Employee contacts

Security

Built-in filters

Employee contacts are used to record an employee's family and emergency contact information.

Create an employee contact record

To set up the contact record from the Contacts folder, highlight the Payroll/Human Resources > Employees > Contacts folder and click .

To set up the contact record from the employee record it is associated with, open the employee record, select the Contacts tab, and click in the Employee Contacts pane.
If you opened the new contact record from its associated employee record, the Employee field is prefilled for you. If you opened the new contact record from the Contacts folder, select the code of the employee to associate the contact record with.
If the contact should be reached in the event of an emergency involving the employee, mark the Emergency checkbox.
Enter the Full Name of the employee contact. The full name must be unique among other contacts for the employee. When you tab out of this field, the fields in the Name section are filled in for you with the parts of the name you supplied. If you need to make changes to the name, you can make them in the Name fields.
From the Relationship drop-down list, select the contact's relationship to the employee. Your options are:
- Spouse
- Child
- Parent
- Other. If you select this option, the field below is enabled. Enter the contact's relationship to the employee.
If the contact has a preferred name that is different from the name in the Full Name field, enter it in the Goes By field.
From the Pronouns drop-down list, select the pronouns by which the contact prefers to be addressed, or enter the pronouns if they are not listed. Valid options include:
- She/Her/Hers
- He/Him/His
- They/Them/Theirs
In the Phone Numbers fields, enter one or more phone numbers for the contact.
In the Government ID section, enter the contact's Social Security Number (Social Insurance Number).

Tips

You can show the Social Security Number field, the Social Insurance Number field, both, or neither. Select > View > Government ID > Show Social Security Number (or Show Social Insurance Number). If the command is not checked in the menu, selecting it makes it visible; if the command is checked, selecting it hides it.

When either or both of these fields is visible, you can toggle whether the field displays the actual number or instead replaces the numbers with a series of dots. To do so, select > View > Government ID > Show Unobscured.
In the Address section, enter details of the contact's address.
Enter the contact's Birth Date.
In the Benefit Begin field, enter the date that the contact's benefits coverage begins, if applicable. This field is currently for informational purposes only.
In the Benefit End field, enter the date that the contact's benefits coverage ends, if applicable. This field is currently for informational purposes only.
Select the contact's Gender from the drop-down list. Valid options are:
- <blank>
- Female
- Male
- Non-Binary
If the contact is currently enrolled in college, mark the College checkbox. This field is currently for informational purposes only.
Save the new contact record.

Record the death of an employee contact

Print a list of employee contacts

Contact Record ID

Employee

The code of the employee the contact is associated with.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Emergency

If this checkbox is marked, the contact should be reached in the event of an emergency involving the employee.

Full Name

The employee's full name. The full name must be unique among other contacts for the employee.

The Full Name field and the Name section below are synced so that changes you make to one are updated to the other.

Relationship

The contact's relationship to the employee. Valid options are:

Spouse
Child
Parent
Other. If you select this option, the field below is enabled. Enter the contact's relationship with the employee.

Goes By

The name the contact prefers to be called.

Pronouns

The pronouns by which the contact prefers to be addressed. You can select from the list of predefined pronouns or enter the pronouns if they are not listed. Valid options include:

She/Her/Hers
He/Him/His
They/Them/Theirs

Contact tab

Name

The fields in the Name section are synced with the Full Name field so that changes you make to one are updated to the other. When you tab out of the Full Name field, the name is parsed and loaded in parts into the Name section.

Prefix

The prefix for the contact's name (if any) such as Dr., Mr., Ms.

First

The contact's first name.

Middle

The contact's middle name or initial.

Last

The contact's last name.

Suffix

The suffix for the contact's name (if any) such as Jr., Sr., III.

Phone Numbers

Work

The employee contact's work phone number.

Mobile

The employee contact's cell phone number.

Home

The employee contact's home phone number.

Government ID

Social Security Number

The contact's social security number.

This field is visible if you have sufficient security privileges and View > Government ID > Show Social Security Number is selected.

The numbers in this field may be obscured in order to hide social security numbers from onlookers. To show the actual social security number, select View > Government ID > Show Unobscured.

Social Insurance Number

The employee's social insurance number.

This field is visible if you have sufficient security privileges and View > Government ID > Show Social Insurance Number is selected.

The numbers in this field may be obscured in order to hide social insurance numbers from onlookers. To show the actual social insurance number, select View > Government ID > Show Unobscured.

Address

Name

The contact's name as it should appear on an envelope. You can use one or two lines.

Address

The contact's home address. You can use one or two lines.

City, State, Zip

The city, state abbreviation, and 5- or 9-digit Zip Code for the contact's home address.

Country

The country for the contact's home address.

Miscellaneous Information

Birth Date

The contact's date of birth.

Death Date

If the contact is deceased, the date of death.

Benefit Begin

If applicable, the date that the contact's benefits coverage begins. This field is currently for informational purposes only.

Benefit End

If applicable, the date that the contact's benefits coverage ends. This field is currently for informational purposes only.

Gender

The contact's gender. Valid options are:

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Female
Male
Non-Binary

College

If this checkbox is marked, indicates the contact is currently enrolled in college. This field is currently for informational purposes only.

Data Links tab

See "Data Links".

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected contact.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Human Resources\Import HR Contacts.xls; Change HR Contacts.xls

Employees Listing

Purpose

The Employees Listing provides a list of employees tracked in Payroll.

Content

For each employee included on the report, the listing shows:

employee code
employee full name
employee "goes by" name
employee's preferred pronouns
position
hire date
birth date
current employment status.

In addition, you can include one or more of the following:

employee details including: name and emergency contact, phone and address, email address, gender and marital status, W-2 information, social security number, social insurance number, statuses, employee locations (address lines 1 and 2, name lines 1 and 2, city, state, zip, country), attributes
calculation details including: parameter references, parameter values, automatics
disbursement information including: disbursement sets, disbursement rules, bank accounts
Human Resources information including: job categories, ethnic origins, contacts, position pay rates
seniority and leave plans
notes
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
Start the report set-up wizard.
- To report on all or a filtered subset of employees:
  1. Right-click the Employees folder and select Select and Report > Employees Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected employees:
  1. In the HD view, select the employees to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Employees Listing from the drop-down menu.
- To report on a particular employee from the Employee window:
  1. In the HD view, locate and double-click the employee to report on. The Employee window opens with the employee record loaded.
  2. Click and select Employees Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) in the Employee section for the additional information to include:
- Name Details
- Phone and Address
- Email Address
- Gender and Marital Status
- W-2 Information
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Social Security Number (only visible if you have the appropriate access)
- Social Insurance Number (only visible if you have the appropriate access)
- Statuses
- Locations
- Attributes - If you mark this checkbox, the Attribute field is enabled. Select the attribute to include.
Mark the checkbox(es) in the Calculations section for the additional information to include:
- Automatics
- Parameter References - If you mark this checkbox, the Parameter Like field is enabled. Enter a parameter mask or specific parameter to restrict which parameter references appear on the report.
- Parameter Values - If you mark this checkbox, the Parameter Values as of field is enabled. Enter the effective date as of which to include parameter values on the report.
Mark the checkbox(es) in the Disbursements section for the additional information to include:
- Disbursement Sets
- Disbursement Rules
- Bank Accounts
Mark the checkbox(es) in the Human Resources section for the additional information to include:
- Job Categories
- Ethnic Origins
- Contacts
- Position Pay Rates (this option is available if the Human Resources package is installed and you have appropriate access)
Mark the Seniority & Leave Plans checkbox if you want to include seniority and leave plan information on the report.
Mark the Notes checkbox if you want to include employee notes on the report. If you mark the checkbox, the remaining fields in the Notes section are enabled:
- To restrict notes on the report to a particular type, select the type in the Note Type field.
- To restrict notes to those entered in a particular date range, enter the range of dates in the Date fields.
- To restrict notes to those flagged for follow-up in a particular date range, enter the range of follow-up dates in the Follow-Up Date fields.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Employees
Locations
Employee statuses
Employee bank accounts
Employee automatics
Employee parameter values
Employee attribute items
Contacts
Employee leave plans

Common accesses available on employee contacts

Access	A user with this access can...
Change	Use the mass change action on contacts.
Custom Fields	Create and edit custom fields for contacts.
Data	Have read-only access to contacts from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete contacts.
Edit	Edit contact records.
Export	Export contact records from ActivityHD.
Import	Import contact records into ActivityHD.
New	Create new contact records.
Read	Have read-only access to contact records.
Report	Run reports with contact information.
Report Designs	Create and edit report designs with contact information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to contacts.
Shared Filters	Create and edit shared filters on contacts.
Visible	View the Contacts folder in the Navigation pane.

Special accesses available on employee contacts

Access	A user with this access can...
Social Insurance	Show social insurance numbers and view them unobscured.
Social Security	Show social security numbers and view them unobscured.

The following built-in filters are available for employee contacts:

Filter Name	Effect
? Contact Name	Prompts for a contact name and lists the employee contacts with a name that contains the specified search string.
? Employee Code	Prompts for an employee code and lists the employee contacts for the employees with an employee code that contains the specified search string.
? Employee Name	Prompts for an employee name and lists the employee contacts for the employees with a name that contains the specified search string.
Current Employees	Lists employee contacts for current employees.
Terminated Employees	Lists employee contacts for terminated employees.

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