Guide to Adding New Employees in RakanWorks

This guide will walk you through the process of adding new employees to RakanWorks efficiently. Follow the step-by-step instructions below.

Method 1: Adding Employees Manually

1. Login to RakanWorks
   • Navigate to tenant@rakanworks.com and sign in with your admin credentials.
2. Go to Employee Management
   • From the dashboard, locate and click on "Employees" .
3. Click on "Add New Employee"
   • On the employee list page, click the “+ Add New” button.
4. Enter Employee Details
   • Fill in the required fields:
     • Personal Information: Name, NRIC/Passport Number, Date of Birth, Nationality
     • Contact Information: Phone Number, Email, Address
     • Job Details: Designation, Department, Employment Type (Full-time/Contract), Joining Date
     • Salary Details: Basic Salary, Allowances, Overtime Rate (if applicable)
     • Bank Information: Bank Name, Account Number (for salary payments)
     • Work Permit Details (for foreign workers): Permit Number, Expiry Date, FOMEMA details
     • Documents Upload: Passport copy, work permit, offer letter, etc.
5. Assign Work Location & Schedule
   • If applicable, select the employee’s assigned job site and shift schedule.
6. Set Geofence & Clock-in Permissions
   • Enable geofencing for attendance if needed.
   • If biometric verification is required, configure face recognition for clock-ins.
7. Save Employee Profile
   • Click “Save” to add the employee to the system.
8. Send Login Credentials (Optional)
   • If the employee needs portal access, click “Send Login Details” to email their login credentials.

Method 2: Bulk Import Employees (Excel Template)

1. Download Employee Import Template
   • Navigate to Employees > Import Employees and download the Excel template.
2. Fill in the Required Fields
   • Open the downloaded template and enter employee details in the respective columns.
3. Upload the Completed File
   • Go back to the import page and upload the completed Excel file.
4. Review & Confirm Data
   • The system will validate the data. If there are any errors, correct them and re-upload.
5. Finalize Import
   • Click "Confirm Import" to add all employees to the system.

Additional Steps (If Required)

1. Assign Work Permit & Document Expiry Reminders

• Set automated reminders for passport, permit, FOMEMA renewals under the Employee Profile > Documents section.

2. Configure Payroll & Timesheet

• Navigate to Payroll Settings to assign salary components and ensure timesheet tracking is enabled.

3. Set Up Employee Leave Policy

• Under Leave Management, configure the employee's entitled leave days.

FAQs

Q1: Can I edit an employee’s details after adding them?

Yes, go to Employees > Select Employee > Edit Profile and update the necessary fields.

Q2: How do I deactivate an employee who has left?

Navigate to Employees > Select Employee > Change Status and mark them as Inactive.

Q3: Can I assign employees to multiple job sites?

Yes, in the Job Assignment section, you can allocate employees to multiple job sites.

By following these steps, you can seamlessly add and manage employees in RakanWorks. ?