Employees

Details

See the Employees section for complete details.

Operations

See the Employees section for complete details.

Attendance

See the Employees section for complete details.

Spec.

Employee Specifications are predefined note fields with titles that are listed alphabetically for quick and easy retrieval.

EDIT: Right-click and select Manage Employee Specification Types from the context menu.

ADD VALUE: Right-click on the Specification Type and select Find Specification Value from the context menu.

E-Docs

Documents, such as contracts and correspondence, can be tied to an Employee Record.

ADD: Right-click and select Insert File from the context menu.

DELETE: Right-click and select Delete.

E-Documents are administered in the E-Tree form; right-click to save a document to this location.

Training

A list of all training courses and sessions that the employee has completed.

Training courses are managed in the Training Courses form.

Training sessions are managed in the Training Sessions form.

Teams

Employees can be assigned to one or more teams, which are particularly useful for preparing schedules in the Team Scheduler and the Resource Scheduler.

Though the employee can be a member of multiple teams, there is an option under this tab to assign a Main team, which then makes any other team secondary.

Teams are administered in the Teams form.

ADD: Right-click and select Manage Employee Teams from the context menu.

DELETE: Right-click on the team and select Delete.

Settings

This area is automatically populated when a new employee is created.

All settings can, however, be modified as per the instructions enclosed within each one.

EDIT: Double-click under the Value column and type an alternate entry.

Other

Employees can upload a digital signature.

ADD: Right-click in the grey area and select Open Preview Image.

DELETE: Right-click and select Reset Image from the context menu.

They can also view additional information, with the proper permissions

Click on the View Extra Data button to view these details.

SIN / SSN: Area to enter the Employee's Social Insurance Number (SIN) or Social Security Number (SSN).

Hourly Wage: Area to enter the Employee's Hourly Wage.

An option allows users to include events from their personal calendars in their work schedule.

Check the Interface with Exchange box to activate this function.

Assets

This tab will display all Assets assigned to the Employee.

Assets are administered in the Manage Assets form.

Assets are attributed to Users in the Asset Details form.

Assets

Image: A photograph depicting the Asset.

Manufacturer: The Manufacturer or maker of the Product.

Type: Describes the Type of Product.

Model: The name or Model of the Product.

Room: The Room where the Asset is installed or stored.

Nickname: The common or local name given to the asset unit. (Example: Camera #42, VCR #52).

Description: Description that is specific to the Product model.

Asset Number: The unique number assigned to the unit by the Company.

Serial Number: The unique number assigned to the unit by the Manufacturer.

SR: The number of Service Requests in its history.

NOTE: The foreground color of the number will be highlighted in RED if there is an 'Open' Service Request.

Resp. Centers

A list of responsibility centers to which the employee is associated are listed here.

Responsibility Centers are administered in the Responsibility Centers form.

ADD: Right-click and select Manage Employee Resp. Centers in the context menu.

EDIT: Double-click on a Responsibility Center to see its detail.

DELETE: Right-click on the selected entry and select Delete in the context menu.

Responsibility Centers

Number: The Responsibility Center ID Number.

Name: The name of the Responsibility Center.

Authorized Limit: The authorized limit of purchases from the Responsibility Center.

Authorizers

List of Employees who also play an Authorizer role.

ADD: Right-click and select Manage Employee Authorizers from the context menu.

DELETE: Right-click on the employee and select Delete from the context menu.

Authorizers

Picture: The Employee's photo.

Name: The Employee's name.

Order: The authorizer level of the Employee in the management hierarchy.

Type: Double-clicking on the authorizer type will reveal various options, one of which can be designated per authorizer.

Authorizer Types are administered in the Authorizer Type form.

Substitutes

List of Employees who can play a Substitute role for Timecard Authorizations should the Employee be absent.

ADD: Right-click and select Manage Employee Substitutes from the context menu.

DELETE: Right-click on the employee and select Delete from the context menu.

Managers

This tab will display all Employees in management positions that are assigned to the current Employee.

In this area, users can also decide whether or not the designated manager should receive a copy of employee-related e-mails.

ADD: Right-click and select Manage Managers in the context menu.

DELETE: Right-click on the manager and select Delete in the context menu.

Managers

Picture: Image of the managing Employee

Name: Name of the managing Employee

Title: Title of the managing Employee

SR E-Mail: Check this box to send any Service Request-related e-mails to the Manager.

Service Requests are administered in the Manage Service Requests form.

PO E-Mail: Check this box to send any Purchase Order-related e-mails to the Manager.

Purchase Orders are administered in the Purchase Orders form.

Employees

This tab will display all Employees that are assigned to the current Employee.

ADD: Right-click and select Manage Employees in the context menu.

DELETE: Right-click on the employee and select Delete in the context menu.

Divisions

This tab will display all Divisions that are assigned to the current Employee.

In this area, users can also decide whether or not the designated division is active and/or default.

ADD: Right-click and select Manage Employee Divisions in the context menu.

DELETE: Right-click on the division and select Delete in the context menu.

Roles

This section is one of the most important of the form, as the roles assigned here affect all components of the Scheduling Module.

Roles are administered in the Roles form.

ADD: Right-click and select Manage Employee Roles in the context menu.

EDIT: Double-click on a role .

DELETE: Right-click on the role and select Delete in the context menu.

Roles

Image: A visual representation of the role to be performed.

Code: The alpha-numeric code assigned to the role.

Role Name: The name of the Role.

Start Date: The first day on which the Employee can be scheduled to work in the Role.

End Date: The last day on which the Employee can be scheduled to work in the Role.

If no Start or End Date is entered, the Role will always be available for scheduling.

NOTE: If the Role has expired, the Schedule will show a red warning color.

Scheduled Hours: The number of hours during which the Employee has been scheduled to perform that role.

Claimed Hours: The number of hours that the Employee has claimed in their timecard under that role.

TU: Check this box to indicate that, if the Employee is assigned this Role, the position is Temporary Upgrade (TU) from their regular tasks and could qualify for compensation.

Default: Check this box to indicate that the role is the Employee's primary function.

NOTE: Only one role can labeled as Default. The abbreviation of this default role, as configured in the Roles form, will appear under each Employee's Name in the Resource Scheduler form.

Display: Check this box to indicate that the Employee's availability will be displayed in the Resource Scheduler, when creating Facility Role Events.

Photo

Insert a photograph of the employee; for best results, choose a headshot.

EDIT: Double-click on the photo and insert another file from your computer.

Name

The Employee's first and last name.

Short Name

Some organizations assign short names to quickly identify employees.

A Company Setting controls whether or not this information is displayed.

Employee Number

Some organizations assign employee human resource numbers to quickly identify employees.

Title

Assign a Title to the Employee.

Type a Title in the box, or click on the arrow to view the list.

Titles are administered in the Employee Titles form.

Click on the button to view details on the selected title.

Click on the button to find another Title.

E-Mail

Enter the e-mail address where the employee can most often be reached in the space provided.

Check the Display box to indicate whether or not the employees name should appear instead of the e-mail address when sending messages through VimBiz.

Click the button to include additional e-mail addresses.

ADD: Click the New Employee E-Mail Address button.

Employee Email Address Details

E-Mail Address: Enter the e-mail address.

Calendar Account: Check the box to indicate that it is linked to a calendar account.

This will be used to synchronize the employee's published schedule with their personal calendar; consult the Scheduling Button Bar page for details on this function.

NOTE: Should additional addresses not be added, the employee schedule will be synchronized with the primary address provided.

Virtual

Check this box to create a Virtual Employee.

This Employee can be linked to one or many teams, as a placeholder when reassigning Shifts or Events.

SMS Email

Text messaging is possible through VimBiz.

For Employees choosing to use this option, enter the Email address linked with their SMS account.

Business

Enter the business telephone number, and extension if applicable.

Fax

Enter the business fax number, and extension if applicable.

Home

Enter the home telephone number.

Cellular

Enter the cellular telephone number.

Pager

Enter the pager telephone number.

Address

Enter the address where the Employee is located.

Addresses are administered in the Manage Addresses form.

To assign a address, click on the button.

Then click on the button to view details of the selected address.

ID Card Number

For companies using electronic ID Card readers to track their Employee's locations.

Enter the number linked to the Employees ID Card.

Department

Type a Department Name in the box, or click on the arrow to view the list.

Departments are administered in the Departments form.

Stockroom

Type a Stockroom Name in the box, or click on the arrow to view the list.

Rooms are administered in the Manage Rooms form.

Click on the button to view details on the selected room.

Room

Lists the name of the Room, followed by the Area where the Employee is assigned to work.

Type a Room Name in the box, or click on the arrow to view the list.

Rooms and Areas are administered in the Manage Rooms form.

Click on the button to view details on the selected room.

Click on the button to find another room.

Purchasing CC

Assign a Cost Center to the Employee for creating Service Requests and Purchase Orders.

Type the Cost Center Name in the box, or click the arrow to view the list.

Cost Centers are administered in the Cost Centers form.

Click on the button to view details on the selected cost center.

Click on the button to find another Cost Center.

Service Center

Assign a Center to the Employee for submitting Service Requests.

Type the Service Center Name in the box, or click the arrow to view the list.

Service Centers are administered in the Service Centers form.

Click on the button to view details on the selected Service Center.

Click on the button to find another Service Center.

Click on the button to view a list of all Service Centers that the Employee is a member of.

Rental Center

Assign a Center to the Employee for submitting Rental Requests.

Type the Service Center Name in the box, or click the arrow to view the list.

Service Centers are administered in the Service Centers form.

Click on the button to view details on the selected Service Center.

Click on the button to find another Service Center.

Default Ship Addr

Enter the address where items can be shipped to the Employee.

Addresses are administered in the Manage Addresses form.

To assign a shipping address, click on the button.

Then click on the button to view details of the selected address.

Default Inv Addr

Enter the address where invoices can be sent to the Employee.

Addresses are administered in the Manage Addresses form.

To assign an invoicing address, click on the button.

Then click on the button to view details of the selected address.

Status

Type the Status Name in the box, or click on the arrow to view the list.

Statuses are administered in the Manage Employee Statuses form.

Click on the button to view details on the Status.

PR Auth Amt

Assign the authorized product request amount.

Enter a number for the dollar limit.

Product Requests are administered in the Request Products form.

PO Auth Amt

Assign the authorized purchase order amount.

Enter a number for the dollar limit.

Purchase Orders are administered in the Purchase Orders form.

View Working Conditions By Date

Click the button to view a list of rules set for the Employee's scheduling and time reporting, known as Working Conditions.

Employee's Working Conditions can be modified many times, and are set to change on certain dates.

Type a date in the box, or click the arrow to view the calendar.

See the Employees section for complete details on this set of rules.

Click the Contract Details button for more information on the assigned Contract.

Contracts are administered in the Employee Contracts form.

Edit Working Conditions

Click the button to open the Employees form.

This is where various rules are administered for each Employee's time reporting (top panel) and scheduling (bottom panel).

Service Center

Assign a default service center for Scheduling Requests.

Type the Service Center Name in the box, or click on the arrow to view the list.

Service Centers are administered in the Service Centers form.

Click on the button to view the details on the selected Service Center.

Click on the button to find another Service Center.

NOTE: This action does not make the employee an employee of the selected Service Center.

Default Week Template

Allows a Timecard to be created with a Week Template, instead of a Published Employee Schedule.

Timecards are administered in the My Timecards form, and are created from this configured Template by clicking the New Timecard button.

Week Templates are administered in the Manage Week Templates form.

EDIT: Select a Template from the drop-down list.

Click on the button to view the Week Template Details.

Click on the button to find another Template.

NOTE: Each Employee Contract can also be configured with a default Template. If this field is left blank (default N/A value), and the Employee's applicable Contract is configured accordingly, they will be able to create a Timecard, as explained above.

View Schedule

Click on this button to open a read-only version of the Employee Schedule for the selected Employee

Ignore Shift Work

With the Sick Reporting feature, companies can leverage the Shift Work flag on the Employee Contract to create specialized rules.

When this box is checked, the Employee Contract flag wil lbe ignored, so that other rules can be configured with higher precedence.

IMPORTANT: Companies using the Employee Type functionality can automate the setting of this checkbox.

Seniority Date

Date on which the Employee commenced employment.

Hire Date

Date on which the Employee was hired (day/month/year).

Type the date in the box, or click on the arrow to view the list.

Reset Date

Displays the date that all values are reset (day/month/year).

Type the date in the box, or click on the arrow to view the list.

See details above for information on carrying over accumulated vacation, TIL and sick time.

IMPORTANT: This date can be reset in bulk, for all Employees, in the Employee Attendance Adjustments - All form.

Timecard Authorizer

The person who will authorize the Employee's timecards.

Click on the arrow to view a list of Employees who are set as Authorizers for other Employees.

ADD: Type the Employee's Name or Short Name.

Employees are administered in the Manage Employees form.

Click on the button to view details on the selected person.

Click on the button to find another employee.

IMPORTANT: In the Service Center Details - Scheduling form, it is possible to assign a Timecard Authorizer to all Employees who are part of the related Service Centers

Employees are configured with a Scheduling Service Center in this form.

TIL Default

When checked, the automatic timecard claim generation system will try to claim TIL before money.

Banks

Indicate which Time Banks the Employee can claim time to, or claim time from.

ADD: Click on the New button, enter a Starting Date and Value, and check the Active box to activate the bank.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Banks are administered in the Time Banks form.

Holidays

Indicate which Holiday Group the Employee is a member of.

This will ensure the proper warnings to their Planner, in the Resource Scheduler and Employee Schedule forms.

ADD: Click on the New button, enter a Starting Date and Value, and check the Active box to activate the bank.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Holiday Groups are administered in the Holiday Groups form.

Part Time %

Allow the employee to work reduced hours during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

NOTE: When creating the rule, enter values for Daily Part Time % and for Weekly Part Time %.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Daily Part Time %: Sets the value of the Daily Regular Hours, as well as the event duration when an Auto-Duration Shift Template is assigned.

Weekly Part Time %: Sets the value of the Period Hours.

IMPORTANT: The dated daily part-time percentages will be used to calculate the value of an Employee's day, when claiming time from a Time Bank that is configured in days.

Time Banks are configured in the Time Banks form, and are assigned to Employees in this form, under the Banks tab.

Flexible Hours

Allow the employee to work flexible hours during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

OT Claims

Allow the employee to claim overtime premiums in their timecards during an established period.

NOTE: This attribute will be used in the auto generation of Claim Rules.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

OOH Claims

Allow the employee to claim OOH (Outside Office Hours) premiums in their timecards during an established period.

NOTE: This attribute will be used in the auto generation of Claim Rules.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Unions

Set the employee to follow the rules set out by a specific union during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Unions are administered in the Manage Employee Unions form.

Click the button to view the details of the selected Union, or click the button to find another Union.

Types

Modify the employee's effective calendar during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Calendars are administered in the Manage Employee Calendars form.

Click the button to view the details of the selected Calendar, or click the button to find another Calendar.

Contracts

Set the employee to follow the rules set out by a specific contract during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Contracts are administered in the Employee Contracts form.

Click the button to view the details of the selected Contract, or click the button to find another Contract.

Contract Periods

Modify the employee's effective pay period during an established time frame.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Contract Periods are administered in the Manage Employee Contract Periods form.

Click the button to view the details of the selected Contract Period, or click the button to find another Period.

Statuses

Modify the employee's status during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Statuses are administered in the Manage Employee Statuses form.

Click the button to view the details of the selected Status, or click the button to find another Status.

Cost Centers

Set any of the employee's scheduling-related costs to be forwarded to a certain responsibility center during an established period.

ADD: Click on the New button, enter a Start and End Date, and check the Enabled box to activate the claim rule.

EDIT: Double-click on an entry.

DELETE: Right-click on an entry and select Delete in the context menu.

Cost Centers are administered in the Cost Centers form.

Click the button to view the details of the selected Center, or click the button to find another Responsibility Center.

Location Tree

Employees are classified in a location tree, which is divided into Regions, Buildings, Areas, and Rooms.

Rooms are assigned to Employees in the Employee Details form.

The location tree is defined in the Manage Rooms form.

Relations

Employees are classified in a relationship tree, which is divided by a management hierarchy: Principal Manager, Secondary Manager, Supervising Employees, Employees, Sub-Employees

Managers are assigned to Employees in the Employee Details form.

Titles

Employees are classified in a title family tree, which is divided by various degrees of title grades.

Titles are assigned to Employees in the Employee Details form.

Title Families are defined in the Manage Title Families form.

Title Grades are administered in the Manage Title Grades form.

Roles

Employees are classified by their default roles.

Roles are assigned to Employees in the Employee Details form.

Roles are administered in the Roles form.

Employees Panels

There are three options for viewing Employees within this right-side panel.

Active Employees: lists only active employees.

Thumbnails: shows only the employee's photo (for both active and inactive employees).

Inactive Employees: lists only inactive employees.

Clicking on any of the four filter panels at the left of the screen will populate the Employees Panel.

All listed information is entered in the Employee Details form.

Image: Employee's photograph.

Full Name: First and last name of the Employee.

Department: Area where the Employee works.

Title Client: Title that the Employee has been assigned.

Business Phone: Telephone number where the employee can be reached during business hours.

Cellular Phone: Telephone number where the employee can be reached after business hours.

New Employee

Click this button to create an Employee entry.

See the Employee Details section for a complete explanation of this form.

NOTE: To avoid duplication, ensure that the employee does not yet exist in the database before creating a new record.

Employees are sorted by those who are PO Creators, those who are PO Authorizers, as well as a view of all employees

Employees are sorted by those with a timecard authorizer, those without, as well as a view of all employees

Employee Groups

Name of the Employee Group.

New Employee Group

Click on the button to create an Employee Group

Employee Group Details

Name: Enter a name for the Employee Group

EMail Address: Optionally enter an additional e-mail address, where group e-mails can be sent

IMPORTANT: Emails will also be sent to each member of the Employee Group.

Employees

ADD / EDIT: Click on the Add Employees button, or right-click and select Add Employees from the context menu.

DELETE: Right-click on an Employee and select Delete from the context menu.

Employees are administered in the Manage Employees form.

All information displayed is entered in the Employee Details form.

Name

The name given to the Employee Status.

Employee Status Attributes

External: Check this option to indicate an external employee.

Active: Check this option to indicate an active employee.

Temp: Check this option to indicate a temporary employee.

Default: Check this option to make the status the default status for all employees.

Statuses are assigned to Employees in the Employee Details form, in their Working Conditions.

New Employee Status

Click this button to create an Employee Status.

Details

Name: Enter a name for the Employee Status.

Attributes: Select any attribute(s) that pertain to the Status.

Name

Name of the Employee Type

New Employee Type

Click on this button to create a new Employee Type

Employee Title

The name of the Employee's designated Title.

This title is assigned to Employees in the Employee Details form.

Code

The code or abbreviation assigned to the Title

Title Family

If the Title is part of a Tile Family, it will appear here.

Title Families are administered in the Manage Title Families form.

Title Grade

If the Title is part of a Title Grade, it will appear here.

Title Grades are administered in the Manage Title Grades form.

Count

Amount of employees with this designation.

New Employee Title

Click this button to create an Employee Title.

Employee Title Details

Name: Enter a name for the Employee Title.

Code: Optionally enter a secondary code for the Title.

Family: Type a Title Family Name, or click on the arrow to view the list.

Title Families are administered in the Manage Title Families form.

Grade: Type a Title Grade Name, or click on the arrow to view the list.

Title Grades are administered in the Manage Title Grades form.

Code

The code or abbreviated name for the Union.

Name

The title of the Union, as it will appear throughout VimBiz.

New Employee Union

Click this button to create an Employee Union.

Employee Union Details

Code: Enter a code for the new Union.

Name: Enter a name for the new Union.