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Description: In this topic you , the user will learn how to create, view or , edit, or deactivate employee profiles including basic demographics, employee information, and authentication information. Employee profiles can not cannot be deleted, but the status can be changed to inactive in the employee profile - edit form wizard.*Please note: Cost Center must be created prior to Employee Profiles.
Role Required: SuperuserSuper User
Permission Required: Employee Admin
Required Entities Before Creation:
- Cost Center
Create Employee Profile
- Log in to DCI with your personal profile
- Click Home on Select Home from the main menu
- Select Employees from Click Employees on the submenu
- Select the Click Actions button
- Select Add New Employee from the actions dropdownThe Add New Employee form wizard will open up, fill in the fields in the following tabs. Complete the form wizard.
- Basic Demographics
- Employee Information
- Authentication Information
- Review the Review Summary tab
- Select Save
- Select Yes in the confirmation alert window to save changes and add the new employee
View or Edit or Deactivate Employee Profile
- tab:
- First Name (required)
- Last Name (required)
- Full Name (required)
- Address (required) – After entering, the click blue search location hyperlink to populate GNIS Code.
- Time Zone: Select from drop-down
- Phone (required)
- *Alternate Phone (optional)
- Mobile Number (optional)
- Email (required)
- DOB (optional)
- **Profile Reference (optional)
- **Training System Reference (optional)
- Employee Type (required): Dictates how the employee’s hours are processed for payroll, including whether they are eligible for overtime.
- *SSN (required)
- *Verify SSN (required)
- Allow SSN Retrieval: Yes or no options, default is no. If yes is selected, the SSN will be stored in a retrievable format for EVV aggregation. Only select yes if the funding source requires SSN to be aggregated.
- Gender (optional): Select from drop-down
- Employee Mailing Address (optional): If using, exclude commas and special characters.
- Attach Photo (optional): Required if facial recognition will be used for EVV.
- tab:
- Click Next
- Employee Information tab:
- Domestic Worker (optional): Only select yes if an employee is classified as a domestic worker (not applicable to all states)
- Domestic Worker 7 Day Exception: This field unlocks if domestic worker is set to yes. Only select yes if the domestic worker agrees to a 7-day work week.
- Domestic Worker Preferred Day of Rest: Unlocks if yes is selected for domestic worker 7 Day exemption is selected. Certain states pay overtime if the domestic worker works on their day of rest.
- Employee Number (required): Number provided by the organization at the time of hire
- Weekly Hours Available (required): Maximum number of hours the employee is available to work each week. Links to the scheduling module.
- **Professional Id1 (optional)
- **Professional Id2 (optional)
- **Payroll Id (optional)
- Certification Template (optional): Select if there are a set of certification requirements specific to this employee
- Holiday Schedule (required): Dictates which days this employee is eligible for holiday pay
- Cost Center (required): The employee’s home cost center
- *Hire Date (optional): The date the employee was hired
- Preferred Language: Default is English
- Employee Information tab:
- Click Next
- EVV Location tab (not used for employees – specific to the client, where they are receiving service):
- Copy from Profile Address (optional): Copies the address from the basic demographics tab
- EVV Location Name (required if completing): The name of the location, i.e., home.
- EVV Location Type (required if completing): Select from drop-down
- Address (required if completing): The location address. Auto-populates if Copy from Profile Address box was checked.
- Country (required if completing)
- Phone Number (optional): Required for Phone EVV
- Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?
- Phone Type (optional)
- Phone Carrier (optional)
- Begin Date (required if completing): The first date the location is approved for use
- End Date (optional): The last date the location is approved, if applicable.
- Status (required if completing): Select from drop-down
- Primary (optional): Select if this is the primary EVV location
- EVV Location tab (not used for employees – specific to the client, where they are receiving service):
- Click Next
- Authentication Information tab:
- Username (optional to change): Will be used for all future logins by this employee
- Password (required): Will be used for all future logins by this employee. Hover over the white “i” (information) for password requirements.
- Confirm Password (required): Enter the same password as above to confirm
- Pin (required): Can be used instead of a password when logging in via a mobile device
- Employment Status (required): The employee’s status with the organization
- Authentication Status (required): The status of the employee profile. Defaults to active. Select disabled if the employee is no longer with the organization. Select locked to temporarily prevent the employee from logging in.
- Permissions (optional): Select all tasks the employee can perform for the entire system
- See the Permissions Guide to learn more
- Authentication Information tab:
- Click Next
- Review Employee Information, click Save to continue, and Yes to confirm.
View, Edit, or Deactivate Employee Profile
- Log in to DCI
- Click Home on the main menu
- Click Employees on the submenu
- Enter the employee's name in the filter and click Search
- Click anywhere in the employee row to open the Employee Details page
- Click Actions
- Select Edit Employee from the drop-down menu
- View, make edits,
- Log in to DCI with your personal profile
- Select Home from the main menu
- Select Employees from the submenu
- Search for the employee at the top of the employees page. Enter one or more of the following criteria. Then click the Search button.
- Employee Name
- Cost Center
- Employee Number
- The search results will appear below the search box
- Select the employee by clicking any where in the employee row
- The employee details page will open up for the employee selected
- View all employee details from the employee details page
- To edit, select the Actions button
- From the Actions dropdown select the Edit Employee tab
- The edit employee details page will open up
- Makes edits and review employee details on the following tabs:
- Basic Demographics
- To deactivate the employee profile, change the status to Inactive.
- Employee Information
- Authentication Information
- Basic Demographics
- Select Click Save Select Yes in the confirmation alert window to save changesand Yes to confirm
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