You are here: Modules > External Personnel > Add External Personnel

Add External Personnel

This wizard is used to enter the External Person's name, address, and contact information. Before the information is entered, the system searches for any existing External Personnel records, active or terminated using a combination of Date of Birth, Surname and or Former/Maiden names, before proceeding to enter External Person details.

Prerequisites

Rules and Guidelines

  • By searching for existing records, the system establishes a relationship between existing records and the new entry using the Original ID Number.
  • Users must belong to a Security Profile to use this screen.
  • Employees will only be viewed and accessed if they belong to the user's Security Profile.
  • If a user is not assigned to a Security Profile, they will not be able to link employees using this screen.
  • The purpose of this screen is to give users a Security Profile to link to employees they normally do not have access to.
  • Wild cards, such as an asterisk (*), cannot be used.
  • The following is checked when linked to an Original ID:
    • Only one Active Employee ID can belong to a single site for the Original ID.
    • An Active Employee ID and Terminate Employee ID can belong to the same site.
    • Multiple Active Employee IDs can belong across different sites.

Select Start Wizard.

Field Information

ClosedSearch Criteria

Detect existing records (active and terminated) for an employee.

Tip: Enter Date of Birth plus either the Surname or Former/Maiden Name to search for existing records (active and terminated) for an employee.
To enhance your search, both Surname and Former/Maiden Names can be entered.
ClosedDate of Birth

Enter the employee's date of birth.

ClosedSurname

Enter the employee's current surname.

ClosedFormer/Maiden Name

Enter the employee's former name or maiden name.

 

  • If information is not entered and Next>> is selected, the system will move to the Personal Details window. 
  • If search criteria is entered, the wizard first checks the External Personnel file for a match and then the Employees file for a match.
  • If a match is found in either of the files, matching records will be displayed.
  • Check the matching record and select Next >>.
ClosedProcess Start

This step will create a permanent record for this external person.

You may either enter an External Personnel ID Number or allow the system to generate an External Personnel ID Number.

 

Click Finish to create the new record and return to Start.

New External Personnel ID record will be linked to Employees with Employee Original ID xxxxxx.

Select Finish.

 

The screen returns to the Search Criteria.

 

ClosedSelect External
ClosedSurname

This displays the employee's current surname.

ClosedFormer/Maiden Name

This displays the employee's former name or maiden name.

ClosedDate of Birth

This displays the employee's date of birth.

Drill-down window

ClosedApplicant ID

This displays the applicant's ID.

ClosedExternal Personnel Original ID

This displays the external personnel's original ID.

ClosedStatus

This displays the applicant's status.

ClosedOriginal ID Number

This displays the external personnel's original ID number.

ClosedSurname

This displays the external personnel's surname.

ClosedFirst Name

This displays the external personnel's first name.

ClosedMiddle Name

This displays the external personnel's middle name.

ClosedDate of Birth

This displays the external personnel's date of birth.

ClosedCompany

This displays the employee's company.

ClosedPosition

This displays the employee's position in the company.

 

ClosedSelect Employee
ClosedSurname

This displays the employee's current surname.

ClosedFormer/Maiden Name

This displays the employee's former name or maiden name.

ClosedDate of Birth

This displays the employee's date of birth.

Drill-down window

ClosedID Number

This displays the external personnel's current ID number.

ClosedOriginal ID Number

This displays the external personnel's original ID number.

ClosedStatus

This displays the applicant's status.

ClosedExternal Personnel Original ID

This displays the external personnel's original ID.

ClosedSurname

This displays the external personnel's surname.

ClosedFirst Name

This displays the external personnel's first name.

ClosedMiddle Name

This displays the external personnel's middle name.

ClosedBirth Date

This displays the external personnel's date of birth.

ClosedCompany

This displays the external personnel's company.

ClosedPosition

This displays the external personnel's Position ID.