Odoo 18 Enterprise Book : Employees

1. Employee

Personal details, employment details, a contract, a resume, and numerous other things can be included in an employee profile that is created with the Employee module. While you are creating an employee profile in the module, you can use the profile window to view documents, timesheets, contracts, equipment, work entries, and payslips associated with the employee as well as plan or schedule activities with the said person. You can view a Kanban representation of the saved employee profiles in the system when you open the module for the first time.

If you are in a multi-company setup, you can simply group the employees of each company using the panel on the left side of the screen. You can also see employees by their Departments. Every employee profile will display some basic details pertaining to the respective employee, including name, job title, contact details, and photo. Moreover, as can be observed in the picture above, there is an icon of a building or a house on the profile's top, indicating whether the individual works from home, the office, or elsewhere.

As default filters, you will be able to view Newly Hired, Absent Today, Unread Messages, Contract Warning, My Team, My Department, Fixed Hours, Flexible Hours, and Archived. For grouping employees by their manager, presence, department, job, skills, and tags,

In the list view of the employees, your name, work phone number, work email, first contract, activities, next activities, company, department, job position, and manager are all visible. By selecting the New button, you can now make a new profile.Before that, you have got another view for the employees list, which will be, as in the image below.

There will be a new view form in which you can edit the information of the employee. Enter the name and position of the employee within the company in the appropriate boxes.

The new structure view that is provided by Odoo 18 keeps it easy for users to understand the staff structure. Managers need only drag and drop in order to change the hierarchy.

Also, you can assign the appropriate tags to the employee. You will be presented with specific fields where you will input the employee's company, department, manager, and coach, as well as work mobile, work phone, and work email. There will be a field where you can upload an employee's photo.

Let's upload the abilities and resume to the employee profile to update it. For this, you will see the Resume tab below.

If you wish to include resume lines in your profile, click on Create a New Entry. Under Resume, you can enter details regarding your education, work experiences, internal certifications, training history, and other qualifications. A pop-up will appear as soon as you click this button, as shown below.

Insert a Title and select Type from the dropdown. Experience, education, internal certification, or internal training are all good choices. You can also create a new Resume Line Type with the use of the module's Configuration menu. You can select Classic, Certification, or Course as the Display Type after you reference the Type. Enter the time span in the Date Start and Date End fields. You can enter more information regarding this resume line in the description field.

This is what it looks like after you insert resume lines. You can insert additional resume lines to this tab using the Add button. To insert the employee's skills, click the Create New Entry button on the talents field.

A pop-up window will appear where you may select the employee's skill type and designate a particular talent. In the Skill Level field, note the employee's level of expertise.

You can add new abilities by using the Add button on the Resume tab. The Work Information tab contains fields for critical job information pertaining to employees.

In the Location area, include the work address and location. The Approvers section can contain the people who approved this employee's timesheet, expenses, and vacation time.

The REMOTE WORK section, introduced in Odoo 18, specifies the work location of each employee for each day of the week. This is updated automatically on a weekly basis. Users can then easily determine the daily work location of the employee. The employee's profile on the dashboard will show the corresponding icon in the top right corner depending on the choice made here. As in the screenshot below, you can see the work allotted is from the office.

The SCHEDULE section will contain information regarding the employee's work schedule. You can activate the Flexible Hours field if the employee is allowed to work flexible hours. Otherwise, you need to specify the employee's weekly working hours. Use the Timezone to indicate the time zone the resources will be working in. Indicate the position the worker is qualified for. Only the templates for these types of positions will be available to view when scheduling a shift for this employee.

Users can designate the role that will be selected automatically when creating a shift for a certain employee by using the Default Planning Role feature.

Under the "Private Contact" section, include the worker's private address, email, phone number, language, and commute time. An employee can add their marital status, the number of dependent children, the emergency contact's name, and their phone number under "Family Status."

Under the Education area, you can include details about the School, Field of Study, and Certificate Level. The Visa No, Work Permit No, Visa Expire Date, and Work Permit Expiration Date can be added in the appropriate fields. A designated field will be provided for you to upload the worker's work permit. Citizenship information include nationality, ID number, passport number, gender, date of birth, place of birth, and country of birth.

Under the settings tab, you have the options like, status, application settings, and attendance/point of sale/manufacturing. Under the status, you have the employee type and related user. Below attendance/point of sale/manufacturing, you can add the pin code and badge ID. and under application settings, hourly cost can be added. Settings tab

Once you have completed setting up the employee profile, you will have access to several smart buttons on the form view to monitor the employee's related activities. Clicking the Document button will display the documents related to the employee. You can use the contracts, org chart, planning, time off, timesheets, and contacts smart buttons accordingly.

Clicking the Contract Smart button will display the employee's current contract. The Org chart contains the employee's hierarchical view.

The numerous tasks this employee has scheduled can be viewed by clicking the Planning smart button. The Gantt view, as can be seen below, will provide specifics of the planned actions. You can plan new tasks with this employee from this window.

The employee's monthly and yearly time off can be viewed by selecting the Time Off option.

Clicking the Timesheets button will bring up the employee's timesheet. The employee's recorded time spent on each task will be shown.

The list view shows the Reference, Employee, Batch Name, Company, Basic Wage, Next Wage, and Status.

The employee profiles of people connected to the current employee will be seen when you click the "Contacts" option.

You can begin the employee's onboarding and offboarding programs by clicking the Launch Plan button. Use the Signature Request button to submit a request for a signature on particular documents.

The Action button has a Print Resume option. This makes it easy for the user to print the employee resume.

1.1 Org Chart

The employee organizational chart is now accessible to users through the Employees menu. To do that, click the Org Chart.

The number of workers who report to each individual will be displayed, and when you select "three people," the specifics of the subordinates who report to the boss will be revealed. Simply drag the employee and drop them under the new manager if you wish to switch their manager.

1.2 Contract

From the Odoo18 Employees module, select the All Contract menu option to see the contracts created for each employee in the company. Here is the Kanban view platform for all contracts.

There are four stages for the contracts: New, Running, Expired, and Canceled. Click the + icon to add a new contract under a specific stage. The name, title, and pay of the relevant employee will be listed in each contract.

The total number of contracts for each stage is displayed in the upper right corner. Three small vertical dots on each contract indicate whether it should be edited or deleted.

Running contract, contract to review, start date, end date, archived, late activities, today activities, and future activities are available under the filters. Under the group by, you have status, employee, start date, job position, department, working schedule, salary structure type, and add custom group, respectively. Click the New button now to establish a new contract.

As a reference, you can provide a title in the contract. Contract Start Date, Contract End Date, Salary Structure Type, Working Schedule, Department, Wage on Payroll, Job Position, Contract Type, and HR Responsible should all be included in the corresponding fields. The work entry source will specify the source from which work entries will be generated. Work entries can be created using planning, attendance records, or working schedules. There, you have the salary information tab, under which you can add the wage, yearly cost, and monthly cost, respectively.

The next tab is details, as in the image below.

Here, you can add the notes regarding the contracts. The next tab is signatories. The employee module manages the "signatories" or signature request capability for employee contracts, enabling you to send them for electronic signatures and monitor their progress.

There, you have the NEW CONTRACT option to add the PDF template and CONTRACT UPDATE as well.

Once you have completed creating the employee contract, you can choose the Generate Offer option, as illustrated in the above image, to produce an offer that will be delivered to the relevant employee.

A pop-up window like the one below will show up when you click on this button.

For example, the offer's template, job title, employment position, department, contract type, contract start date, Link expiration date, and annual cost can all be found here. The default employee's company car is represented by the "Default Vehicle." The Offer Link will be displayed in the pop-up window. The Send By Email button allows you to send a message to the relevant staff member.

The offer will then appear on the Offers smart tab.

1.3 Bank Account

Businesses can save and manage employees' bank account information for payroll processing and reimbursements by using the Bank Account option in Odoo's Employee Module. It guarantees the safe and effective handling of wage payments and other financial activities. The page of the bank account will be as in the screenshot below.

You can create a new one using the NEW option, and the page will be, as in the image below.

Here, you can add the account number, bank, ABA/routing, account holder, currency, and send money option to activate. Send money is activated if it is trusted to send money. Phishing is a frequent activity that involves sending phoney invoices using a bogus account number. Verify the new bank account number at all times for your own protection, ideally by calling the provider, as phishing typically occurs when their emails are compromised. Sending money can be enabled after verification.