Employee Record Overview - Employee

Employee Record Overview - Employee

Employee records in NEXGEN store a user's employee information. With an employee record link, users can be assigned work in the system, can be tagged in comments, and can explore all areas of the software that they have access to. Users that will need to add time to records OR that need to supervise the work of others will need an employee record.

Video Overview





Employee Record Field Definitions

Record definitions in alphabetical order:
  • Address - Internal reference information on the employee address and contact information.
  • Comments - An internal comments field that can be used for notes. The field is limited to 200 characters.
  • Crew(s) - A view only field on the employee record. If the employee is associated with any Crews, the field will display the crew names.
  • Date of Departure - When populated with an employee's date of departure, the system marks the employee and associated user as inactive after the set departure date.
  • Date of Hire - A reference field that can be used to indicate when an employee starts working for your organization. 
  • Department - The Department the employee is associated to. If filled in, service requests and work orders will auto-populate with the employee's Department name when the employee creates a new SR/WO.
  • Division - The Division the employee is associated to. If filled in, service requests and work orders will auto-populate with the employee's Division name when the employee creates a new SR/WO.
  • First Name - Employee first name. Mandatory at creation.
  • Last Name - Employee last name. Mandatory at creation.
  • Max Requisition Amount - Only applies if organizations turned on "Approval by Hierarchy" and "Controlled Inventory". When a value is entered, the user can only request up to the total amount in items without needing approval. If an item request is over the designated amount, the user's request will be routed to their supervisor for approval.
  • Number - Unique Identifier for employee record. Mandatory at creation.
  • Rates - When populated, the employee rates will be associated to any time entries the employee makes on records. Employee's will be able to indicate which pay rate they are entering.
  • Role(s) - Allows the employee to be associated with various employee roles. Employee roles must first be configured in the Lookups module. An employee can be linked to more than one employee role if needed. The employee role field helps when trying to schedule work since it allows users to assign work based on an employee role.
  • Supervisor - The employee's direct supervisor. If filled in, the assigned supervisor will be able to view the work of this employee on their dashboard and some records will auto-populate with the supervisor name IF the lead field is filled in first.
  • User - If present, the employee record becomes linked to the user record. When the user logs in, work tied to the employee record will now be linked to the user.
  • WO Lead - If selected, the employee will be visible in the SR/WO Lead dropdown field. The WO Resource box must also be checked for this to work.
  • WO Resource - If selected, the employee can be listed as a supervisor or lead on a SR/WO and can add time to a SR/WO.
  • WO Supervisor - If selected, the employee will be visible in the SR/WO Supervisor dropdown field. The WO Resource box must also be selected for this to work.

    • Additional Employee Record Zones

    Employee Record zones listed in alphabetical order.
    1. Attachments - Holds any attachments linked to the employee record.
    2. Comments - Lists any comments made to the employee record.
    3. Employee Time Off - Lists the employee's time-off. As of NEXGEN web version 11.5, this zone only affects the Scheduler module.
    4. Items - Lists any items the employee currently holds. The items must have been distributed to the employee via the warehouse inventory module to display on the employee record.
    5. Requisition Approval Backups - Only applies if the employee is a supervisor that needs to approve item requests AND if the organization is using approval by hiearchy. This zone lists any approval backups the employee has. Users with the proper permissions can designate an approval backup via the "+ Add" button. 
    6. Training - Lists any trainings the employee has completed. Users can add additional trainings for the employee via the +Add button if they have the proper permissions.
    7. Work Order - Lists the historical WO information for the employee. If the employee has been on a WO the WO will be listed.
    8. Work Schedule - Displays the employee's work schedule. As of NEXGEN web version 11.5, this zone only affects the scheduler module.

    Create an Employee Record

    1. Navigate to the Employee module from your NEXGEN dashboard.
      1. Hover over the Resource icon on the left and click "Employee".
    2. Click + New on the left sidebar.
      1. If the sidebar is not visible click the 3 horizontal lines on the top left.
    3. Fill in the employee record fields. Any fields with a red asterisk are mandatory to save the employee record.
      1. For more information on the different employee record fields, please review the "Employee Record Definitions" section of this help article.
    4. Click Save.


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