Employment requirements can be tracked in the Employee Reqs section of the personnel record. In addition to tracking State and Federal background check information, this section can be used as a checklist for all of the employment paperwork required in the onboarding process. There are many user-customizable fields available for use in matching to your own hiring checklists. Note that there are Text Fields and Date and Number fields to choose from so click on the two headings to access all the available custom fields. Such fields should be renamed in the Data Dictionary for easy use.
Category: Personnel Details
The Contact Information section of the personnel record contains the addresses, phone numbers, and email addresses. You can select whether information should be shown in the directories or not.
There are three phone numbers possible and also a Primary Contact # field where you can set which number should be shown as the main contact.
When adding a new personnel record, the work e-mail address might be automatically generated if a setting is set in the Operational Settings in the Admin/Config menu. It can always be overwritten if needed. If the work email address shows ins red, it is an indication that there might be a duplicate email address in the system.
When a change in address is entered in the Contact Information section, a history record will be kept for future reference and can be viewed in this section.
Employee seniority reporting varies from organization to organization. Some seniority reporting uses organization hire or start dates; special seniority dates; district service years; etc. to sort by.
If you use dates for your seniority reports, you will want to make sure the data is accurate before running any seniority reports. There are worksheets found in the Worksheets section of the Reporting menu that include the dates for easy review and updating. (Employee-Based IDS_Years_Dates and Job Base Setup)
If you use district service years for your seniority reports, there is a process that can be run to update the data in mass once a year in the Annual Employee Updates section of the Personnel menu. Click Increase Service Years for more information.
There are many seniority reports available in the General System Reports section of the Reporting menu. There are employee-based reports, job-based reports, and license-based reports. Many of these reports include a special Seniority Sort button at the top of the page to format the data in special formats.
There are two set of employment date fields in PeopleWerksHR – one related to the beginning of employment and the other related to the beginning of a job assignment.
There are Hire and Start Dates as part of the Work Summary for the employee in the Name & Demographics section of their personnel record. These dates generally relate to when the person was hired and started in the district or organization. There are other customizable date fields in this same section that can be used to track other dates related to the beginning of someone’s employment.
There are job-related Hire and Start Dates as part of the Job Details section of the personnel record. These dates relate to the job assignment only. There are other customizable job date fields in this same section that can be used to track other dates related to the beginning of someone’s job assignment.
When someone is first hired, the Hire and Start Dates in the Work Summary and in the Job Details match but when someone changes job assignments, the job Hire and Start dates change while the organization dates remain the same.
There are two fields related to buildings in the personnel record – Home Building and Work Building.
In the Name & Demographics section of the personnel record, PeopleWerksHR tracks the Home Building which is the primary location designated for a person (ex. where mail would be delivered).
In the Jobs section of the personnel record, PeopleWerksHR tracks the Work Buildings for an individual’s job assignment. Typically, people only have one work building but if they do work in multiple buildings throughout the week, it is important that they be identified so that they can be used for directory reports and emergency call systems. You can also enter day of the week and times of the day as part of the work schedule.
A personnel photos can be inserted in the personnel record by clicking the Insert Pict button found in the Name and IDs section of the personnel record.
Contact PeopleWerksHR Support for possible uploading of photos in mass.