Creating employees in RecMan
In RecMan, creating an employment can be done from the candidate database by navigating to a candidate and finding the Employ button. Employing candidates is the first step in giving the employee the status of Employee, which will enable you to add the employee to jobs on your various staffing projects.
When creating employment, it is recommended that you fill out as much information as possible regarding the role, the employment period, the position percentage, and details for payroll and salary. Adding this information can serve as a basis for your templates, easing the process of sending out an employee agreement afterward and enabling features to help you fulfill your obligations to the employee for their position percentage.
When saving the initial employment, the candidate profile will be given the Employee status to indicate that there is employment information saved. Additionally, a few more fields and buttons will be made available, such as:
- Work calendar: The work calendar can be used to add the employee’s vacation and availability and to get an overview of assigned shifts. See also the employee calendar-module
- Jobs: an overview of all the employee's jobs with handy shortcuts to view the job details and log work as a user.
- Employment: Details about the employment
- Logged work: A shortcut to the logged work module, setting a filter automatically for this employee.
As a second step before moving on, our recommendation is to take a look at the Employment tab to see if there is more information you can fill out before proceeding to send out an employee agreement. With the employment completed and the agreement sent, the employee should be ready to be assigned a job on one of your staffing projects.
Employee permissions
When creating the employment, you can select an access role for what the employee should be allowed to do. See details for the permissions below:
| Create job | Permission for employees to create their own jobs on projects. Useful for consulting roles. |
| Set job as expired | Enables the employee to set a job as expired. |
| Create shift | Enables the employee to add shift details to their employee calendar. |
| Edit shift | Permission for the employee to edit shift information. |
| Delete shift | Permission for the employee to delete shifts. |
| Manage vacation | Permission for the employee to add vacation to their calendar. |
| Available location | Enables the employee to specify available location in their work calendar (this feature is deprecated). |
| Edit logged work | Enables editing of logged work (only for unapproved hours). |
| View paycheck | Lets the employee view created paychecks in RecMan. |
| Employee app | Enables RecMan Employee for the employee. |
To standardize this, a system administrator can set up a role for your department in Candidate Settings → Permissions.
Good to know
- The date of employment will have ramifications for the creation of jobs, as a job cannot be active outside of employment.
- When selecting a guarantee rule, the provided year limit and position percentage will be used to calculate the obligation to the employee, which will assist your decision-making, e.g., in the employee calendar.
- For a complete overview of the additional fields for the employment, see the candidate settings for Candidate card. This can be specified per corporation.
- After being employed, information regarding children, next of kin, and customer blocks can be added to the employee’s candidate card.
- Optionally, a system administrator can enable Next of Kin, Social Security ID and Bank account for employees to fill out in the corporation settings.