Employees and attendance

In the employee viewing interface, we have the option to add or edit an employee. The editor consists of several tabs that allow us to define basic information about the employee.

Employee editing data is divided into sections:

General employee data, where you can enter data on:

Address data is information about location and place of life.

The list of identifiers allows you to generate/add identifiers that an employee can use to identify himself in the system. These may be labels with 2D codes or contactless card identification numbers (RFID). In any case, we can add this information here.

We can also add a photo of the employee for use in employee identification areas (entry/exit registration, competency verification, etc.)

In the AMAGE system we can define calendar events. They can be available to every employee (public) or available only to the person creating the appointment in the calendar and the people assigned to it. Each employee can define an event in the calendar. An event may have its definition fields:

The calendar view displays all event information with the ability to filter by category, employee and the date range in which the event occurs.

The calendar view is also available in the detail view of each employee with the context of the employee only. The view shows all events that are assigned to the employee. In the case of availability of individual modules/functions, all technical information about events on the timeline (schedules, attendance, work orders) as well as standard calendar events appear in it.

The list of employee competencies allows you to define the skills of a given employee and the ability to track the expiration dates of a given competency (for competencies that have an expiration date).

The list of competencies contains all the necessary information. When a given competence expires, the system colors the validity dates accordingly (yellow - we are approaching the end of the competence validity period (1 month), red - the competence has expired).

We can give each employee additional competencies.

When adding competencies, we need to indicate the type of competency the employee has and we have the option to indicate the expiration dates of the document.

Additional tabs defining the employee’s ties in the task system are the tabs for the tasks performed and the employee’s work history in these tasks.

Assigned work orders display a list of orders to which an employee is assigned as a responsible person. You can view the assignments in this tab and go/execute standard operations from the assignment context menu.

The work history tab shows a list of all work order status change reports in which a given employee was indicated as a person participating in the implementation (team/brigade). This view shows all the jobs in which this employee has worked. An employee DOES NOT HAVE to be assigned to a given job to appear on this list.

The registrations and the calculated attendance itself are displayed in the Calendar tab. The daily/weekly/monthly view displays all registered events. We can use a filter to display the data of only a selected employee.

The system also allows you to calculate attendance time based on registration. Calling the Calculate action opens a window where you can specify a date range and calculate attendance.

For selected dates, the system DELETEs the currently recorded attendance of all employees and, based on the registration, recalculates the attendance of employees. Detailed information about the calculations appears in the results log.

After the attendance is counted, they are saved in the system and replace those previously created.

The employee roles dictionary allows you to define roles that can be assigned to employees. The employee role allows you to determine what skills a given employee has in the system. The roles may be technical teams, e.g. mechanics, electricians, office workers, but also management roles, e.g. team managers, department managers, directors. Using this categorization, we can group and manage employees' schedules.

After selecting a dictionary action, a list of all defined roles in the system is displayed. We can add a new role, edit an existing one or delete it. Use the Add button to add a new role.

Adding/editing a role allows you to enter key information regarding the employee’s role.

The data entered in the editor is:

The team dictionary allows you to assign employees to a different grouping category. Often, to ensure that the technological process is staffed with qualified employees, we create teams consisting of employees of various roles. Teams may be technical teams, management teams, design teams, brigade teams, etc. For example, a team also involves staffing the control room and the technological process with an appropriate number of employees with specific roles, e.g. 2x dispatcher, 1x electrician, 1x mechanic. Using teams, we can create a group of people, which is then visualized in the schedule and monthly occupancy balance.

Going to the teams dictionary allows you to view and manage employee teams. This view allows you to add a new team, edit an existing one, or delete a team.

When adding/editing a team, we can enter key information about it.

Data possible to enter:

Working periods are the main place where we define the types of possible work performed by employees and their hourly allocation. These are usually periods of e.g. 12 hours for employees working in shifts, but also regular periods for office workers. Working periods define what working hours are available to employees and what properties a given period has. Working periods are used in the schedule to determine who works and when and to calculate the working time balance.

After entering the work periods dictionary, we can view and manage work periods. This view allows you to add a new work period, edit an existing one or delete a work period.

The work period editor allows you to enter key information about the work period.

Possible data entry and its meaning:

There may be a large group of users/employees in the system. Only some of them can be included in the working time balance. Depending on what employee roles are assigned to the working period, the system includes them in the working time balance. We can specify that, for example, office workers are not included in the working time balance, but shift workers are. We define it in the employee’s properties in additional options. Only employees with the flag checked will be visible in the schedule list.

After defining all the dictionary data, we can work on the schedule for individual months. The schedule is always defined for a specific month. After selecting any month in the calendar selector, the system checks whether there is already a defined schedule. If it doesn’t display the appropriate message. The user can create a new schedule for a given month. After selecting the month and the 'Add' action, the system displays a window in which we define the schedule for a given month.

Using the form, we define the month, add any description and specify the number of hours worked in a given month.

All days are entered in an additional tab. When creating the list, it is inactive because the system will automatically define all days of a given month at the beginning

After saving a new schedule or selecting a month with an already defined schedule, the system loads the configuration and displays all information in a summary view. The view shows a list of all employees, specifying their team assignment, role and information about the assignment for individual days. Additionally, all days off/holidays are marked with an appropriate background color.

A context menu is available for each employee, which allows you to perform activities specific to the employee (and not to a specific day of the schedule).

Available actions:

The assignment of individual employees to the schedule on selected days is carried out through a process consisting of two stages. First, we select the employees we are interested in and on whom we want to perform schedule assignment operations. The background of the selection will turn light yellow.

Then we left-click on the selected day on which we want to assign employees. The system displays a context menu that allows you to perform the schedule assignment operation. The operation is performed for all selected employees. After performing the operation, the selection is not cleared, which allows for quick assignment to subsequent days.

Options available:

After performing the operation, the system automatically displays all information in the table and updates row and column summaries allowing you to check the correctness of employee assignment.

We can print the prepared schedule in the form of a PDF report. Select the report printing option from the tool menu. The system generates a report with a colored background and all information available in the list.

We can perform such operations for every month. Once a given month has been archived, it is not possible to change the schedule. The system will display an appropriate message.

After selecting employees and choosing an action from the context menu, a window appears showing statistics and a summary of employee hours. The table shows all schedule types and assigned hours for the selected employees. Below are two pie charts - a summary of all employees and a summary of the selected employee.

If a schedule is defined for a given month, the system automatically calculates the working time balance for all employees. The working time balance is the sum of working time in a given month. The system calculates working time based on defined work periods in the schedule. The working time balance is displayed in the Summary tab.

This comparison is especially important for workplaces that require a specific shift staffing with employees with appropriate competences. This view displays all employee roles and teams in the system and their occupancy in a given month.

The numbers on each day indicate the number of people who have been assigned from a given team and role to work on a given day. This way you can easily verify whether we have full occupancy on a given day.

Using the available filters, we can change the view and the presented data. Using the 'Mark as empty' option, we can mark as empty all days that do not have employees assigned, which makes searching and diagnostics easier.

After clicking on the selected day, you can access the context menu, which allows you to perform operations on the selected day. A detail view is available, which displays information about specific employees assigned to a given day from a selected role. This makes it easier to quickly check who is assigned on a given day and whether we can react in any way to any shortages.

Module permissions are defined for individual functions in the module, allowing you to freely define permissions and access to individual areas of the module.