Employees

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 Numbers

In the Agrigistics system, a unique employee number is vital for distinguishing each member of your workforce.

Duplicate Employee Numbers

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.

Employee Number Limitations

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.

Employee Roles

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.

• 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.

Employee Management

In Agrigistics, employee information is managed in two primary locations: Management > Employees and Payroll > Employees. Each page is tailored for different administrative needs, from daily operational management to detailed payroll processing.

While the underlying actions are the same, here are the two specific ways the pages differ to streamline your workflow:

1. Default Visible Columns

Each page displays a different set of columns by default to show the most relevant information for its context. You can customize the columns on either page to match your specific needs.

• Management > Employees: The default view is focused on T&A and operational information. It prioritizes columns such as: Verification method, Clock Template, and Roles.

• Payroll > Employees: The default view is focused on payroll processing. It prioritizes columns such as the employee's Current Pay Run, Company and Employment Duration.

2. Primary Row-Click Action

The action that occurs when you click on an employee's row is tailored to the page's context.

• On the Management > Employees page, clicking an employee's row opens an interface to edit their Basic Information, such as their Name, Surname and Employee Number.

• On the Payroll > Employees page, clicking an employee's row navigates you to that employee's detailed Personal Information page, where you can also see their current pay run .

Except for the two differences noted above, all other employee management functionalities are available and work identically on both the Management > Employees and Payroll > Employees pages.

This includes:

• Adding New Employees: You can create new employee records by providing their basic details .

• Importing & Exporting Data: You have access to a single, consolidated import/export experience.

• Performing Bulk Actions: You can select multiple employees and perform a wide range of bulk actions, including assigning clock templates, managing team and role assignments, and processing resignations.

• Filtering and Searching: Both pages feature the same powerful search and filtering tools to help you locate any group of employees based on dozens of criteria .

To capture Employee Personal Information for payroll please refer to this page:

Page Breakdown

The Employee Management page is a powerful dashboard for viewing, searching, and managing all your employees. Below is a detailed guide to the key features and controls available on this page, as indicated in the screenshot.

1. Global Employee Search: Use this to search for employees across all their basic and personal information fields.

   1. Global Search

2. Active Column Filters: Refine the employee list by filtering based on the data in the currently visible columns.

3. Current Errors: View a summarized list of all current data validation errors across all employees.

4. Column Customisation: Customise your view by selecting which data columns are visible in the employee list.

   1. Column Customisation

5. Import / Export: Access all bulk data operations, including importing and exporting employee information and leave balances.

   1. Exporting Employee Information and Importing and Bulk Updating

6. Add Employee: Initiate the process to create a new employee record by providing their basic information.

   1. Add New Employee

7. Bulk Management: Apply bulk actions to selected employees.

   1. Bulk Actions

8. Employee Row: Displays a summary of an employee's key information, including any specific data errors relevant to them.

9. Status Indicator and Row Actions: Shows the employee's current status (e.g., Active) and provides a menu for actions specific to that employee.

10. Audit Logs: Access a complete history log of all changes made to employee data.

Add New Employee

To add a new employee into the Agrigistics system, their profile must first be created with a unique employee number and their basic details. This is essential before they can begin using time and attendance or do payroll.

To add an employee navigate to Management / Employees or Payroll / Employees to manage your employees.

1. Click on Add Employee to open the profile creation dialog.

   1. Step 6 in this screenshot Page Breakdown.

2. Provide the employee's Basic Information to create their profile:

   • 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.

3. After entering all the necessary information, click on Save to create the employee profile.

Edit Employee Basic Details

To edit an employee, navigate to Management / Employees or Payroll / Employees to manage your employees.

1. Click on an employee in the table.

   1. Step 7 in this screenshot Page Breakdown.

2. In the panel presented, make changes to any field

3. Click on the "Save" button

Bulk Actions

Managing employees in bulk can significantly streamline the administrative process, especially when dealing with large numbers of staff.

To perform bulk actions on employees, navigate to Management / Employees or Payroll / Employees and select one or more employees in the list. Refer to Step 7 here: Page Breakdown

1. Add permission - Assign an additional permission role to an employee

   1. Select one or more employees in the list

   2. Click on "Add permission" and select a permission

   3. If an employee already has a specific role, it will not be added again

2. Set permission - Change the employees permission or permissions to the selected one

   1. Select one or more employees in the list

   2. Click on "Set permission" and select a permission

   3. If the employee has one or more permissions, they will be removed and set to the selected one

3. Move to team - Move employees to a different team

   1. Select one or more employees in the list

   2. Click on "Move to team" and select a team

   3. Employees will be removed from their existing teams

4. Resign - Resign employees at a given date

   1. Select one or more employees in the list

   2. Click on "Resign"

   3. Follow these steps for resignation information: Employee Resignation

5. Enrol - Enrol previously resigned employees

   1. To view resigned employees, click on the "Status" filter and select "Inactive"

   2. Select one or more employees in the list

   3. Click on "Enrol"

   4. Switch the filter back to "Active" to view the employees

Importing and Bulk Updating

Agrigistics supports bulk updating and creation of employee profiles via Excel spreadsheet uploads.

To access the importing menu, navigate to Management / Employees or Payroll / Employees click on the "Export / Import" menu and select "Import". You will be presented with the following screen with multiple options:

1. Import Basic Employe Details

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.

Steps to Import Employees

1. Navigate: Go to Management / Employees or Payroll / Employees and click on "Export / Import" menu and select "Import".

2. Select "Import Basic Employee Details".

3. 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.

4. Upload File: Click on 'upload' and choose the Excel file.

5. 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.

   1. If you have already exported all the employees, the sheet will be in the correct format.

6. Import Process: Click on 'Next' followed by 'Import'.

2. Bulk Update Employee Numbers

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:

Steps to update Employee Numbers:

1. Navigate: Go to Management / Employees or Payroll / Employees and click on "Export / Import" menu and select "Import".

2. Select in the list: "Bulk Update Employee Numbers".

3. Upload File: Click on 'upload' and choose the Excel file.

4. 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.

5. 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.

3. Import Personal Information

Bulk update or import employee payroll information. For more details visit this page:

4. Import Leave Balances

Bulk import take-on or update leave balances. For more details visit this page:

Exporting Employee Information

Exporting data from Agrigistics allows you to download employee information into an Excel file, which can be used for offline viewing, printing, or analysis. These exported files can also be modified and then re-imported back into the system to perform bulk updates.

To access these options, navigate to Management / Employees or Payroll / Employees and click on "Export / Import" menu and select "Export". The following exports are available, grouped by data type:

1. Employee T&A Details

   1. Export Basic Employee Details: This option downloads a file containing the basic details for all employees. The export includes the employee's First Name, Surname, Employee Number, Roles, Team, and Labels. This file is formatted to be used as a template for the basic details import.

2. Employee Personal Info (Payroll)

   1. This section allows you to export detailed payroll-related information. You can either download all information or use targeted exports to find and fix specific errors.

   2. For more information refer to this section: Bulk Edit/Upload Information

3. Leave (Payroll)

   1. Export All Leave Balances: Generates a report of all current leave balances (e.g., Annual, Sick) for all employees.

   2. Export Take-on Balances: For more information refer to this section: Importing Leave Balances

Column Customisation

You can customise the employee list to display the information most relevant to your task. This is done by using different column presets or by creating your own saved custom view.

Preset Views

The system includes two default column presets: Time & Attendance and Payroll. The view that loads by default depends on how you accessed the page:

• When you navigate from Management > Employees, the list will default to the Time & Attendance preset.

• When you navigate from Payroll > Employees, the list will default to the Payroll preset.

You can switch between these presets at any time from the column customisation menu.

Creating a Custom View

You can also select "Create custom view" to choose exactly which columns you want to see. Once you create and save a custom view, it will become your default view every time you visit the employee management page.

Impact of Visible Columns

The columns you choose to display directly affect filtering and searching capabilities:

• Filtering: The available page filters are directly linked to the visible columns. If you want to filter by a specific field that is not an active filter, you must first enable that column in your view.

• Global Search: Making a column visible also adds its field to the Global Search, allowing you to search for data within that field.

Global Search

The Global Search bar at the top of the page (Step 1: Page Breakdown) allows you to quickly find employees by searching across all their recorded basic and personal information fields.

As you start typing in the search bar, a dropdown list will immediately appear showing all employees that match your search term. The specific text within the employee's information that matches what you have typed will be highlighted, making it easy to see why they appeared in the results.

You can refine your search in the following ways:

• Limit Search to Specific Properties: Before typing, you can click in the search bar to see a list of "Available properties" like Full Name or Employee No.. Selecting one or more of these properties will limit your search to only those specific fields.

  • Only visible columns will be listed as options. Enable more columns you narrow down your search to other fields.

• Apply Filters: You can use the active filter chips (e.g., Team, Status) in combination with your search query to further narrow down the results.

Once you have found the employee(s) you are looking for, you can:

• Update the Main List: Press Enter or click the "All results" link at the bottom of the dropdown to filter the main employee list to show only the employees who match your search criteria.

• Select an Employee Directly: Click on an employee's name directly from the search results dropdown to immediately navigate to their profile or perform an action on that specific employee.

Biometric Images

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 or Payroll / Employees:

1. Filter for employees with biometric verification enabled.

2. Verify that employees are linked to biometric devices.

3. Click on the overflow menu (three vertical dots) on the right-hand side and select "View Image".

Tips for Better Quality Images

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.