New Employee Wizard

CHAPTERS

Add a New Employee with New Wizard Entry
Add Employee Tab
Skill Tab
Past Job Tab
Certification Tab
Education Tab
EEO Tab
User Type Tab
Criminal History Tab
Test Tab
Employment Category/Date Tab
Interview Tab
Requirement Tab
Extra Tab
Tax Tab
New Employee Wizard Config Options
Add a New Employee with Parse Resume

Add a New Employee with New Wizard Entry

The wizard entry option is used to create a new employee in the system instead of the Parse Resume option. The following steps describe how to use the wizard.

Note: The tabs available in the wizard may vary. The order of the tabs may also differ. The display of tabs is determined by your administrator.

1. Click the Employee option in the Main Menu's Front Office section.
   
   
   
   
   
2. Click the New Employee link in the upper-right portion of the main window.
   
   
   
   The New Employee wizard displays. 
   
   

Add Employee Tab

The Add Employee tab is used to collect basic information about the new employee, such as name, address, contact methods and basic tax information. The tab is separated into groups - Name, Address, Contact Method, and Tax.

Populate the fields according to these definitions:

Name Group

Branch Name	The name of the employee's assigned branch.
Status	Indicates the employee's current employment state (i.e., Applicant, Inactive, etc.).
SSN	The employee's Social Security Number. This may or may not be required information at your site. Note: Ensure the SSN is accurate. Because the system allows duplicate employee information for multiple positions filled, duplicate SSNs will not be flagged.
First Name	The employee's first name.
Middle Name	The employee's middle name.
Last Name	The employee's last name.

Address Group

Country	The employee's country of residence.
Street 1	The employee's street address.
Street 2	The employee's street address.
City	The employee's city of residence.
State/Province	The employee's state (or province if Canadian)
Zip Code/Postal Code	The employee's residence zip code (or postal code if Canadian)
GEO Code	An auto-populated field based on the employee's country and zip/postal code. A GeoCode is a nine-digit code that represents a taxing jurisdiction in the US and Canada.  Clicking the drop-down arrow on this field will auto-populate the appropriate code as long as the Country, and Zip Code fields have been filled out. Likewise, as long as the Country and Zip Code fields are entered, clicking the GEO Code drop-down arrow will auto-populate the City and State fields.
School District	The school district corresponding to the employee's address.

Contact Method Group

1. In the Contact method group, select the method (or methods) of contact from the dropdown menu
   
   
   
2. Enter a value for the contact method in the field below the drop-down menu.
   
   
3. Once the contact info has been entered click the Add button.
   
   Note: If multiple contact methods are entered here, the primary contact method can be indicated by checking the corresponding box under the Is Primary column.

Tax Group

Federal Marital Status	The employee's marital status.
Federal Exemptions	The number of federal tax exemptions the employee is claiming.
State Exemptions	The number of state tax exemptions the employee is claiming.
Check Delivery	A drop-down menu featuring preferred methods of paycheck delivery.

Click Next to continue or Finish to save and create the profile.

Note: You may be able to click Finish at this point if any subsequent tabs do not have any fields that are required for completion.

Skill Tab

The Skill tab is used to record employee skills.

Select a Skill

1. Select a skill category from the drop-down list in the Employee Skill menu. 
   
   
   
   
2. Select a Skill Code from the list by double-clicking on the desired option. If all skill codes in the list apply to the employee, they can be added all at once by clicking the Add All button.
   
   
   Note: If a skill code has already been added to the list it cannot be added again. A pop-up message will be generated if a duplicate skill code has been entered. 
   
   
   

Skill Code Indicators

When a skill code is selected, several skill code indicators become available. Those indicators are: 

 

Strength	The level of expertise the employee has with a particular skill.
Validated Date	The date the employee's skill was verified.
Note	Information about the employee's particular skill code. Note: To view the note hover your mouse over the note field where the text has been entered.
Unit and Unit Type	The Unit and Unit Type fields work together to indicate how long the employee has possessed a particular skill. For instance, if an employee has two years of accounts payable experience you will enter 2 in the Unit field and set the Unit Type to years.

Click Next to continue or Finish to save and create the profile.

 

Past Job Tab

The Past Job tab is where the employee's previous employment data can be recorded.

 

Populate the fields according to these definitions:

 

 

Company Info Group

 

Employer Name	The name of the employee's previous employer.
Phone Number	The previous employer's phone number.
Job Title	The employee's title at the previous employer.
Job Description	A summary of the employee's responsibilities at the previous employer.

Supervisor Group

Supervisor	The name of the employee's previous supervisor.
Reference Comment	If the previous supervisor has provided a reference, their comments can be entered here.

Dates Group

Start Date	The date the employee started at their previous employer. This field only requires the month and year, which can be entered either by selecting a date from the date picker or by keying it in.
End Date	The date the employee left their previous employer. This field only requires the month and year, which can be entered either by selecting a date from the date picker or by keying it in.
Last Pay	The pay rate the employee was receiving when they left their previous employer.
Date Verified	The date that the employees previous employment data was verified.
Reason for Leaving/Notes	Indicate the reason the employee left their previous employer.

Company Address

Country	The country in which the employee's previous employer is located.
Street 1	The street address for the employee's previous employer.
Street 2	The street address for the employee's previous employer.
City	The city in which the employee's previous employer is located.
State	The state in which the employee's previous employer is located.
Zip Code	The zip code in which the employee's previous employer is located.

1. Once all of the appropriate data has been entered, click the Save button to save the entry.
   
   Note: After saving, the data will be recorded in the Past Job list on the left hand side of the window. At this point, the Save button will be relabeled as Add New.
   
   
   
   
   
2. If a new entry is needed, click the Add New button. At that point the Add New button will revert back to a Save button. Additional info can be entered into the fields of the appropriate data groups and saved via the same method as previous entries. Repeat the process as necessary.
   
   
3. Click Next to continue or Finish to save and create the profile.

 

Certification Tab

The Certification tab is for recording the various certifications that a particular employee may possess. 

 

Populate the fields according to these definitions:

 

 

Certification Group

Category	The category of the certification. Categories include Industrial, Medical, and Professional.
Certification Type	The specific certification achieved.
Issuing Authority	The name of the authority that provided the certification.
Certification Number	The unique identification number applied to the employee's specific certification.

Dates Group

Issue Date	The date the certification was issue to the employee.
Expiration Date	The date that the certification will expire.
Validated Date	The date that the certification was verified.

Note: A free-text field used to record information about a certification. 

1. Once information has been entered into the fields for this certification click the Save button. This will save the entry, and add it to the list of certifications on the left-hand side of the window. At this point, the Save button will be relabeled as Add New. 
   
   
   
   
2. To add a new certification entry, click the Add New button and begin entering the data for the new certification.

• As soon as data is entered for the new certification, the Add New button will revert back to Save. Repeat the data entry process as necessary to record all certifications for the employee. 
  
  
• Click Next to continue or Finish to save and create the profile.

Education Tab

The Education tab is used to record an employee's educational background and academic history.

1. Click the Add New button. 
   
   
   
   
2. Populate the field according to these definitions:
   
   

   Degree	The specific type of degree earned by the employee - Bachelor's, Master's, etc.
   Institution	The name of the institution providing the degree.
   Specialization	A focus of coursework in the degree program.
   Start Date	The date the employee began the degree program.
   End Date	The date the employee completed the degree program.
   Date Verified	The date the degree was verified by the employer.
   City	The city in which the institution is located.
   Country Code	The country the institution is located in. Note: This field will auto-fill with your default country when you press the Add New button.
   State	The state in which the institution is located.
   Notes	A free-text field used to record information about the degree.
   Graduated	A check box used to indicate that the employee received a degree from the institution.

3. When the data entry process begins, the Add New button will become a Save button. Click the Save button to save the entry and add it to the list at the top of the window. 
   
   

• Once the Save button has been clicked it will revert back to Add New. At this point you repeat this process to add more entries, if needed. 
  
  
• Click Next to continue or Finish to save and create the profile.

EEO Tab

Equal Employment Opportunity (EEO) information, such as Date of Birth, Sex, Race, etc. can be entered on the EEO tab. Once the EEO information has been entered, only those with access will be able to go back into the record and see the information.

Populate the fields according to these definitions:

Employee EEO Group

Date of Birth	The employee's date of birth.
Sex	The employee's gender.
Race	The employee's ethnic race.
Veteran Status	The employee's military service status.
Disability	The employee's disability status.

 

 

 

User/Date Group

Entered By	The name of the user entering the employee data.
Date Entered	The date of data entry.

User Type Tab

Users associated to the Employee record can be entered on the User Type tab of the Employee Wizard. 

1. Select a user type - Interviewed By, Recruiter, etc. - from the User Type drop-down menu on the left.

• If there are existing entries in the column, new user types may be added by clicking on the lowest cell in the User Type column to display selections.
  
  
• Select specific users per each role by clicking on cells in the User column.
  
  
• Click the Next button to continue or Finish to save and create the profile.

Criminal History Tab

Information regarding employees with previous criminal convictions can be entered in this tab.

Populate the fields according to these definitions:

Date of Conviction	(YYYY/MM/DD) The date the employee was convicted.
Nature of Conviction	Conviction categories - Drug related, Non-violent, etc.
Type of Conviction	Conviction levels - Felony, Misdemeanor, etc.
Remarks	A free-text field used to record information about the conviction.
User Comments	A free-text field used to record commentary or opinion about the conviction.
Date of Verification	A calendar selector used to identify the date the company verified the conviction.

Click the Next button to continue or Finish to save and create the profile.

Note: To add additional criminal convictions to the employee record, access the Employee section of the Main Tree and navigate to the Criminal History tab of the employee's profile. Visit the Employee Criminal History help page for information. 

 

Test Tab

The Test tab records tests and scores that an employee has completed. 

 

1. Select the category for the tests to include in the employee profile by clicking on the Employee Test drop-down menu. This will display all of the test options for that category.
   
   
2. To add a test to the profile, double-click on the individual option to add. To add all of the tests detailed in a particular category, select the Add All button from the lower left. Selecting a test that is already included in the employee's profile will generate a "Test Already Exists" pop-up message. Click OK on the message to acknowledge the message. 
   
   
   
   
3. Click on cells in each column to modify values. The columns are:
   
   

   Test Name	The name of the test added to the profile. It can be modified by clicking the drop-down arrow in the field itself and selecting another name from the menu.
   Score	The score the employee obtained on the test displayed in the adjacent Test Name field. Scores can be manually keyed in.
   Test Date	The date the test was conducted. The dates in this column can be selected from either the date picker attached to the drop-down arrow or can be keyed in manually.
   Note	A free-text field used to record information about the test.

4. Click Next to continue or Finish to save and create the profile.

Employment Category/Date Tab

The Employment Category/Date tab allows for the recording of employee priorities in regard to preferences (i.e., shifts, professions, etc.) as well as the dates associated with changes in status (i.e., date applied, date interviewed, etc.).

Employment Category

1. Select a category to prioritize from the drop-down menu in the Category column of the Employment Category group.
   
   
2. Once the applicable category has been selected, assign a priority value from the drop-down menu in the Priority column.
   
   
3. Record information about a particular category in the Notes column. 
   
   

Employment Date

1. Select the type of date to record from the drop-down menu in the Date Type column of the Employee Date group.
   
   
2. After selecting your Date Type you can assign a date to the entry by selecting a date from the date picker attached to the drop-down arrow of the fields in the Date column, or by manually keying the date into the field.
   
   
3. If there are any messages to attach to a particular entry those can be recorded in the fields under the Note column. 
   
   
   
   
4. Click Next to continue or Finish to save and create the profile.

Interview Tab

The Interview tab is used to record an employee's questions and answers during the interview process. 

1. Select a question from the drop-down menu in the fields under the Question column in the Enter New Here group at the bottom of the page.
   
   
2. Once the question has been speficied you can record the answer in the adjacent fields under the Answer column.
   
   
3. If there are any messages to attach a particular entry they can be recorded in the fields under the Notes column.
   
   
4. After you have finished entering your data into these fields you can record the entry by pressing the Enter key on your keyboard. This will display the completed entry on the list at the top of the page.
   
   
5. When you have completed your data entry click Next to continue or Finish to save and create the profile.

Requirement Tab

The new Employee Wizard Requirement tab records an employee's status regarding their fulfilment of prerequisite criteria for placement. 

 

 

Record a Requirement

1. Select a requirement from the drop-down menu under the Type column.
   
   Note: The available requirements will be set by your site administrator.
2. Under the Value column, enter a value for requirement specified in the Type column. Typically, this column will ask you to indicate the value by checking a box (indicating that the requirement has fulfilled). However, sometimes other information will be required such as dates, etc.
   
   
3. Record information for this requirement in the Notes column.
   
   
4. Click Next to continue or Finish to save and create the profile.

Extra Tab

The Extra tab allows for the entry of miscellaneous data pertaining to the employee.

1. Select a detail for the entry from the drop-down menu under the Label column under the Enter New Here group at the bottom of the window.
   
   
2. After selecting a Label, assign it a value from the adjacent fields under the Value column. Value indicators can take the form of drop-down menu's or fields that require a manually keyed entry depending on the entry in the Value column.
   
   
3. When you have completed your data entry click Next to continue or Finish to save and create the profile.

Tax Tab

On the Tax tab an employee's tax situation can be detailed by filling out the fields of the Add Tax group. 

 

 

Populate the fields according to these definitions:

 

Select Tax	This field will allows the specification of the type of tax that this entry is (i.e., EIC, Federal Income Tax, etc.)
Filing Status	Provides the option to specify filing status (i.e., married, single, etc.)
Exemptions	This field provides a place to record the number of the employee's exemptions.
Dependents	The number of the employee's dependents will be recorded here.
Additional Withholding	Extra pay the employee wants withheld can be specified here.

 

 

Click Next to continue or Finish to save and create the profile.

Note: To access the Employee section of the Main Tree and navigate to the Tax tab of the employee's profile

• Access the Tax Tab

New Employee Wizard Config Options

• IsSSNRequired

• AllowEmployeeToActivate

• IsAddressRequired

• DefaultCountryCode

• DefaultState

• IsGeoCodeRequired

• DefaultFederalExemptions

• DefaultStateExemptions

Add a New Employee with Parse Resume

For applicants that provide their own resume, the Parse Resume option for adding new employee's offers a streamlined alternative to the New Employee Wizard for entering new employee data. You can select the Parse Resume option after clicking the New Employee button in the upper right of the window of the Employee section.

 

 

The Parse Resume option offers two choices for entering in an employee's resume data, Browse File and Parse Text. 

Browse File

To browse for a file on your PC:

1. Check the Browse file radio button in the Resume Option group of the Resume Parser window.
   Note: This is the default option.
   
   
2. Click the Browse button (...) on the far right of the Resume Option group. This allows you to browse you PC for the resume you would like to import.
   
   
3. After you have selected the resume you would like to upload, you will see that file populated in the Resume Option group. At this point, click Next to continue.

Parse Text

1. Check the Parse Text radio button in the Resume Option group of the Resume Parser window.
2. At this point the Resume Text field will allow you to key or paste the text of your resume.
3. Once you have completed your data entry, click Next to continue.

Resume Detail

After you have uploaded, or parsed the text from, your resume and clicked Next you will be taken to the Resume Detail tab. The Resume Detail tab allows you to review and edit your employee's information before you add it to Avionté.

 

• The Resume group allows you to view and edit the text of your employee's resume before it is committed to Avionté.
  
  
• The Personal Data group allows you to view and edit your employee's name and address information.
  
  
• Contact Method: Allows for editing the employee's contact and information. You can also add contact methods by clicking the Type drop-down list and choosing from a list of contact methods. Tab to the Value field to enter information for that contact method.
  
  
• Employee Extra: Auxiliary data concerning the employee (i.e., shirt size, Emergency contacts, etc.) is entered on this tab. New options for this tab can be entered under the Enter New Here field.
  
  
  
  
• Past Job: The employee's previous employment data is displayed here. Update as needed.
  
  
• Education: The employee's educational background is displayed on this tab. Update as needed.
  
  
• Skills: Any special skills the employee has detailed on their resume are displayed and can be updated here.
  
  

When you have finished verifying and/or modifying your employee's data, click Finish to save. At this point it is common to receive Data Requirement Messages detailing information that is still required for the employee's profile in Avionté. Updates to the employee profile can be made from the Detail sub-tree item of the Employee main-tree section. Visit the Employee Detail - 14.1 and Newer help page for editing details. 

 

Note: The Resume Parser will check and display an error if a duplicate entry exists. This is based on contact information, SSN, and the combination of first and last name.