Add a new employee

• Complete all the required fields in the Details section.
• Expand other sections and complete as necessary.
• If you do not assign an event, no tasks are created for the employee.
• After a new employee is added, a welcome email is automatically sent to them.

1. From the navigation bar, click Employees & Events>Add Employee.

   The Add Employee page opens.

2. Enter employee information.

   Use this page to manually enter employee identification information. Entering information here is the first step in completing the Employee Profile.

   Details

   First Name*

   Enter the employee's first name.

   Middle Name

   Enter the employee's middle name.

   Last Name*

   Enter the employee's last name.

   Email*

   For new hires, enter a current email address. The email is used for task notification messages. Based on your notification settings, a Welcome email is automatically sent to this address, notifying the user of their password. The Welcome email is sent immediately after successful creation of a new user.

   Hire Date

   Optional field but recommended for all employees.

   (If you are a U.S. client with E-Verify) The hire date is used to generate the government due date referenced on the I-9 Dashboard and the purge rules that apply to your company's legal obligation to retain I-9 forms on file. If an employee profile hire date is:

   • Entered in section 2 of the I-9 form, employee start date defaults to the employee profile hire date.
   • Not entered or does not match the employee start date on section 2 of the I-9 form, the employee profile hire date is updated to match the I-9 form.
   • Not entered when the event is launched, the government due date is based on the event effective date.

   Termination Date

   Termination date can be entered here or enter the termination date through the Retire User button. If the termination date is entered here, you must choose Retire User to expire an employee's login id. The termination date is used for archive/purging rules regarding your company's legal obligation to retain I-9 forms on file.

   Employee ID

   Employee_HRISID contains the unique employee identifier in any other external system. Some corporate environments have a personnel number.

   Authentication Type

   Select:

   • Standard to use this application's login ID and the password to authenticate this user using the default login.
   • External if your system administrator configured this module to use SSO and redirect to a source outside this module. If you are setting up users for external authentication, you must enter a unique authorization parameter to match the expected user ID of the external application. When using external authentication, the password is not stored in this application.

   Login ID

   An employee's login id is defaulted to First Name.Last Name. The Login ID defined is used to log in to the system as well as the portal. With the proper privilege you can change an employee's login ID.

   SSO ID

   Enter an SSO ID.

   Password

   (Required only if Authentication Type is Standard) Enter a password. The password must not contain spaces. It cannot be equal to the login ID.

   Confirmation Password

   (Required only if Authentication Type is Standard) Re-enter the password.

   Auto Generate Password

   (Required only if Authentication Type is Standard) Select this option to allow this application to create a random password for the new user.

   Note: The user receives the password in their welcome email.

   Force Password Change

   (Required only if Authentication Type is Standard) Select this option to require a new user to change password at first-time sign in. User is prompted for original password, new password, and confirmation of new password.

   Note: A welcome email informs user of original password.

   Do Not Purge

   Controls whether the user can be purged from the system. If selected (checked), the user cannot be purged from the system.

   Employee Profile

   Employee Profile fields are custom to your organization. The fields were set up during your SilkRoad Onboarding implementation. Employee Profile fields can be used to:

   • Auto populate forms
   • Include in notifications
   • Include as data in the task details section of a task

   Your administrator can also choose to what information is required.

   Identifiers to find employees

   Unique identifiers help find employees in the system through the user interface and using the web service.

   Here are some important identifiers that make it easier to find employees.

   Field name	Description	Required or optional
   LoginID	Login ID as specified at employee creation.	Required
   Email	Email address as specified at employee creation/update. This value can be constrained as a unique identifier as a configuration setting option.  This field can only be used to identify the employee if the value is unique.	Required The Email field is required by default. Please contact Customer service for this configuration to be changed.
   User defined in Extended user profile- referred to as an "alternate employee id"	Alternate employee id is used ONLY by the user interface on the Find Employee page search.  Alternate employee id not used for identifying an employee using Web services.	Optional. The field is included on the extended user profile, and referenced in your configuration settings page. This field is configured.
   SSO AuthParam	If your implementation is using Single Sign On to authenticate users, the SSOAuthparam is populated with the user id of your external (authenticating) system.	Optional. Required if you are using external authentication (vs standard authentication). The label on this field is defined in your configuration.
   Employee_HRISID	Employee_HRISID contains the unique employee identifier in any other external system.  Some corporate environments have a personnel number.	Optional. The label on this field is defined in your configuration. This field is visible only if your configuration has it defined. If this field has the same value used in your SSOAuthParam field, you do not need to populate both fields.

   Teams

   Not all employees belong on teams. Team membership applies only to employees providing some service (task completion or oversight) to other employees. It does not apply to employees who participate only as event benefiters.

   Adding an employee to a team:

   • Gives access to accept or complete team tasks through the Team Tasks dashboard tab
   • Includes the employee in any team selection list

   If an employee is not added to a team, they do not have access to the My Tasks tab and event portals for each event launched on their behalf.

   Assigned Categories

   Assignment categories apply to providers. Providers complete tasks on behalf of others. They do not apply to benefiters. Benefiters are employees who benefit from tasks.

   Value matching between the assignment category and event categories generates tasks at the time the event is launched. The assignment category values determine who the task is assigned to (based on the rules of the task definition).

   Default assignment categories are Location, Department, and Job Type. Categories and category values are specific to your implementation.

   Key Properties

   Key properties help identify and locate employees. Key properties are subdivided into these types:

   • Categories
   • People
   • Dates

   Examples of using employee key properties as search filter criteria are if:

   • (category) an employee works in a specific location,
   • (category) an employee belongs to a certain department,
   • (people) an employee is managed by a specific employee,
   • (people) an employee is mentored by a specific employee,
   • (date) an employee was hired on a certain date (or in a certain date range),

   Key properties may be optional or required based on your implementation.

   Adding key properties is a two-step process:

   1. Select the type of information you want to associate with the employee.
   2. Select the applicable category type value.

      To add key properties	To modify key properties values
      Click Add Category to add a category value to the current employee	Choose Select to add or modify the Category Value. Choose Remove to delete this key property association from the current employee.
      Click Add Person to associate a person with the current employee The people available for selection are members of the team noted in parenthesis	Choose Select to add or modify the person from the team. Choose Remove to delete the key property association from the current employee.
      Click Add Date to associate a date with the current employee	Choose to add or modify the actual date. Choose Remove to delete the key property association from the current employee

   Add Event

   Select a work event for this employee. Tasks are generated based on the event and category assignments.

   Events apply to new users who will benefit from tasks being created on their behalf. Employees who are typically entered as new users without work events are assignees, managers, and internal systems support.

   Notes

   Enter any additional notes or information about the employee.

3. Click Save.