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How Employee Profile is Managed in FOX HR 

FoxHR
January, 2022

In FOX HR, every employee profile is managed systematically for easy access. The details of all employees are collected securely and provide transparency for HR people and employees alike.

Let us move on to see how FOX HR users can access the Employee profile.

Everything to know about FOX HR Employee Profile

While opening the FOX HR application, the users can access the dashboard. In the left side menu of the application. There shall be a menu named ‘Employee’ where the details of the employees are available. The ‘Employee’ access usually is available with all the employees.

Normal employees shall have the details of the employee himself, and the managers shall have access for himself and his subordinates. The HR team will be able to view the details of all employees.

Employee Details

When clicked on the ‘Employee’ menu, the user shall be navigated to the Employee Listing page.

This feature lists and displays all employees reporting to the user or employees under the user in the organization structure in a grid and card format. The feature shall enable switching between the views. The feature shall enable the user to access the employee’s profile once selected.

The feature shall have pagination to control the number of listed employees; the user shall be able to select the number of employees listed and shall be able to move between pages.

Employee Listing

This feature aims to list and display all employees reporting to the user or employees under the user in the organization structure in a grid format. The grid columns shall be sortable descending and ascending wise by clicking on the column title. 

The grid shall have the following fields:

  • ID: shall be the system generated ID number of the employee
  • Name: Shall be the full name of the employee
  • Job Title: shall be the employee’s job title
  • Department: shall be the department of the employee
  • Location: shall be the location assigned to the employee
  • Joining Date: shall be the joining date of the employee
  • ID No.: shall be the identification number of the employee

 

Employee Cards

This feature aims to list and display all employees reporting to the user or employees under the user in the organization structure in a card format. 

Each card shall have the following fields:

  • Employee Profile Photo
  • ID: shall be the system generated ID number of the employee
  • Name: Shall be the full name of the employee
  • Job Title: shall be the employee’s job title
  • Department: shall be the department of the employee
  • Location: shall be the location assigned to the employee
  • Joining Date: shall be the joining date of the employee

Search Filters

This feature aims to enable the user to search for employees by the employee’s name or ID number. The filter shall be in collapsed status by default; if the filter icon is selected, the filter body shall be displayed to the right of the grid or cards. 

The feature shall filter the employee grid or cards by implementing the following filters:

  • Status: shall be a dropdown of four options (All, Active, In-active, Under Probation). Only employees with active probation periods shall be listed if under probation are selected. If in-active is selected, only in-active employees shall be listed. Similarly, if active is selected, only active employees shall be listed. By default, the “Active” option shall be selected.
  • Department: There will be multiple departments available in the organization structure. This filter shall be a collapsible tree displaying the organization structure available. The user shall be able to select one or more options from any level in the tree
  • Location: shall be multiple selections of locations available in the location structure. This filter shall be a collapsible tree displaying the location structure available. The user shall be able to select one or more options from any level in the tree. 
  • Job Title: shall be multiple selections of job titles available in the HR Policy Management – Employee Profile.
  • Employment Types: shall be multiple selections of employment types available in the HR Policy Management – Employee Profile
  • Nationality: Multiple selections of a predefined list of nationalities shall be attached to this document.
  • Apply: shall apply the selected filters on the screen
  • Clear: shall remove all search filters

More about FOX HR ‘Employee Profile’

“Employee Profile” shall be the employee’s personal profile, displaying all information related to the employee, whether personal, organization-related, or other. This section shall also enable the employee to edit specific predefined details.

 “Employee Profile” shall display the following details:

  • Personal Details under Employee Profile

“Personal” section shall enable the employee to view and edit the employee’s personal information. This section shall have a display and an edit view.

  • Organizational Details under Employee Profile

The organization section shall enable the user to view the employee’s organization-related information and take organization-related actions.

  • Contract Details under Employee Profile

This feature enables the user to view the employee’s contract and act against the employee contract.

  • Document Details under Employee Profile

This feature enables the user to view documents attached to the employee’s profile.

  • Finance Details under Employee Profile

“Financial” section shall enable the user to view and edit the employee’s financial information.

  • Cost Details under Employee Profile

“Costs” section shall enable the user to view and edit the employee’s cost details. The primary purpose of this section is to register all costs incurred by the company on the employee’s behalf. Such costs include visa renewals, professional licenses renewals. etc.

  • Loan Details under Employee Profile

“Loans” section shall enable the user to add, view, and edit the employee’s loan details. The primary purpose of this section is to register all loans registered against the employee. 

  • Asset Details under Employee Profile

The “Assets” section shall enable the user to add, view, and edit the employee’s assets details. The primary purpose of this section is to display all assets registered against the employee. The assets listed in this section could be generated from tasks completed by users ex. (Asset Allocation Task) or assets allocated manually from within this section.

How FOX HR Employee Creation is done

The primary purpose of this feature is to enable the user to create and add new employees to Fox HR. 

The feature shall capture all the essential employee information in 4 main steps:

1. Personal

2. Organization, Contract, and Probation

3. Finance and Insurance

4. Leave and Attendance

The feature shall guide the user through the four steps mentioned above in sequence; the user shall not be able to proceed to the next step unless all mandatory fields are filled in the current step. 

The feature shall enable the user to move back to any previous step without losing the information previously provided; the user shall be able to edit previously provided information or add a new one. 

After completing the four stages, the feature shall create a new employee profile with the provided information in Fox HR.

  • Employee Personal Info

The purpose of this feature is to capture all “General” and “Personal” information related to the employee.

  • Employee Organizational & Contract

The purpose of this feature is to capture all “Organization” and “Contract” information related to the employee.

  • Salary & Benefits

The purpose of this feature is to capture all “Finance” and “Insurance” information related to the employee.

  • Annual Leave & Attendance Policy

The purpose of this feature is to capture the policy of annual leaves and the employee’s daily attendance.

To sum up

In FOX HR, every employee profile is managed well, and it consists of all the minute data concerning the employees. Moreover, it makes it easy for the HR teams to access the employee details with accurately. 

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