Applicant

What is Applicant?

"Applicant" is a file that stores the employee's personal information such as address, birth date, and bank account. Each employee would only have 1 Applicant profile even he/she has 2 placements at the same time or rejoin the company.

If Applicant is not linked with any Placement(i.e Job), this is not a valid(i.e Active) employee profile because this employee has no job position in the company and you can find these profiles on the "Inactive" page. Only "Active" Applicant would be counted as the effective headcount of the company.

▲"Active" means Applicant with active placement
▲"Upcoming" means Applicant with upcoming placement
▲"Inactive" means Applicant without placement or with terminated placement

What can be defined in Applicant?

The Applicant profile has different sections and you can define the employee's personal information on this page. 

▲ The sections other than Personal Information and Placement are optional.
▲ Applicant number(e.g 0038 in the picture) would be the ESS login ID. You can change it by clicking More->Change Applicant Number

1. Persoanal Information

Personal Information is general information of the employees such as Name, Gender, Marital Status, Birth Date, HKID, Bank Account, Personal Email, Mobile Number, and Address.

▲ The field with " * " is required. If you do not have such information, you can input " - " in the box.
▲ "Password" is the payslip and ESS log-in password. You can change it by clicking More->Reset Password/Change Password or by importing. Details you can take a look this page

How to change ESS and payslip password for employee?

2. Skills

Skills are the ability of the employees. It can be the working skills that the employees good at such as MS Excel, Photoshop skill. You need to go to Mater Data->Skills and setup the skills.

3. Placements

Placement is the job profile of the employees. You can also check the job status, e.g employee has rejoin the company or has internal transfer, and the Movement history e.g job promotion.

4. Bank Account

【You can ignore this section if the employee only use 1 bank account for payroll】

You can input Bank Account records here only if you want to issue autopay to multiple bank accounts.

5. Experience

Experience shows the previous working experience of the employee. You can input the employees job experience if any.

6. Education

Education shows the education level of the employees. You can input the employee education history here.

7. Certificate/License

Certificate/License shows the certificate or license that the employee has, e.g Working Visa, driver license plate, and vaccination records. You can input the effective date of the certificate or license as when the certificate or license is expiring, the system would show the reminder on the Dashboard.

8. Addresses

Addresses defines the postal address or other residential address of the employee. You can input [POSTAL] in the remark so that system would recognize this address as the postal address in the tax form.

9. Family Members

Family members shows the employee's family members general information. You can record the Emergency Contact of the employee here.

10. Attachments

You can upload any documents that are related to the employee, e.g CV, address proof. You can also upload the employee profile picture by choosing "Profile Picture" as the Attachment Type. For the attachment upload, employees can see the document if you enable "Is visible in ESS?"

11. Permission

Permission shows the back-end user that can view this Applicant profile. Full Right user can edit the user permission directly.

=>After you created the Applicant profile to employee, you can create the Placement profile now.