Employee Type
An employee type is the kind of employment somebody is on: permanent, contract, probation, apprentice, daily wages. Every employee record carries one, and it is the word reports and selections use when they need to treat one kind of staff differently from another.
What it is for
Nearly every question HR is asked begins by splitting the headcount. How many permanent staff. What is the contract workforce costing. Which apprentices are due to be confirmed. Employee type is the field those questions are answered through, which is why every employee record carries one.
Keep the list short and make each entry a genuinely different kind of employment, not a different department and not a different grade. Four to six entries covers a manufacturer.
The type is a label. It does not by itself decide pay, leave entitlement or working hours. Those come from the Employee Policy Profile and the Salary Structure on the employee. In practice a client sets the type and the policy profile together, so that contract staff get the contract rules, but the link is made by whoever creates the employee, not by this screen.
Every field, in plain words
Employee Type
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee Type | The short code for the kind of employment. | PERM | Required. Must be unique. |
| Name | The kind of employment written out. | Permanent | Required. Appears on the employee record and in every report that splits by type. Translations are kept per language. |
| Block | Retires a type no longer used. | Leave clear. | Ticking it stops the type being offered on new employee records. People already on it keep it. |
How to configure it
- Ask HR how the headcount is reported to management. The splits in that report are your types.
- Create one record each, for example
PERM/Permanent,PROB/Probation,CONT/Contract,APPR/Apprentice,DAILY/Daily Wages. - Save. The types are then available on Employee Basic Information.
- Decide, with the client, which Employee Policy Profile goes with each type, and write it down. The system will not pair them for you.
Scenario
Our contract staff get no annual leave and are paid differently
The type records that they are contract staff. The different rules come from a separate Employee Policy Profile and a separate Salary Structure, both set on the employee. Create the contract type here, create the matching policy profile and structure, and make sure whoever creates a contract employee sets all three.
What it is connected to
- Nothing has to exist before this screen.
- Employee Basic Information carries the type on every employee record.
- Reports and selections across the product split the headcount by type.
- It does not drive pay, leave or attendance. Employee Policy Profile does that.
If something looks wrong
- "The type list is empty when creating an employee" - no types have been created, or all of them are blocked.
- "Contract staff are accruing annual leave" - the type is not what controls leave. Check the employee policy profile on those employees.