Digital personnel file: Additional settings

Objective

This page shows you which important settings must be made per employee to ensure all the functions of the system. Specifically, these are the HR Manager, Supervisor, Primary Work Location and Time Zone fields. You can find these in each employee's Digital Personal Record. We strongly recommend populating this information.

The HR Manager has access to all fields. They are able to change, create and delete data. This person is the responsible contact person for the employee from the HR team.

By filling in the Supervisor field in each employee's digital personnel file, the responsible supervisor can view their records. This only works if each employee and supervisor is connected to their respective system user. By filling this field, the supervisor gains access to the files of his directly subordinate employees. There, they have access to all work-related information they need, for example, to view working hours and absences or to plan and conduct employee meetings.

The Primary Work Location is linked in the system with calendars and regions. Among other things, it is relevant for the correct configuration of holidays, additional meal expenses and mandatory break rules.

The Time Zone field has an appointment function. It plays a role in time recording, such as is required for day and night work, and in automatic appointment creation, such as in the design of training courses.

The Start Date carries information when the employee started working for the company. From this date, the Employment Duration is automatically calculated. Employment Duration is important for example for Benefit Management, since certain Benefits may be restricted to only be accessible for employees who have been working for the company for some time.

Process

HR Manager
Assign an HR Manager
HR Manager
Add the employee's Start Date
HR Manager
Assign a Primary Work Location
HR Manager
Set the Time Zone
HR Manager
Assign a Supervisor

Prerequisites

  • You are an HR manager and have the correct license assigned

Click Through

  • Start in HR HUB
  • Under Administration, click on Employees
  • Open the file of the first employee

Part 1: HR Manager

  • In the tab HR Details under Details you will find the HR Manager field
    • Fill in the field by selecting a responsible HR Manager for your employee
Part 2: Start Date
  • In the tab HR Details under Employment Terms you will find the Start Date field
    • Fill in the field by selecting the Date on which the employee started working or your company.
    • Careful: As soon as this field is filled, it will be locked and the entry can no longer be changed! Take care to insert the correct date right away.

Part 3: Primary Work Location

  • In the tab HR Details under Employment Terms you will find the Primary Work Location field
    • Fill in the field by selecting a Primary Work Location for your employee, e.g. the state.
    • Start typing or click on the magnifying glass icon to look for a location.

Part 4: Time Zone

  • In the tab HR Details under Time & Attendance Settings you will find the Time Zone Code field
    • Select your employee's Time Zone from the dropdown menu

Part 5: Supervisor

  • In the tab Business Data under Professional Information you will find the Supervisor field
    • Fill in the field by selecting a responsible Supervisor for your employee from your existing employees

  • Save & Close the record
  • Repeat these steps in each employee's Digital Personnel File.

Result

Here you can see which fields in the employee's digital personnel file you need to fill:
Image
Image

Next step (Self-implementation Path)

  • Congratulations - after filling the fields in your employees' Digital Personnel Files as described above, you have almost finished self-implementation!
  • The only remaining step is to assign a System User in the Digital Personnel Files. Careful: This last step will allow the respective users to access the HR solution.
  • If you would like to familiarize yourself with your new HR solution before actively using it in your company, take a look at the Use-area of our Learning Center. There you will find hundreds of free tutorials on all modules of Hubdrive. Simply select the module that interests you the most (perhaps Recruiting or Time & Attendance?), make the Module Base Settings listed there and get started.
HR