Manage employee profiles with Odoo

Human is one of the indispensable resources for every business to be able to operate the whole system, ensuring business efficiency. They are contracted, paid and managed by the business.

The employee's information is updated and managed by specific profile, including resume, insurance, work history, salary, bonuses and information about leave of the employee.

Understanding this importance, Odoo Employees application has designed and integrated multiple important functions to ensure effective management and administration.

Install app

Access Apps >> search for "Employees" application >> Install. Then, you can access the application to configure and set up initial information for employee profile.

Create an employee profile

If you use Recruitment management feature, employee profiles can be created from the recruitment application and inherit the candidate's complete information. (See more: How to use Recruiment process)

If you do not need to inherit the information in Recruitment to the employee profile, you can create a new profile. Access the Employees app >> Employees >> Employees >> click Create.

Information to be completed on employee profiles includes:

General information

  • Employee Name: This is required information to enter the employee's full name

  • Personal information (Work Mobile, Work Phone, Work Email)

  • Work Location and Company

  • Department

  • Job Position

  • Manager

Work information

  • Work address

  • Coach

  • Time Off: User responsible of leaves approval

  • Expense: User responsible of expense approval

  • Working Hours

  • Timezone

  • Organizational Chart

Private Information

  • Address: is taken into a full contact set up. This also associates the employee with a contact on the Contacts app.

  • Dependent: Information for recording deductions when calculating personal income tax.

    • Number of Children: The number of children has been declared on the family deduction dependents' information sheet issued by the Ministry of Finance.

    • Other dependents: The number of other dependents that meet the requirements specified by the Ministry of Finance, such as: parents, grandparents, siblings...

  • Other information

HR Settings (Only visible to people with staff rights or administrators)

  • Related user: Related user name for the resource to manage its access

  • PIN Code: PIN to Check In/Check Out in Kiosk Mode (if enabled in Configuration)

  • Badge ID: ID used for employee identification

Presence control on employee profiles

When accessing Employees application >> Employees, users will immediately see a card interface with employee photo and warning buttons:

  • Round red button (1): the employee is not accessing the system

  • Round green button (2): the employee is accessing the system

  • Triangle button (3): the employee's contract is about to expire, or the employee with no employment contract is running.

The difference between employee information on Employees app and Contacts app

On Employees app, only those who are authorized to have an employee / employee account can see employee information. However, on Contacts app, employee-related information is visible to the entire company. Why is the system designed like that?

The first thing can be mentioned is the data security. The employee profile on Employees app contains all the information related to the rights, benefits and personal information of specific employees.

Secondly, Contacts app is streamlined, summarizes the specific address, phone number, email of each contact and classifies the type of contact that is only used for communication or invoicing, delivery or other purposes. Like an electronic directory, this information disclosure enables all employees of the company to actively find the necessary contacts for work, minimizing errors and waste.