Person Card
Step 1 Creating a person card
Each person who will be hired must be registered in the system in the list of persons.
The General tab stores general information about a person:
Person card page
| Field | Description |
|---|---|
| No. | Person’s code. Provided automatically, in accordance with the selected series of numbers (the General Module Setup scenario). |
| Last Name | Last name of the person. |
| First name | First name of the person. |
| Middle Name | Patronymic name of the person. |
| Initials | Initials of the person. |
| Full name | Full name of the person. |
| Date of last name change | Date of last name change of the person. The field is filled in automatically. |
| Last name (English) | Last name of the person in English. |
| First name (English) | First name of the person in English. |
| Middle Name (English) | Patronymic name of the person in English. |
| Search name | The value is generated automatically based on the full name of the person. |
| Date of birth | Date of birth of the person. |
| PESEL | Registration number of the taxpayer's registration card of the person. |
| Tax inspectorate No. | Regional tax inspectorate number of the person. |
| Non-resident | Specify "Yes" if the person is a non-resident. |
| NIP number | NIP number |
The Communication tab stores information about communication with person:
Person card page
| Field | Description |
|---|---|
| Phone | Phone number of the person. |
| Mobile phone | Mobile phone number of the person. |
| Email of the person. | |
| Company Email | Company E-Mail |
| Company Phone No. | Company Phone No |
The Administration tab stores additional information about the person. The required information is selected from corresponding system directories:
Person card page. Administration tab
| Field | Description |
|---|---|
| Gender | Gender of a person. |
| Family Status | Marital status of a person. |
| Single Parent | Specifies whether the person is a single parent. |
| Nationality | Nationality of a person. |
| Native language | Native language of a person. |
| Citizenship Country/Region | Country code by citizenship of a person. |
The Military Service tab stores additional information required for maintaining the military registration of a person. The necessary information is selected from the corresponding system directories:
Person card page. Military Service tab
| Field | Description |
|---|---|
| Military Status | Available values:• Obligated.• Not obligated.• Dismissed. |
| Military Duty Relation | Value from the "Personal information codes" directory. |
| Military rank | Value from the "Personal information codes" directory. |
| Military Speciality No. | Military registration specialization number. |
| Military Agency | Value from the "Military registration group" directory. |
| Military Retirement Category | Available values: • 1. • 2. |
| Reserve rank | Reserve rank. |
| Military Structure | Value from the General directory with the “Military personnel” type. |
| Training profile | Value from the General directory with the “Military personnel” type. |
| Special military registration | Value from the General directory with the “Special military registration” type. |
| Military Registration Office | Value from the General directory with the “Military enlistment office” type. |
| Military Registration Office Actual | Value from the General directory with the “Military enlistment office” type. |
| Military Registration No. | Military registration number. |
| Fitness for military service | Fitness for military service. |
| Recruit | Enable the option if the person is a conscript. |
| Reservist | Enable the option if the person is in reserve. |
| Mobilisation Order | Enable the option if the person has a summons. |
| Military Dismissal Reason | Reason for de-registration from military service |
| Military Dismissal Date | Date of de-registration from military service. |
| Military document | A value should be selected if the person has a military ID. |
| Reservation status | Available values:• Empty.• Submitted for reservation.• Reserved.• Cancelled. |
| Deferment start date | Definement start date of the reserved conscript. |
| Deferment end date | Definement end date of the reserved conscript. |
| Reason for Annulation | Reason for cancellation of the reserved conscript's deferment. |
The Record of Service tab registers information about the work experience of a person before his/her hiring by the company. The value can be specified manually, but if the Record of Service directory is filled in, the data will be calculated based on the data from the directory (when the directory page is closed).
Purpose of function keys on the Person Card page:
«Main» tab, «Process» block
| Button | Description |
|---|---|
| Employees | List of employee cards existing for this person. |
| Labor contracts | List of labor contracts existing for this person. |
«Actions» tab, «Functions» block
| Button | Description |
|---|---|
| Change Name | Initiates the procedure for changing the name of a person. |
Related tab, Person block
| Button | Description |
|---|---|
| Comments | Comments for a person. |
| Addresses | View and register addresses of various types associated with a person. |
| Documents | Registration of documents associated with a person. |
| Photos | Upload and view a photo of a person. |
| Employees | View a list of employees created in the system for this person. |
| Relatives | View and register information about the relatives of a person. |
| Languages | View and register information about the languages spoken by a person. |
| Medical Information | View and register medical information about a person (insurance, disability, benefits). |
| Qualification | View and register information about the qualifications of a person. |
| Labor contracts | View a list of labor contracts (closed and active) concluded with a person. |
| Previous Job History | View and edit information about a person's previous places of work. |
| Change Name History | View the history of name changes for a person. |
| Contract terms | View and edit a list of labor contract terms that can be established with an employee when concluding a labor contract. The terms specified in the list will be used to generate a list of contract terms when concluding a new contract (renewal/transfer/combination) of the current one. |
| HR Name Declination | To use text templates and printed forms of personnel orders, it is necessary to enter name declension. In the case field, select: • Genitive • Dative • Accusative and decline the first name, last name, patronymic for each of the lines. For identical entries of the first name, last name or patronymic, you can create a declension of these values using the "Suggest from Similar" function. When you run the function, the system will find a match for one, several, or all three parameters and insert the corresponding declension records of the first, last, or patronymic name from the declension records of other persons. |
Step 2 Person addresses
The following types of addresses can be registered for each person in the system: • Permanent (actual address). • Registrations. • Birthplace. • Other.
Each address type has its own validity period. The address validity period starts from the date specified in the Valid from field on the address card and is valid until a new address card of the same type with a new start date is registered.
Step 3 List of documents associated with a person
The system allows you to store documents of different types associated with a person. Document history is supported. For each document type, it is possible to store the document validity period (Valid from and Valid to fields). If the validity period of one document expires, you can save all the information about the old document by entering the information about the new document in a new line. You can select the Document type. The Constant field in the document directory is used to display the document number with a prefix in some reports. For example, if an employee does not have a RNOKPP, then the document number (passport) must be displayed with the BK constant (without code) at the beginning of the series and passport number. When accessing a document of this type, the document that is valid on the request date is always selected. In order to store documents of a different type (other than identity documents), it is necessary to expand the Document Types directory. The fact box and the "Attachments" button are available on the page. When you click on the number of documents on the fact box or the button, the "Attached documents" page will open, where you can attach external files to a specific table entry. The system allows you to enter Record number for the document.
Step 4 Information about relatives
The system allows you to store information about the employee's relatives. It is possible to maintain a history of changes in family relationships (Start date of relationship and End date of relationship fields). There is an optional ability to link a relative to a list of persons already registered in the system. To do this, you need to specify the code of the person in the Person Relative Code field. In this case, all other fields (First Name, Last Name, Date of Birth) will be filled in automatically. This is convenient when relatives work in the same organization. The fact box and the "Attachments" button are available on the page. When you click on the number of documents in the fact box or the button, the "Attached Documents" page will open, where you can attach external files to a specific table entry.
Step 5 Medical information about a person
The system allows you to store medical information related to a person.
It supports the ability to store several types of information: • Insurance. • Disability. • Privilege. • Medical Examination. • Pregnancy. • Care.
The directory data is used to generate reports and for informational purposes. The Disability field is also used to determine the disability indicators when calculating some payroll elements. In Ranges of the payroll element, you can set a special setting for the disability indicator. Also, to be able to separate accruals in the middle of the period and apply different tax rates to them, for disabled people it is necessary to create separate positions with the Position for disabled person indicator (see the Positions scenario) and transfer "from" or "to" such a position. If a person has additional guarantees when applying for a job in accordance with the law, it is necessary to add a line with the Privilege type. The fact box and the "Attachments" button are available on the page. Clicking on the number of documents on the fact box or button will open the "Attached documents" page, where you can attach external files to a specific table entry.
Step 6 Registering the level of proficiency in foreign languages
The system allows you to store information about the level of proficiency of a person in foreign languages. The fields can contain information about the language, level of proficiency and a document confirming the level of proficiency in a foreign language.
Step 7 Qualification
The system allows you to store information about qualifications (education/additional education/advanced training courses, etc.). The directory data is used to generate reports (for example, Employee Card P-2, if the entry is set to Use in P-2), as well as for informational purposes. To summarize information about the qualifications of all employees, there is a View qualifications function, which allows you to view which employees have a certain qualification.
Step 8 Photo
The system allows you to store photographs of a person. Photos can be Taken, Imported, Exported, Deleted.
Step 9 Information about previous work experience
The system provides two ways to store information about work experience at previous places of work: • Storing summary information. Summary information about work experience at the previous place of work can be specified manually on the "Work Experience" tab of the person's card. It is considered that the specified information was entered by the time the person was hired by the organization. You can specify summary information manually only if there is no detailed information. • Storing detailed information. To store detailed information, open the Personal Work History page and fill in the form lines based on the work record book data.
Data concerning previous employment periods, which are used for calculating the vacation entitlement limit and for reporting purposes, must be entered exclusively in the "Previous Job History" tab.
When adding employment history, the Contract Type must be specified: labor contract, civil contract, or other contract. By default, the system sets the type to Labor contract. The Other contract option should be used for all remaining types of agreements.
It is important to remember that in the "Previous Job History" tab, only those contract types should be entered which, in accordance with labor law regulations, are counted towards the employee’s total length of service.
Step 10 Changing the full name of a person
Registration of the fact of a change of first name, last name or patronymic by a person is carried out by the special Change name... function.
In the function parameters, you must enter a new first name, patronymic and last name, the start date of the new full name, date and Series of personnel orders, the number will be provided automatically after running, Text template – to generate the text of the personnel order. All form fields, except for the Description field, are required. To complete the procedure and make changes to the system, click the OK button. After filling out the form and running the specified function, the system automatically makes changes to the full name in the employee card associated with this person. The fact of changing the full name is recorded in a special table, which is available for viewing from Person Card when selecting Person – Change Name History. On the Change Name History page, you can view all name change operations and their effective date and view the text of the personnel order. Generate a printed form of the personnel order or cancel the name change.
If the system contains records of name declension, then after the Change name... function is completed, the system will generate a message about the presence of declension records and a suggestion for the user to change them.