Setting up a New Employee

To begin new employee setup, ensure that you are logged into the Location and Company where the Employee will be working.  Many of the fields are specific to the location where the Employee is created or edited.  For employees that will work in multiple locations, you will need to update specific fields while logged into each location where the employee will work.

First, you will navigate to:

Employees > New > Employee

This will open the New Employee Record.  Below are the sections on the General Tab that are available to be edited.  Detailed instructions for entering data to each section are listed below.

1. Enter the name of the Employee and add their Job Title in the dropdown.  You can type directly into each available Name field.  The Employee First and Last Name are the only required fields to complete to be able to save the Employee Record.  You can add this information now and return to the Employee Master Record to complete the remainder of the fields at a later time. The Job Title field can be populated from the dropdown.  The list of Job Titles can be edited at: Company > Enterprise Support Lists > Job Titles

2. Add the Employee Ref ID.  This data field allows numbers and letters. The ID can be typed directly into the field. The Employee Ref ID will be used for clocking in and out of timeslips in RIMSS.  The System Id of the employee will default into this field if you leave it blank. This field is specific to the Location that you are currently logged in. You will need to add a unique ID in this field in each of the locations where the employee will work.  The Inactive box can be checked when the employee no longer works at the company. For RIMSS payroll users, you will need to mark the employee as Active again for creation of W-2 forms at the end of the year.

3. Fields in the Employee Information section will designate the Start Date and the Home Location of the Employee.  Click on the dropdowns to choose the correct date or Home Company/Location for the Employee.

4. You can add the Employee address in the Addresses section.  The green arrow dropdown allows you to choose different address records if you will need to retain more than one address for the employee.  Clicking on the Address button to the left of the green arrow will give you a pop-up for input of the selected address field.

5. Phone and Fax Numbers can be entered in the same method as the addresses.  The green arrow button will allow you to choose different fields for entry of multiple phone or fax numbers and the Phone and Fax buttons will allow you to enter the numbers for the selected field.

6. Email addresses and a website address can be added in the Emails and Internet section.  There are 3 email addresses that can be added using the Green Arrow and the Email button.  A web address may be typed manually into the field.

7. You can add multiple Contact Records for an employee in the Contacts area by clicking on the Add New Contact button.  This will pop-up a box where you can enter the details of a contact.  The Contact Type dropdown allows you to choose labels for the contact such as Emergency Contact, Alert Recipient, or any other label you wish to create.  You will need to add a First Name, Last Name, and either a Phone Number or Email Address to save the record.  You may select the box to set the contact as the Primary Contact for the employee and you may also inactivate the contact if no longer needed.

Once the General Information has been added, be sure to Save the Employee Master Record.  For details on updating information on the Other Information tab, please refer to the help document Employee Master Other Information Setup.