Introduction

Employees in Master Data contain the list of all employees, including those placed at subsidiaries, sister companies, and various other set-ups wherever the CamAttendance device is situated. Every employee that you add must have a profile pic added to it, along with the other relevant details that are required. Adding Employee is the most crucial step since it helps the CamAttendance device recognize the employees while they check-in or check-out.

Mapping of Shift Plan and Holiday Calendar occurs in this phase. Although, not mandatory, it is ideal to configure Shift Plan and Holiday Calendar prior to adding Employees.

A good way is to follow all steps sequentially to get to the result faster. When you are done with Shifts, Shift Plan, and Holiday Calendar, start adding Employees one-by-one, or import them directly via a .CSV file.

Adding an Employee

Add a new employee to your existing employee catalogue following the below-mentioned step-by-step guide.

• Go to Home>Master Data>Employees.
• Click Add New in the top right-hand corner.

 

In General:

• Choose a profile picture of the employee by clicking on  symbol.
• Enter an Employee ID*.
• Choose your License Type – Lite or Plus.
• Enter First Name* of the employee.
• Enter Last Name* of the employee.
• Choose a Country Code from the dropdown and enter Phone Number of the employee.
• Enter an Email ID of the employee.

 

In Organization Information:

• Choose a Company* from the dropdown where the employee is placed.
• Choose the Department, Designation, and Location where the employee is placed.
• Choose a Supervisor to whom the employee will report.
• Pick the Date of Joining of the employee from the calendar.
• Categorize the employee via Tags, such as, Part-time Employee, Full-time Employee, Worker, Contractual, etc. Enter Tags through which the employee can be filtered.

 

In Attendance Settings:

• Use dropdown to select one or multiple devices on which the employee will check-in or check-out.
• Select a Shift Plan* from the dropdown that is relevant to the employee, depending on whether the employee will join in the Morning shift, Night shift or any other shift type (see Shift Plan section for creating a Shift Plan).
• Select a Holiday Calendar as applicable for the employee (see Holiday Calendar section for more information).
• Choose whether or not OT (over-time) is applicable in case of this employee.

In Other Information:

• Select Gender of the employee as applicable.
• Select Birthday of the employee from the calendar.
• Select Marital Status of the employee whether Married, Unmarried, or Other.
• Select Anniversary Date of the employee from the calendar.
• Click Submit.

A new employee will be added in the existing list of employees.

• Locate an employee by Employee ID/Name in the Search.

• Set the number of employee records you would like to see per page in the bottom right-hand corner.

Editing an Employee’s Details

Follow the below mentioned steps to Edit an Employee’s details.

• Go to Home>Master Data> Employees. You will be able to view the existing list of all employees added by you.
• Click on the three vertical dots under Actions in front of the employee’s listing that you want to edit.
• Click Edit to edit an employee’s details.

• Click Update when you are done.

• Another way to edit an employee is by clicking on the employee itself. You can click on any employee directly that you want to Edit.

• Now, click edit symbol to start editing an employee’s details.

• Now, click Update.

De-activating an Employee

Deactivating employees option enables you to put them in an inactive state, allowing them to reactivate if required in the future. There might be cases when an employee is not present for a certain period or leaves an organization without notice. Deactivating the status enables you to put the employee in an inactive state until the status of that employee is not confirmed.

• To deactivate an employee, go to Home>Master Data>Employees.
• Click on the three vertical dots just under Actions to deactivate the status of an employee. Click Deactivate.

• A pop-up will appear asking you whether you really want to deactivate this employee.
• Click Submit. Click Cancel if you want to go back.

 

Re-activating an Employee

To re-activate the employee:

• Go to filter symbol in the top right-hand corner.
• Click on Status and check the box Inactive to sort employees that are not active.
• Click Apply to apply the filters.

• Click on the three dots under Actions. Now, click Activate to activate the employee.

 

Deleting an Employee Record

Deleting an employee record enables you to permanently vanish employee’s data from the system. To delete an employee’s record, follow the below mentioned steps.

• Go to Home>Master Data>Employees.
• Click on the three vertical dots just under Actions to delete the record of an employee.
• Click Delete.

 

• A pop-up will appear asking you if you want to delete this employee.
• Click Delete if you want to delete or Cancel if you want to go back.

Converting an Employee to a Mobile User

Convert to user option enables an admin user to convert an employee into an authorized user of the CamAttendance Employee mobile app, allowing him/her access to all key features that Employee mobile app provides. To convert an employee to a mobile user, follow the below mentioned steps.

• Go to Home>Master Data>Employees.
• Click on the three vertical dots just under Actions to convert an employee to a mobile user.
• Click Convert to User.

• A popup will appear asking for your confirmation.
• Click Confirm or Cancel if you want to go back.

• Enter Email/Login ID*, First Name, and Last Name of the employee.
• Click Submit.

Applying Filters

• Filter enables you to screen employee records based on Company, Designation, Department, Status, Images, Tags, Location, and Shift Plan.
• To Filter Employee records based on preferences, go to Home>Master Data>Employees.
• Click on Filter  symbol in the top right-hand side corner.
• Tick the checkboxes to select your preferences.
• Click Apply to apply filter or Clear All to clear already applied filters.

 

Viewing/Updating an Employee’s Details

Follow the below mentioned steps to view an employee’s details.

• To view an employee’s details, go to Home>Master Data>Employees. You will be able to view the list of employees.
• Click on any employee to view the details of that employee.

• Get details of the employee in Employee Details. Click on Edit symbol to start editing the details.

• Update Additional Info in the additional info tab. Enter Aadhar Number of the employee in the additional info and click Submit.

• Click on Edit symbol to Edit.

 

• See the list of all Linked Devices on which a particular employee can check-in or check-out.

• View Roster of that employee in Roster.

• In Leave Balance:
  • Credit or debit leaves in case you want to edit leaves for a particular person or view leave transactions for a particular employee.

 

To Edit Leave Balance, click Edit Leave Balance.

Click (Plus icon) to increase a specific leave type, and (Minus icon) to decrease the number of a specific leave type.

 

Add a Remark – why you have made this change and click Update at the bottom.

View recent transactions in View Transactions done for any given employee.

 

App Check-in locations, located next to Leave Balance, are the locations from where an employee is authorized to check-in via KENT CamAttendance Employee application.

• Go to Add Location to add a location.

• Click Edit symbol to allow an employee to check-in from other locations via geo-tracking feature in employee app.

• Check the box Allow to Check-in at other locations to enable an employee to check-in from other locations. Click Update.

• Click on Delete symbol in front of an existing location to remove it if you do not want that employee to check-in from there anymore.

• A pop-up will appear asking you whether you really want to delete this location. Click Delete to delete or Cancel to go back.

 

Note: You must have defined all check-in locations in the Check-In Locations to enable an employee to check-in from those locations.

In Notifications:

• Select how you want an employee to receive notifications regarding attendance, leaves, etc.

• To turn on notifications, click symbol located in the bottom right-hand corner.

 

• Tick the Email, SMS, or APP checkbox to select one or multiple ways an employee can receive notifications. Click Update.

 

Next Steps:

Employee Relationship