Add Employee allows you to enter basic employee information into StaffSuite using the Add Wizard which walks you through the process of adding all the employee's required information and also presents the opportunity of adding other non-required information that may be important.

 StaffSuite also offers the option of adding an employee record automatically by parsing an electronic resume. An complete employee record can be added to StaffSuite by extracting the employee's contact information, skills, job history and education from their resume; the system allows the staffing service rep who is parsing the resume to validate all the information from the resume in a staging area and make any corrections as they add the record. A quicker alternative allows the staffing service rep to parse the resume to create a record, but only validate the basic contact information and skills; information included in the resume on Job History or Education that the parse engine can recognize without intervention from the staffing service rep is captured, but anything that cannot be automatically validated is not added to the employee's record. Click here for more information on parsing a resume.

For more information on employee, click here.

Using the Employee Add Wizard

The Employee Add Wizard takes you step-by-step through the information necessary to add an employee to your database. It is easily navigated using the following buttons:

• Next: Takes you to the next screen in the Add Wizard. Note: The Next button only becomes active when you have completed all the required fields on the current screen. Use this button to walk forwards through the Add Wizard.

• Back: Takes you to the previous screen in the Add Wizard. This is useful if you realize you made a mistake entering information during the Add Wizard.

• Cancel: Closes the Add Wizard WITHOUT adding a new employee.

• Finish: Only available on the final screen (Verify Employee Information) of the Add Wizard, this closes the Add Wizard and ADDS the new employee to your database.

The Employee Add Wizard Fields

The Employee Add Wizard contains the following fields (click the field name for detailed information):

1. On the Employee Add Wizard window:

2. First Name

   Enter the first name of the employee.

   This information defaults into the Nickname field below.

   This information is REQUIRED.

3. Middle Initial

   Enter the middle initial of the employee.

   This information is optional.

4. Last Name

   Enter the last name of the employee.

   This information is REQUIRED.

5. Suffix

   Use to select a suffix for the employee (e.g., Sr., Jr., III, etc.).

   This information is optional.

6. Nickname

   Enter the nickname of the employee (e.g., Bill, Barb, etc.).

   This information defaults from the First Name field above, but can be changed.

   The system uses the nickname instead of the first name on all title bars, grid lists, search results windows, and drop-down lists.

   This information is REQUIRED.

7. Social Security #

   Enter the social security number of the employee.

   The system will automatically add the dashes after the 3rd and 5th numbers.

   This information is optional (since social security numbers are not required for contractors). However, once you decide to enter a social security number, the following rules apply:

   • It must be unique.

   • It must contain 9 numeric characters.

   • It must NOT begin with an 8 or 9.

   NOTE: Once a Staffing Service Rep has added a social security number for an employee, that rep may, or may not, be able to view that social security number in other screens. Permission to view social security numbers is set up in the Staffing Service Rep Basic screen. A staffing service rep that does not have permission to view social security numbers will see the numbers masked with only the last four digits revealed.

8. E-mail

   Use the drop-list to select the type of email address you are adding (home, work, other) and then enter the email address in the field provided.

   This is optional.

2. If you enter information that matches another employee currently in the system, a Possible Duplicates Found window displays showing all matching employees in the grid. You have two choices:

3. If the employee is a new employee and the match is a coincidence, click the Add as a new employee radio button and the Employee Add Wizard will continue as normal.

4. If the employee is a duplicate, click the Exit wizard, and edit selected employee to exit the wizard and display the Employee Basic window for the duplicated employee for editing purposes.

3. On the Additional Information window:

4. Name

   Displays the name entered on the first page of the Add Wizard.

   You can click to edit any of the name fields (First Name, Middle Initial, Last Name, Suffix, and/or Nickname).

5. Branch Servicing

   Use to select the staffing service branch that services this employee.

   The system defaults to the home branch of the current user, but can be changed.

   This field is REQUIRED.

6. Temporary Rating

   Use to select a rating that applies to this employee's grade on temporary assignments.

   The options in the drop-down list come from the Employee Rating user-defined edit list.

   This field is optional.

7. Direct-Hire Rating

   Use to select a rating that applies to this employee's grade on direct-hire assignments.

   The options in the drop-down list come from the Employee Rating user-defined edit list.

   This field is optional.

8. Situational Status

   Use to select a situational status applicable to the employee. For example, a status of teacher might indicate that this employee has summers off.

   The options in the drop-down list come from the Employee Situation Status user-defined edit list.

   This field is optional.

9. Temporary Status

   Use to select an initial status applicable to this employee for temporary assignments.

   The status defaults to the setting entered when the staffing service was added (in the New Employee Temporary Status field on the Staffing Service Defaults window).

   This field is REQUIRED.

   For more information about employee statuses, click here.

10. Direct-Hire Status

    Use to select an initial status applicable to this employee for direct-hire positions.

    The status defaults to the setting entered when the staffing service was added (in the New Employee Direct-Hire Status field on the Staffing Service Defaults window).

    This field is REQUIRED.

    For more information about employee statuses, click here.

11. Hot Candidate

    The Hot Candidate checkbox indicates that this employee has been designated as a very desirable or placeable candidate that should receive special consideration. Your staffing service will determine your definition and treatment of hot candidates. You can search by this field in Quick Employee LookUp.

12. Secondary Source/Vendor Name

    A check in the Secondary Source checkbox indicates that this employee is associated with a Secondary Source Vendor and can only be placed on Secondary Source Assignments. An unchecked box indicates that the Employee is not associated with a Secondary Source Vendor.

    If the Secondary Source checkbox is selected, the Vendor Name field becomes active. Click to look up the vendor name to which this employee is associated (the vendor he/she works for). You must select a Vendor that has a TIN entered in their record.

    For more information on the Vendor Look Up wizard, click here.

4. On the Address Selection window:

5. Address Types

   Select the types of address you would like to enter for this employee by placing a check in the box beside the address type. A check indicates that you want to add an address for this type. A blank box indicates that you do not want to add an address for this type.

   Clicking on a box toggles it between checked and unchecked.

5. You will be presented with one Enter Address Information window for each Address Type selected on the Address Selection window. On the Enter Address Information window:

6. Address Type

   Displays the Address Type for which you are adding address information.

   This field is non-editable.

7. Apt/Building

   Enter the Apartment or Suite number for the address type.

   This field is optional.

8. Street Address

   Enter the Street Address for the address type.

   This field is REQUIRED.

9. City

   Enter the City for the address type.

   This field is REQUIRED.

10. State

    Use to select the 2-letter abbreviation of the state for the address type.

    This field is REQUIRED.

11. Zip Code

    Enter the Zip Code for the address type.

    This field is REQUIRED.

6. On the Phone Selection window:

7. Phone Types

   Select the types of phone numbers you would like to enter for this employee by placing a check in the box beside the phone type. A check indicates that you want to add a phone number for this type. A blank box indicates that you do not want to add a phone number for this type.

   Clicking on a box toggles it between checked and unchecked.

7. You will be presented with one Enter Phone Information window for each Phone Type selected on the Phone Selection window. On the Enter Phone Information window:

8. Phone Type

   Displays the Phone Type for which you are adding phone number information.

   This field is non-editable.

9. Phone Number

   Enter the Phone Number for the phone type entered above.

   Note: You do not have to add parenthesis or dashes.

   This field is optional.

10. Select as Main

    You can select one of your phone numbers to be the main number. The main number displays by default when the Employee Basic window is opened.

    To select a phone number as the main number, place a check in the checkbox. Note: If you have already selected a previous phone number type as your main number, places a check in this box automatically unchecks the previous number.

    Clicking the box toggles it between checked and unchecked.

8. On the Relationship Manager window:

9. Acquisition Code

   Use to indicate how your staffing service acquired the new employee (newspaper, job fair, etc.).

   The options displayed come from the Employee Acquisition Code user-defined edit list.

   This field is optional.

10. Acquisition Date

    Use to select the date the employee was acquired by your staffing service.

    The system defaults to the current date.

    For more information on using StaffSuite's calendar, click here.

11. Birthday

    Enter the employee's birthdate (month and day only).

    The format is MM/DD, where MM=month and DD=day (March 5th would be 03/05).

    The system automatically provides the forward slash and checks for invalid dates (like 03/35. In the case of leap year, the system will compare this date with the year when it is entered in Advanced Information and notify you if the date is invalid.)

    This information can be used to send birthday cards to employees.

12. Temp Interviewer

    Click to open a Look Up Staffing Service Rep dialog and  select the staffing service representative that interviewed the employee concerning temporary assignments.

    The system defaults this field to the current user.

13. Direct-Hire Interviewer

    Click to open a Look Up Staffing Service Rep dialog and select the staffing service representative that interviewed the employee concerning direct-hire positions.

    The system defaults this field to the current user.

14. Service Rep

    Click to open a Look Up Staffing Service Rep dialog and select the staffing service representative assigned to service this employee. Clicking on the button displays a list of all staffing service reps with a role of "Service By".

    This defaults to the logged on user IF the user can serve in the "Service By" role (designated on the Staffing Service Rep Basic window).

15. Recruited By

    Click to open a Look Up Staffing Service Rep dialog and select the staffing service representative who recruited this employee. Clicking on the button displays a list of all staffing service reps with a role of "Recruited By".

    This defaults to the logged on user IF the user can serve in the "Recruited By" role (designated on the Staffing Service Rep Basic window).

9. On the Advanced Information window:

10. Ethnic Origin

    Use to select an ethnic origin (Caucasian, Hispanic, etc.) for EEOC reporting purposes.

    Once entered, only those with appropriate security can view this information in the employee record.

11. Birth Year

    Enter the employee's birth year for EEOC reporting purposes.

    Once entered, only those with appropriate security can view this information in the employee record.

    In the case of leap year, the system will compare this year with the birth date when it is entered in Relationship Manager and notify you if the date is invalid.

12. Veteran Status (Pre-Offer)

    Use to select an veteran status (Disabled Veteran, etc.) for EEOC reporting purposes.

    Once entered, only those with appropriate security can view this information in the employee record.

13. Disability Status

    Government Contractors are required to provide a way for Employees to self-identify a disability.

    Options are:

    • None

    • Decline to Identify

    • Identify as a Protected Veteran

    • Not a Protected Veteran

14. Gender

    Select the employee's gender for EEOC reporting purposes by clicking on the applicable radio button.

    A dot in the radio button indicates that the gender has been selected. Selecting one gender automatically deselects the other gender.

    Once entered, only those with appropriate security can view this information on the employee record.

NOTE: If none of this information is entered in the Add Wizard, it can be entered in the Advanced Information screen by those users who have title security. To add, access or change this information in an employee's record, staffing service reps with the correct title security can use the Advanced Information Viewer navigator option.

Click here for more information on the Add Advanced Information option.

10. On the Emergency Contact window:

11. Name

    Enter the name of the person the employee has indicated you should contact in the case of an emergency.

12. Phone

    Enter the emergency contact's phone number where they can be reached in case of an emergency.

    The parenthesis (for area code) and dash will be added automatically as you enter the phone number.

13. Relationship

    Enter the relationship (wife, husband, brother, parent, etc.) of the contact person to the employee.

11. On the Verify Employee Information window:

12. Address

    Verify the address information listed. You can select different types of addresses by clicking and choosing the appropriate address type.

    If any information is incorrect, click the Back button to return to the Enter Address Information window and edit the information.

13. Phone

    Verify the phone information listed. You can select different types of phone numbers by clicking and choosing the appropriate phone type.

    If any information is incorrect, click the Back button to return to the Enter Phone Information window and edit the information.

14. Branch Servicing

    Verify the branch servicing information listed.

    If any information is incorrect, click the Back button to return to the Additional Information window and edit the information.

15. Add Payroll/Tax Information

    If you would like to proceed to the Payroll/Tax Information Wizard, place a check in this box. When you click Finish, the Payroll/Tax Wizard will commence.

    Clicking on the box toggles it between checked and unchecked.

16. Add Profile/Preference Information

    If you would like to proceed to the Profile/Preference Information Wizard, place a check in this box. When you click Finish, the Profile/Preference Wizard will commence.

    NOTE: If you also selected to run the Payroll/Tax Wizard, it will run prior to the Profile/Preference Wizard.

    Clicking on the box toggles it between checked and unchecked.

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