General
Clicking on the General tab from the Employee files opens a form for adding a new employee.
Otherwise, this tab opens when you click on any employee to review and/or edit their data.
The panel – without the command line – can be logically divided into five parts:
The form for adding general data about an employee has the following fields:
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Reg no./ID
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Unique registration number or employee ID within the company. Registration or ID number is not the national ID number, but the number assigned to the employee upon entering the company as their ID.
If the registration number is repeated, the program issued a warning message.
Registration number is mandatory data. If you do not enter it, the program marks the field red and does not let you save the employee.
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First name
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Enter the employee’s first name. Data from the code can be transferred into this field.
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| Middle name |
Enter the employee’s middle name. Data from the code can be transferred into this field. |
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Last name
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Enter the employee’s last name. Data from the code can be transferred into this field.
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| L. name at birth |
Enter the employee’s last name at birth. Data from the code can be transferred into this field. |
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Status
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From the drop-down menu, select the employment status: Apprentice; Contract; Full-time, Permanent; Full-time, Temporary; Part-time; Retired etc.
Statuses are used to follow up different job types in the company.
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| Suffix |
Name suffix or academic title (e.g., MA, MSc, PhD). |
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Nat. ID no.
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Enter the national personal identification number. For foreigners, enter the foreigner’s personal ID number.
The program has an integrated personal ID number control and issues a warning in case of an incorrect number. The program also issues a warning and stops the procedure if you mistakenly enter the personal ID number of an already-entered employee: Nat. ID No. already in use.
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| ZZZS |
Health insurance number (where applicable). |
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VAT no.
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Select the two-character country code from the Countries register and enter the employee’s tax number. The program has the following integrated control mechanisms:
- The tax number is incorrect, the program issues a warning message: The tax number contains an error (control number)!
- The length of the tax number is incorrect; the program issues a warning message: Length must be 8 characters.
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Gender
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Select the employee’s gender.
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Marital status
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Employee’s marital status, with option to add marriage date.
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| Date of birth |
From the calendar, select the birth date. Entering a correct national personal ID number automatically fills this data in. |
| Place of birth |
Select or enter the postal code and the place name is automatically applied. Regardless of the entered postal code, the birthplace can also be changed. |
| Country of birth |
Birth country and language of employee. |
| Holiday for |
In multinational company, we can choose which country's public holidays will be relevant for payroll. |
| Affiliation |
Religious affiliation of the employee. |
| Vehicle |
Select company vehicle assigned to the employee from Vehicle register. |
| Single parent |
Enable this toggle button to show that the employee is single parent. |
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Enable this toggle button to show that the employee is employed in the company. |
This section records the employee’s current and past addresses. The toolbar contains three action buttons.
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Create new employee residence. |
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Edit current residence. |
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Delete selected residence. |
| Act. |
Enable this toggle button to show that the residence is active. |
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Residence
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Select the type of residence:
- Permanent – a permanent address used on documents.
- Temporary – an address where someone lives temporarily, usually for reasons of employment.
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Start
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From the calendar, select the starting date of residence at a certain address.
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End
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From the calendar, select the ending date of residence at a certain address.
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Street
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Enter the address of residence (street, house number etc.).
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Post
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Select or enter the postal code; the place name is automatically applied.
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| Place |
City or town. |
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Country
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From the drop-down menu, select the country of residence.
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| Print |
Option to include residence in reports or documents. |
This section stores contact details and communication preferences. The toolbar contains three action buttons.
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Create new employee contact. |
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Edit current contact. |
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Delete selected residence. |
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Type of contact
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Select the type of contact from the drop-down menu: a (mobile) phone number, (primary) email address, (private) website, Skype, emergency phone number, etc.
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Contact data
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Enter contact details for the selected type of contact.
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Note
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Additional remarks regarding the contact.
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Preferred no.
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Main contact number for the employee.
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| MFA SMS authentication |
Phone number for multi-factor authentication via SMS. |
The Family Members panel is for tracking the data about employees' family members. The toolbar contains three action buttons.
In the Family Members section you can define following General fields:
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Create new family member contact. |
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Edit current family member contact. |
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Delete selected family member contact. |
| First name |
In this field you can enter the name of the family member.
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| Last name |
In this field you can enter the last name of the family member.
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| L. name at birth |
In this field you can enter name at birth of the family member, if it is different from current. |
| Nat. ID No. |
In this field you can enter the national identification number of the family member. |
| Date of Birth |
In this field you can select from the calendar the date of birth of the family member. |
| Tax no. |
In this field you can enter the Tax number of the employee's family member. |
| Place of Birth |
In this field you can enter place of birth of the family member. |
| Relationship |
In this field you can select from the drop-down menu the type of relation in which a family member is towards the employee. |
| Gender |
In this field you can select from the drop-down menu the sex of the employee's family member. |
| Citizenship |
In this field you can select from the lookup list the citizenship of the employee's family member. |
| Dependent |
If you select the Dependent option, the family member is dependent from the employee. Dependent family members are used in the calculation of deductions by the Executions of Judgments in Civil Matters and Insurance of Claims Act. |
This section is used for internal notes about the employee.
| Note |
Internal comment field.
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