A usage guide for Employee Management
Employee Management (EM) creates users who can access and use DIGIT applications. Traditionally used to add employees belonging to various urban local bodies, the module allows the creation of new users (employees), the assignment of roles to them, and the specification of their jurisdiction.
A Sandbox account creator is assigned a Superuser role by default, meaning that they can perform all actions associated with a particular application.
However, in real-life use cases of DIGIT applications, different roles are assigned to different users. For example, the person who assigns a complaint is likely to be different from the person who resolves it.
Hence, the employee management module allows a Sandbox user to View applications from the perspective of different stakeholders by allowing user creation and role assignment.
You can log in as an employee in the employee portal using the ID, which is an email address. You can obtain the ID from Search Employees in Employee Management.
Click on the below options to start using the Employee Management module.
to find out how to log in as an employee.
Create/Add New Employee
Search Employees
Edit Employees
Configure Employee Master
Prior to use, the Employee Master requires the configuration of master data, which is a means of fine-tuning product behaviour. Sandbox configures master data with default values as soon as you finish signing up. This means that the employee master is ready for use immediately.
Below is the list of masters required by the Employee Management module:
| Master Name | Purpose |
|---|---|
Navigate to Employee Management >> Configure option in the left side panel.
Click on Edit Master.
Click on the edit icon specific to the master record that you want to edit.
Browse through the master data records. Click on the Add Master Data button to append to the master data record.
Enter the master data details and click on Add Data to add the record to the database. Click on the Bulk Upload button to upload records in bulk from a CSV or XLS file.
The master data is appended to the Employee Master database.
Navigate to Employee Management >> Create Employee on the left panel.
Fill in the employee details on the form. Refer to the table below for input reference details.
| Field | Mandatory (Y/N) | Description |
|---|---|---|
Click on Submit to create the employee record. Click on Go back to home page button to navigate to the home page. Refer to the Role-Action Mapping table for details on assigned roles and permissions linked to each role.
Below is a list of roles that an employee can be assigned, along with the permissions associated with the role:
To save a Sandbox user the trouble of creating employees, the module has 2 employee roles pre-created for you to use.
Navigate to Employee Management >> Search Employee option on the side left panel.
Use the search filters on the search page to find specific employees. The available filters include:
ULB
Department
Role
Employment Status
Name
Mobile number
Employee ID
and click on the Employee ID to modify details.
Scroll down to the Take Action button. Click on Edit Employee to make changes.
Make the required changes and click on Submit to save the details.
Click on the Deactivate Employee option to deactivate an active employee.
Select the Reason for Deactivation. Enter Order No., if applicable. The Effective Date for deactivation will be the current date by default. Click on the Choose File button to upload any supporting documents. Enter any Remarks. Click Deactivate Employee.
Note that complaints cannot be assigned to a deactivated employee.
| Role | Actions |
|---|---|
| Employee ID | Employee Role | Permissions |
|---|---|---|
Superuser
All actions associated with Sandbox & its products
Admin
Employee Management + All Complaints actions (including dashboards)
Employee
View Inbox (list of complaints)
Complaints-Admin
All Complaints actions (including dashboards)
Assigner
File Complaint, Assign Complaint, Reject Complaint, Reassign Complaint
Resolver
Resolve Complaint
Assigner@demo.com
Assigner
File Complaint, Assign Complaint, Reject Complaint, Reassign Complaint
Resolver@demo.com
Resolver
Resolve Complaint
Department
List of departments that an employee can be assigned to.
Designation
List of designations that an employee can have
Gender Type
List of genders
Specialization
List of educational streams
Employment Type
Lists the various employment relationships that an employee can have. For example, full-time or contract.
Employment Status
Lists the possible statuses that can be assigned to an employee
Employment Department
Categorization of employees
Deactivate Reason
List of reasons that can be provided when deactivating an employee
Name
Y
Name of user (“employee”) to be created
Mobile Number
Y
Mobile number of employee. This needs to be unique. For demo purposes, you can use any mobile number you like as long as it is not shared by another HRMS employee.
Gender
Y
Gender of Employee
Date of Birth
Y
Dd-mm-yyyy format
Email ID
Y
Email ID of employee. This needs to be valid and unique, and will be used for OTP verification.
Correspondence Address
Y
Address of employee. Enter any address here for demo purposes.
Employee Type
Y
Choose whether the employee is permanent, contract, etc.
Date of Appointment
Y
DD-MM-YYYY
Hierarchy
Y
This represents the boundary hierarchy, and can be either revenue or admin. If you have not created a boundary hierarchy and are using the default, you can select either revenue or admin from the dropdown
Boundary Type
Y
Choose “City” if you are going with default boundary configurations.
Boundary
Y
Select your organization name from the drop-down if you are going with default boundaries.
Role
Y
Select a role based on what permissions you want this employee to have. A summary of roles is given below.
Assigned From Date
Y
The date from which employee has been in the assigned designation
Assigned To Date
Y
NA if “Currently Assigned here” is checked. Otherwise, assign any date after “Assigned From Date”.
Please note that an employee has to have at least one current assignment.
Department
Y
The department to assign the employee to
Designation
Y
Designation of the employee. Select any department and designation for demo purposes.
