Employee Information Operations
What is Employee Information Operations in Zoho People?
Employee information in operations lets you manage employee records, departments, designations, delegations, and exit records. Employees can also add HR Process requests from here.
What can be done under Employee Information Operations?
- Insights
- Employees
Public view and My views
To create a new view
Adding a new employee - Invite users
- Domain email
- Zoho Mail
- Departments
Adding a new department - Designations
Adding a new designation - HR Process
- Groups
Adding a new group - Delegations
Adding a new delegation
Userwise Operations
The Userwise Operations tab can be used to search and edit employee data for specific employees. Their career history, HR process, and audit history can also be viewed from here.
Insights
The Insights tab allows you to view the dashboard, which presents employee data in a simple format with various metrics and charts for easy understanding.
The available insights include: Headcount & growth rate, Employee addition & growth rate, Employee addition & growth rate, Employee addition trend (Last Six Months), Employee attrition trend (Last Six Months), Designations (Top 30), Streams (Top 30), Department (Top 30), Location (Top 30), Age, Gender, Experience, and Experience wise exit.
Employees
The main purpose of the Employees tab is to list all the employees in the organization, which includes both employee profiles and users. The administrator has access to edit and view the overall list of employees.
Public Views and My Views
Public Views and My Views
The dropdown on the left allows you to switch between different views, such as Public views and My views. Public Views include default options like Employee View, Inactive Employee View, and Master Employee Data, while My Views enables administrators to create their own custom views.
To create a new view
For the administrator to create your own view, click on Create View.
- Enter a name for the view.
- Set permissions for who can access this view.
- Select the fields you want to display in the view.
- Define criteria to specify the exact data to be shown.
- Click Save.
- This is how it will appear after creating your own view, and it will be under My views.
- Click on Edit to make changes to the view, and Delete if you want the view to be removed.
Use this dropdown to configure a filtered view of your data, your reportees data, and your direct reportees data.
Adding a new Employee
To add a new employee to your organization, click Add Employees.
Choose from where you want to add employees from.
(If you are a Zoho One user, the administrator will have additional options when adding users to the organization)
Inviting Users
Adding users without a verified domain requires an invitation to be sent to the users, who will then have access to their Zoho People account once they have accepted their invitation.
To invite users,
- From your home page, go to Operations > Employee Information > Employees > Add Employees.
- To invite users through email, select invitation.
- Create a user account by filling up the Employee ID, First Name, Last Name, and Email Address of the user.
- After creating a user account, you can edit or add user data like basic information, work information, hierarchy information, personal details, identity information, contact details, separation information, system fields, work experience, education details, and dependent details.
- After editing, click Update.
- To trigger onboarding for that particular record, click Yes.
- Click Finish after the onboarding process has been triggered.
Domain Email
This is a method to add users directly to your organization with verified domain email. You can give the users' user name and password and add them to the organization domain. They can change their password later. Given below are the steps to add users through Domain Email.
- From your home page, go to Operations > Employee Information > Employees > Add Employees.
- Select Domain email to add users.
- Create a user account by filling up the Employee ID, First Name, Last Name, Email Address and select the domain.
- After creating a user account, you can edit or add user data like basic information, work information, hierarchy information, personal details, identity information, contact details, separation information, system fields, work experience, education details, and dependent details.
- After editing, click Update.
- To trigger onboarding for that particular record, click Yes.
- Click Finish after onboarding process has been triggered.
Zoho Mail
You can add bulk users from Zoho Mail into Zoho People.
- From home, go to Operations > Employee Information > Employees > Add Employees.
(This can also be done by navigating to Settings > Manage Accounts > Users > Add Users.) - Click Zoho Mail to sync users.
- Search users using the search box.
- Select the users that you would like to sync and click Submit.
This is the view after importing the selected employees from Zoho Mail.
The filter option allows for quick, targeted access to specific employee data.
The ellipsis icon helps to Import data, Export data, History Export, Bulk File Upload, E-Sign Documents, and Show masked data.
Departments
The Departments tab provides a view of all departments within the organization, along with details on who created each department, the creation date, who last modified it, and the time of modification.
To learn more about Public Views and My Views, click here.
Adding a new Department
To add a new employee to your organization, click Add Department.
- Enter the department name and give a code.
- Add the department lead.
- Choose the parent department.
- Click Submit.
- To update department details for a specific record, select the record and click the pencil icon to make changes.
Use this dropdown to configure a filtered view of your data, your reportees data, and your direct reportees data.
The filter option allows for quick, targeted access to specific employee data.
The ellipsis icon helps to Import data, Export data, History Export, Bulk File Upload, E-Sign Documents, and Show masked data.
Designations
The Designations tab displays all designations within the organization, including information on who added each designation, the date of creation, the last person to modify it, and the time of modification.
To learn more about Public Views and My Views, click here.
Adding a new Designation
To add a new employee to your organization, click Add Designation.
- Enter the designation name and give a code.
- Add the stream.
- Fill up the other designation details.
- Click Submit.
- To update designation details for a specific record, select the record and click the pencil icon to make changes.
Use this dropdown to configure a filtered view of your data, your reportees data, and your direct reportees data.
The filter option allows for quick, targeted access to specific employee data.
The ellipsis icon helps to Import data, Export data, History Export, Bulk File Upload, E-Sign Documents, and Show masked data.
HR Process
To learn more about HR Process, click here.
Groups
The Groups tab can be used to add and manage employee groups. Groups can contain employees from any department, designation, etc.
Adding a new Group
To add a new group, click Add Group.
- Enter the group name and description.
- Enter the group email address.
- Select the group administrators and group members.
- Notifications can also be sent to newly added group members.
- Click Save.
- To edit the group details for a specific record, select the record and click the pencil icon to make changes.
- After editing, click Save.
Delegations
The Delegations tab lets you add and manage delegations. Delegations in Zoho People enable users to temporarily assign approval responsibilities from one employee to another within a specified timeframe, ensuring continuity and efficiency in workflow management.
Adding a new Delegation
To add a new delegation, click Add Delegation.
- Select the delegator. (The one who will temporarily approve the requests)
- Select the delegatee. (The one who will get assigned to the new approver for approval requests)
- Choose the type of delegation, whether it is temporary or permanent.
- Select the date range from which this should apply.
- Select who should be notified about the change in delegator, either both Delegator and Delegatee or only Delegatee, and enable the corresponding option.
- Add the description of necessary.
- Click Save.
This is how it appears after adding a new delegation.
To edit the delegation details for a specific record, select the record and click the pencil icon to make changes.
After editing, click Save.
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