Employee List

This page contains navigation FAQs for the employee profile tabs, followed by FAQs for actions on the 'Employee List' page.

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Employee List

This page contains navigation FAQs for the employee profile tabs, followed by FAQs for actions on the 'Employee List' page.

FAQs for Employee List page

1. How to assign auto-shift while adding a new employee?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Wizard’ on the top bar to add a single employee.

Step 3: Fill in employee details till you reach the ‘Shift Details’ section.

Note: Once you fill in the details, use the ‘Next’ button to move to the next section in the employee wizard.

Step 4: On reaching the ‘Shift Details’ section, you can add ‘Auto Shift’ details such as ‘Shift Name’ and the ‘Effective Date’ along with other details and click on the ‘Next’ button.

Step 5: Continue filling in the details. When you reach the last section i.e. the ‘Self Service Details’ section, click on the ‘Finish’ button and auto shift will be added along with other details for the employee.

2. How to download contact numbers of all the employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and select ‘Employee List’ sub-menu.

Step 2: Click on the ‘Employee Export’ option from the top bar.

Step 3: From the master fields select the ‘Phone’ option, click on the ‘Download’ button and contact numbers of all your employees will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

3. How to Export the ‘Self-service Role’ of Employees?

Step 1: Log into the cloud portal, click on the ‘Employee' menu and select the ‘Employee List’ sub-menu.

Step 2: Select the ‘Employee Export’ menu.

Step 3: Select the ‘Self-service Role’ checkbox and click on the ‘Download’ button.

Note: The details will be downloaded with the respective employee code and employee names.

4. How to Modify Employee Data?

Step 1: Log in to the Cloud portal and select the ‘Employee’ tab and the ‘Employee List’ subtab.

Step 2: Click on the three dots opposite to the employee name and select ‘Edit Profile’ from the drop-down.

Step 3: Now you can make the necessary changes in the ‘Employee Master’.

5. How to add individual employees manually?

Step 1: Log into the cloud portal and click on the ‘Employee’ tab and select the ‘Employee List’ subtab.

Step 2: Click on the ‘Employee Wizard’ at the top of the employee list.

Step 3: Fill in the ‘Basic Details’ and click on the ‘Next’ button to fill in additional details. A new employee gets created once you fill in basic details.

Note: It’s essential to fill in all the mandatory fields to proceed further.

6. How to download tenure report for employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ at the top of the employee list and a pop-up will open.

Step 3: Click on the ‘Employment History’ from the left-hand side menu. Select the ‘Previous Experience’, ‘Current Experience’ and the ‘Total Experience’ options. Click on the ‘Download’ button and the employee experience report or the tenure report will be downloaded.

You can also select other fields such as ‘Position Held’ for your report.

Note: The details will be downloaded with the respective employee code and employee names.

7. How to extract the employee list?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ from the top of the screen and a pop-up will open.

Sep 3: Click on the ‘Master Fields’ option from the upper left-hand corner of the pop-up and select the ‘Employee Code’ and the ‘Employee Name’ options. Click on the ‘Download’ button and the employee list will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

8. How to download tenure report for employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ at the top of the employee list and a pop-up will open.

You can also select other fields such as ‘Position Held’ for your report.

Note: The details will be downloaded with the respective employee code and employee names.

9. How to assign a new role or change the role for an employee?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to assign a new role or change the role or and it will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Self Service Role’ subtab. From the ‘Role’ drop-down select the desired role and click on the ‘Save’ button. New role will be assigned to the employee.

10. How to download a list of inactive employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Filter’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Select the radio button for the ‘Inactive’ option and click on the ‘Apply’ button.

Step 4: Click on the ‘Employee Export’ option towards the upper right-hand side of the screen and a pop-up will open.

Step 5: Select checkboxes for the required fields and click on the ‘Download’ button. The list of inactive employees with the selected details will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee List>Employee Filter>Inactive-Apply>Employee Export>Select required options> Download.

11. How to download Excel sheet for multiple reporting managers data?

You can download the bulk data for employee’s reporting manager by following the steps below.

Step 1: Log into the cloud portal, go to the ‘Employee’ and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and pop-up will open.

Step 3: Search the ‘Reporting Manager’ field and select the checkbox for it.

Select the required format and click on the Download.

Path: Cloud portal>Employee>Employee List>Employee Export>search ‘Reporting Manager’ select checkbox & format>Download.

12 How to download approval matrix of all employees?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3:Select the ‘Approval Matrix’ from the left-hand side list. Select the required fields and click on the ‘Download’ button. The approval matrix report for the employees will be downloaded.

Path: Cloud>Employee>Employee List>Export Employee> Approval Matrix>select required field>Download

13 How to download role report?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3: Select the ‘Master Fields’ from the left-hand side list and search ‘Role’ in the ‘Search Field’ at the upper right-hand corner of the Export pop-up. Select the checkbox for ‘SelfService Role’ and click on the ‘Download’ button. The role report for the employees will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud>Employee>Employee List>Employee Export> search ‘Role’>select ’SelfService Role’>Download

14. How to download master data?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3: Select the ‘Master Fields’ from the left-hand side list of the Export pop-up. Select the radio button for ‘Select all’ and click on the ‘Download’ button. The master field data report will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

15. How to download the ITax regime report for employees?

How to download list of employees who opted for new regime & old regime?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3: Select the ‘Master Fields’ from the left-hand side list of the Export pop-up. Search 'Itax’ in the upper right-hand corner search field of the pop-up. Select the checkbox for the ‘ITAX Regime Type’ and click on the ‘Download’ button.

The ITAX Regime Type report for employees will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee Export>Master Filed>Select ITAX Regime Type>Download

16. How to download the ITax regime report for Inactive employees or former employees?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Filter’ option from the upper right-hand corner of the screen. A pop-up will open.

Step 3: Select the radio button for the ‘Inactive’ option from the top and scroll down to click on the ‘Apply’ button.

Step 4: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 5: Select the ‘Master Fields’ from the left-hand side list of the Export pop-up. Search 'Itax’ in the upper right-hand corner search field of the pop-up. Select the checkbox for the ‘ITAX Regime Type’ and click on the ‘Download’ button.

The ITAX Regime Type report for all inactive employees will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee Filter>Inactive>Apply>Employee Export>Master Filed>Select ITAX Regime Type>Download

17. How to delete an employee ?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Find the employee in the list whom you want to delete. Click on the ‘3 Dots’ towards the right-hand side on the employee card and select the ‘Delete Employee’ option. The employee will be deleted from the system.

Path: Cloud Portal>Employee>Employee List> find the employee and click on the ‘3 Dots’ >Delete Employee

Note:

Employee can not be deleted from the system if any type of transaction related to the employee profile is done. These transactions include attendance, leave entry, shift details and also the process of separation.

18. How to download date of joining details for employees?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3: Select the ‘Master Fields’ option from the left-hand side, search ‘date’ in the Search Field at the upper left-hand corner of the pop-up. Select the checkbox for the ‘Date of Joining’ option and click on the ‘Download’ button.

The date of joining details for employees will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud Portal>Employee> Employee List>Employee Export>Master Fields>search ’Date’>select Date of Joining>Download

19. How to download a list of active employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Filter’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Select the radio button for the ‘Active’ option and click on the ‘Apply’ button. The pop-up will close.

Step 4: Click on the ‘Employee Export’ option towards the upper right-hand side of the screen and a pop-up will open.

Step 5: Select checkboxes for the required fields and click on the ‘Download’ button. The list of inactive employees with the selected details will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee List>Employee Filter>Active-Apply>Employee Export>select required options> Download.

20. How to download employee category report or employee category details?

Step 1: Log into the cloud portal, go to the ‘Employee’ and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and pop-up will open.

Step 3: Click on the ‘Master Fields’ from the left-hand side and from the upper right-hand side search fields, search ‘Category’. Select checkbox for the ‘Category’ and click on the ‘Download’ button. The employee category details will be downloaded.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud Portal>Employee>Employee List>Employee Export>Master Fields>search category>select Category>Download

21. How to check approval manager for leave module or punch in/out of all employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and pop-up will open.

Step 3: Click on the ‘Approval Matrix’ from the left-hand side. Select the radio button for the ‘Select All’ and click on the ‘Download’ button. The employee approval matrix details will be downloaded.

Note:

The leave manager assigned to employee will approve the Punch In/out for employee.

The details will be downloaded with the respective employee code and employee names.

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the top of the employee list and a pop-up will open.

Step 3: Click on the ‘Master Fields’ from the left side and search ‘Category’ in the search field at the upper left corner of the pop-up. Select the checkbox for the ‘Category’ and click on the ‘Download’ button. Employee’s category list will be downloaded accordingly.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud Portal>Employee List>Employee Export>Master Fields>search ‘Category’>select checkbox>Download

23. How to download email ids of all employees (personal email ids or official email ids)?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the top of the employee list and a pop-up will open.

Step 3: Click on the ‘Master Fields’ from the left side and search ‘email’ in the search field at the upper left corner of the pop-up. Select the checkbox for required email option such as Email Id or Personal Email Id and click on the ‘Download’ button. Employee’s email ids will be downloaded accordingly.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud Portal>Employee List>Employee Export>Master Fields>search ‘email’>select required option>Download

24. How to update or change or edit a reporting manager for an employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee from the list, for whom you want to update reporting manager.

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab.

Step 4: Scroll down and in the ‘Reporting Manager’ field and select the employee, for whom you want to assign as reporting manager to the employee and scroll down to the ‘Save’ button.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud Portal >Employee >Employee List >select the employee >Profile > Employee Details > scroll down to ‘Reporting Manager’ field>select employee to be assigned as manager>Save

25. How to download confirmation report with confirmation Data and confirmations period as required from the cloud portal?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the top of the employee list and a pop-up will open.

Step 3: Click on the ‘Master Fields’ from the left side and search ‘Confirmation’ in the search field at the upper left corner of the pop-up. Tick the checkbox for the Confirmation fields such as, Confirmation Data and Confirmations Period required and click on the ‘Download’ button. Employee’s confirmation report will be downloaded accordingly.

Path: Cloud Portal>Employee List>Employee Export>Master Fields>search ‘Confirmation’>select required fields>Download

Note: The details will be downloaded with the respective employee code and employee names.

26. How to get/download/extract Pan number (PAN no.) report? How to download PAN/GIR NO. (TDS) report for all employees?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the top of the employee list and a pop-up will open.

Step 3: Click on the ‘Master Fields’ from the left side and search ‘pan’ in the search field at the upper left corner of the pop-up. Tick the checkbox for the required PAN number fields and click on the ‘Download’ button. Employee’s PAN No. report will be downloaded accordingly.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud Portal>Employee List>Employee Export>Master Fields>search ‘pan’>select required fields>Download

27. How to download master detail/UAN/PF/contact No any details required for left/separated/inactive employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Filter’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Select the radio button for the ‘Inactive’ option and click on the ‘Apply’ button. The pop-up will close.

Step 4: Click on the ‘Employee Export’ option towards the upper right-hand side of the screen and a pop-up will open.

Step 5: Click on the ‘Master Fields’ option, select checkboxes for the required fields and click on the ‘Download’ button. The selected details of inactive employees will be downloaded accordingly.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee List>Employee Filter>Inctive-Apply>Employee Export>Master Fields>select required options> Download.

28. How to download UAN report?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Click on the ‘Master Fields’ option, from the upper right search fields to find 'UAN' field, select checkboxes for the required fields and click on the ‘Download’ button. The UAN details will be downloaded accordingly.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee List>Employee Export>Master Fields>select required options> Download.

28. How to add or update new employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Wizard’ option at the top of the employee list.

Step 3: Fill in the details in the respective fields and click on the ‘Save’ button once you filled all the information. The new employee profile will be created.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Cloud portal>Employee>Employee List>Employee Wizard>fill in details> Save

29. How to check how much of the employee self-service portal count is utilized?

Step 2: Click on the ‘Employee Export’ at the top of the list.

Step 3: Search ‘role’ in the search field at the upper-right corner of the screen. Select ‘SelfService Role’ option and click on the ‘Download’ button. Here you will the total number of employee count utilized.

Path: Cloud portal (group company) >Employee >Employee List >Employee Export>search ‘role’>Tick ‘SelfService Role’>Download

30. How to download all employee data including separated employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Filter’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Select the radio button for the ‘All’ option and click on the ‘Apply’ button.

Step 4: Click on the ‘Employee Export’ option towards the upper right-hand side of the screen and a pop-up will open.

Step 5: In the ‘Master Fields’, tick radio button for the ‘Select All’ option and click on the ‘Download’ button. The employee data will be downloaded including data for separated employees.

Note: The details will be downloaded with the respective employee code and employee names.

Path: Employee>Employee List>Employee Filter>All-Apply>Employee Export>Select All> Download.

32. How to download designation details report with employee code and name?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Click on the ‘Master Fields’ option, search ‘Designation’ in the search fields at the upper right corner of the pop-up.

Step 4: Select checkboxes for the ‘Designation’ fields and click on the ‘Download’ button. The Designation details will be downloaded accordingly.

Note: The details will be downloaded with the respective employee names and employee codes.

Path: Employee>Employee List>Employee Export>Master Fields>select required options> Download.

31. How to download bank details report with employee code and name?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Click on the ‘Master Fields’ option, search ‘bank’ in the search fields at the upper right corner of the pop-up.

Step 4: Select checkboxes for the required bank related fields and click on the ‘Download’ button. The bank details will be downloaded accordingly.

Note: The details will be downloaded with the respective employee names and employee codes.

Path: Employee>Employee List>Employee Export>Master Fields>search ‘bank’ >select required options> Download.

32. How to view or download report on which tax regime is in use for the employees?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ from the upper right-hand side of the screen and a pop-up will open.

Step 3: Search ‘Regime’ in the search fields at the upper right corner of the pop-up. Select checkboxes for ‘ITAX Regime Type’ fields and click on the ‘Download’ button. The income tax regime details for all employees will be downloaded accordingly.

Note: The details will be downloaded with the respective employee names and employee codes.

Path: Employee>Employee List>Employee Export>search ‘regime’ > select ‘ITAX Regime Type’ > Download.

33. How to download/fetch/check date of joining for active employees?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3: Search ‘date’ in the Search Field at the upper left-hand corner of the pop-up. Tick the checkbox for the ‘Date of Joining’ option and click on the ‘Download’ button. The date of joining for active employees will be downloaded.

Path: Cloud Portal>Employee> Employee List>Employee Export>search ’Date’>select Date of Joining>Download

34. How to update the office work email of a single employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the Basic Details, Employee Details or Personal Details based on your company’s configuration. Find the Work Email fields, make the required details and click on the ‘Save’ button. The work email will be changed with the employee accordingly.

Path: Cloud > Employee > Employee List > select employee > Profile > Basic/Employee/Personal Details >search the work email field > make changes > Save

35. How to download report on male or female (gender) employee count in the departments of company?

Path: Cloud Portal>Employee> Employee List>Employee Export>Master Fields>select Department and Gender>Download

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Click on the ‘Employee Export’ option from the bar above the employee list and a pop-up will open.

Step 3: In the ‘Master Fields’ find and tick the checkboxes for the ‘Department’ and ‘Gender’ options and click on the ‘Download’ button. The report will be downloaded accordingly.