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Employee File

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Introduction

The Online Employee File allows you to view your or one of your sub-ordinates’ detailed employee file consisting of personal information, compliance, leave, training and reports. The exact data that will be available will depend on which file you’re viewing.

Getting Started

To access your own employee file, log into HR Manage Online, click on the Site Menu -> People -> My Employee File or to open someone else’s file, click on My Sub-Ordinates under the People menu instead and click the Open button next to the person you want to view. This will open the Employee File page.

Page Sections / Tabs

The page is quite extensive with the following areas being available.

Header

The header containing the employee’s basic information and photo will remain visible regardless of which tab is open. It contains the name, job title, contact information, photo and some additional basic information.

Overview tab

The Overview tab contains multiple cards the following information cards:

  • Personal Information: Biographic information, but the ID Number will only be displayed when viewing your own employee file.
  • Contact & Address: Phone & Mobile numbers, Email address and addresses.
  • Employment Information: Information regarding the employee’s current position in the company.
  • Organisational Placement: Additional information regarding the employee’s current placement in the company.
  • Banking Information: Will only be displayed when viewing your own employee file. Contains your banking details that the company has on file for you.

Personnel File

This tab contains the following information:

  • Relatives: List of relatives like spouse / next of kin and children. This list is editable and you’re free to add, edit or remove relatives. You can capture the following information for each relative:
    • Name
    • Relationship
    • Gender
    • ID Number
    • Date of Birth
    • Phone Number
    • Options: Specify whether relative is an Emergency Contact, On Medical Aid and/or a Provident Fund beneficiary.
  • Compliance Documents: Here you can see a brief list of compliance documents uploaded for you with their expiry dates. If a requirement type has been configured for self service, then the document can even be downloaded from here.
  • Assigned Assets: Any assets from the Asset Register that has been assigned to the employee will be listed in this card.

Reports & Payslips

Reports can be designed by administrators and made available to be generated here. The reports will be generated as Pdf documents.

If you’re viewing your own file, you’ll also be able to download your last 3 payslips if payroll integration has been configured for HR Manage.

Compliance

This tab contains 3 sub-tabs which will respectively show your Overall Compliance, Document Compliance and Training Compliance.

More details coming soon

Leave

This tab displays an overview of the employee’s leave including the balances, entitlement and active leave applications.

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