EHR - Employee Details Listing

Overview

This program enables you to produce a report with employee details or to generate emails to employees.

You can select a 'HR User Defined Area' to use in your selection criteria and click the 'GO' button. The 'Area' that you choose will appear on the next selection screen as the second last tab. You will be able to use any of the fields on this tab as part of your selection criteria.

If you don't want to include one of the 'HR User Defined Area' on your selection screen just click the 'GO' button.

General, Address, UD Area and Qualifications Tabs

Fields from the employee record 'General', 'Address', 'UD Area' and 'Qualifications' tabs can be used to enter selection criteria so that the report only includes employees that match these criteria. The fields on these tabs are described in the help for TASS.web Payroll/HRM > Employee/HR > Employee Information > Employees.

Payroll Details and Tax & Bank Tabs

If the company has the payroll module enabled, fields from the 'Payroll Details' and 'Tax & Bank' can also be used as selection criteria to filter the returned employees. This is dependent on the user's payroll access.

The date picker 'Calendar' icons displayed in the 'General' tab are date range pickers and allow the entry of a date range, e.g. All employees with a 'Start Date' between 01/07/2021 and 31/12/2021.

Selected fields in the 'General' and 'User Defined' tabs allow multiple selections. Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

Print Tab

This 'Print' tab is used to format the report.

Sort By

Choose the order that the data will be displayed on the report.

Formatting Options

Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word®, Screen with hyperlinks or Generate Emails.

The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.

Generate Emails

Use this option to generate an SMTP email to employees who have an email address.

For more information, refer to 'How to enable SMTP emailing and setup Communication Log Permissions'.

A list of the employees that this email will be sent to will be displayed.
De-select any of the employees that you do not want to create emails for using the tick boxes available.

Select, either or both, the 'Send to Personal Email' and 'Send to School Email' options at the top of the screen.

Personal email details are setup for all employees using program Payroll HRM > Employee/HR > Employee Information > Employees on the 'Address' tab.
School email details for non-teachers are setup using program Payroll HRM > Employee/HR > Employee Information > Employees on the 'General' tab.
School email details for teachers are setup using program Student Admin > Teachers > Teacher Information > Teachers on the 'General' tab.

An alert symbol will be displayed where an email cannot be generated for the following reasons:

The employee does not have a personal email address.
The employee does not have a school email address.

Click the 'Next' button to proceed.

Fields that require further explanation
Email Template	Choose an active Email Templates in the ‘Employee/HR’ category from the picklist. The email templates are maintained in TASS.web program System Admin > Utilities > Email Settings on the 'Email Templates' tab. If an email template is selected, the following fields below will be pre-populated based on the template: Subject. Attachment(s). Email Message.
From	This will show your school email address by default. If a generic email is to be used, select from the available options in the drop-down list. The generic emails in this list are maintained in TASS.web program System Admin > Utilities > Email Settings on the 'Generic Emails' tab. Click here for an Administrator Note. Use TASS.web program System Admin > Utilities > Email Settings to define whether a copy of each email will automatically be sent to the sender of each email with a list of all of the recipients, and/or a designated administrator mailbox.
To	This is a display-only field and will show a description of the group of teachers/non-teachers that this email will be sent to. The program will create individual emails. Recipients of this email will not see the email addresses of other recipients or email addresses added into the 'Additional Recipients' field below. Click the 'Print' button to view a listing of the individual recipients.
Additional Recipients	Use this field where additional recipients (beyond those already included in the 'To' field above) need to be included in this email. To add other teachers/non-teachers, type three or more characters of the teacher/non-teacher code, given name, surname or department to display a list of possible teachers/non-teachers to choose from. From the list provided, click on the teacher/non-teacher that you want to include in this email. Recipients of this email will not see the other email addresses in this field or the 'To' field above.
Administrator Copy	This field will only be displayed when the ‘Email Address for Administrator's Copy’ field is populated on the Parameters tab in TASS.web program System Admin > Utilities > Email Settings.
Email Subject	This is the text that will be included in the 'Subject' line of the email. (200 characters).
Attachment	Two options are available to attach files to this email: Drag and drop a file from your computer. Use the 'Choose' button to locate the file. Click here for an Administrator Note. The size of the file that teachers can attach is defined in TASS.web program System Admin > Utilities > Email Settings on the 'Parameters' tab.
Banner	Two options are available to attach a banner an email template: Drag and drop a file from your computer. Use the 'Choose' button to locate the file. Banners should be 580 pixels wide. Banners are displayed above the text of the email.
Email Message	This is the text that will be included in the message section of the email (4000 characters). To personalise this email, use the 'Keywords' option in the toolbar to add employee specific details into the message text. Click the 'Keywords' option in the toolbar and use the picklist to choose between: Employee Keywords. Employee Address Keywords. Use the 'Eye' icon option to view a preview of the email. Click here for an Administrator Note. The school's email signature is setup in TASS.web program System Admin > Utilities > Email Settings on the 'Footer Setup' tab.
Communication Log Comment	Use this field to enter an optional description of the email that is being sent. This comment is displayed in the Communication Log only and is not seen by email recipients.
Communication Log Category	Select the category that this email will be filed under in teachers/non-teachers Communication Log. Click here for more information on the Communication Log. The following student based communications are recorded in a Communication Log: SMS generated in TASS.web and Staff Kiosk. SMTP Emails generated in Staff Kiosk and the Enrolments module in TASS.web. Notifications generated in Staff Kiosk. Notes entered in TASS.web and Staff Kiosk (where the Note Category has been flagged for display in the Communication Log. Internal teacher/non-teacher communications generated in Staff Kiosk are also recorded in a Communication Log. The Communication Log allows you to track and monitor the details of communications including who it has been sent to and whether the communication has been viewed by the recipients. The Communication Log for a student can be viewed using Staff Kiosk program Student Profile > Communication Log. The Communication Log for an enrolled student can be viewed using TASS.web program Student Admin > Enrolments > Enrolment Information > Enrolments on the ‘Communication Log’ tab. Click here for an Administrator Note. The categories displayed and the permissions around their use are setup in TASS.web program System Admin > Utilities > Email Settings on the 'Categories' tab.
Send Me a Copy	Send a copy to the user email address.
Print	Print will generate an email recipient list.

Report Options

Show Table Borders and Alternative Row Colours	The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report but are not available if the listing destination is Excel®.
Portrait / Landscape	Select the orientation of the report.
Include Page Break	This option is only available where 'Group By Sort Field' above is ticked.
Include Photos	When this option is ticked, the report will include staff photos (but subject to the search criteria entered on the other tabs).

Staff Selections

Include Teachers	The checkbox will be ticked by default.
Include Non-Teachers	The checkbox will be ticked by default.

Qualifications Options

Print Qualifications Details

When this option is ticked, the 'Qualifications Fields' becomes active.

Use the 'Qualifications' tab to enter selection criteria for Qualifications to be included on the report.

Where there are multiple qualifications to include on the report, their employee details will be repeated.

Qualification Fields

This option is only available when the 'Print Qualifications Details' box has been ticked.

Options for selection include:

Qualification
Category
Institution
Date
Reminder Flag

Additional Fields

Select the additional data fields to include in your report by highlighting them with a mouse click.

Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

Report Title

This field can be used to enter an alternative name for this report.

Click the ‘GO’ button to produce your report.