Person's Page and Position Information

To navigate to a person's profile in Simployer HRM, also known as the person's page, the easiest way is to use the search field in the top right corner.

When you click on the name, the person's page in Simployer HRM will appear.

This is how a user with the System Administrator or Personnel Administrator role (see the document "Roles – Extended Permissions") views the person's page. This is also how the employee sees their own page.

The system is designed so that all employees can update their own personal information when needed by navigating to Menu → About Me → My Info. Here, they can, for example, enter information about next of kin and children (the latter is used for calculating entitlement days for absence due to a child’s illness or as master data for the person) or update their residential address.

In addition to standard types of personal information, Simployer HRM includes both position information (under Employment on the person’s page) and affiliation. These two types of data cannot be changed by the employee themselves.

• Affiliation refers to where the person primarily works on a daily basis. If the person has multiple positions, it indicates where they work the most.
• An employee can have only one affiliation and one leader, but they can hold multiple positions.

In the images above, we see that Kurt Gundersen is the leader of Example Employee #2. If we click the pencil icon next to Affiliation, we see that the employee belongs to the Production department. However, Gundersen is not explicitly specified as their leader. This is because Kurt Gundersen is the department head of Production, which has been set as Example Employee #2's affiliation.

If an employee should not report to the department leader but still belong to the department, you can manually specify a different leader (this overrides the default organizational structure).

However, if the employee is supposed to report to the department head, there is no need to specify a leader—the system will automatically assign the department leader.

If we click on Employment on the person's page, we can see the position information registered for the individual.

The employee number is always linked to a legal entity. In this example, we see that employee number 107 is associated with "Company 1". This is referred to as the employment record.

An employee number cannot be used by more than one person (active or deactivated) within the same legal entity. However, the same employee number can be used across multiple legal entities, if desired.

Each employment record can have one or more positions registered. In this example, the person holds a position as Warehouse Manager, and this position—just like the person's affiliation (as seen earlier)—is linked to the Production department.

If a person has only one position, it is recommended that the position's affiliation matches the person's affiliation for consistency.

Unlike affiliation, a person can have multiple positions and even multiple employment records across different legal entities.

You can also register:

• A simultaneously ongoing position
• A historical position
• A future position

To register an additional position, click on the context menu to the right of the employment record.

You will then see this screen, where you select "new position."

The form for registering position information will then appear. Here, you register the employee category (employment type), start date for the position, and optionally an end date (not common for permanent positions). Additionally, you select the job title and the department the position belongs to. At the bottom, you enter the employment percentage. If the position you want to select is not available in the dropdown menu, you must first create the position in the job register under Menu -> Manage -> Administration -> Fixed Registers -> Positions (see the document "Sizes and Values and Administration").

If you register both a start date and an end date in the past, the position you create will automatically be recorded as a historical position.

For future positions, you can use the "new position (successor)" function, which you can find in the context menu of the position. (You could also have chosen "successor of an existing position" when you clicked on "new position" in the context menu of the employment).

By using this function, you specify that the new position follows the current position, and Simployer will visualize this under Employment on the person’s profile when the new position takes effect.

If you do not specify an end date, this function will automatically choose the day before as the end date for the current position. This ensures that the employment relationship is continuous, so you get accurate master data.

If you receive an end date for a person, you should register this on the person's position:

In the next image, set the correct future end date and the appropriate reason for termination:

Simployer HRM differentiates between an active employment/position and an active person/user. This means that after the position has expired (the immediate supervisor is notified by default 14 days before the position expires), the person must be deactivated. A deactivated person is not visible to any employees or managers and can only be accessed by a system administrator/personnel administrator under the "Min Virksomhet" menu (go to People on this menu and then select "inactive").

If you do not deactivate a person who no longer works for the organization, the person will still be able to log into Simployer HRM.

To deactivate a person who has left the organization, search for the person and select "deactivate" from the top menu (next to "About me") on the person's page.

When you click here, you then select "deactivate" in the next screen.

In the next screen, you will see a message advising you to delete sensitive data by using the privacy client in Simployer HRM. You can click the link to use the privacy client for this, but it is often practical to wait a while—so long as it is still purposeful to retain the data—before removing data from the deactivated person's page, as for example, the person may return to the organization.

However, you should always have set procedures for using the privacy client in Simployer HRM to ensure that your organization does not retain data that is no longer necessary for the employer to keep for closed individuals. To use the privacy client, go to the menu and then select Manage -> Administration -> User Management -> Deletion of User Data. Carefully read the information page before proceeding to the privacy client and ensure you have retrieved any information about the person that is only stored in Simployer HRM before using this—if it is still necessary to retain the information.

From the top menu on the person's page, you can also send a new link to reset the password if the person has forgotten their password/login information (see the document "Create New Person" for more information about account information and sending login details).