Employees
Manage employees and employments.
By Cristiana1 author185 articles
Person
Manage personal data and log in details.
- Add a Visa End DateFollow these steps to complete the Visa End Date field
- Add and remove NI numbersFollow these steps to add, edit or remove NI numbers for employees.
- Resend the log in emailFollow these steps to invite new starters to Access Evo again.
- Add or change an employee's eligibility to work detailsFollow these steps to enter an employee's eligibility to work information and identification documents.
- Add and edit education and qualificationsFollow these steps to enter an employee's education and qualifications into the system.
- Change an employee's nameFollow these steps to change an employee's surname and forename.
- Add pronounsYou can add pronouns to an employee's profile in a few easy steps.
- Log in via a direct linkFollow these steps to allow an employee to log in to Access Education People via a direct link instead of via Access Evo.
- Continuous service date cannot be added as it's not included in the calendarFollow these steps if you are unable to select the date from the continuous service date calendar.
- Are employees able to see their own profile?This article provides information on whether employees can view their own profile by searching for their name in the quick search bar.
- Change the continuous service date for an employeeYou can change the continuous service date for an employee in a few easy steps.
- Add and edit an employee's home addressYou can add or edit an employee's home address by following the steps in this article.
- Error: 'Username already registered'Follow these steps if you are adding a new starter but receive the error message 'Username already registered'.
- NI number already registeredFollow these steps if you are unable to add a new starter because their National Insurance number is already in use.
- Add a driving license to an employeeFollow these steps to add a driving license to an employee's profile.
- Change an employee's username and email addressYou can change an employee's username and email address by following the steps in this article.
- Password Reset button not workingFollow these steps if you clicked the Reset Password button on an employee's profile but they haven't received the email.
- Edit a terminated user's work email addressIt is possible to edit a leaver's work email address if you have the permission called 'Termination Editor'.
- Add eligibility to workFollow these steps to set up eligibility to work for employees.
- Leaver hasn't received the email with log in detailsFollow these steps to re-send a password for a leaver to log in.
- Add comments on an employee's profileYou can record a note or comment on an employee's profile by following these steps.
- Unable to log in to Access Education PeopleFollow these steps if an employee is unable to log in to Access Education People.
- Change a leaver's email address before resetting their passwordFollow these steps to change a leaver's email address.
- New starter showing as 'Failed to load'Follow these steps to resolve the 'Failed to load' error on a new starter's profile.
- Add emergency contacts for another employeeFollow the steps in this article to add or amend next of kin (emergency contacts) for another user.
- Error: 'This account is not active, please check with admin'If a user tries to log in and gets the error 'This account is not active, please check with admin', their account will need to be activated.
- Change an employee's profile photoFollow these steps to add a photo to an employee's record.
- Reset an employee's passwordEmployees can reset their password following the steps in this article.
Employment
Add new starters. View and amend each user's employments.
- Start dates explainedThis article explains the start dates you may see on an employee's profile.
- Delete a working patternThis article details how to delete a working pattern from an employee or from the Settings menu.
- Unable to search for all employeesFollow these steps if you are unable to search for all employees using the search icon in the top right corner of the screen.
- Change the end date on an employmentFollow these steps to change the end date of an employment.
- Enter the originFollow these steps to enter an employment's origin.
- Split employees from the same post into two separate postsFollow these steps to create two separate posts and move employees from one post to the other.
- Set new starter sensitive information as mandatoryFollow these steps to make the Ethnicity and Disability fields mandatory when adding a new starter.
- Add alternating working pattern templatesFollow these steps to add alternating working pattern templates for an employee.
- Switch between employmentsFollow these steps to switch between your employments or another user's employments on their profile.
- Error: 'Continuous service date cannot be later than the start date for all the employments'When adding a continuous service date for an employee, you will get the message 'Continuous service date cannot be later than the start date for all the employments' if the…
- Edit a leaver's termination reasonFollow these steps to change the termination reason for a leaver after the termination process has already been completed.
- Linking employmentsThis article provides information on linking employments in Access Education People.
- Error: 'There is more than one Access People account for this email address' when logging into Access EvoIf an employee receives the error 'There is more than one Access People account for this email address' when trying to log in to Access Evo, follow the steps in…
- Add and remove a contract end dateFollow these steps to add, change or remove the contract end date for an employee.
- Delete a line from Position HistoryThis article provides guidance on removing lines from Position History.
- Transfer an employee while on secondmentYou will not be able to transfer an employee unless the secondment is reverted.
- Add assets to employeesFollow these steps to create asset types and add assets to employees.
- Auto generate unique employee numbersFollow these steps to make sure that the system will always generate unique employee numbers in order to avoid duplication.
- Set all eligibility to work fields as mandatory for new startersFollow these steps to make all fields mandatory on the Eligibility to Work page when adding new starters.
- Change the start date of a secondmentThis article provides information on adding and changing the start date of a secondment.
- Assign a brand to an employeeFollow these steps to assign a brand to an employee who is missing one or change their current brand.
- Error: 'You do not have access to Employee Administration'Follow these steps if a user is getting the error 'You do not have access to Employee Administration' when adding a new starter.
- Set up a meeting objective templateFollow these steps to set up a meeting objective template which can be used when adding meetings for an employee.
- Single Central Register showing admin usersThis article provides information on the users displayed on the Single Central Register in Admin Menu.
- Add an employee meetingFollow these steps to set up a meeting for an employee.
- Mark an employee as having a career break unpaidFollow these steps if you need to temporarily stop an employee's employment.
- View terminated employeesFollow these steps to find the profiles of employees who have been terminated.
- Not all profiles showing in All EmployeesFollow these steps if the All Employees menu does not display all profiles that a user should have access to.
- Enable Eligibility to work on the new starter wizardYou can enable or disable the Identification screen on the new starter wizard by following these steps.
- Employees receive emails to their personal email addressFollow these steps if your employees receive emails from the system to their personal email address.
- Change an employee's primary employmentWhen an employee has several employments, one of them will need to be marked as primary.
- Unable to change post on the same day as salary upliftFollow these steps when transferring an employee to a new post on the same day of their salary uplift.
- Unable to delete an employmentFollow these steps if you are unable to delete an employee or employment.
- Employee shows as terminated after change of start dateFollow these steps if you have changed an employee's start date for one of their posts and this has terminated the employment.
- Set up probationA probation period can be set up on a post or employment, with meetings scheduled at certain intervals of time.
- Unable to unterminate an employeeFollow these steps if the Unterminate button is not responding on an employee's profile.
- Pending post not showing in Post DetailsThis article offers information on the post that will be displayed in the Post Details area of their profile.
- Add an additional employment for an employeeEmployees can have several employments under one profile. Follow the steps in this article to create an additional employment.
- Unable to revert secondmentFollow these steps if you are unable to revert a secondment due to the error 'Cannot add two salaries on same day'.
- Add and revert a secondmentFollow these steps if you need to add, revert or cancel a secondment for an employee on Access Education People.
- New starter already exists but cannot be foundFollow these steps if you are adding a new starter and receive a message that they already exist but you cannot find their profile.
- Re-employ a past employeeYou can re-employ a past employee who has been terminated on Access Education People by following the steps in this article.
- Unable to see an employee in All EmployeesFollow these steps if you cannot search for an employee you should have access to in the All Employees menu.
- Remove the 'Do not re-employ' flagFollow these steps if you are unable to re-employ a person due to the message 'Person flagged as "Do not re-employ"' on their profile.
- Unable to edit the General Teacher Details pageFollow these steps if you are unable to access the General Teacher Details page or if the Edit button on this page is greyed out.
- Add and amend background checksFollow these steps to add, amend or delete background checks on an employee's profile.
- Approve a new starter's employmentOnce a new starter has been added on Education People, their employment will need to be approved by following the steps in this article.
- Pay suspended due to background checksFollow these steps if an employee's pay has been suspended due to expired background checks.
- Change an employee's contract type and basisFollow these steps to set up contract types and basis and assign them to employees.
- Error: 'Failed to post - check console' when adding employmentFollow these steps if you are receiving the error 'Failed to post - check console' when adding a new starter or additional employment.
- Error: 'Approvers not set' when adding an employmentFollow the steps in this article to resolve the error 'Approvers not set' when trying to add a new starter or additional employment.
- Transfer Employee/Change Post button is greyed outFollow these steps to give a user permission to see the Transfer Employee/Change Post button.
- Add a job title to an employeeThis article provides the steps to create and assign a job title to an employee.
- Add a vehicle for another employeeThis article provides guidance on how to add vehicle details for another employee, including MOT and vehicle insurance.
- Employee transferred to a post incorrectly
- Permission to see the All Employees menuThis article provides the steps to follow to give users access to the All Employees menu under Admin Menu.
- Add Employment button is greyed outYou will need the permission in this article if the Add Employment button when accessing a post is greyed out.
- An employee's Payroll and Approved traffic lights are set to redThis article explains how to resolve the issue of an employee's red icons at the top of their profile page.
- Undo a post transferOur Support team will be able to undo a post transfer or remove a post from Position History.
- Single Central RegisterFollow the guidance in this article to enable the SCR menu and add the information that will show in this menu.
- Filter the All Employees menuYou can use the filters on the All Employees menu to narrow your search.
- Change the contract basis for a post or employeeYou can change the contract basis on a post's settings page or for an employee directly in order to move them from Full Time to Part Time.
- Will adding an end date terminate a user's employment?Adding a contract end date or post end date will not terminate the employee.
- Change the end date after terminationYou can change the end date or the date finished after termination by following these steps.
- Change the start date of an employee's postIf an employee has been transferred into a post with an incorrect start date you can change it following these steps.
- Unterminate an employmentIf an employee is no longer leaving you can unterminate their employment by following these steps.
- Delete a person or employmentFollow these steps to remove a person or employment from the system.
- Set up a new starterFollow these steps to add a new employee to the sytem.
- Add a teacher number to an employeeYou can add a teacher number to an employee by following these quick steps.
- Unable to see Position HistoryYou will need this permission in order to see the Position History button.
Payroll
View and amend an employee's salary and additional payments.
- Change an employee's working weeksFollow these steps to enter or change the number of working weeks for a specific employee.
- Employee linkingFollow these steps to make changes to the employee links that will be exported to Payroll.
- Unable to open superseded line in Pay HistoryThere is a salary line on an employee's Pay History page with the status 'Superseded' that cannot be opened or edited. This article offers information on how to amend this.
- Process a Direct Earning Attachment (DEA)This article offers information on processing a DEA for an employee.
- Enter KIT daysThis article provides guidance on adding KIT days for employees.
- Red cross for the monthly, daily or hourly rateThis article explains why an employee has a red cross for the monthly, daily or hourly rate on their Basic Pay page.
- Leaver unable to see payslipsFollow these steps to ensure that terminated employees have access to their payslips.
- Where to see the Term Time FractionFollow these steps to enable the Term Time Fraction fields and view it on an employee's profile.
- Manager unable to see payslips for their teamFollow these steps if a manager cannot view payslips for their direct reports.
- Error: 'Failed to validate' on the Payment screenFollow these steps if you are unable to get past the Payment screen when adding an employment due to the error 'Failed to validate'.
- Error: 'Failed to load' in the Payroll screenThis article provides information on receiving a 'Failed to load' message when accessing an employee's Payroll menu.
- Add a non-salaried employeeThis article provides guidance on adding employees that are not on payroll and should not be paid into the system.
- The difference between Change Basic Pay and Edit Current PayThis article explains the difference between the Change Basic Pay and Edit Current Pay buttons on an employee's profile.
- Change how a salary is paidFollow these steps to set up an employee as paid for contracted hour or for hours worked.
- 'Prevent Payment' in PayrollThis article explains why some employees will be exported to Payroll with 'Prevent Payment' flagged to 'Yes'.
- Send payslips via emailTo email payslips to employees you will need to set up the system by following the steps in this article.
- Add or remove a pay suspension for an employeeYou can suspend an employee's pay or remove their payment suspension by following the steps in this article.
- Unable to reject pending salary linesFollow these steps if you are unable to remove pending salary lines from an employee's profile by selecting Reject.
- Unable to add or amend a sort codeFollow these steps if the Sort Code field in the Bank menu is read-only or unavailable.
- Error: 'Not allowed to transfer to a payroll with a different Tax Reference'Follow these steps if you receive the error message 'Not allowed to transfer to a payroll with a different Tax Reference' when trying to change an employee's Payroll.
- Unable to select a previous month in Change Basic Pay screenFollow these steps if you cannot select the date you require when changing and employee's basic pay.
- View an employee's payslipsFollow these steps to view an employee's payslips, P60 and P45 files on their profile.
- Employee has two payroll numbers in PayrollThis article explains why an employee may have two payroll numbers in the Payroll software but only one in Education People.
- Change how an employee is paidFollow these steps to set up an employee as paid for contracted hours or for hours or shifts worked.
- Add in a term time fractionYou can add in a term time fraction on an employee's profile by going to the Pay History page.
- Unable to edit an employee's pay as the hourly rate is below the minimum wageFollow these steps if you are unable to add or edit an employee's salary details as the hourly rate is below the national minimum wage or if you are receiving…
- TLR not available in the dropdown list when adding an addition to basic payFollow these steps if you have created a new TLR pay element but this is not displayed in the dropdown list when adding a new addition to basic pay for…
- Payscale not available when adding addition to basic payFollow these steps if you've added a new payscale to a negotiating body but it isn't being displayed when adding an addition to basic pay.
- Unable to select payscales when adding an addition for a pending starterFollow these steps if when adding an addition to basic pay for a pending starter you cannot select any pay scales although the pay element has been set up correctly.
- Negotiating body on the Basic Pay screen is incorrectFollow these steps if the negotiating body displayed in the Basic Pay area of an employee's profile is incorrect.
- Add salary and override approvalThis article explains how to add or change an employee's salary overriding the approval workflow.
- Cap an employee's salaryFollow these steps if you need to stop an employee's salary at a certain point.
- Addition or claim not exporting to PayrollFollow these steps if an addition to basic pay or claim hasn't exported to Payroll.
- Permissions needed to edit an employee's Pay HistoryThese permissions are needed to be able to click the Pay History button and add and edit salary lines.
- Error: 'National Minimum Wage Required' when entering basic payFollow these steps to resolve the error 'National Minimum Wage Required' when adding a salary for an employee.
- Unable to change an employee's payscaleFollow these steps to resolve the issue of a blank payscale dropdown or if the payscale you need to select is not listed.
- Change the effective date of a salary lineYou can change the effective date of a salary on an employee's Pay History page by following the steps in this article.
- Change the minimum wage scheme on an employee's salaryFollow these steps to select a minimum wage value on an employee's salary line.
- Addition to basic pay has crossed out linesThis article explains why some lines on an addition to basic pay have been crossed out.
- Change an employee's payrollYou can't transfer an employee to a different payroll that contains a different tax reference.
- Unable to add bank details when adding a new starterFollow these steps if you are unable to enter a new starter's bank account details when creating their employment.
- Blank payscale when adding a new employmentFollow these steps if you are unable to add a new starter due to the error 'Pay Not Set' or a blank payscale when setting up their salary.
- Add or amend bank account details for another employeeFollow the steps in this article to add or amend bank account details for another employee.
- Change an employee's FTE hoursYou can change an employee's FTE hours by following the steps in this article.
- Add a one-off paymentYou can add a one-off payment, in a few easy steps.
- Change an employee's basic payFollow these steps to update an employee's salary or make changes to their basic pay.
- Add additions to basic pay or deductions from basic payFollow these steps to add an addition to basic pay or a deduction from basic pay to an employee's record.
- Change an employee's payslip delivery methodFollow these steps to determine how an employee receives their payslips.
- Amended payscale not showing the new value for an employeeFollow the steps in this article if you have amended the value of an existing payscale but this isn't pulling through for an employee.
- Amend an additional payment that has been sent to payrollFollow these steps if you need to change the pay element, value or dates on a payment or deduction that has been sent to Payroll.
- Incorrect negotiating body in Pay DetailsIf an employee's Pay Details area is displaying an incorrect negotiating body, follow the steps in this article to resolve the issue.
- Blank payscale when adding a salaryFollow these steps if you are changing an employee's basic pay but are unable to select a payscale because the dropdown is empty.
- Check why an employee's pay is suspendedIf an employee doesn't meet the requirements needed, their payment may be suspended. Follow these steps to check why this has happened.
- Check if an employee is on the correct salaryFollow these steps to make sure that the correct pay details have been assigned to an employee.
- Change an employee's contracted days and hoursFollow these steps to amend an employee's contract days or hours.
- Error: 'Cannot add two salaries on same day'Follow these steps if you are changing an employee's basic pay and receiving the error 'Cannot add two salaries on same day'.
- Add a TLR as a cash value instead of hoursFollow these steps if you are prompted to add in the number of hours for a TLR instead of a cash value.
- Change the dates on an addition to basic payIf an addition to basic pay has not yet been exported to Payroll you will be able to change its start and end dates.
- Stopping an addition to basic payFollow these steps to correctly stop an employee's addition to basic pay.
- Error: 'Invalid Payroll Code' in the Payroll systemFollow these steps if an employee is displaying the error 'Invalid Payroll Code' in the Payroll system.
- Error: 'No position at effective date' when changing basic payThe error message 'No position at effective date' can be resolved by following these quick steps.
- Employee's actual salary showing an incorrect amountFollow these steps to resolve the issue of an employee's actual salary being calculated incorrectly.
- Actual Salary value not displayedIf the actual salary is not displayed on an employee's Basic Pay screen, check if their contracted hours and FTE hours are the same.
- Add a TLR to an employeeYou can add a TLR to an employee as a permanent addition to basic pay by following the steps in this article.
- Add an employee with no pay detailsFollow these steps to add an employee that doesn't need to be paid.
- Change an employee's payscaleTo move an employee to the next payscale within their grade, follow the steps in this article.
- Add an employee on a zero hour contractIt is possible to add an employee with zero contract hours by following the steps in this article.
- Payroll JournalThis article explains where to find the Payroll Journal.
Security
Change an employee's roles and permissions.
- Give two users the same permissionsFollow these steps to replicate a user's access on another profile.
- Filter permissionsYou can filter permissions in a few easy steps.
- Error: 'You do not have permission to do this'Follow these steps if a user gets the 'You do not have permission to do this' error message when trying to access a specific area of the system.
- View the Admin tab on employee profilesThis article provides a list of permissions that users need in order to view the Admin tab on employee profiles.
- Roles reappearing after being removedFollow these steps if you have removed a role from an employee but this has been automatically re-enabled on their profile.
- ClockPinEncrypted line in audit logThis article explains the ClockPinEncrypted line that may show in an employee's audit log on their profile.
- View changes in the audit logFollow these steps to check the audit log for changes made in the system.
- Give an employee access to all usersFollow these steps to allow and employee to see all other employee profiles in the organisation structure.
- Assign rolesFollow these steps to assign roles to a post or employee.
- Permissions needed to assign roles and permissionsTo add roles and permissions to an employee you will need certain permissions, which can be added for you by a manager or System Owner.
- Set up an employee's access to sections and subsectionsThis article provides the steps to give users access to sections and subsection in the organisational structure.
Training
Set up training courses and events.
- Termination message: 'Termination Training Cost Deduction Pay Element Id setting needs to be defined'This article provides information on the message 'Termination Training Cost Deduction Pay Element Id setting needs to be defined' displayed in the Training screen of the termination wizard.
- Add historic trainingYou can add training records for several employees at once or from before the start date of their current employment by using the Data Manager function.
- Permission to see the Training Management menuFollow these steps if you need to give an employee access to the Training Management menu under Admin Menu.
- Cancel a training requestThis article provides guidance on the correct procedure for cancelling a booked training.
- Training menu greyed out on an employee's profileFollow these steps to make sure you have the correct permission to see the Training menu on an employee's profile.
- Add training for an employeeFollow these steps to record training that an employee has completed or add them on the waiting list for a course.
- Set up a training eventFollow these steps to set up a training event and add attendees.
- Error: 'Employee already has a request to go on this course' when adding trainingFollow these steps to resolve the error 'Employee already has a request to go on this course'.