How can I add an employee in Skolera SMS? What are the fields to be filled ?


 

The administrator or a privileged employee (HR Basics privilege is required) can use the employee admission form, to admit a new employee in Skolera SMS. Click the Module access icon > Administration > Human Resource > Employee Management > Employee admission.


The following table describes all fields available on the employee admission form.

Note: Fields marked with an asterisk (*) are mandatory.


Field Name

Field Description

Employee number*
Enter the employee number. Employee numbers must be unique for each employee in the institution.
Important information to know about employee numbers:

  • Username – The employee number is also the username that the employee will use to log in to Skolera.

  • Naming Convention – Employee numbers can contain only alphanumeric characters, underscores, and hyphens.

  • Auto Increment of Employee Numbers – If the Enable Auto increment Employee no. check-box is selected in the General settings page when setting up your institution, the first employee number will have to be manually entered. From the next admission on wards, the employee number will be automatically incremented. If the Enable Auto increment Employee no. is not selected, you must manually enter the employee number every time an employee is admitted into the institution. Default is Enabled.

  • Searching Employees –  You can search for employees from several areas based on your role and privileges assigned. For example, you can search for employees using the search bar at the top of your dashboard when managing user accounts, allotting transport, and many more. Apart for using the first or last name of the employee to search, you can also use the employee’s employee number to search.

Joining date*
Select the joining date of the employee.
First Name*
Enter the first name of the employee.
Middle Name
Enter the middle name of the employee.
Last Name
Enter the last name of the employee.
Email
Enter the email address of the employee.
Gender*
Select the gender of the employee.
Date of Birth*
Select the date of birth of the employee.
Department*
Select the department the employee will be assigned to.
Category*
Select the employee category the employee will be assigned to.
Position*
Select the position of the employee.
Grade
Select the grade of the employee.
Job Title
Enter the job title of the employee. Teacher for teachers / Co-teachers, HoD for Academic Head of Department/Subject
Qualification
Enter the qualification details of the employee.
Experience Info
Enter the experience details of the employee.
Total Experience
Specify the total experience of the employee.
Marital Status
Select the marital status of the employee from the following options:

  • Single

  • Married

  • Divorced

No. of children
Enter the number of children for the employee.
Note: This field is available only when Married or Divorced is selected in the Marital Status field.
Father Name
Enter the father’s name of the employee.
Mother Name
Enter the mother’s name of the employee.
Spouse Name
Enter the spouse’s name of the employee.
Note: This field is available only when Married or Divorced is selected in the Marital Status field.
Blood Group
Select the blood group type of the employee.
Nationality
Select the nationality of the employee.
Biometric ID
Enter the biometric ID of the employee if the institution is using a biometric attendance system to track employee attendance.
Upload User Photo
Upload a photo of the employee that will be displayed in the employee’s profile.
Note: The recommended photo size is 500KB, and must be of file type: GIF, PNG, or JPG. The Recommended resolution is 125x125
Save & Proceed(button)
Click this button to save the entered information and move to the next page.

Note: On clicking the Save & Proceed button, the employee record is created. If you have configured SMS setting for your institution, the employee will receive an SMS notification about the admission, along with login details.

Line 1 & 2
Enter the home address of the employee.
City
Enter the name of the city.
State
Enter the name of the state.
Country
Enter the name of the country.
PIN code
Enter the pin code of the city.
Line 1 & 2
Enter the office address of the employee.
City
Enter the name of the city.
State
Enter the name of the state.
Country
Enter the name of the country.
PIN code
Enter the pin code of the city.
Office phone 1 & 2
Enter the office phone numbers of the employee.
Mobile
Enter the mobile number of the employee.
Home Phone
Enter the home phone number of the employee.
FAX
Enter the fax number of the employee.

Enter the bank details of the employee. Fields displayed here depend on the custom fields created when setting up the Human Resource module.

Enter additional details about the employee. Fields displayed here depend on the custom fields created when setting up the Human Resource module.

Set employee privileges according to the role the employee will perform in the institution.
Search and assign a manager for the employee. You can search for an employee using the employee’s first name, last name, or employee ID. You must enter at least the first three letters of the employee’s first or last name to search.
Note: If a manager is not assigned for an employee, the employee will not be able to apply for leave or raise an indent for an item.
Enter the employee payroll details. Fields displayed here depend on the fields created when setting up the Human Resource module.