Adding employees to eymanage

Adding records of your employees to the system is an essential part of setting up your nursery for the first time, and of continuing to keep your system up-to-date as staff join and leave. There are several ways to add employees the system. If only a few employees need to be added, you may choose to add them manually and fill out their profiles yourself. Alternatively, you may use the employee profile form, which can be sent out to employees for them to fill out their own details. If you already have large amount of employee data recorded somewhere, you also have the option to import it all at once using a spreadsheet.

Adding an employee manually

1. Click on  Employees in the sidebar.
   
2. Click on the  icon in the top right. 
3. Fill out the relevant information in each tab of the Employee Profile. At the very least you should enter the employee's First Name, Last Name, Date of Birth, and Primary Email.
4. Click Save. 
   

Using the employee profile form

Customising the employee profile form

Before you send out the employee profile form, you might want to take a look at the profile form setup. Not all fields are necessary for every company, so you can decide to hide certain fields, or make them optional.

1. In the top right, click on  > System Settings.
2. Click on HR in the sidebar.
3. Click on Profile Form Setup.
   
4. Uncheck the Visible box for any field you don't want to appear on the form.
   
5. For Visible fields, check one of the following options to control how the fields appear on the employee profile form:
   
1. Mandatory for fields that must be filled out before the form can be submitted.
2. Optional for fields that can be filled out, but are not a requirement for the form to be submitted. 
   
3. Read Only for fields that you can't edit, but which still appear on the form and may contain existing data.
6. Click Save when you're done.

To customise the employee profile form for all nurseries,  go to  > Global Settings > HR > Employees > Profile Form Setup and continue from Step 4.

Sending the employee profile form

1. Click on  Employees in the sidebar.
2. From the Employees page, click on the  icon in the top right. 
3. Click on Select Room/Select Tag and choose which option the employee belongs to. If unsure, you can choose All. 
4. Select the employee(s) from the Recipient List.
5. Edit the email if you desire.
6. Click Send. 
7. The employee will receive an email with a link to the Employee Profile Form.
   

Importing employee data

If you have existing data on your employees, you can import them into the system all at once. You can do this yourself, but it's recommended that you contact the eyworks team if you want to import data. Technically, you can import any CSV file into eymanage, but it may be better to download the employee import sheet attached to this article.

1. Click on  Employees in the sidebar.
   
2. Click on the  icon in the top right to go to the import page.
   
3. Click on Browse to select a CSV file to import and Open it.
   
4. Click Next to see a summary of all the data from the CSV file.
   
5. Click on the drop-down menus to choose which fields in the employee profile each column of data aligns to. The First Name and Last Name fields are mandatory and must be selected to continue with the import.
   
6. Check Skip if you don’t want a particular column to be imported to the profile.
   
7. Click Next.
   
8. On this page, you'll be able to edit any of the data you’ve imported.
   
9. Click Next again to finish the import.

Not all options and fields can be filled in during an import. Certain things, like checking Create eymanage Employee Login, must be done on the employee profile.

Filling out the employee profile

To get a better sense of what the different fields of the employee profile mean when you're adding them to the system, take a look at this article. 

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