Personnel – Business Online

Introduction

The primary use of the personnel list is to store company-relevant information and documentation about current and former employees/resources.

Availability

This list is strictly access-controlled due to the potentially sensitive data stored, as can be seen in the access matrix, with only the HR group able to contribute. However, when creating a personnel item, only a single person can be designated as the employee's reporting manager, who can contribute in the employee's workspace.

Creating a New Personnel Item

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A new personnel item can be created by clicking the +New button, which will redirect the user to a new item form. Use the form to add relevant employee data and save to create the item.

ℹ️

A valid Business Online user and username are required for the employee to be created.

Field Description

The standard employee form displays the following sections and fields.

⚠️

Some fields, marked with a red *, are mandatory for the item to be created.

Employee Overview

Field	Description
First Name	Employee's first name
Last Name *	Employee's last name
Department	Work department
Employee Number	Employee's work ID
Username *	A valid Business Online user and username
Gender	Employee's gender
Date of Birth	Employee's date of birth
Personnel Type *	Dropdown menu to define type of personnel

Contact Information

These fields can be added and edited by the employee themselves from My Page.

Field	Description
Email	Personal email
Mobile	Personal or work mobile number
Address	Residential address

Job Information

Field	Description
Title / Position	Job title or position description
Employment Date	Date of employment
Status	Current employment status
Reporting Manager	Reporting manager. Requires a valid Business Online user and username. The manager will get access to the employee's workspace and confidential data
Performance Evaluation Date	Date when the employee's performance will be evaluated

Next of Kin

Field	Description
Primary Contact Relationship	Primary contact's relationship to the employee
Primary Contact Name	Primary contact's full name
Primary Contact Mobile	Primary contact's personal mobile number
Secondary Contact Relationship	Secondary contact's relationship to the employee
Secondary Contact Name	Secondary contact's full name
Secondary Contact Mobile	Secondary contact's personal mobile number

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After a few seconds, a link to the item's workspace will appear, where the employee's confidential data will be stored.

Editing an Existing Personnel Item

A personnel item can be updated or edited using the item's edit form. To access the edit form, click the pen icon next to the employee's name. The edit form is similar to the form for creating a new item.

When the changes are made, click the Save button at the top or bottom of the form.

Why Edit?

The purpose of editing a personnel item can, for example, be to update the employee's employment status in the company. If you change the status of a personnel item to terminated, the item will automatically be hidden from all active views and set to inactive/archived.

Viewing Data for an Existing Personnel Item

Click on the employee's last name to view his/her personal information. Note that the data cannot be edited through this form.

Deleting a Personnel Item

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The delete item functionality should only be used if the item has no archived value. For example, the item is a duplicate, the item was created by mistake, the item is used as a test item, etc.

Items can, and should, be archived by editing the status.

A personnel item can be deleted by pressing the three dots and selecting Delete from the menu or by selecting the item and pressing the Delete key on the keyboard. A pop-up window asking for deletion confirmation will appear.

ℹ️

Deleted items can be restored from the recycle bin.