Sometimes, it becomes necessary that you need to group employees based on a similar context, for example you may need to create a group of night shift employees and assign certain policies to that group. This group of employees is referred to as an employee group in SecurTime.
You can create groups of employees and relate the groups to a specific context (for example, leave policy) in SecurTime. In addition, you can also create conditional group rules using AND/OR conditions while configuring employee groups.
When you add policies (such as leave, comp-off, attendance etc), you relate the policy to an employee group. So, most of the policy configurations require a way to group the employees and then assign them to different applicable policies. Employee groups, thus provide you the flexibility to assign customized policies for different groups of employees. You can create any number of employee groups for any affiliates, based on your organization requirements.
To create employee groups in SecurTime
- Select Organization >Employee Groups from the SecurTime side menu. The Employee Groups main page is displayed.
- Click on +New Employee Group to add an new employee group to the required affiliate. The Create Employee Group window is displayed.
- Select the Affiliate where you want to add the employee group.
- Select the required context for which the employee group is added from Select Employee Group Context. For example, you can add an employee group specific to a leave policy.
There are several Employee Group Context options available:
Holiday—The context of holidays can be selected in scenarios where an organization needs different sets of holidays for different groups of employees. For example, the Permanent Employees in Manufacturing Departments say B1 and B2 may have a set of holidays , say SH1, whereas the Employees in Finance Department across a different set of branches may have another set of holidays, say SH2.
Password Rule Policy—Select this context if you want to create employee groups which have different sets of restrictions/rules, apart from the default rules, while entering passwords in SecurTime.
Attendance Status Policy—The context of Attendance Status can be selected in scenarios where an organization needs different work hour policies configured for different sets of employees. For example, Permanent employees of Technology Department in Bangalore need to work 9 hours per day where as Permanent Employees of Manufacturing in Delhi need to work only 8 hours per day.
Comp-Off Policy—This context can be selected in scenarios where an organization needs different comp-off policies for different sets of employees. For example, the employee group named All Permanent Employees may be allowed a maximum of 5 comp-offs per year where as another group named All Temporary Employees may be allowed only a maximum of 3 comp-offs per year.
Leave Policy—The context of Leave Policy can be selected in scenarios where an organization needs different leave policies for various groups of employees. For example, suppose an organization wants a Casual Leave (CL) policy that is different for various employee groups. Then, the employee group named All Permanent Employees may be allowed 20 CLs per year where as another group named All Temporary Employees may be allowed only 12 CLs per year.
OT Policy—The context of OverTime Policy (OT) can be selected in scenarios where an organization needs different OT policies for various groups of employees.
Profile Update Policy—Select this context if you want to create employee groups where there are employee groups with different requirements for their user profile updates.
Shift—Select this context if you want to create employee groups which are in different shifts, and you want to optionally define shift-specific rules for these employee groups.
Work Hour Policy—The context of Work Hour Policy can be selected in scenarios where an organization wants to have different workhour policies for various groups of employees.
Work Flow—Select this context if you want to create employee groups which have multiple levels of approvers for the workflows.
- Enter the Employee Group Name.
- Enter a numeric value ( for example, 1) in the Precedence field, as per the precedence that you want to assign to the employee group.
Significance of Precedence: When employee groups are created, it is possible that an employee can belong to multiple groups. And you may have created and assigned policies for those groups. In such scenarios, the precedence value helps SecurTime to choose the appropriate policy applicable for the employee.
The precedence depends on the value of the number—the greater the number, the higher is the precedence. For example, if you have given a precedence value of 5 for an employee group, and 1 for another employee group, then the group with value 5 takes precedence over the group with precedence 1.
The precedence value should be unique to a specific employee group within a context. In other words, the precedence value used for one employee group cannot be used for another employee group, which is in the same context.
- Configure employee group rules using Set Group Rule option.
You can add more than one group rule using the + symbol near the text Rule.
You can add more than one employee group in the rule using the + symbol near the text Group.
- Click Save to save the configurations. The new employee group is added and displayed in the Employee Groups main page.