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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 > MainEmployee Directory and then click Add Employee.

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    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.  

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    You may enter only required or basic information and revisit the sections later. This included entering PF details and performing verification here or later.

  3. Click Finish to confirm adding an employee.

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    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.

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    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.

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.
  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.

  5. Click  to save the details.

How to confirm an employee?

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It is recommended that you use Employee Directory or Employee Overview to filter employees requiring confirmation and then proceed to this page.
  1. Navigate to Employee > Actions and search for Confirm Employee.

  2. Search for an employee or confirm employees whose details are on display.

  3. Click Confirm Employee.

  4. Click OK in the Confirm Employee dialog box. The status of the employee thus confirmed, changes to Confirmed in the Employee Directory.

How to extend the probation for an employee?

greytHR enables quick access to such common tasks through the Actions tab. Obtain an email confirmation from the employee's manager or use Employee Directory to filter employees requiring confirmation and then proceed to this task.

  1. In the Actions tab, click Extend Employee Confirmation.

  2. Search for an employee to extend the probation period.

  3. Click The Extend Probation Period button.
  4. Click OK in the Extend Probation Period dialog box. You return to the Actions tab.

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    You can also go to Employee Profile of the employee to confirm extension date.

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 (The Edit icon) to modify existing information or click  and fill the fields to add new details.
  4. Click Save.
Click on the link below, to view how:

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.

How to enable or disable the PF or ESI eligibility 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 (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 .
  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 . 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 employees who require one time password generation. 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.

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    By default, Employee Portal access is enabled for all employees.

  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.

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    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 The Email Password button.
  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.

 

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  • The selected employee's name no longer displays under the Not Yet Mailed status. Once the password link expires, the employee name displays under the Expired Mails status.
  • Note that password reset is possible either after the link expires or when Administrator resets the password from Regenerate Employee Password.

 

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

greytHR enables you to regenerate password for employees, in situations when the 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 The Generate and View button to generate password and view it on this page.

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    You need to communicate this new password to selected employee.

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    Click The Generate and Mail button to directly send new password to the employee's mailbox.

How to use query builder for building customized reports?

greytHR enables you to build your own query set to generate a report. You can create ad-hoc and user-defined reports. It gives you the ability to pull out any data stored in the application. This page lists all the reports that you have built and saved in the past.

  1. Click Reports > Query Builder.
  2. Click The Create Report button.. The Create Custom Report page appears.
  3. In the Choose Fields section, choose the appropriate Available Fields and Output Fields.
  4. Click Next.
  5. In the Sort Order section, sort out the chosen Output Fields using the arrows provided.
  6. Click Next.
  7. In the Filter Criteria section, set the criteria to filter out the report. You can choose an existing criterion under the Quick tab or create a custom criteria under the Custom tab.
  8. Click Next.
  9. In the Results page, preview the result of the query before you further modify or download the report.
  10. Click The Export button. to view or download your query set as a spreadsheet.
  11. Click The Save button.. A message appears displaying the save or incomplete fields. On successfully saving the query, the Query Builder page displays with the new report.

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    Click the report name to edit query set or regenerate report.

How to update the company logo?

You can update your company logo by performing the following steps:

  1. Go to System Settings > General > Company Settings.
  2. In Company Logo field, click . A file upload window appears.
  3. Select the file you want to upload and click open.
  4. Click . A message appears stating company information saved successfully.

How to update mail preferences?

You can choose the mail event preferences from the given list or configure them according to your need as follows:

  1. Navigate to System Settings > Miscellaneous > Mail Event Handlers. The Mail Event Handler Tasks page appears.
  2. Click Add Task to create an event handler.
  3. In the Event Type field, select the event type from the drop-down list.
  4. In the Received By field, select the recipient from the drop-down list.
  5. Under Mail Settings, select the appropriate option and proceed further.
  6. Under Employee Filter, select the filter of your choice or add filter of your own.
  7. Click . Your changes would be saved and appear on the Mail Event Handler Tasks page.
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