Employees are people who work for your company. They are not to be confused with VertiGIS FM users or contacts. Employees of other companies should be added to the system as contacts.
Employees are managed in the Employees section on the Administration > Own Data > Client page. Only administrators can access this page.
Employees Section under Administration
Employee Details
You can access an employee's details page by double clicking them in the Employees section on the Administration > Own Data > Client page.
The details section of page includes the information below.
Field |
Description |
|---|---|
Personnel number |
An internal identification number assigned to the employee by the company. |
Date of entry |
The date on which the employee joined the company. |
Date of sepration |
The date the employee left the company, if applicable. |
Abbreviation |
An abbreviation that can be used to identify the employee. |
Salutation |
The salutation used by the employee (Mr., Ms., Dr., etc.). Selectable options are stored in the Contact Management catalog. |
Title |
The employee's academic credentials. |
First Name |
The employee's first name. |
Name |
The employee's last name. |
Addendum |
Additional information that describes the employee. |
Signature |
|
Telephone |
A telephone number for the contact. |
Fax number |
A number to which documents can be faxed to the contact. |
Mobile number |
The contact's cell phone number. |
The employee's email address. |
|
Internet Address |
The employee's web page. |
Function |
The role or occupation of the contact. |
Division |
The department within the company that the employee works for. Selectable options are stored in the Divisions section on the Own Client adminisration page. |
Organisation |
The section of the company's organizational structure in which the employee works. For example, its North American or European operations. Selectable options are stored in the Organisation section on the Own Client adminisration page. |
Subsidiary |
The subsidiary or branch of the company the employee is associated with. |
Cost Center |
The cost center associated with the employee. |
State |
The status of the employee. |
Sector |
The sector in which the employee works. This value is inherited from your company but can be changed. Selectable options are stored in the Sector section in the Contact Management catalog. |
Comment |
Any additional information on the employee. |
Field |
Description |
|---|---|
Country |
The country in which the contact is located. |
Federal State |
The federal state (state, province, or regional jurisdiction) in which the contact is located. Federal states must be added to the country selected above to be selectable from this menu. Refer to country management for more information. |
ZIP Code |
The ZIP code or postal code of the contact's location. |
City |
The city in which the contact is located. |
Street |
The street on which the contact is located. |
Number |
The street address at which the contact is located. |
Telephone |
The telephone number of the contact. |
Fax Number |
The fax number of the contact. |
Mobile Number |
The mobile number of the contact. |
An general email address for the contact. |
|
2nd address |
A check box that, if selected, allows you to enter a second country, Zip Code, City, Street, and Number for the employee. |
Nationality |
The nationality of the employee. |
Gender |
The gender of the employee. |
Date of birth |
The date of birth of the employee. |
Field |
Description |
|---|---|
Working time from |
The time of day the employee starts work. |
Working time till |
The time of day the employee ends work. |
Weekly working hours |
The number of hours the employee works every week. |
Duration of break |
How long the employee's lunch break lasts. |
Internal hourly rate |
How much the employee is paid hourly for work done within the company. |
External hourly rate |
How much the employee is paid hourly for work done outside of the company. |
Job title |
The employee's job title or role. |
Qualification |
The employee's qualifications or degrees. |
Trades |
|
Foreign languages |
Any foreign languages the employee speaks. |
Suitable for height |
Whether the employee is comfortable working at heights (for example, on a ladder or building roof). |
Workwear |
Whether the employee requires special gear or equipment to perform their job. |
Comments |
Any additional information relevant to the fields in this section. |
Contact Types
The Contact Types section lists the contact types applied to the employee. Contact types determine which sections are available on the details page and in which VertiGIS FM products the employee can be selected in assignment form fields (for example, as a person responsible for maintenance orders or as an installer for a type of component).
You can select the contact types you want to assign to a contract, company, employee, or team in the Contract Types section when you edit the object details. The contact types are assigned to the object when you click Save.
Contact Types Section on From to Edit Contact Details
Refer to Contact Types for information on how to make employees assigned a given contact type selectable in fields for different objects and products throughout VertiGIS FM.
Contact Types
Contact Type |
Associated VertiGIS FM Products and Modules |
Notes |
|---|---|---|
Adjoining owner |
Parcel Management |
|
Authority |
Parcel Management |
|
Customer |
Sale, VertiGIS FM Contracts |
When applied, the Customer section appears on the contact, company, or employee details page. This section stores financial information that is required when the company creates an outgoing invoice. In VertiGIS FM Contracts, you must store a Debitor no. in the Customer section in order to select the contact as a payer on the contract. |
Key bearer |
Key Management |
When selected, the Key and Access to Rooms sections appear on the contact, company, or employee details page. |
Lessor |
Rental Management |
|
Maintainer |
VertiGIS FM Maintenance |
This Contact Type should be used for contacts, companies, or employees you want to make selectable for maintenance tasks in VertiGIS FM Maintenance. |
Property owners |
Parcel Management |
When selected, the Invoices section appear on the contact details page. |
Renter/tenant |
Rental Management |
When selected, the Invoices sections appear on the contact details page. |
Supplier |
Costs and Budget, Purchase, VertiGIS FM Energy |
When applied, the Supplier section appears on the company details page. This section stores financial information that is required when the company is selected as the supplier on another's company's incoming invoice. In VertiGIS FM Energy, a company with the Supplier contact type can be selected as the company associated with a tariff, which is used to calculate the costs a company pays for its energy consumption. |
Selectable contact types are stored in the Contact Types section of the Contact Management catalog. You can manage the items above on that page.
You can apply a contact type to the employee when you edit the contact details.
Representation
In the Representation section, you can log substitutions for the employee's absences. If the employee is on vacation, another employee can fulfill their duties during the time period specified in the representation.
To Update an Employee's Substitutions
1.Click the Further Process (
) icon in the Representation section.
2.Under Representation, click the Add (
) icon.
3.Select an employee in the Representative column, and then indicate the time period during which they will cover the other employee in the Date Of and Date Until fields.
4.Click Save and Close.
During the time period specified, the selected employee will see appointments for the employee they're covering on their start page, in addition to their own appointments.
Bank Accounts
You can store the employee's banking information in the Bank Accounts section. This allows you to select the bank account when you create invoice payments for a contract to which the employee is a party in VertiGIS FM Contracts. The section can contain multiple bank accounts.
To add a bank account, click the Add () icon. You can enter the account information shown below.
Bank Account Form for a Contact or Employee
Customer
The Customer section stores financial information that is required when you select the contact as a customer on an invoice or as the payee on a contract. In these cases, the contact is selected as the customer on the invoice, and a Debitor no. is required to complete the invoice. Refer to the Invoices section on this page for more information.
Customer Section on the Contact Details Page
You can edit the company's customer information by clicking the Edit () icon.
This section is only visible if you've selected the Customer and the Property Owners or Renter/Tenant contact types in the Contact Types section.
Invoices
The Invoices section lists all the invoices in which the employee is selected as a customer (outgoing invoices) or supplier (incoming invoices or internal billing). Invoices created in the VertiGIS FM Costs and Budget product are shown here, but you can also create invoices directly on the contact details page by clicking the Add () icon in this section.
•If the company, contact, or employer creates an outgoing invoice, they are selected as the customer, and their debitor number is required.
•If the company, contact, or employer creates an incoming invoice, they must select another party as the supplier, and the supplier's creditor number is required.
•If the company, contact, or employer creates an internal billing, their debitor number is required. No invoice type has to be selected.
Form for Outgoing Invoices |
Form for Incoming Invoices |
Form for Internal Billing Invoices |
Assignment to Room
In the Assignment to Room section, you can record the room in which the employee works. This can be used to display the employee on CAD or IFC drawings of the floor or building that contains the room.
Assignment to Room Section on the Employee Details Page
To Assign an Employee to a Room
1.From any page in VertiGIS FM, click Administration > Own Data > Client.
2.Expand the Employees section and double-click the employee you want to assign to a room.
3.Expand the Assignment to Room section and click the Assign to Room (
) icon.
4.Click in arrow in the Room menu. Double-click the real estate, building, and floor that contains the room in which you want to place the employee. When you've selected the room, click Apply.
If the employee is currently assigned to another room, you will need to end that assignment by entering a date in the Until menu and clicking Save and Close. You will then be able to complete the step above.
In the Selection: Room dialog, you can double-click an asset in the building hierarchy (for example, a real estate) or select it and click the up- and down-arrows above the table header. You can click the up-arrow button to navigate back up the hierarchy.
5.Click Save and Close.
You must be using VertiGIS FM Buildings to assign the employee to a room.
Device Allocation
In the Device Allocation section, you can assign a device in the Device and Systems Structure to the employee.
Device Assignment Section on the Employee Details Page
Use of VertiGIS FM Maintenance and a hierarchical asset management structure is required for this feature.
To Assign a Device to an Employee
1.From any page in VertiGIS FM, click Administration > Own Data > Client.
2.Expand the Employees section and double-click an employee to which you want to assign a device.
3.Expand the Device Assignment section and click the Assign Device () icon.
4.Click the arrow in the Device menu, select a device from the list, and click Apply.
The device must already exist in the Building Service Structure.
5.In the From menu, select the date on which the device's assignment to the employee will begin.
6.Click Save and Close.
Key
The Key section is only visible if you've selected the Key Bearer contact type in the Contact Types section and is used in conjunction with the Key Management module. Documentation on how to use Key Management in VertiGIS FM will be available in the future.
Access to Rooms
This Access to Rooms section is only visible if you've selected the Key Bearer contact type in the Contact Types section and is used in conjunction with the Key Management module. Documentation on how to use Key Management in VertiGIS FM will be available in the future.
Appointments
The Appointments section lists the scheduled appointments (a call or in-person meeting) that are associated with the employee. Appointments are action items that can be scheduled for any object in VertiGIS FM. They are not the same thing as orders.
To add an appointment for the asset, click the Add () icon in the Appointments section on the details page.
Notes
The Notes section lists notes that have been posted in relation to the employee.
Documents
The Documents section lists the documents, including image files, associated with the employee. Refer to Document Management for more information, including instructions on how to upload a document.
