Employees

The Employees section within the Human Resources Module includes all the employees entered in the CentralReach through the Contacts Module, along with their employment related information.

Human Resources / Employees / Human Resources / Settings / Time Off Settings Manual Time Off Adjustments

To make manual adjustments to an employee available time off:

  1. Navigate to the Human Resources module and select Employees
  2. Click the employee name
  3. Click the Time Off Setup tab
  4. The employee’s time off policies will be displayed
  5. Click the Manual Adjustment link underneath the time off policy you would like to update
  6. Enter the number of hours to be added or deleted from the employee’s time off balance, and click to select the date when the change is effective
  7. Click Submit
  8. Click Save

Human Resources / Employees Customizing the Employees Table/Grid

The employees table/grid in the Employees section of the Human Resources Module can be customized with employee information.

To customize the employee table/grid:

  1. Navigate to the Human Resources Module and select Employees.
  2. The employee table/grid will be displayed.
  3. Click the  icon on the right hand-side of the table/grid.
  4. Check/Un-check any of the following items, to add/remove their corresponding column from the employee table/grid:
    • Employee name
    • Type
    • Hire Date
    • Position
    • Employee #
    • Payroll Company
    • Workers Comp #
    • Pay Types
    • Pay Codes

 

Human Resources / Employees Storing Employee Information

You can add and store all your employees information in the Employees section of the Human Resources Module.

To add information to the employee file:

  1. Navigate to the Human Resources Module and select Employees.
  2. Click the employee name that you would like to enter information for.
  3. A new window will appear, giving you the option to add payroll settings, time off settings, KPI settings, an address, work history, pay codes, and other info.

Many of the tabs also provide the option to upload a file. For example, if you wanted to have an actual copy of their driver’s license, you can add that here.

Human Resources / Employees Approve/Deny Employee Time Off

To view, approve, deny or edit employee time off request:

  1. Navigate to the Human Resources Module and select Employee Time Off Requests
  2. You will land in the employee time off table/grid

3. View all pending requests, approved requests and denied requests for each employee on the left hand-side columns of the table/grid:

  • The # icon column represents the number of requests under the respective column
  • The Hrs column represents the total number of hours requested for all the requests under the respective column

4. To view, approve, deny or edit the request details, click the blue (Pending), green (Approved) or red (Denied) number under the # icon column

5. Click the Approve, Deny or the pen icon to edit the request as necessary

To manage employee time off, you must have certain permissions. To learn more about permissions to manage employee time off, click here.

Human Resources / Employees Employee Time Off Approval Permission Rights

To be able to view, approve or deny employee time off requests, the user/employee must have one of the following permission rights:

1. Admin – Time Off > Administrator: with this access right, the user will be able to manage time off requests for all the employees in the organization, whether or not the employee reports directly to the user of not.
2. Admin – Time Off > Manage Employees: with this access right, the user will be able to manage time off request for the employees that report to the user.

When a user has one of the permission rights above, their name will appear in the request time off form, as a manager or within a list of managers employees can send the request for time off approval to.

Please note that only the Org Account(s) is able to grant other users in the organization access to the permissions above. To learn more about how to provide permission rights to manage time off, click here.

To learn more how to approve/deny employee time off requests, click here.

Human Resources / Employees Applying Pay Types

Adding pay types is essential to ensure employees get paid for their timesheets. You can add as many pay types as you need. For example, if the employee is getting paid for hourly work, drive time, as well as overtime, he/she has to have all of these three pay types added to their account.

To add a pay type to an employee:

  1. Navigate to the Human Resources Module and select Employees.
  2. Click the + icon or the number in the bubble under the Pay Types column on the right hand-side of the employee name. If you don’t see the Pay Types column, click here to learn how to add it to your Employees table/grid.
  3. Click + New Entry.
  4. Click Pay Type and select your pay type from the drop-down list.
  5. Complete all the information requested within the form.
  6. If Valid Dates are requested for the pay type selected, enter:
    • From: enter the start date of when the pay type will begin to apply to the employee. This value is required to set up the pay type. The start has to proceed the date of the timesheets that you would like to include on payroll.
    • To (optional): Enter the end date if you have the date of when this pay type will end. This field is not required an can be left blank.
  7. Enter additional information about the pay type under Notes.
  8. Click Save if this is the only pay type needed for the employee.
  9. Click Save & Add New if you need to add another pay type for the employee.

All saved pay types will appear listed under this section once saved and the total number of pay types (active and expired) the employee has (1, 2, 3, etc.) will be shown under the Pay Types column in the Employees table/grid.

Human Resources / Employees View, Edit or Delete Employee Pay Types

To view employee pay types:

  1. Navigate to the Human Resources Module and select Employees.
  2. The Employee table/grid will be displayed.
  3. Click the number in the bubble under the Pay Types column.
    • If the Pay Types columns is not in the employees table/grid, click here to learn how to customize the employee table/grid.
    • If there is no number under the Pay Type column, click the + icon to add a pay type for the employee. Click here to learn how to apply a new pay type.
  4. All the active employee pay types will be displayed:
    • To filter a specific pay type, click All Pay Types to select from the drop-down the pay type you wish to view.
    • To include deleted and expired pay types, click the grey x to turn it to a green check-mark.
    • To edit the pay type, click the Pen  icon next to the pay type.
    • To delete the pay type, click the Trashcan  icon next to the pay type.

Human Resources / Employees Filter Employees by Pay Type

To filter and identify active employees who are assigned to a pay type:

  1. Navigate to the Human Resources Module and select Employees.
  2. Click the Filter icon next to the search bar on the top left hand-side of the screen, to expand the Labels and Filters section.
  3. Click Pay type.
  4. Click Choose  next to Pay Type.
  5. Select a pay type.

You’ll then see a list of all employees in the table/grid who have that pay type assigned in their profile.

Human Resources / Employees Filter Employees Missing a Pay Type

To filter and identify active employees who are missing pay types:

  1. Navigate to the Human Resources Module and select Employees.
  2. Click the Filter icon next to the search bar on the top left hand-side of the screen, to expand the Labels and Filters section.
  3. Click Pay type.
  4. Click Choose  next to Missing Pay Type.
  5. Select a pay type.

You’ll then see a list of all employees in the table/grid who do not have that pay type assigned in their profile.

Human Resources / Employees Assigning Pay Codes to Employees

Pay codes are used to classify employees job titles and pay rates.

To assign a pay code to employees:

  1. Navigate to the Human Resources Module and select Employees.
  2. Search for a specific employee and click on their name. Alternatively, you can click the number in the bubble or + icon under the Pay Codes column in the table/grid, and skip step 3 below. To add this column to the table/grid, click here.
  3. Click the Pay Codes tab.
  4. Click Add New Pay Code, and select a pay code from the drop-down.
  5. Enter the pay rate under the Rate column. If this is a salary employee, enter 0.
  6. Enter as many pay codes as necessary.
  7. Click Save.

This pay rate can later be used to add employees to multiple billing/service codes in bulk.

Human Resources / Employees Edit/Delete Employee Pay Codes

To edit/delete an employee pay code:

  1. Navigate to the Human Resources Module and select Employees.
  2. Search for a specific employee and click on their name. Alternatively, you can click the number in the bubble under the Pay Codes column in the table/grid, and skip step 3 below. To add this column to the table/grid, click here.
  3. Click the Pay Codes tab.
    • Edit the pay rate of the pay code under the Rate column.
    • Delete the pay code by clicking the trashcan  icon next to the pay code. 
  4. Click Save.