Update Employee Information

The Update Employee Information page is the electronic employee file for an employee and contains all employment information for the employee.

The Update Employment Information page can be reached by clicking on the employee name on the List Active Employees page, or almost any of the pages that contain employee names as a link.

Click here to learn how to control the fields included in the electronic employee file in Employee File Controls.

Basic

The following information is displayed in the Basic tab:

The Standard Information section contains identification information of the employee, contact details and hiring information.

If Use Preferred Name as Display Name* is selected, the employee's Preferred Last Name* and Preferred First Name* (when available) is displayed in CLEARVIEW pages instead of the Last Name and First Name.

The Pay and Benefit section contains payroll specific information. Some fields are used by CLEARVIEW for identification, mapping and calculations, while others are used to maintain consistency in data between CLEARVIEW and your payroll package.

The Pay and Benefit section displays the following information:

~ indicates that the data is only maintained by CLEARVIEW for export to your payroll app.

Employee Number*: Unique number used to identify and map the employee data to your payroll package.
SIN / SSN*: The Social Insurance Number or Social Security Number of the employee.
Department*^~: The department code for the employee (employees with the same department code are grouped together for payroll).
Benefit %*: The percentage used to increase labour cost reporting to cover additional expenses such as benefits, vacation payout, etc.
Category*: Indicates the category in which the employee is grouped for payroll and termination.
Vacation Days*^~: Is included in Employee Data Export for export to your payroll package.
Vacation Percent*^~: Is included in Employee Data Export for export to your payroll package.
Accrue Vacation Pay*^~: Is included in Employee Data Export for export to your payroll package.
General Ledger*^~: Is included in Employee Data Export for export to your payroll package.
Benefit Date*^~: Is included in Employee Data Export for export to your payroll package.
Employee Portion*^~: Is included in Employee Data Export for export to your payroll package.
Benefit Lieu date*^~: Is included in Employee Data Export for export to your payroll package.
Benefit Lieu Amount*^~: Is included in Employee Data Export for export to your payroll package.
Extra Tax Deducted Per Pay*^~: Is included in Employee Data Export for export to your payroll package.
Stop Tax Deduction*^~: Is included in Employee Data Export for export to your payroll package.
Send Information to Payroll Provider*: Yes indicates that the employee data and time cards are included in payroll exports created through Time Card Summary and Employee Data Export, and No indicates the employee is excluded from payroll exports.
Calculate Overtime*: Yes indicates that overtime hours and pay is calculated based on Regional Employment Standards, and No indicates that the employee is excluded from overtime calculations.
Send Information to iBos*: Yes indicates that the employee's information is included in data exported to iBos (if iBos has been set up for your organization), while No indicates that it's not.
Exported to Payroll*: Yes indicates the employee data has previously been included in a New Employee Extract* created through Employee Data Export, while No indicates the employee will be included in the next New Employee Extract for applicable payroll packages.
Export to Global Applications?*: Yes indicates that the employee's information is included in data exported to Global Applications (if Global Applications has been set up for your organization), while No indicates that it's not.
Saskatchewan Daily OT Rule*: Yes indicates that the daily overtime rule that's a part of the Saskatchewan Employment Standards is applicable for the employee, while No indicates that it's not.

TO EDIT THE INFORMATION IN THE BASIC TAB:

Open the electronic employee file.
Click on the Basic tab.
Make changes to the relevant fields as required (see create an employee for the description of some fields).

Click here to learn how to manage the fields that appear on the page in Employee File Controls.
Click on the Update button.

...Close

Job & Pay

The following information is displayed in the Job & Pay* tab:

Job Description: The description of the job code assigned to the employee.
Primary: A in the column indicates that the job is assigned as the employee's primary job.
Status: Active indicates that the job is presently assigned to the employee, while Inactive indicates that it's not.
Audit: An Audit button in this column indicates that the record has been edited.

Click on the Audit button to view the changes made.
Current Pay:
- Type: Indicates the basis on which the employee is paid.
  - Hourly indicates that the pay rate is for each hour that the employee works.
  - Piece indicates that the employee earns per unit of output that they produce.
  - Salary indicates that the employee earns a bi-weekly salary.
  - Shift indicates that the pay rate is for each shift that the employee works.
- Rate:The rate or salary that the employee earns.
Click on the Edit Pay button to view the details of a pay in the Employee Job & Pay Changes window.
Future Pay: Indicates the revised pay rate that will be applicable from the date indicated onwards.

The following information is displayed in the Employee Job & Pay Changes window:

Effective Date: The date on which the pay rate became/will be effective.
Pay Type: Indicates the basis on which the employee is paid.
- Hourly indicates that the pay rate is for each hour that the employee works.
- Piece indicates that the employee earns per unit of output that they produce.
- Salary indicates that the employee earns a bi-weekly salary.
- Shift indicates that the pay rate is for each shift that the employee works.
Piece Label*: The name of the task that is paid by piece.
Hourly Rate*, Pay Rate*, Bi-Weekly Salary* or Pay per Shift*:The rate or salary that the employee earns.
Bi-Weekly Hours*: The number of hours the employee is expected to work in a 14 day period.
Reason: The reason for the job assignment or change in pay rate.
Audit: An Audit button in this column indicates that the record has been edited.

Click on the Audit button to view the changes made.

EDIT INFORMATION IN THE JOB & PAY* TAB:

Open the electronic employee file.
Click on the Job & Pay tab.

To add a new job for the employee:
1. Click on the Create button.
2. Select a Job from the drop-down list in the Employee Job & Pay Changes window.
3. Click on to select the Effective Date.
4. Select the Pay Type from the drop-down list.
5. Select the Piece Label* from the drop-down list.
6. Enter the Hourly Rate*, Pay Rate*, Bi-Weekly Salary* and Bi-Weekly Hours*, or Pay per Shift*.
7. Change the Status to Inactive if you don't want the job to be assigned to the employee at present.
8. Place a checkmark next to Primary if this will be the employee's primary job.
9. Click on the Add button.
To change the primary job for the employee:
1. Click on the Update button next to the Job Description that you want to set as the primary job.
2. Place a checkmark next to Primary.
3. Click on the Update button.
4. Click on the OK button in the confirmation pop-up box.
To delete a job for the employee:
Only jobs that have not been included in time cards for the employee and are not set as Primary can be deleted.

Jobs that have been included in time cards for the employee can be deactivated.
1. Click on the Update button next to the Job Description that you want to delete for the employee.
2. Click on the Delete button.
3. Click on the OK button in the confirmation pop-up box.
...Close
To update the pay rate for a job for the employee:
- It's best to update pay rates before the Effective Date.
- Pay rates with an Effective Date in the future will show in the Future Pay column in the Job & Pay tab on the Update Employee Information page.
1. Click on the Edit Pay button for the Job Description that you want to update the pay rate.
2. Click on the Create button in the Employee Job & Pay Changes window.
3. Click on to select the Effective Date for the new pay.
4. Select the Pay Type from the drop-down list.
5. Select the Piece Label* from the drop-down list.
6. Enter the Hourly Rate*, Pay Rate*, Bi-Weekly Salary* and Bi-Weekly Hours*, or Pay per Shift*.
7. Click on the Add button.
8. Click on the OK button in the confirmation request pop-up box*.
  New pay rates are not applied to time cards that already exist even if the Effective Date is set to a past date.
  - To apply the new pay rate to existing time cards you will have to edit each time card for the period and change the pay rate in the Costing Information section.
...Close
To edit a pay rate for a job for the employee:
The Effective Date for the pay rate cannot be edited through this process.
1. Click on the Edit Pay button for the Job Description that you want to edit the pay rate.
2. Click on the Update* button for the pay rate in the Employee Job & Pay Changes window.
  
  Only pay rates for which no time cards have been created can be edited.
3. Select the Pay Type from the drop-down list.
4. Select the Piece Label* from the drop-down list.
5. Enter the Hourly Rate*, Pay Rate*, Bi-Weekly Salary* and Bi-Weekly Hours*, or Pay per Shift*.
6. Click on the Update button.
7. Click on the OK button in the confirmation pop-up box.
...Close
To activate or deactivate a job for the employee:
Only jobs that are not set as Primary can be deactivated.
1. Click on the Update button next to the Job Description that you want to activate/deactivate for the employee.
2. Change the Status to Active or Inactive, as required.
3. Click on the Update button.
4. Click on the OK button in the confirmation pop-up box.
...Close
Click here to learn how to manage the fields that appear on the page in Employee File Controls.

...Close

Store Assignment

The following information is displayed in the Store Assignment* tab:

Store: The store to which the employee is assigned.
ID on Register*: The ID of the employee as on the register.
Name on Register*: The name of the employee as on the POS.
Start Date: The date from which the employee was/will be assigned to the store.
End Date: The date up to which the employee was/will be assigned to the store.
Status: Active indicates that the employee is still assigned to the store, while Inactive indicates that the employee is no longer assigned to the store.
Audit: An Audit button in this column indicates that the record has been edited.

Click on the Audit button to view the changes made.

EDIT INFORMATION IN THE STORE ASSIGNMENT* TAB:

Open the electronic employee file.
Click on the Store Assignment tab.

To create a new store assignment:
1. Click on the Create button.
2. Select the Store that the employee will be assigned to from the drop-down list in the Create Store Assignment window.
3. Enter the ID on Register* for the employee, at the store.
4. Enter the Name on Register* for the employee.
5. Click on to select the Start Date for the store assignment.
6. Click on the Create button.
To edit a store assignment:
Only store assignments that don't have any time cards mapped to it can be deleted.
1. Click on the Store that you want to edit the assignment details in the Update Store Assignment window.
2. Make changes as required.
3. Click on the Update button.
4. Click on the OK button in the confirmation request pop-up box.
...Close
To delete a store assignment:
Only store assignments that don't have any time cards mapped to it can be deleted.
1. Click on the Store for which you want to delete the assignment.
2. Click on the Delete button in the Update Store Assignment window.
3. Click on the OK button in the confirmation request pop-up box.
...Close
To end a store assignment:
1. Click on the Store for which you want to end the assignment.
2. Click on to select the End Date for the store assignment in the Update Store Assignment window.
3. Click on the Update button.
4. Click on the OK button in the confirmation request pop-up box.

...Close

Skill Level

The following information is displayed in the Skill Level* tab for the Assigned Store selected using the filter at the top of the page:

Position: The staff position that's active at the store.
Unable: A in the column indicates that the employee is not able to work that position.
Mid: A in the column indicates that the employee has some knowledge and skill to work the position.
Full: A in the column indicates that the employee can effectively work the position.

TO EDIT INFORMATION IN THE SKILL LEVEL* TAB:

Open the electronic employee file.
Click on the Skill Level tab.
Select the Assigned Store for which you want to map the skill levels for the employee from the drop-down list.
Click on the Go button.

If no staff positions have been established for the store, click here to learn how to create assigned staff positions for the store in Schedule - Positions.
Click on the skill level applicable for each of the positions for the employee.
- Unable indicates that the employee is not able to work that position.
- Mid indicates that the employee has some knowledge and skill to work the position.
- Full indicates that the employee can effectively work the position.
Click on the Update Employee button.
Click on the OK button in the confirmation pop-up box.

...Close

Review

The following information is displayed in the Review* tab:

Next Review Timing: The basis on which the next review date is determined.
- Date indicates that the next review is due on a fixed date.
- Hours Since Last Review indicates that the next review is due a fixed number of hours since the last review.
- Total Hours Worked indicates that the next review is due once the employee has worked a total number of hours.
- Re-Occuring indicates that reviews recur at a fixed frequency.
Next Review Date*: The date on which the next review is due.
Next Review Hours*: The total number of hours worked or the number of hours worked since the last review, after which the next review is due.
Effective Date*: The first review day of a recurring review.
Frequency*: The period between one review and the next.
Next Review Type*: The type of review scheduled.
Last Review Rating: The rating awarded to the employee at the last review conducted.
Date: The date on which the review was conducted.
Reviewer: The name of the employee that conducted the review.
Type: The type of review.
Rating: The rating awarded to the employee.
Details: Notes recorded the review.

EDIT INFORMATION IN THE REVIEW* TAB:

Open the electronic employee file.
Click on the Review tab.

To schedule the next employee review:
1. Select on what basis you'd like to schedule the next employee review from the Next Review Timing drop-down list:
  - Date will let you select the date on which the review is due.
  - Hours Since Last Review will calculate when the review is due based on the number of hours set and the last review date recorded.
  - Total Hours Worked will let you set the number of hours that the employee must have worked before the review is due.
  - Re-Occuring will let you set a period at which each review is due.
2. Select the details of the next review timing (Next Review Date*, Next Review Hours* or Effective Date* and Frequency*).
3. Select the Next Review Type from the drop-down list.
4. Click on the Save button.
Click here to learn how to manage Alerts for employee reviews.

...Close
To create an employee review:
1. Click on the Create button.
2. Select Current Review if the review is a recent review or Historical Review if it's a previous review that you want to record in CLEARVIEW.
  
  Historical Reviews will not impact the job and pay rate on record.
3. Select the Date on which the review was conducted.
4. Enter the name of the reviewer in Reviewed By.
5. Select the Type of review from the drop-down list.
6. Select the Rating from the drop-down list.
  
  Ratings can be managed in Employee Review Ratings.
  
  Click here to learn how to manage Employee Review Ratings.
7. Enter any comments you'd like to record in Review Notes.
8. Make changes to the job details* if required.
  
  Changes made to the Pay Rate will also reflect in the Job & Pay tab.
9. Click on the Create* button to add any jobs that the employee has performed.
  
  Changes made to the Pay Rate will also reflect in the Job & Pay tab.
10. Click on the Add* button to add any past pay rates you want to include in the records.
11. Select on what basis you'd like to schedule the next employee review from the Next Review Timing drop-down list:
  - Date will let you select the date on which the review is due.
  - Hours Since Last Review will calculate when the review is due based on the number of hours set and the last review date recorded.
  - Total Hours Worked will let you set the number of hours that the employee must have worked before the review is due.
  - Re-Occuring will let you set a period at which each review is due.
12. Select the details of the next review timing (Next Review Date*, Next Review Hours* or Effective Date* and Frequency*).
13. Select the Next Review Type from the drop-down list.
14. Click on the Add button at the bottom of the window.
To edit an employee review:
Only the latest review can be edited.
1. Click on the Date of the latest review.
2. Make changes to the review as required (see create a review for details).
3. Click on the Update button.
...Close

...Close

Missed Shifts

The following information is displayed in the Missed Shifts* tab for the Area*, Store, Period, Job and Reason selected using the filters at the top of the page:

Store: The store at which the employee was assigned the shift.
Date: The date on which the employee missed their shift.
Job: The job the employee was assigned for the shift.
From: The date and time that the employee was scheduled to begin the shift.
To: The date and time that the employee was scheduled to end the shift.
Reason: The reason the employee missed the shift.

EDIT INFORMATION IN THE MISSED SHIFTS* TAB:

Open the electronic employee file.
Click on the Missed Shifts tab.

To create a new missed shift:
1. Click on the Create button.
2. In the Missed Shifts Entry window:
  1. Select the Employee from the drop-down list.
  2. Select the job the employee was assigned for the shift from the Job drop-down list.
  3. Select the reason the employee missed the shift from the Missed Shift Reason drop-down list.
  4. If the shift was covered by another employee, select the employee from the Covered By drop-down list.
  5. Add notes or comments (if any) in the Comment box.
  6. Select the date and time the employee was scheduled to start their shift in Scheduled Time In.
  7. Select the date and time the employee was scheduled to end their shift in Scheduled Time Out.
  8. Select whether the employee gave notice from the Notice Given drop-down list.
  9. If you selected Yes in the Notice Given drop-down list, select the date and time at which the employee notified your organization in Notice*.
  10. Click on the Create button.
To edit a missed shift:
1. Select the Area*, Store, Period, Year*, Month*, Schedule Week Ending*, Date*, From*, To*, Job and Reason for which you want to edit the missed shift, from the drop-down lists.
2. Click on the Go button.
3. Click on the Store of the missed shift record that you want to edit.
4. In the Missed Shifts Update window:
  1. Make the changes as required.
  2. Click on the Update button.
To delete a missed shift:
1. Select the Area*, Store, Period, Year*, Month*, Schedule Week Ending*, Date*, From*, To*, Job and Reason for which you want to delete the missed shift, from the drop-down lists.
2. Click on the Go button.
3. Click on the Store of the missed shift record that you want to delete.
4. In the Missed Shifts Update window:
  1. Click on the Delete button.
  2. Click on the OK button in the confirmation request pop-up box.

...Close

Availability

The following information is displayed in the Availability* tab for the Area* and Store selected using the filter(s) at the top of the page:

A next to Actual indicates that the availability displayed is the days/hours that the employee can work at the store, while a next to Preferred indicates that the availability displayed are the days/hours that the employee prefers to work.
Target Hours Per Week: The agreed upon number of hours per week that should be scheduled for the employee where possible.
Maximum Weekends Per Month: The maximum number of weekends that the employee will not be scheduled to work in a month.
Day: The day of the week.
Not Available*: A checkmark in this column indicates that the employee is not available to work at all on that day of the week.
No Preference*: A checkmark in this column indicates that the employee has no preference regarding work timings on that day of the week.
All Day: Indicates that the employee is available to work all day.
From: Indicates the time from when the employee is available or prefers to work for that day of the week.
To: Indicates the time up to which the employee is available or prefers to work for that day of the week.
Audit: An Audit button in this column indicates that the record has been edited.

Click on the Audit button to view the changes made.

EDIT INFORMATION IN THE AVAILABILITY* TAB:

Open the electronic employee file.
Click on the Availability tab.

To edit the general availability:
1. Enter the Target Hours Per Week that the employee can work.
2. Select the Maximum Weekends Per Month that should be assigned to the employee from the drop-down list.
3. Click on the Save button.
To edit the actual available hours for a store:
1. Select the Store from the drop-down list.
2. Click on Actual.
3. Place a checkmark in the Not Available column for a day if the employee is not available at all on that day of the week.
4. Place a checkmark in the All Day column for a day if the employee is available all day on that day of the week.
5. To set fixed hours during which the employee is available to work on a day:
  1. Remove the checkmarks from the Not Available and All Day columns for the day.
  2. Set the time from when the employee is available to work in the Available Hours From column.
  3. Set the time up to which the employee is available to work in the Available Hours To column.
  - To add additional available shifts for the same day:
    1. Click on the Save button.
    2. Click on the OK button in the confirmation pop-up box.
    3. Click on the Add button next to the day.
    4. Set the time from when the employee is available to work in From in the Create New Availability window.
    5. Set the time up to which the employee is available to work in To.
    6. Click on the Create button.
6. Click on the Save button.
7. Click on the OK button in the confirmation pop-up box.
To edit the preferred available hours for a store:
1. Select the Store from the drop-down list.
2. Click on Preferred.
3. Place a checkmark in the Not Available column for a day if the employee prefers not to work on that day of the week.
4. Place a checkmark in the All Day column for a day if the employee has no preferred hours for that day of the week.
5. To set the preferred hours that the employee would like to work for a day:
  1. Remove the checkmarks from the Not Available and All Day columns for the day.
  2. Set the time from when the employee is prefers to work in the Available Hours From column.
  3. Set the time up to which the employee prefers to work in the Available Hours To column.
  - To add additional preferred shifts for the same day:
    1. Click on the Save button.
    2. Click on the OK button in the confirmation pop-up box.
    3. Click on the Add button next to the day.
    4. Set the time from when the employee prefers to work in From in the Create New Availability window.
    5. Set the time up to which the employee prefers to work in To.
    6. Click on the Create button.
6. Click on the Save button.
7. Click on the OK button in the confirmation pop-up box.

...Close

Date Requests

The following information is displayed in the Date Requests* tab for the Period, Request Reason and Status selected using the filters at the top of the page:

Requested: The date and time at which the leave request was made.
From: The start of the period for which the leave request was made.
To: The end of the period for which the leave request was made:
Reason: The reason for the leave request.
Status:
- Approved: The leave request was approved.
- Expired: The request wasn't approved or rejected by the date for which the leave was applied for.
- Pending: The leave request was created and is awaiting approval.
- Pre-Approved: The leave request was created directly in CLEARVIEW and was assumed as approved.
- Rejected: The leave request was rejected.
Audit: An Audit button in this column indicates that the record has been edited.

Click on the Audit button to view the changes made.

EDIT INFORMATION IN THE DATE REQUESTS* TAB:

Open the electronic employee file.
Click on the Date Requests tab.

To create a leave request:
1. Click on the Create button.
2. In the New Request window:
  - Change the Date Submitted and time if required.
  - Select the Reason for the leave request from the drop-down list.
    
    To add a new reason:
    1. Click on .
    2. Enter the Description of the reason in the Create Request Reason window.
    3. Select Inactive from the Status drop-down list if you don't want the reason listed in the Reason drop-down list on the New Request page as yet.
    4. Click on the Create button.
  - Remove the checkmark from All Day if the leave request is only for part of the day.
  - Select the Start date and time* for the leave request.
  - Select the End date and time* for the leave request.
  - Enter any comments for the leave request in Notes.
  - Click on the Create button.
To edit a leave request:
1. Use the filters at the top of the page to find the leave request that you want to edit.
2. Click on the Requested date and time of the leave request you want to edit.
3. Make changes to the details in the Leave Request Details window as required.
4. Click on the Update button.

...Close

Schedule

The following information is displayed in the Schedule* tab for the Period and Store selected:

Dates based on period selected, and any scheduled shifts within those dates.

TO EMAIL THE WORK SCHEDULE TO AN EMPLOYEE:

Work schedules can only be emailed to an employee if your store uses TimeShark.
Work schedules are emailed to the email address listed in the Basic tab.

Open the electronic employee file.
Click on the Schedule tab.
Select the Period and Store for which you want to generate the schedule.
Click on the Email Schedule button.
Click on the OK button in the confirmation request pop-up box.

...Close

Time Cards

The following information is displayed in the Time Cards* tab for the Period, Stores and Job selected using the filters at the top of the page:

If Summary or Historical Summary is selected in Results:

Regular Hours: The total number of regular hours recorded through time cards for the period.
Overtime Hours: The total number of overtime hours recorded through time cards for the period.
Stat Hours: The total number of statutory holiday hours recorded through time cards for the period.
Payable Hours: The total hours that are payable to the employee after deducting non-payable breaks.

Payable Hours = Regular Hours + Overtime Hours + Stat Hours
Total Cost: The total amount payable to the employee for the period.

If Detail or Historical Details is selected in Results:

Report Date: The date for which the time card was created.
Job: The job for which the time card was logged (this will determine the pay rate).
Type: The type of time card (regular, overtime, statutory holiday pay, etc.).
Time In: The weekday and time at which the employee clocked-in.
Time Out: The weekday and time at which the employee clocked-out.
Reg Hrs: Number of regular hours recorded in the time card.
OT Hrs: Number of overtime hours recorded in the time card.
Stat Hrs: Number of statutory holiday hours recorded in the time card.
Payable Hours: The total hours that are payable to the employee after deducting non-payable breaks.
Flags: Indicates actions performed on the time card.
- M: The time card was manually created in CLEARVIEW.
- A: The time card has been adjusted or changed after it was imported.
- B: The time card includes a break.
- RO: The pay rate was overridden for the time card.
- T: A TimeShark specific flag, the time card was automatically truncated as per the duration set.
  
  Click here to learn how to change the duration or turn on/off the feature in TimeShark - Configuration.
- P: A TimeShark specific flag, since the employee didn't clock-out within the buffer provided, the time card was automatically clocked-out to enforce the schedule.
  
  Click here to learn how to change the buffer or turn on/off the feature in TimeShark - Configuration.

TO EDIT TIME CARDS THROUGH THE TIME CARD* TAB:

Open the electronic employee file.
Click on the Time Card tab.
Select the Period, Year*, Month*, Pay Week Ending*, Date*, From*, To*, Stores, Job and Results from the drop-down lists to find the time card you want to edit.
Click on the Go button.
Click on the Report Date of the time card that you want to edit.
In the Update Time Card window:
1. Select a reason for the edit from the Change Reason drop-down list (use the text-box below to add comments, if any).
2. Make the changes as required.
3. Click on the Update button.

Only time cards of the past 90 days can be modified.

...Close

Notes

The following information is displayed in the Notes* tab for the Note Type selected using the filter at the top of the page:

Date: The date on which the note was created.

Clicking on the Date of a note will open the Update Employee Note window where you can view the details of the note.
Type:
- Event indicates that the note was automatically generated through an event triggered (change in Status, Pay Rate, Job or Store Assignment) in CLEARVIEW.
- Note indicates that the note was manually created in the electronic employee file.
Title: The title of the note.

EDIT INFORMATION IN THE NOTES* TAB:

Open the electronic employee file.
Click on the Notes tab.

To create a new note:
1. Click on the Create button.
2. In the Create Employee Note window:
  1. Select the Date for the note.
  2. Enter a Title for the note.
  3. Enter the Details of the note.
  4. Click on the Create button.
To edit a note:
Only notes with TypeNote can be edited.
1. Use the Note Type filter on the top of the page if required.
  - Note displays notes manually created in the electronic employee file.
  - Event displays notes automatically created by certain events in CLEARVIEW.
  - All displays both type of notes.
2. Click on the Date of the note that you want to edit.
3. Make changes in the Update Employee Note window, as required.
4. Click on the Update button.
...Close
To delete a note:
Only notes with TypeNote can be edited.
1. Use the Note Type filter on the top of the page if required.
  - Note displays notes manually created in the electronic employee file.
  - Event displays notes automatically created by certain events.
  - All displays both type of notes.
2. Click on the Date of the note that you want to delete.
3. Click on the Delete button in the Update Employee Note window.
4. Click on the OK button in the confirmation request pop-up box.
...Close

...Close

TimeShark

The following information is displayed in the TimeShark* tab:

Employee: The last name and first name of the employee.
Preferred Language: The language in which the user interface of TimeShark is displayed for the employee.
Email: The email address used to access TimeShark (if Enable TimeShark Web Access is set to Yes) and to which employee schedules are emailed
Enable TimeShark Web Access: Yes indicates that the employee can access TimeShark, while No indicates that they don't have access.
TimeShark Store: The store for which the employee has TimeShark access.
Security Template: The type of access provided to the employee for the store.

EDIT INFORMATION IN THE TIMESHARK* TAB:

TimeShark synchronizes with CLEARVIEW every 5 minutes. Hence, changes made may take up to 5 minutes to reflect in TimeShark.

Open the electronic employee file.
Click on the TimeShark tab.

To enable or disable TimeShark access for the employee:
1. Select Yes from the Enable TimeShark Web Access drop-down list to enable access or No to disable access to TimeShark.
2. Click on the Save button.
3. Click on the OK button in the confirmation pop-up box.
To edit TimeShark access details for the employee:
1. Select the Preferred Language for the employee from the drop-down list.
2. To change the PIN used to access TimeShark:
  1. Enter the New PIN.
  2. Repeat the new PIN in Confirm New PIN.
3. Change the Email address of the employee if required.
4. Click on the Save button.
5. Click on the OK button in the confirmation pop-up box.
To assign TimeShark Security Templates for the employee:
1. Select the Security Template for each store listed from the drop-down list(s).
2. Click on the Save button.
3. Click on the OK button in the confirmation pop-up box.

...Close

Awards

The following information is displayed in the Awards* tab:

Service Start Date: The employment start date for the employee for the purpose of service awards.

The service start date can be different from the Hire Date (in the Basic tab) for the employee.

The Service Awards/Recognition* section displays the following information:

Years: The number of years of service for which the award or recognition was or is to be presented.
Eligible Date: The date on which the award/recognition was or is due.
Presented: A checkmark in this column indicates that the award/recognition was presented to the employee.

The Special Awards* section displays the following information:

Date: The date on which the award was or will be presented to the employee.
Description: The description of the award.

EDIT INFORMATION IN THE AWARDS* TAB:

Open the electronic employee file.
Click on the Awards tab.

To edit the service start date:
Changing the service start date will not have any effect on the Hire Date of the employee which can be found in the Basic tab.
1. Click on to select the Service Start Date.
2. Click on the Update button next to the Service Start Date.
...Close
To record a service award or recognition that was presented to the employee:
1. Place a checkmark in the Presented column for the Years service that the award or recognition was presented.
2. Click on the Update button at the bottom of the page.
  
  Click here to learn how to manage the years of service for which an award or recognition is presented in Employee Awards/Recognition.
To create other awards:
1. Click on the Create button.
2. Select the Date on which the award was/will be presented in the Create Employee Award window.
3. Enter the Details of the award.
4. Click on the Create button.
To edit other awards:
1. Click on the Date of the award that you want to edit.
2. Make changes to the Details of the award in the Update Employee Award window.
3. Click on the Update button.
To delete other awards:
1. Click on the Date of the award that you want to delete.
2. Click on the Delete button in the Update Employee Award window.
3. Click on the OK button in the confirmation request pop-up box.

...Close

Forms

The following information is displayed in the Forms* tab:

A checkmark next to a form/document or task indicates that the task has been completed.

TO EDIT INFORMATION IN THE FORMS* TAB:

Open the electronic employee file.
Click on the Forms tab.
Place a checkmark next to each of the documents or forms that have been collected or submitted, as applicable.

Click here to learn how to manage the forms for your organization in Employee Forms.
Click on the Submit button.
Click on the OK button in the confirmation pop-up box.

...Close

Emergency Contacts

The following information is displayed in the Emergency Contacts* tab:

Name: The name of the emergency contact person.
Phone: The phone number of the emergency contact person.
Alternate Phone: The alternate phone number for the emergency contact person.
Alternate Phone Type: The type of phone number that the alternate phone is (for example, mobile, home, work, etc.).

EDIT INFORMATION IN THE EMERGENCY CONTACTS* TAB:

Open the electronic employee file.
Click on the Emergency Contacts tab.

To add an emergency contact:
1. Click on the Create button.
2. Enter the details of the emergency contact person in the Create Emergency Contact window.
  
  Click here to learn how to manage the fields that appear on the page in Employee File Controls.
3. Click on the Create button.
To edit an emergency contact:
1. Click on the Name of the emergency contact person whose details you want to edit.
2. Make changes to the contact details as required, in the Update Emergency Contact window.
  
  Click here to learn how to manage the fields that appear on the page in Employee File Controls.
3. Click on the Update button.
To delete an emergency contact:
1. Click on the Name of the emergency contact person you want to delete.
2. Click on the Delete button in the Update Emergency Contact window.
3. Click on the OK button in the confirmation request pop-up box.

...Close

Training/Certifications

The following information is displayed in the Training/Certifications* tab:

Name: The name of the training completed or certification achieved.
Expires/Next Occurrence: The date on which the certification expires or needs to be renewed.
Status: Indicates if the certification is expired or the number of days in which it will expire.
Audit: An Audit button in this column indicates that the record has been edited.

Click on the Audit button to view the changes made.

EDIT INFORMATION IN THE TRAINING/CERTIFICATIONS* TAB:

Open the electronic employee file.
Click on the Training/Certifications tab.

To add a training or certification that the employee has completed:
1. Click on the Create button.
2. In the Employee Certification window:
  1. Select the Certification from the drop-down list.
    
    Click here to learn how to create, edit and delete certifications for your organization in Employee Certifications.
  2. Select the date on which the certification was Last Taken* or Expires* from the drop-down list.
  3. Click on the Create button.
To renew an expired training or certification:
1. Click on the Name of the certification that you want to renew.
2. Change the date to the new date on which the certification was Last Taken* or Expires* on in the Employee Certification window.
3. Click on the Update button.
To delete a training or certification:
1. Click on the Name of the certification that you want to delete.
2. Click on the Delete button in the Employee Certification window.
3. Click on the OK button in the confirmation request pop-up box.

...Close

Click here for instructions on how to edit an electronic employee file.

Associated Settings

Employee File Controls controls the fields on the Create/Update Employee Information page.
Employee Review Ratings
Employee Termination Reasons controls the list of potential reasons for terminating an employee.
Employee Missed Shift Reasons controls the reasons that can be selected when an employee misses a shift.
Employee Time Off Reasons
Employee Numbers controls how employee numbers are assigned to new employees.
Employee ID on POS controls how employee IDs from the POS are mapped to employees in CLEARVIEW.
Alerts controls the type of alerts referencing employees that appear in System Alerts and when.
Employee Awards/Recognition controls the service milestones for your organization.
Employee Certifications controls that certifications that can be assigned to employees.
Employee Forms controls the check list of forms and documents that display in the Forms tab of the electronic employee file.
Job Codes controls the different jobs performed in your organization.
Schedule - Positions controls the staff positions available for the store.

*optional section or field that may or may not be visible depending on the settings selected, whether the supplier is integrated or not, etc.

~ indicates that the data is only maintained by CLEARVIEW for export to your payroll app.