Odoo 13 - Module Employees

Integrated and centralized personnel management

Personnel management is a central function within every company. The company's own employees represent one of the most important resources for achieving the company's goals and thus the company's success. The administration of employees should be made as simple and effective as possible.

An ERP system can support this by seamlessly integrating human resource management, like all other business processes. Odoo provides with its module Personnel the ideal tool for the integrated mapping of personnel processes with many helpful links to personnel-related topics, which we present in our blog today.

For the entry into the personnel module we go back to the recruiting module. There we have the possibility to create an employee object from the applicant data record. The advantage is that information such as names, private contact data or job reference is transferred directly from the applicant object to the employee object. We also find a link in the applicant object history that takes us directly to the employee object. All other important information about the Recruiting module can be found here in our blog.

Using the "Create Employee" button, we create an employee object in the Employees module from an applicant object in the Recruiting module
Using the "Create Employee" button, we create an employee object in the Employees module from an applicant object in the Recruiting module.

In the Employees module we find the main menu, which we can use to navigate to the overview of our employees, to the linked module Contracts, to reporting and to the configuration of the module. In the dashboard of the Personnel module we have all our employees at a glance. In addition to the name and position, Odoo shows us the most important business contact data of the employees with their telephone number and e-mail address.

In addition, the traffic light system tells us whether our employees are registered in Odoo and can therefore be reached. Furthermore, Odoo provides a filter menu with a function with which we can filter our employees according to their affiliation to a certain company or department. The standard functions for filters, grouping and favorites are of course available to us as in the other modules in Odoo.

The dashboard of the Employees module
The dashboard of the Employees module.

The first step is to configure the internal department structure. To do this, we navigate within the module to Configuration --> Departments. Within the configuration of the department structure we define the name of the department, the superior department and the manager of the department. Thus, an organization chart is created in each employee object, in which the team structure is displayed. When selecting a department in the employee object, the manager of the department is automatically assigned to the employee as his manager.

We then store the company-relevant working time models in Odoo. By default, each newly created employee is assigned a working time model, which is the basis for the accurate calculation of attendance and especially absence times. To configure the working time models we navigate in the module to Configuration --> Settings. Alternatively, we can also go to the module Settings --> General Settings --> Employees to configure the working time models. Under the item "Work Organization" we find "Company Working Hours". Here we can select by drop down which working hours model is assigned to a newly created employee object by default. Furthermore the working time models can be edited here.

To configure the working time model we assign it to the respective company and select our time zone. We also specify the usual working time for each day of the week. Based on this information Odoo calculates the average working time per working week. The division into morning and afternoon helps us later in the leave planning to be able to apply for half days leave.

In the tab "Global Time Off" we define public holidays which are relevant for the calculation of absences, because Odoo recognizes them as public holidays and does not deduct them from the assigned leave allocation. In the employee object we can also change the working time model later by activating the developer mode and making the adjustment in the tab "Work Information".

The configuration of the working time models
The configuration of the working time models.

In the employee object itself we find the most important information very well organized in different, thematically arranged tabs. In the upper area we enter the business contact details and arrange the employee in the previously defined department structure. The function of keywords, also known from other Odoo objects, allows us to additionally categorize the employee objects, which can be easily filtered in the employee overview.

The "Work Information" tab is used to enter responsibilities for topics such as absence or expenses. It is therefore determined who may approve a leave or expense request for this employee. In addition, as described above, the organizational chart is displayed according to the defined department structure.

The view of an employee object
The view of an employee object.

In the tab "Private Information" we find a variety of personal information that we can provide as needed. The private contact data, the bank details, an emergency contact or the details of a possibly existing work permit are exemplary information here. In the "HR Settings" we have, among other things, the possibility to link the employee object with the Odoo user. This means that, for example, attendances and absences that the user creates in Odoo are automatically assigned to the employee linked to the user and can be tracked in the employee object.

In addition, we upload the employee's most important documents, such as his or her identity card or driver's license, in the "Personal Documents" tab. In addition, starting with Odoo version 13, the Skills Management in the Employees module can be activated via the configuration. Thus a new tab appears in the employee object in which we can not only store the employee's resume but also add additional skills and assign a corresponding level. By using the Skills Management, for example, we can draw conclusions for personnel resource planning or personnel development.

Skills Management in the Employees module
Skills Management in the Employees module.

Analogous to other modules or objects in Odoo, various quick links in the employee object help us to navigate as quickly as possible into linked modules. In addition to the link to the modules Attendances and Time Off, we also find links to Documents Management, Payroll, Timesheets on the project management level and the Contracts module. Of course, access to the Employees module and the other modules can be defined individually for each user, so that personal data can only be viewed by those users who really need this access.

In the Contracts module we store all our employees' employment contract documents
In the Contracts module we store all our employees' employment contract documents.

A big advantage in this module is also the history of the record. Here, we can communicate directly from Odoo with the employee via e-mail, so that the communication, including the employee's responses, is displayed chronologically and traceably on the employee object. The implementation of e-mail templates helps us to make the communication even more efficient.

By planning activities, we are able to share tasks within the team and organize ourselves better. In the module Employees we find another helpful feature regarding activity planning. In the configuration of the module we can define on- and offboarding plans, which are called up when an employee joins or leaves the company. These ensure that the activities defined in the plan are distributed to the responsible persons with one click and that the tasks of on- or offboarding are thus standardized and quickly assigned.

Finally, we note that the Employees module ties in very well with the related business processes. The creation of employee objects from the applicant object not only represents a useful link between the modules, but also reduces manual effort and saves time. The Contracts module, which is integrated into the Employees module but is still independent, closes the circle of personnel-relevant information and documents and, precisely because of its independence, ensures that contract documents and objects are clearly mapped. The connection of attendance and absence ensures accurate and transparent time recording. In addition, the Appraisal module can be used to map personnel development or the Expenses module to settle the expenses of our employees.

Are you looking for an integrative and smart ERP system with which you can map your personnel processes? Then contact us now and we are happy to help you!

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Sources: www.odoo.com