iHRIS:Add Employee Information

Add Identifications

Your organization may require one or more identifications from employees and job applicants. Add this identification information to the person's record. Multiple identifications may be added for a single person.

In the person's record under the "Individual Information" section, click Add Identification.
The Identification form opens. Select the Identification Type. Enter the number or other identifier for the identification in the Identification Number box. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
The identification information that you just entered displays in the employee's record. Additional identifications can now be added. For each identification, click Add Identification and add the new identification. If any of the identification information needs to be changed, click Update This information beside the incorrect identification to edit it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Make certain that all required fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add an identification after all, click Return (do not save changes).

The identification type is not available for selection.

Only the HR Manager can add new identification types to the system (see Add an identification type).

Add Demographic Information

Add demographic information about the employee for reporting purposes. Demographic information includes date of birth, gender, marital status and number of dependents.

1. In the employee's record under the "Individual Information" section, click Add Demographic Information. All demographic information is optional.
2. Set the employee's Date of Birth.
3. Select the employee's Gender.
4. Select the employee's Marital Status.
5. Enter the Number of Dependents for the employee.
6. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

The correct marital status is not available for selection.

Only the HR Manager can add new marital statuses to the system (see Add a marital status).

The demographic information needs to be changed.

In the employee's record under the "Individual Information" section, click Update This information beside the demographic information to update any of the fields.

Add Contact Information

For each person in the system, whether an employee or a job applicant, four types of contact information may be added: personal, or home, contact; work contact; emergency contact; and other contact. Only one contact may be added for each type. Contact information may be added at any time after the record is created. All contact fields are optional.

1. In the employee's record, click Contact Information in the side menu to jump to the "Contact Information" section of the record.
2. Click the link for the type of contact information to add.
3. Enter the full Mailing Address.
4. Enter a primary Telephone Number.
5. Enter an Alternate Telephone Number, such as a mobile phone.
6. Enter a Fax Number.
7. Enter an Email Address.
8. Enter any Notes, such as the name of an emergency contact.
9. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
10. Repeat for each type of contact to add for the person.

Troubleshooting

The correct Add Contact link doesn't appear.

Make certain that contact information hasn't already been added. For example, if the Add Personal Contact link doesn't appear, check the "Contact Information" section of the employee's record for a "Personal Contact" section. You can then change the previously entered contact information.

Contact information that was previously entered needs to be changed.

In the employee's record under the "Contact Information" section, click Update This Information beside the type of contact information to change and edit any field.