Employee Record

The employee record within Chronicle stores all personal data for the employee as well as other information such as their roster, entitlements, flexitime, records. It is also where you'd be able to assign tags. 

To create a new employee record, you'd do this within 'View' > 'Live Data' or within the settings via the cog in the top-right corner under the 'Employees' tab then the 'Employees' option. On either of these areas, you can begin creating a new employee record by selecting the green +. 

When creating a new employee record, the required fields need to be entered:

• Person Type
• Badge ID (This in most instances is pre-populated)
• Forename
• Surname

Creating a new employee record will use 1 employee licence. When this employee record is archived, it will free up that licence making it available to be used on creating a new employee record.

To access an employee record once it is created, you'd double-click on the employees name within Live Data or Employees within the settings.

When first opening an employee record, you'll always be greeted with the 'Details' page. On the left-hand side you'll see relevant employee information such as:

• The Employee's Name
• Their Photo (This can be uploaded using the orange button)
• Contact Details
• Join Date & Length of Service
• Assigned Manager
• Employees they manage

Within the middle of the 'Details' page, you'll see information relating to that employee.

Here you'll be able to define various details regarding this employee from their general details such as forename, surname, date of birth, gender as well as assign their roster, define a default activity and cost centre, assign them to a relevant terminal group and assign them to an access group.

You'll also see a 'Change Roster' button on the right-hand side. This is for when the employee is no longer due to be working on the defined roster within the drop-down. More information on this functionality can be found here: Roster Change – Chronicle Computing
 

Personal Info

The 'Personal Info' tab will allow you to input the employee's contact information such as address, e-mail, contact numbers as well as any next of kin information.

Additional Info

The 'Additional Info' tab is for any extra information retaining to this employee - This includes nationality, ethnicity and religion. 

Other information that you can define within this area is the employees job title, start date and who their manager is.

You can also define this employee as a first aider, fire marshal or supervisor. Doing so will display an icon against their name within the 'Attendance' screen:

You can also define a leaving date here - This will archive the employee record on that date, or immediately if in the past which will free up the associated licences.

Payroll

The 'Payroll' tab is where you would define any payroll related information regarding the employee. This includes their hourly, daily, monthly, annual rate, bank account details, payroll number & national insurance number. 

Some options on this tab relate directly to various payroll services within Chronicle. You can find more information about these specifically within our 'Payroll' categories of the Knowledge Base.

You'll also see a 'Change Rate' button - This works similar to the 'Change Roster' functionality where you can define a change to a rate. This is usually used for rate changes that are due to happen in the future. More information regarding this functionality can be found here: Pay Rate Changes – Chronicle Computing

Remuneration

On the 'Remuneration' tab, you'll find any changes to rates that have been made against this employee using the functionality mentioned above. 

This should update accordingly when making changes (due in the future) within the 'Change Rate' functionality.

You'll also be able to see any scheduled 'Exceptional Items' that have been set-up and assigned to the employee. More information about exceptional items can be found here: Exceptional Items – Chronicle Computing

Entitlements

The 'Entitlements' tab is where you'll be able to see entitlements for that selected employee such as holiday, bank holidays, sickness, absence & toil as well as any other types that are created. 

Some fields can be manually updated if needed such as the 'Carried Over' to make quick adjustments to their entitlements.

You can also define a holiday threshold, accrual rule and SSP against the employee within this tab.

An 'Employment Type' can also be set, however it is recommended to leave this blank unless absolutely required as it can affect the hours booked as a holiday. 

More information about employment types can be found here: UK Holiday Entitlements -Holiday pay Guidance on calculating holiday pay for workers without fixed hours or pay – Chronicle Computing

For any employee starting mid-way through a holiday year, you can 'Prorata' their entitlements using this button. You can find more information on this here: How to prorata holiday entitlements for new employees – Chronicle Computing

There are also some tick boxes on this page which can allow you to view the entitlement in hours instead of days. You can also set it so that the employees entitlement does not carry over into the new holiday year.

Custom

The 'Custom' tab is something you can define yourself, this area can be used to define any specific information that could relate to the employee - You can set these up to be clothing sizes for example. 

To create these, you'd need to follow this guide: Employee Custom Labels – Chronicle Computing

The custom fields that are created apply to every employee record.

Notes

This is a fairly straight forward tab within the employee record - Here you'll be able to write any notes that relate to the employee such as diagnosis, extra support required or recent life changes that may be best to be noted against them.

Records

This is a feature within our 'HR' package - This can help you track a collection of relevant HR records such as various skills, certificates, training, appraisals etc. 

You'll be able to see any records created for the employee within this tab, including when they were added and when it may expire. This should also correlate with e-mail notifications for when it is due to expire but has not been completed.

More information about the 'Records' functionality can be found here: HR Records – Chronicle Computing

Documents

The documents tab is where you can store personal and company based documents against the employee(s). This could be any personal information, disciplinary/appraisal documents, targets, achievements etc. 

You'd upload these documents on an individual basis within this tab, if not a 'Company Document' which can be bulk assigned to employees.

It can also be managed in a folder-like structure similar to your 'My Documents' within your computer. 

Here you can also assign a 'Mail Merge' template for the employee which can be created as a feature within our 'HR' package.

Flexitime

Flexitime is something that companies use as a benefit to employees whereby they can work more to then use flexitime to leave earlier. The 'Flexitime' tab within an employee will give you an overview of the balance on a monthly basis. 

This would need to be set-up prior for the period(s) to appear. You can find more information about creating flexitime periods here: Setting up Flexi Time – Chronicle Computing

Annualised Hours

Annualised hours is a way of viewing hours targeted for an employee. You'll be able to set these targets for an employee within this tab, which you'll then be able to track within the 'Live Data' screen. 

More information about annualised hours can be found here: Annualised hours – Chronicle Computing

Workflow

Workflow's are another HR feature we offer at Chronicle - This is were you can assign documents/links for the employee to view and sign off on. Within this tab, you'll be able to track the various stages for a process and whether the employee has signed off on this as of yet. 

More information about creating a workflow within your environment can be found here: How to create a workflow  – Chronicle Computing

Tags

This is an important tab for the employee - This is where you will assign them to your various tags so you can find them easier within various screens around Chronicle. 

When creating a new employee, they will automatically be assigned to the 'All' tag. 

User

In the bottom-left, you'll see a blue user button. This is where you can quickly create the user profile for the employee - This is separate to the 'Employee Record' and allows you to define what type of user they are; Self Service, Admin, Payroll, Mobile. 

More information about user profiles can be found here: All Areas of Admin Access Explained – Chronicle Computing