu
  - Joining Date - Select the joining date of the employee
  - Nature of Duties - Fill in the nature of duties such
    as field work, managerial, shop floor.
  - Allowed Sites - The sites where the employee is allowed to work. The sites which are selected are the sites where the DigiPass will allow it the employee to mark their attendance.
  - Allow Login - Tick this option, if you wish to provide
    an employee login to the respective employee. If ticked,
    the employee will be able to login to employee account
    using the Code and password
  - Password hash - Fill in the inital password that will
    be provided to employee to log in to the employee
    account of SARALWEB WFM account. This field is activated
    only in case you allow the employee to login by
    selecting the option mentioned above.
- Personal Details
  - First Name - Fill in the first name of the employee
  - Middle Name - Fill in the middle name of the employee
  - Last Name - Fill in the Last name of the employee
  - Gender - Select the gender of the employee from the
    drop down list
  - Birth Date - Select the birth date of the employee
  - Aadhaar Number - Fill in the Aadhaar Number of the
    employee
  - PAN - Fill in the PAN of the employee
  - UAN - Fill in the UAN of the employee
  - Nationality - Select the nationality of the employee
    using the drop down list
  - Martial Status - Select the employees' martial status
    using the drop down list
  - Photo - Upload employees' photo using the following
    steps
    Click on Upload files
    A pop-up will open on your screen. Locate the
    photo on your system and select it
    The preview will be visible, confirming the
    completion of photo upload
- Employee Documents Used to add employee documents. To add
  employee documents follow the following steps
  - Click on the icon in front of employee document.
  addDetail
  - A line item will appear on the screen. Select the type
    of document from the drop down list.
  - Click on the upload button.
  upload
  - To add more documents, repeat the above mentioned steps
- Contact Details Used to add employees' contact
  information. To add employees' contact information follow the
  following steps
  - Mobile Number
    Click on the icon in front of Mobile number.
    addDetail
    A line item will appear on the screen. Fill in the
    mobile number
    To add more than one mobile number, please repeat
    the above mentioned steps
  - Email ID
    Click on the icon in front of email id.
    addDetail
    A line item will appear on the screen. Fill in the
    email id.
    To add more than one email ID, please repeat the
    above mentioned steps
  - Addresses
    Click on the icon in front of address.
    addDetail
    A line item will appear on the screen. Fill in the
    address.
    To add more than one address, please repeat the
    above mentioned steps
- Bank Details Used to add the bank details of the employee.
  Please note that these bank details will be used at the time
  of payslip also. To add the bank details please follow the
  following steps
  - Click on the icon in front of employee document.
    addDetail
  - Fill in the Account Number, Bank name, IFSC code,
    Bank's Address, City and PIN Code
  - To add more than one bank account information, please
    repeat the above mentioned steps
- Family Members Used to add the details of the employees'
  nominees and dependent family members information. To add the
  details of the family members, please follow the following
  steps
  - Click on the icon in front of employee family members.
    addDetail
  - Fill in the following details of the family member,
    Name of Family member
    Date of birth
    Select the relationship from the drop down menu
    If the family member is a nominee then please tick
    the box under "Is Nominee" column by clicking on
    it
    Fill in the Aadhar number of the family member
    Fill in the PAN number of the family member
After filling the above mentioned details, please click on "SAVE"
available at the bottom right hand corner

The employee will be created

Please note that the created employee will need to be approved for the
records to be used further. Also, the user may use bulk upload feature
to add all the employees at once.

You may watch the video below, by clicking on it, to know more:

Employee Folder in Employees Account

In employees' account, the employee folder shows the details of the
respective employee only. It is for the sake of showing the available
information only, and no action can be taken, except changing your login creditantials.

You may watch the video below, by clicking on it, to know more: