Employee Profile Fields

 

General Tab

The General tab is where you enter required information for employees, such as name, address, position, etc.

Last Name, First Name, MI: Type the employee's name.

Short Name: This value is automatically generated after you enter the Last, First, and MI fields (the MI field is optional). You can change the short name by typing in the field.

Initials: This value is automatically generated after you enter the Last, First, and MI fields (the MI field is optional). You can change the initials by typing in the field.

Role: Select the appropriate security role for this employee by clicking to open a list of available roles. Select the appropriate role and click OK. Note that this field is required when Allow Web Login is selected.

SSN: Type a nine-digit numeric value in this field. Typically, this should NOT be the employee's Social Security Number, for security and privacy reasons.

Employee ID #: Type a unique Employee ID number.

Clock ID #: Type a unique Clock ID number.

Time Zone Offset: If this company is in a time zone different from that of your web server, you must enter the time difference relative to the web server. For example, if the web server is located at your headquarters in the Eastern time zone and this company is in the Central time zone, the time zone offset for this company is (-1) because the Central time zone is one hour behind the Eastern time zone.

Allow Web Login: Select this option if this employee should be able to log on to the application. Type theLogin ID and Password that the employee will use to log on. You can only enter the password if you have permission to edit passwords. Passwords is masked with asterisks (*). Note that when this field is selected, you must also specify Role. Note that a message is displayed when the number of employees assigned Allow Web Login exceeds the number specified in your application license.  

Pay Group: Select the employee's pay group by clicking to open a list of available pay groups. Select the appropriate pay group and click OK.

Shift ID: If the selected Pay Group has shifts associated with it, you must select the Shift ID by clicking the magnifying glass to the right of the field to open a list of available Shift ID's. Select the appropriate Shift ID and click OK. Only the shifts associated with the selected Pay Group is available.

Primary Dept/Position: Click the Select button to the right of the field to open a list of available positions. Select the appropriate position and click OK.

Supervisor: This field will only be available if the Use SupervisorThe Use Supervisor option can be accessed on the Configurations tab > Settings > System Settings > Time and Attendance tab. option is selected. Click to open a list of supervisors. Select the appropriate supervisor and click OK.   

Accrual Group: If your organization uses Accruals, select the employee's Accrual Group by clicking to open a list of available Accrual Groups. Select the appropriate Accrual group and click OK.

Points Group: If your organization uses Points, select the employee's Points Group by clicking to open a list of available Points Groups. Select the appropriate Points Group and click OK.

Schedule Mode: Select the method for scheduling this employee.The method selected here will determine the schedule applied to the employee at the beginning of each pay period.

None: Schedules are not used for this employee. Note: An automatic schedule cannot be generated using this option. To schedule the employee, a customized schedule must be completed on the Weekly Schedule screen.

Master Schedule: To use a master schedule, select this option and click to open a list of available master schedules. Select the appropriate master schedule and click OK.

Rotation Schedule: To use a rotation schedule, select this option and click to open a list of available rotation schedules. Select the appropriate rotation schedule and click OK. Rotation schedules are master schedules that change on a weekly basis.

Use Department Schedule: Select this check box to automatically assign the schedule template used by the employee's home department.

Upload Picture: You can add an employee's picture to his or her profile if the Use PicturesThe Use Pictures option can be accessed on the Configurations tab > Settings > System Settings > General tab. option is selected. The file must be a gif, jpeg, jpg, or bmp file.

 

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

 

Access Tab

This option  enhances the Employee Profile by now allowing access information (i.e., User Manager Profile information) to be set from the Access tab.

a. API users will continue to be defined in User Manager.

b. Supervisors, Managers and System Users may continue to be created in User Manager when there is no associated Employee Profile.

c. Supervisors, Managers and System Users may be continue to be created in User Manager even when there is an associated Employee Profile.

 

The Access tab is available on every employee profile regardless of employee type.

a. User must have at least View security permission to access the Access settings.

b. User must have Edit security permission to change any values.

c. User must have specific permission to change the password once it has been set.

d. If User does not have security permission to the Security Access settings, the button is disabled.

e. Employee Type can be set from the Access tab. Also, the value of this setting controls other options available from this tab. Note that for Employee Type of Employee the Employee Role selection is available, not the Security Access option.

Scenarios:

Employee Type "Employee"

• This employee is downloaded to the clock as an Employee.

• If granted login permission, this employee may access Asure Time & Attendanceassuming that a security role has been assigned.

o This employee may access only his own data.

Employee Type "Supervisor" or "Manager"

• This employee is downloaded to the clock as a Supervisor/Manager and as an Employee.

• If Supervisor or Manager with assignable hierarchy, this employee may be assigned to another employee’s profile as that employee’s supervisor.

• If Supervisor or Manager with Login permission, this user may log into Asure Time & Attendanceassuming that a security role has been assigned.

o If an employee security role is assigned, and there is no supervisor/system admin role, this user would be treated as an “Employee” when he logs in.

o If a supervisor/system admin security role has been assigned, this user may access data for other employees assuming that access level has been assigned and assuming appropriate security role permissions have been granted.

Employee Type "System User"

• This employee is downloaded to the clock as an Employee.

• If granted login permission, this employee may access Asure Time & Attendanceassuming that a security role has been assigned

o If an employee security role is assigned, and there is no supervisor/system admin role, this user would be treated as an “Employee” when he logs in.

o If a supervisor/system admin security role has been assigned, this user may access data for other employees assuming that access level has been assigned and assuming appropriate security role permissions have been granted.

 

View Employee Profile settings on the User Manager screen

Note: When access settings are set on the Employee Profile, they may be viewed on the User Manager screen. However, access settings originally created on the User Manager screen will not be visible on the Employee Profile.  

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

 

Personnel Tab

The Personnel tab is where you can enter employment information such as pay rates and employee history.

Address: Type the employee’s address, telephone number, and email address.

Payment/Compensation

Holidays: Select this check box if the employee is eligible to receive holiday benefits as defined by his or her pay group. Note that if this field is not selected, the Holiday Rule will not apply; the employee will not be paid nor accrue Holiday time.  

No Pay: This feature allows employees to retain personnel information, time card punches, etc. without being paid through the system. This is useful for salaried employees.

Auto Punch to Schedule: Select this check box to load scheduled hours to the employee's time card.  This is useful for employees who do not have access to a time clock.

No Download: This feature prevents information from being transmitted to the time clock.

Salaried: Select this check box for salaried employees. When this option is selected, you will

be prompted to enter the salary below. If this option is not selected, the pay rate fields is available.

Primary Rate, Alt Rate 1, Alt Rate 2: Enter the applicable rates of pay by typing the amount, or clicking the left or right arrows.  

Primary Rate: The employee's normal hourly rate.

Alt Rate 1, Alt Rate 2: Alternate rates that are paid for a premium.

Status: Select the employee’s current employment status from the drop-down list; you can choose Active, Inactive, Term Pending, or Terminated. If an employee's status is changed to Inactive or Terminated, his or her application license is no longer counted toward the license limit. Choose Term Pending and specify a termination date to prevent accruals and holiday benefit from being generated beyond the termination date. Term Pending employees will automatically be updated to Terminated status once the Termination Date has passed.

If an employee's status is changed to Terminated or Term Pending, the following fields must be filled in:

Termination Date: Select the termination date either by typing it or by clicking the calendar button and selecting the date.

Termination Reason: Click the magnifying glass to open a list of available termination reasons. Select the appropriate reason and click OK.

Can be rehired? Select this check box if this employee can be rehired (available based on Termination Reason).

Employee History: You can change any of the dates either by typing or by clicking the calendar button and selecting the date.

Hire Date: The date the employee was hired.

Review Date: The date of the employee's next review.

Seniority Date: The date of the employee's seniority within the company, current department, position, or other designation.

Local Date of Hire: You can use this field to record the date an employee began working at the current location (for example, if there are multiple offices and an employee transfers to another office, you can record the transfer date in this field).

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

 

Background Tab

The Background tab is where you can enter additional personal data, such as age and immigration information.

Age Related: This section is related to the employee's date of birth.  Each state carries certain laws regarding majority.  

Birth Date: Enter the employee’s date of birth. Click the pop-up calendar and choose the day, month and year or type it in.

Age Certificate #: Enter the employee’s age certificate number.

Work Permit #: Enter the employee’s work permit number.

Full Time Student: Select this check box if this employee is a full-time student.

Immigration Details: Use this field to track immigration information, if applicable.

Immigration Citizenship: Select the country for which the employee has citizenship by clicking the magnifying glass to open a list of countries. Select the appropriate country and click OK.

Visa #: Type the employee's visa number.

Visa Expiration: Enter the visa expiration date either by typing it or by clicking the calendar button and selecting the date.

Visa Type: Type the employee's visa type.

Language: You can enter the primary and secondary language for the employee.

Family Data

Former Name: Enter the former name (e.g. maiden name) of the employee, if applicable.

Closest Family Member: The fields below can be used for the employee's spouse, domestic partner, or closest family member.

Name: Type the name of the spouse, domestic partner, or family member.

SSN: Type the person's social security number.

Gender: Select Male, Female, or Non-Binary.

Birth Date: Enter the date of birth either by typing it or by clicking the calendar button and selecting the date.

Relationship: Describe the relationship to the employee.

Miscellaneous

Gender: Select Male, Female, or Non-Binary.

Education: Type the employee's level of education.

Race: Select the employee’s race by clicking the magnifying glass to open a list. Select the appropriate race and click OK.

Union Member: Select this check box if the employee belongs to a union.

Name: Type the name of the Union.

Local: Enter the name of the local chapter of the designated Union.

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

 

Work Preferences Tab

The Work Preferences tab is where you can enter a different pay rate for each position an employee can work. This tab is only available if Activate Pay Rates by PositionThe Activate Pay Rates by Position option can be accessed on the Configurations tab > Settings > System Settings > Payroll tab. (Configuration) is selected and if it is permitted by the user's security role.

The Apply to Transfer check box allows you to specify which hierarchy level entries are available to an employee when entering a transfer, either on the Landing Page or the time card. Enable the Apply to Transfer check box to enable only entries for transfer selection. If Apply to Transfer is not enabled for an entry, it is not available om transfer

 

Other Tab

The Other tab is where you can enter information such as an emergency contact person.

Emergency Contact: Type the name, address and phone number of your emergency contact person.

Type of Phone: Type a description for the number entered in the Phone field. Examples are “Cellular”, “Second Job”, “Brother's”, etc.

Alternate Phone: Type an alternate telephone number for the emergency contact person.

Miscellaneous

Type: Select the employee’s position within the organization. If you select Supervisor or Manager, you must enter the date in the Date of Change field either by typing it or by clicking the calendar button and selecting the date.

Full Time: Select this check box if the employee works full time.

Married: Select this check box if the employee is married.

Override Holiday Hours: Select this check box if you want to override the number of benefit hours that would normally be assigned by the holiday rules. Indicate the number of hours in the box to the right (must be configured to use).

Lunch Break Minutes: You can enter the number of lunch break minutes this employee is allowed. Note: If you make an entry in this field, it may override any lunch break rules.

Notification Level: If your organization tracks points, the employee's current notification level is indicated here. You cannot change this field.

Work Hours: You can enter the number of hours an employee normally works. This field is used for guaranteed hours rules.

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

 

UDF Tab

The UDF tab contains any user-defined fields that your organization has created.

 

Taxes Tab

The Taxes tab is where you can enter federal, state, and city/county tax information. The Taxes tab is only available if the Capture Tax InformationThe Capture Tax Information option is located on the Configurations tab > Settings > System Settings > Personnel tab. option is selected. Note that this information is available for informational purposes only; it does not affect the time and amount data transmitted to your payroll software.