Employees
Boots on the ground, they help you collect valuable information
Last updated
Boots on the ground, they help you collect valuable information
Last updated
Employees do not have access to the Agrigistics portal. They are usually the people that perform specific tasks in the field that you want to measure. Specific roles can be assigned to each employee that will restrict their actions on Agrigistics and help them to capture relevant information like time & attendance, harvesting etc.
To capture employee personal information for payroll please refer to this page:
Employee InformationIn the Agrigistics system, a unique employee number is vital for distinguishing each member of your workforce.
To maintain data integrity and avoid confusion, our system is designed to prevent the assignment of duplicate employee numbers. Should you attempt to register a new employee with a number that’s already in use, an error message will prompt you to choose a different identifier.
When managing employee numbers within Agrigistics, please be aware that leading zeros are not considered in the comparison of duplicates. For example, an employee number input as '00001' is recognized as equivalent to '1'. This means that the system treats both formats as the same number, and attempting to use both will result in a duplication error.
When creating an employee, the system automatically removes certain characters from the employee number:
Alphanumeric Characters Only: Employee numbers are restricted to letters and numbers only. Special characters such as hyphens (-), slashes (/), and underscores (_) are not allowed.
No Spaces: Any spaces before, within, or after the employee number will be removed.
No Accented Characters: Accents on characters will be removed automatically.
When setting up an employee in Agrigistics, it's important to assign them a specific role within the system. These roles define the level of permission access and types of interactions an employee can have with the Agrigistics device and are not indicative of their actual job titles within your organisation. Here's a breakdown of the roles available in Agrigistics:
Supervisor: This role is designed for employees who need to log into the Android device/application to manage field operations. A Foreman can clock employees in and out, add activity information, and record harvesting activities directly from the field.
Packhouse Supervisor: Similar to the Foreman, but specifically for operations within the packhouse module. Packhouse Supervisors can also clock employees in and out, but their activities are confined to the packhouse environment.
General Worker: Employees assigned to this role do not have login access to the Android device/application. They cannot enter or capture any data themselves. Instead, Foremen and Supervisors can scan their tags to clock them in and out or allocate tasks.
Foremen and Supervisors are granted access to the device by scanning their wristbands on the back of the device. To assign wristbands to these roles, follow the steps outlined in the section: Assign Tags.
Create new employees and manage their information.
To capture employee personal information for payroll please refer to this page:
Employee InformationUse filters and search to navigate through a lot of employees with ease.
Navigate to Management / Employees to manage your employees.
Apply one or more filters to narrow down your search for a specific employee.
Roles
Teams
Custom teams
Status
Active or Inactive
Verification
RFID or Biometrics
Search for any text within an employee's:
Name and Surname
Employee Number
Team
Label
To add a new employee into the Agrigistics system, their profile must first be created with a unique employee number. This is essential before they can begin using time and attendance or do payroll. Here’s how to add an employee:
Navigate to Management / Employees to manage your employees.
Click on Add Employee to open the profile creation dialog.
You will need to fill in the following fields:
Employee Number: Assign a unique ID that may include both numbers and letters.
Name: Enter the name or nickname of the employee as it should appear on the device and portal. When setting up payroll you can provide their real name as it appears on their identification documents.
Surname: Provide the employee's surname.
Label 1: This field can be used for any additional information that helps identify the employee.
Team: Assign the employee to a team based on their area of responsibility. Note that linking them to a team will also associate them with the specific clock template assigned to that team.
Roles: Select the appropriate Agrigistics role for the employee. You can find more information about the different roles available here.
After entering all the necessary information, click on Save to create the employee profile.
To edit an employee, navigate to Management / Employees to manage your employees.
Click on an employee in the table below.
A new menu will appear, click on "Edit".
A dialog will appear with all the employees current information.
Perform any changes and click on the "Save" button
Managing employees in bulk can significantly streamline the administrative process, especially when dealing with large numbers of staff. Here's how it works:
To perform bulk actions on employees, navigate to Management / Employees and select one or more employees in the list:
Add permission - Assign an additional permission role to an employee
Select one or more employees in the list
Click on "Add permission" and select a permission
If an employee already has a specific role, it will not be added again
Set permission - Change the employees permission or permissions to the selected one
Select one or more employees in the list
Click on "Set permission" and select a permission
If the employee has one or more permissions, they will be removed and set to the selected one
Move to team - Move employees to a different team
Select one or more employees in the list
Click on "Move to team" and select a team
Employees will be removed from their existing teams
Resign - Resign employees at a given date
Select one or more employees in the list
Click on "Resign"
Follow these steps for resignation information: Employee Resignation
Agrigistics supports bulk updating and creation of employee profiles via Excel spreadsheet uploads.
Updating or Creating Employee Profiles:
An employee will be updated: If an employee number already exists within your profile, the employee’s name and surname will be updated, and they will be re-enrolled if previously resigned. This method is efficient for updating details and re-enrolling multiple employees.
An employee will be created: If the employee number is not found in your database, new profiles will be created for those entries.
Use the "Export All Employees" option in the image above to make sure that you have the latest updated Excel Sheet format for seamless importing.
Steps to Import Employees
Navigate: Go to Management / Employees and click on "Import".
Default Role Selection: Select the default role for the employees being imported. If the 'Role' column is missing from the sheet, employees will default to the role selected here.
Upload File: Click on 'upload' and choose the Excel file.
Map Columns: Ensure each column from the Excel matches the corresponding field in Agrigistics. If necessary, adjust the headers in your file to align correctly.
If you have already exported all the employees, the sheet will be in the correct format.
Import Process: Click on 'Next' followed by 'Import'.
If you need to revamp your employee numbering system, perhaps to introduce prefixes that help identify departmental affiliations more easily, Agrigistics offers a bulk update function that can accommodate this change. This can be particularly useful if you're starting fresh or implementing a new organizational structure.
Before starting the update process, prepare an Excel spreadsheet with the current and new employee numbers. Ensure the spreadsheet has two columns: one for the current employee numbers and one for the new numbers. Here is an example format:
001
A001
002
B002
...
...
Steps to update Employee Numbers:
Navigate: Go to Management / Employees and click on "Import".
Select the last option in the list: "Update Employee Numbers".
Upload File: Click on 'upload' and choose the Excel file.
Map Columns: Ensure each column from the Excel matches the corresponding field in Agrigistics. If necessary, adjust the headers in your file to align correctly.
Import Process: Click on 'Next' followed by 'Import'.
After the update, verify that the new employee numbers are correctly reflected in the system. Check a few profiles to confirm that updates have been applied uniformly and correctly.
When using biometrics to clock employees, particularly facial recognition, it is crucial to ensure that the initial photo uploaded to the biometric device is of high quality. Poor quality images can result in failed or inaccurate recognition. To view the image currently loaded on the biometric device, follow these steps:
Viewing Biometric Images, navigate to Management / Employees:
Filter for employees with biometric verification enabled.
Verify that employees are linked to biometric devices.
Click on the overflow menu (three vertical dots) on the right-hand side and select "View Image".
To ensure optimal facial recognition, consider the following tips when capturing and uploading employee images:
Face Lighting: Ensure the employee's face is evenly illuminated from all directions. Avoid shadows or strong light sources from just one side.
Full Face Visibility: The entire face, including the forehead and chin, should be visible in the image.
Remove Face Coverings: Employees should remove hats, beanies, masks, or any other face coverings that might obscure their features.
Facial Hair Changes: If an employee significantly changes their facial hair (e.g., grows or shaves a beard), consider reloading their image to the biometric device.
Background: The background should be darker than the lighting on the employee’s face. Avoid bright lights or busy patterns in the background that might confuse the biometric system.
Neutral Expression: Employees should have a neutral facial expression, with their mouth closed and eyes open, to aid consistent recognition.
