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How to add an Employee?

You have the flexibility to enter comprehensive information about a new employee as soon as the person joins. You can even add the salient details first and then update remaining details later. Follow the steps below to add an employee:

  1. Navigate to Employee > Main > Employee Directory and then click Add Employee. Note: To directly perform this action, go to the Actions tab, search and click Add Employee.
  2. Follow the wizard to type appropriate information about the employee. Note: You may enter only required or basic information and revisit the sections later. This includes entering PF details and performing verification here or later.
  3. Click Finish to confirm adding an employee. Note: Before you finish, you may revisit the previous steps. If you click Cancel, then you will lose unsaved changes.
  4. Click Close in the summary message confirming that the employee is successfully added or click Add Another Employee to add another new employee. The newly added employee details then appear on the Employee Directory page.

How to assign a Manager to an employee?

To assign a Manager to an employee, perform the following steps:

  1. Navigate to Employee > Main > Reporting Structure. The Reporting Structure page appears.
  2. Click the Assign Manager button. Note: To directly perform this action, navigate to Actions > Assign Manager.
  3. On the Assign Manager page that appears, select the employee and the manager to be assigned.
  4. Click the Update Manager button. A dialog box appears prompting you to confirm the action.
  5. Click Confirm. A message appears prompting you that the Manager is successfully assigned.

Note: You can mass transfer all reportees of the resigned manager to another manager in the same screen.

How to update the bank, PF or ESI details of an employee?

Perform the following steps to update an employee's bank, PF or ESI details:

  1. Navigate to Employee > Information > Bank/ PF/ ESI Accounts. The Bank/ PF/ ESI Accounts page appears displaying the respective details.
    Note: You have a provision to manually enter your Branch Code Details.
  2. Search for the employee for whom you want to update the details.
  3. Click the edit icon (The Edit icon) to modify existing information
  4. Appropriately modify the respective details in the given fields.

Click Save to save the details.

How to add or edit Location, Designation, Department and so on?

To add or edit the position history of an employee with respect to the location, designation or department, perform the following steps:

  1. Navigate to Employee > Information > Position History. The Position History page appears.
  2. Search for the employee for whom you want to update the details.
  3. Click the edit icon to modify existing information or click Add and fill the fields to add new details.
  4. Click Save.

How to update the resignation or separation details of an employee?

Perform the following steps to update resignation or separation details of an employee:

  1. Navigate to Employee > Information Separation. The Separation page appears.
  2. Search the employee for whom you want to update the separation details.
  3. In the Separation Mode field, select the appropriate option from the drop-down list. The corresponding section displays for you to edit as required.
  4. Click Save.

Perform the following steps to update resignation or separation details of an employee?

To enable or disable the PF or ESI eligibility of an employee, perform the following steps:

  1. Navigate to Employee > Information > Bank/ PF/ ESI Accounts. The Bank/ PF/ ESI Accounts page appears displaying the respective details.
  2. Search the employee for whom you want to enable or disable the eligibility.
  3. Click the edit icon under the PF Account section or the ESI Account section.
  4. Then, select or clear the check box adjacent to Employee is covered under PF or Employee is covered under ESI in the appropriate sections.

How to update the access card number of an employee?

You can update the access card number of an employee by performing the following steps:

  1. Click Employee > Information > Access Card Details. The Access Card Details page appears.
  2. Search the employee for whom you want to update the access card number.
  3. Click Add.
  4. In the section that appears, type the Access Card Number.
  5. In the From Date and To Date fields, select the date range.
  6. Click Save. The saved data appears on the Access Card Details page.

How to generate passwords or release portal access for employees?

greytHR automatically lists the new employee(s), who require a one-time password (OTP) generation so that they can access the employee portal. Select the employee(s) and generate the password by performing the following steps.

  1. Go to Actions > Email Employee Password. The Email Password To New Joiners page appears. 
  2. In the Status drop-down list, select the Not yet Mailed option. Employees, who are yet to receive their Welcome mail password generation link, are listed.
    Note: Select the Don't show this message check box, if you do not want to see the email preview again for other employees.
  3. Click Email Password.
  4. Click OK to send the preview email to the selected employee.
  5. Click Confirm in the dialog box that appears. A confirmation message appears prompting you that the password is successfully emailed to the chosen employees.

How to re-generate passwords if employee has forgotten the password?

greytHR enables you to regenerate password for employees if employees forget their password.

  1. Go to Actions > Regenerate Employee Password.
  2. In the Generate Employee Password page, search and select an employee.
  3. Click Generate & View to generate password and view it on this page.
    Note: You need to communicate this new password to selected employee. OR
  4. Click Generate & Mail to directly send new password to the employee's mailbox.

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