Certifications

# Certifications

When jobs require specific knowledge, it is necessary to track employee certifications to ensure the
necessary knowledge and certifications are in place.
When jobs require specific knowledge, track employee certifications (e.g., classes, tests, seminars)
to verify required skills. Odoo accepts any certification type without restriction.
To add certifications to an employee profile, and to access the Employee Certifications report,
the Surveys app must be installed.

## View certifications

To view a full list of all employee certifications, navigate to Employees app â£
Reporting â£ Certifications .
All certifications appear in a list view, grouped by employee. Each certification entry displays the
following:
- Employee : the employeeâs name, along with their avatar image.
Employee : the employeeâs name, along with their avatar image.
- Name : the title of the certification.
Name : the title of the certification.
- Validity Start : when the employee received the certification.
Validity Start : when the employee received the certification.
- Validity End : when the certification expires.
Validity End : when the certification expires.
- Certification : the corresponding course in the Surveys app that was completed by
the employee, if applicable.
Certification : the corresponding course in the Surveys app that was completed by
the employee, if applicable.
The entries are also color-coded. Current certifications that are still valid appear in black,
expired certifications appear in red, and certifications that are going to expire within the next 90
days appear in orange.
Only certification records with the Display Type set to Certification on their certification form appear on the Employee
Certifications report. All other certifications appear in the resume section of the employee form .

### View certifications by expiration status

When managing a large number of employees with a variety of certifications, it can be difficult to
determine which employees need to keep necessary certifications current in the default list view. In
this scenario, it is beneficial to view the certifications by expiration status.
To do so, navigate to Employees app â£ Reporting â£ Certifications . Next, click
the (Toggle Search Panel) icon in the search bar, then click Add Custom Group , revealing a drop-down menu. Click Expiration Status , then click away from the drop-down menu to close it.
After doing so, all the certifications are organized by status, starting with Expired certifications, then certifications that are Expiring soon (within the next 90 days),
and lastly, certifications that are still Valid .
Filter certifications by expiration status to identify certifications expiring soon, and identify
employees who must renew.

## Log a certification

To log a certification for an employee, navigate to Employees app â£ Learning â£
Certifications . Click New , and a blank certification form loads. Enter the following
information on the form:
- Title : Enter a short description for the certification in this field.
Title : Enter a short description for the certification in this field.
- Employee : Using the drop-down menu, select the employee who received the
certification.
Employee : Using the drop-down menu, select the employee who received the
certification.
- Type : Using the drop-down menu, select the type of certification received. This field
determines where on the employeeâs resume the certification appears. To create a new Type , enter the type in the field, then click Create [type] . The default options are: Experience : Select this option to have the certification appear in the Experience section of the Resume tab on the employee form . Experience entries are
typically previous jobs or internships. Education : Select this option to have the certification appear in the Education section of the Resume tab on the employee form . Social Media : Select this option to have the certification appear in the Social
Media section of the Resume tab on the employee form . Social Media
entries typically relate to certifications relating to digital marketing, social media
management, and specific trainings from social media platforms. Internal Certification : Select this option to have the certification appear in the Internal Certification section of the Resume tab on the employee form .
Internal certifications entries are tied to courses, training, or programs created by the
company, that once completed, have a certification associated with it. Completed Internal Training : Select this option to have the certification appear in
the Completed Internal Training section of the Resume tab on the employee form . Completed internal training entries are typically associated with trainings
created by the company, for company-specific processes. These do not result in any
certifications, but are logged on the employee profile to indicate completed training.
Type : Using the drop-down menu, select the type of certification received. This field
determines where on the employeeâs resume the certification appears. To create a new Type , enter the type in the field, then click Create [type] .
The default options are:
- Experience : Select this option to have the certification appear in the Experience section of the Resume tab on the employee form . Experience entries are
typically previous jobs or internships.
Experience : Select this option to have the certification appear in the Experience section of the Resume tab on the employee form . Experience entries are
typically previous jobs or internships.
- Education : Select this option to have the certification appear in the Education section of the Resume tab on the employee form .
Education : Select this option to have the certification appear in the Education section of the Resume tab on the employee form .
- Social Media : Select this option to have the certification appear in the Social
Media section of the Resume tab on the employee form . Social Media
entries typically relate to certifications relating to digital marketing, social media
management, and specific trainings from social media platforms.
Social Media : Select this option to have the certification appear in the Social
Media section of the Resume tab on the employee form . Social Media
entries typically relate to certifications relating to digital marketing, social media
management, and specific trainings from social media platforms.
- Internal Certification : Select this option to have the certification appear in the Internal Certification section of the Resume tab on the employee form .
Internal certifications entries are tied to courses, training, or programs created by the
company, that once completed, have a certification associated with it.
Internal Certification : Select this option to have the certification appear in the Internal Certification section of the Resume tab on the employee form .
Internal certifications entries are tied to courses, training, or programs created by the
company, that once completed, have a certification associated with it.
- Completed Internal Training : Select this option to have the certification appear in
the Completed Internal Training section of the Resume tab on the employee form . Completed internal training entries are typically associated with trainings
created by the company, for company-specific processes. These do not result in any
certifications, but are logged on the employee profile to indicate completed training.
Completed Internal Training : Select this option to have the certification appear in
the Completed Internal Training section of the Resume tab on the employee form . Completed internal training entries are typically associated with trainings
created by the company, for company-specific processes. These do not result in any
certifications, but are logged on the employee profile to indicate completed training.
- Display Type : Select the visibility of the certification in this field. The default
options are: Classic : Select this option to have the certification appear in the Resume section
of the employee form, and not appear on the Employee Certifications report. Certification : select this option to have the certification appear in the Resume section of the employee form, and appear on the Employee Certifications report. Once this
is selected, a Certification field appears beneath the Display Type field. Using the drop-down menu, select the corresponding Surveys app certification the
employee took. This field only appears if the Surveys app is installed. Course : Select this option to have the certification appear in the Resume section
of the employee form, and not appear on the Employee Certifications report. Once this
option is selected, a Course field appears beneath the Display Type field. Using the drop-down menu, select the corresponding eLearning course the employee
took. This field only appears if the eLearning app is installed.
Display Type : Select the visibility of the certification in this field. The default
options are:
- Classic : Select this option to have the certification appear in the Resume section
of the employee form, and not appear on the Employee Certifications report.
Classic : Select this option to have the certification appear in the Resume section
of the employee form, and not appear on the Employee Certifications report.
- Certification : select this option to have the certification appear in the Resume section of the employee form, and appear on the Employee Certifications report. Once this
is selected, a Certification field appears beneath the Display Type field. Using the drop-down menu, select the corresponding Surveys app certification the
employee took. This field only appears if the Surveys app is installed.
Certification : select this option to have the certification appear in the Resume section of the employee form, and appear on the Employee Certifications report. Once this
is selected, a Certification field appears beneath the Display Type field. Using the drop-down menu, select the corresponding Surveys app certification the
employee took. This field only appears if the Surveys app is installed.
- Course : Select this option to have the certification appear in the Resume section
of the employee form, and not appear on the Employee Certifications report. Once this
option is selected, a Course field appears beneath the Display Type field. Using the drop-down menu, select the corresponding eLearning course the employee
took. This field only appears if the eLearning app is installed.
Course : Select this option to have the certification appear in the Resume section
of the employee form, and not appear on the Employee Certifications report. Once this
option is selected, a Course field appears beneath the Display Type field. Using the drop-down menu, select the corresponding eLearning course the employee
took. This field only appears if the eLearning app is installed.
- Description : Enter a description for the certification in this field.
Description : Enter a description for the certification in this field.
- Duration : Click into the first field, and a calendar pop-over window appears. Click on
the start and end dates for the certification validity period. When the correct dates are
selected, click Apply , and both fields are populated.
Duration : Click into the first field, and a calendar pop-over window appears. Click on
the start and end dates for the certification validity period. When the correct dates are
selected, click Apply , and both fields are populated.
Once a certification is logged for an employee, a new certification of the same type (i.e. Education or Internal Certification ) can be added directly from the
employee form, instead of the Employee Certifications dashboard.
In the main Employees app dashboard, click on an employee profile to open their employee
form. In the RESUME tab, click the ADD button at the end of the
corresponding certification line.
This ADD button only appears on employee profiles that already have a
certification.


Departments

# Departments

All employees in the Employees app fall under specific departments within a company.

## Create new departments

To make a new department, navigate to Employees app â£ Departments , then click the New button in the top-left corner to reveal a blank department form. Fill out the
following information on the department form:
- Department Name : enter a name for the department.
Department Name : enter a name for the department.
- Manager : using the drop-down menu, select the department manager.
Manager : using the drop-down menu, select the department manager.
- Parent Department : if the new department is housed within another department (has a
parent department), select the parent department using the drop-down menu.
Parent Department : if the new department is housed within another department (has a
parent department), select the parent department using the drop-down menu.
- Company : using the drop-down menu, select the company the department is part of. This
field only appears in a multi-company database.
Company : using the drop-down menu, select the company the department is part of. This
field only appears in a multi-company database.
- Color : select a color for the department. Click the colored box to display all the
color options. Click on a color to select it.
Color : select a color for the department. Click the colored box to display all the
color options. Click on a color to select it.
- Appraisal Templates : using the drop-down menu, select the appraisal form to be used
for all employee appraisals within this department. If a new appraisal is desired, enter the name
for the appraisal, then click Create and editâ¦ to modify the new appraisal form.
This field only appears if the Appraisals app is installed.
Appraisal Templates : using the drop-down menu, select the appraisal form to be used
for all employee appraisals within this department. If a new appraisal is desired, enter the name
for the appraisal, then click Create and editâ¦ to modify the new appraisal form.
This field only appears if the Appraisals app is installed.
- Appraisal Survey : using the drop-down menu, select the default survey to use for the
department when requesting feedback from employees within the department. The default options are Employee Opinion Form , 360 Feedback , and Employee Appraisal Form .
This field only appears if the Appraisals app is installed, and the 360 Feedback option is enabled in the settings.
Appraisal Survey : using the drop-down menu, select the default survey to use for the
department when requesting feedback from employees within the department. The default options are Employee Opinion Form , 360 Feedback , and Employee Appraisal Form .
This field only appears if the Appraisals app is installed, and the 360 Feedback option is enabled in the settings.
After the form is completed, click the (cloud upload) icon to
manually save the changes. When saved, a DEPARTMENT ORGANIZATION chart appears in the
top-right of the department card, illustrating where the department lies in the organization.
The form auto-saves while data is entered, however the Department Organization chart
does not appear until the form is manually saved. If the form is not saved, the Department Organization chart is visible upon opening the department card from the Departments dashboard.

## Departments dashboard

To view the currently configured departments, navigate to Employees app â£
Departments . All departments appear in a Kanban view, and are listed in alphabetical order.
The default view for the Departments dashboard is a Kanban view . It is possible to view the departments in two other forms: a list view and a hierarchy view .

### Kanban view

Each department has its own Kanban card on the main Departments dashboard. Each
department card displays the following information, if available:
- Name : the name of the department.
Name : the name of the department.
- Manager : the name and image of the department manager.
Manager : the name and image of the department manager.
- Company : the company the department is part of, including the location icon.
Company : the company the department is part of, including the location icon.
- Employees : the number of employees within the department.
Employees : the number of employees within the department.
- Appraisals : the number of appraisals scheduled for employees in the department.
Appraisals : the number of appraisals scheduled for employees in the department.
- Time Off Requests : the number of unapproved time off requests for employees in the
department awaiting approval . This only appears if there
are requests to approve.
Time Off Requests : the number of unapproved time off requests for employees in the
department awaiting approval . This only appears if there
are requests to approve.
- Allocation Requests : the number of unapproved allocation requests for employees in the
department awaiting approval . This only appears if there
are requests to approve.
Allocation Requests : the number of unapproved allocation requests for employees in the
department awaiting approval . This only appears if there
are requests to approve.
- New Applicants : the number of new applicants for a position
within the department. This only appears if there are new applicants.
New Applicants : the number of new applicants for a position
within the department. This only appears if there are new applicants.
- Expense Reports : the number of employees in the department with open expense
reports to approve . This only appears if there are
any expense reports waiting for approval.
Expense Reports : the number of employees in the department with open expense
reports to approve . This only appears if there are
any expense reports waiting for approval.
- Absence : the number of employees with approved time off for the current day.
Absence : the number of employees with approved time off for the current day.
- Color bar: the selected color for the department appears as a vertical bar on the left side of the
department card.
Color bar: the selected color for the department appears as a vertical bar on the left side of the
department card.
Click on an alert in a department card, such as Time Off Requests , to reveal a list
view of the requests to approve for that department

### List view

To view the departments in a list view, click the (list) icon
in the top-right corner. The departments appear in a list view, which displays the Department Name , Company , Manager , Employees , Parent Department , and Color for each department.
The departments are sorted alphabetically by Department Name , by default.

### Hierarchy view

To view the departments in a hierarchy view, click the (Hierarchy) icon in the top-right corner. The departments appear in an organizational
chart format, with the highest-level department at the top (typically Executive Management ), and
all other departments beneath it. All child departments of the first-level child departments are
folded.
`ExecutiveManagement`
Each department card displays the Department Name , the Manager (and their
profile image), the Number of Employees in the department, and the number of any child
departments.
Click the Unfold button on a department card to expand it. Once expanded, the Unfold button changes to a Fold button. To collapse the department, click
the Fold button. Only one department per row can be unfolded at a time.
Click anywhere on a department card to open the department form. Click the (#) Employees smart button to view a list of all the employees in that department.

Create new departments
Departments dashboard
Kanban view
List view
Hierarchy view


Equipment

# Equipment

Many employees are given various items to use while they work, such as laptops, phones, and
printers. Most companies track their equipment, to see who is using what, as well as having a record
of important information regarding the equipment, such as serial numbers, warranty information, and
maintenance history.
To track employee equipment, the Maintenance app must be installed.

## Individual employee equipment

Employee equipment is tracked on the employee record. To view all equipment currently assigned to an
employee, navigate to the Employees app, and click on the desired employee record.
At the top of the record, an Equipment Count smart button appears, with
a number indicating how many, if any, items are currently assigned to that employee.
Click the Equipment Count smart button, and all equipment currently
assigned to the employee appears in individual Kanban cards.
Each Kanban card displays the equipmentâs name and model on the first line, followed by the serial
number (if available), and lastly, the employeeâs name. Any current maintenance requests appear at
the bottom of the card in a red box.
A serial number is not required when logging equipment.

## All employee equipment

To view all equipment for all employees, start on the equipment record of an individual
employee .
It does not matter what employee is selected, or whether they have any equipment assigned to
them. This step is only used to get to the Equipment list.
In the Kanban view of the employeeâs equipment, clear the default Assigned Employee filter in the search bar. This presents all equipment in the database, including those assigned to
individual employees and whole departments.
Click into the search bar, and select Employee in the Group
By column. The equipment is now organized in a Kanban view, by employee.
In the Kanban view displaying all employee equipment records, equipment can be reassigned by
clicking and dragging an equipment card to the desired employee. This changes ownership of the
equipment.

## Add equipment to an employee record

To add equipment to an employeeâs record, open the Employees app, click on the
desired employee record, then click the Equipment Count smart button at
the top.
All equipment currently assigned to the employee appears in individual Kanban cards. To add a new
equipment record, click the New button in the upper-left corner, and a blank Equipment form loads.
Fill out the equipment form for the
employeeâs equipment.
Instead of filling out a new Equipment form for the same item, a form can be
duplicated, then updated.
On the Equipment form, click the (Actions) icon in the
upper-left corner, then select Duplicate .
An identical form appears, with all the information filled out, except for the Serial Number .
Enter the Serial Number on the form, and make any other necessary changes, such as
the assigned Employee .

Individual employee equipment
All employee equipment
Add equipment to an employee record


New employees

# New employees

When a new employee is hired, the first step is to create a new employee record. This record is a
centralized place where all important information about the employee is stored, including general information , job history and skills , various work information , personal
details , payroll-related information , and
various settings that affect integrations with other apps in the
database.
To begin, open the Employees app, then click the New button in the
upper-left corner. Doing so reveals a blank employee form.
Proceed to fill out the required information, along with any additional details.
The current company phone number and name are populated in the Work Phone and Company fields. If the Appraisals application is installed, the Next
Appraisal Date field is populated with a date six months from the current date.

## General information

Fill out the following employee details.
The employee form automatically saves as data is entered. However, the form can be saved manually
at any time by clicking the (Save manually) icon.
- Employeeâs Name : enter the employeeâs name. This field is required.
Employeeâs Name : enter the employeeâs name. This field is required.
- Job Position : this field appears below the employee name and can be filled in
manually. Alternatively, select a position from the drop-down menu in the Job Position field beneath the Department field to auto-populate the top field. The two fields do
not need to match. Example While it is recommended to have the job positions match, the typed-in description in this top
field can contain more specific information than the selected drop-down Job
Position , if desired. For instance, if someone is hired for a sales representative position configured as Sales Representative in the Recruitment app, that can be selected in the
drop-down Job Position field. In the typed-in Job Position field beneath the Employeeâs Name , the
position can be more specific, such as Sales Representative - Subscriptions if the employee
is focused solely on subscription sales.
Job Position : this field appears below the employee name and can be filled in
manually. Alternatively, select a position from the drop-down menu in the Job Position field beneath the Department field to auto-populate the top field. The two fields do
not need to match.
While it is recommended to have the job positions match, the typed-in description in this top
field can contain more specific information than the selected drop-down Job
Position , if desired.
For instance, if someone is hired for a sales representative position configured as Sales Representative in the Recruitment app, that can be selected in the
drop-down Job Position field.
In the typed-in Job Position field beneath the Employeeâs Name , the
position can be more specific, such as Sales Representative - Subscriptions if the employee
is focused solely on subscription sales.
`SalesRepresentative-Subscriptions`
- Photo : in the top-right image box of the employee form, click on the (Edit) icon, then select a photo to upload.
Photo : in the top-right image box of the employee form, click on the (Edit) icon, then select a photo to upload.
- Work Contact Information : enter the employeeâs Work Email , Work Phone ,
and Work Mobile ,  information, if not already auto-populated.
Work Contact Information : enter the employeeâs Work Email , Work Phone ,
and Work Mobile ,  information, if not already auto-populated.
- Tags : select a tag from the drop-down menu to add relevant tags to the employee. Any
tag can be created in this field by typing it in. Once created, the new tag is available for all
employee records. There is no limit to the amount of tags that can be added on an employee form.
Tags : select a tag from the drop-down menu to add relevant tags to the employee. Any
tag can be created in this field by typing it in. Once created, the new tag is available for all
employee records. There is no limit to the amount of tags that can be added on an employee form.
- Company : from the drop-down menu in this field, select the company the new employee
was hired by, or create a new company by typing the name in the field, and clicking Create or Create and editâ¦ from the mini drop-down menu that appears.
This field is required.
Company : from the drop-down menu in this field, select the company the new employee
was hired by, or create a new company by typing the name in the field, and clicking Create or Create and editâ¦ from the mini drop-down menu that appears.
This field is required.
- Department : select the employeeâs department from the drop-down menu.
Department : select the employeeâs department from the drop-down menu.
- Job Position : select the employeeâs job position from the drop-down menu. If using the Recruitment app, this list reflects configured job positions. Once a selection is made, the Job Position field beneath the Employeeâs Name field automatically updates
to reflect the currently selected job position, but is still editable.
Job Position : select the employeeâs job position from the drop-down menu. If using the Recruitment app, this list reflects configured job positions. Once a selection is made, the Job Position field beneath the Employeeâs Name field automatically updates
to reflect the currently selected job position, but is still editable.
- Manager : select the employeeâs manager from the drop-down menu.
Manager : select the employeeâs manager from the drop-down menu.
- Coach : select the employeeâs coach from the drop-down menu.
Coach : select the employeeâs coach from the drop-down menu.
- Next Appraisal Date : this field is only visible if the Appraisals application
is installed. The date automatically populates with a date that is computed according to the
settings configured in the Appraisals application. This date can be modified using the
calendar selector.
Next Appraisal Date : this field is only visible if the Appraisals application
is installed. The date automatically populates with a date that is computed according to the
settings configured in the Appraisals application. This date can be modified using the
calendar selector.
After a Department is selected, the departmentâs configured manager and coach
automatically populates the respective Manager and Coach fields.
To make edits to the selected Department , Manager , Coach , or Company , click the (Internal link) arrow next to
the respective selection. The (Internal link) arrow opens the
selected form, allowing for modifications. Click Save after any edits are made.

## ResumÃ© tab

### ResumÃ©

Enter the employeeâs work history in the ResumÃ© tab. Each resumÃ© line must be entered
individually. When creating an entry for the first time, click Create a new entry , and
the Create ResumÃ© lines form appears. After an entry is added, the Create a
new entry button is replaced with an ADD button. Enter the following information for
each entry.
- Title : type in the title of the previous work experience.
Title : type in the title of the previous work experience.
- Employee : select the employee from the drop-down menu.
Employee : select the employee from the drop-down menu.
- Type : from the drop-down menu, select either Experience , Education , Social Media , or Internal Certification . To create
a new Type , enter the name of the type, then click Create â(Type)â .
Type : from the drop-down menu, select either Experience , Education , Social Media , or Internal Certification . To create
a new Type , enter the name of the type, then click Create â(Type)â .
- Display Type : from the drop-down menu, choose Classic for typical work
experience, or Certification for experience gained through a certification.
Display Type : from the drop-down menu, choose Classic for typical work
experience, or Certification for experience gained through a certification.
- Duration : enter the start and end dates for the work experience. To select a date,
click the first empty field to reveal a calendar pop-up window. Proceed to use the (left arrow) and (right
arrow) icons to scroll to the desired month, then click on the day to select it. Repeat this
process to locate and select the end date. When the desired dates have been selected, click Apply .
Duration : enter the start and end dates for the work experience. To select a date,
click the first empty field to reveal a calendar pop-up window. Proceed to use the (left arrow) and (right
arrow) icons to scroll to the desired month, then click on the day to select it. Repeat this
process to locate and select the end date. When the desired dates have been selected, click Apply .
- Description : enter any relevant details in this field.
Description : enter any relevant details in this field.
Once all the information is entered, click the Save & Close button if there is only one
entry to add, or click the Save & New button to save the current entry and create
another resumÃ© line.
After the new employee form is saved, the current position and company is automatically added to
the ResumÃ© tab, with the end date listed as current .
`current`

### Skills

An employeeâs skills can be entered in the ResumÃ© tab in the same manner that a resumÃ©
line is created.
In order to add a skill to an employee record, the skill types must first be configured. By default,
Odoo comes with two Skill Types preconfigured: Languages and Soft Skills . Configure the rest of the skill types before adding any skills to the
employee record.
When adding the first skill to an employee record, a Pick a skill from the list button
appears in the Skills section of the ResumÃ© tab. Click the Pick a
skill from the list button, and select the following information for each skill.
- Skill Type : select a skill type by clicking the radio
button next to the skill type.
Skill Type : select a skill type by clicking the radio
button next to the skill type.
- Skill : after selecting a Skill Type , the corresponding skills associated
with that selected Skill Type appear in a drop-down menu. For example, selecting Language as the Skill Type presents a variety of languages to select from
under the Skills field. Select the appropriate preconfigured skill from the list. Important If the desired skill does not appear in the list, it is not possible to add the new skill
from this window. New skills must be added from the Skill Types dashboard.
Skill : after selecting a Skill Type , the corresponding skills associated
with that selected Skill Type appear in a drop-down menu. For example, selecting Language as the Skill Type presents a variety of languages to select from
under the Skills field. Select the appropriate preconfigured skill from the list.
If the desired skill does not appear in the list, it is not possible to add the new skill
from this window. New skills must be added from the Skill Types dashboard.
- Skill Level : pre-defined skill levels associated with the selected Skill
Type appear in a drop-down menu. First, select a Skill Level , then the progress bar
automatically displays the pre-defined progress for that specific skill level. Skill levels can be
created and modified from the Skill Types dashboard.
Skill Level : pre-defined skill levels associated with the selected Skill
Type appear in a drop-down menu. First, select a Skill Level , then the progress bar
automatically displays the pre-defined progress for that specific skill level. Skill levels can be
created and modified from the Skill Types dashboard.
Click the Save & Close button if there is only one skill to add, or click the Save & New button to save the current entry and immediately add another skill.
At any point, a new line can be added by clicking the ADD button next to the
corresponding section.
Only users with Officer: Manage all employees or Administrator rights for
the Employees app can add or edit skills.

#### Skill types

In order to add a skill to an employeeâs form, the Skill Types must be configured. Go to Employees app â£ Configuration â£ Skill Types to view the currently configured
skill types and create new skill types.
The default skill of Languages is preconfigured with twenty-one skills, and the
default Soft Skills is preconfigured with fifteen skills.
Click the New button in the upper-left corner, and a new Skill Type form
appears. Fill out the following details for the new skill type. Repeat this for all the needed skill
types.
- Skill Type : enter the name of the skill type. This acts as the parent category for
more specific skills and should be generic.
Skill Type : enter the name of the skill type. This acts as the parent category for
more specific skills and should be generic.
- SKILLS : click Add a line , and enter the Name for the new
skill, then repeat for all other needed skills.
SKILLS : click Add a line , and enter the Name for the new
skill, then repeat for all other needed skills.
- LEVELS : click Add a line , and enter a Name and Progress percentage ( 0 - 100 ) for each level. Set a Default Level by clicking the toggle on the desired line (only one level can be
selected). The toggle turns green to indicate the default level. Typically, the lowest level is
chosen, but any level can be selected.
LEVELS : click Add a line , and enter a Name and Progress percentage ( 0 - 100 ) for each level.
`0`
`100`
Set a Default Level by clicking the toggle on the desired line (only one level can be
selected). The toggle turns green to indicate the default level. Typically, the lowest level is
chosen, but any level can be selected.
- DISPLAY : click the colored box next to the Color field to reveal a list of
available colors for the skill type. Click on a color to select it. Example To add a math skill set in yellow, enter Math in the Name field. Then, in the Skills field, enter Algebra , Calculus , and Trigonometry . Next, in the Levels field enter Beginner , Intermediate , and Expert , with the Progress listed as 25 , 50 , and 100 , respectively. Click Set
Default on the Beginner line to set this as the default skill level. Last, click the colored
box next to Color , and select yellow.
DISPLAY : click the colored box next to the Color field to reveal a list of
available colors for the skill type. Click on a color to select it.
To add a math skill set in yellow, enter Math in the Name field. Then, in the Skills field, enter Algebra , Calculus , and Trigonometry . Next, in the Levels field enter Beginner , Intermediate , and Expert , with the Progress listed as 25 , 50 , and 100 , respectively. Click Set
Default on the Beginner line to set this as the default skill level. Last, click the colored
box next to Color , and select yellow.
`Math`
`Algebra`
`Calculus`
`Trigonometry`
`Beginner`
`Intermediate`
`Expert`
`25`
`50`
`100`
`Beginner`
Once the form is completely filled out, click the (Save
manually) icon at the top of the screen, and the Levels rearrange in descending
order, with the highest level at the top, and the lowest at the bottom, regardless of the default
level and the order they were entered.

## Work information tab

The Work Information tab contains job-related details such as the employeeâs schedule,
roles, approvers (for time off, timesheets, and expenses), remote work setup, and work location.
Click on the Work Information tab to access this section, and enter the following
information for the new employee, for the various sections listed below.

### LOCATION

This section is visible for all employees, and does not require any other apps to be installed for
this section to be visible.
- Work Address : select the Work Address from the drop-down menu. The current
company populates this field, by default. To modify the address, hover over the first line (if
there are multiple lines) of the address to reveal an (Internal
Link) arrow. Click the (Internal Link) arrow to open up the
company form, and make any edits. Use the breadcrumb links to navigate back to the new employee form when done. If a new work address is needed, add the address by typing it in the field, then click Create (new address) to add the address, or Create and editâ¦ to add the
new address and edit the address form.
Work Address : select the Work Address from the drop-down menu. The current
company populates this field, by default. To modify the address, hover over the first line (if
there are multiple lines) of the address to reveal an (Internal
Link) arrow. Click the (Internal Link) arrow to open up the
company form, and make any edits.
Use the breadcrumb links to navigate back to the new employee form when done.
If a new work address is needed, add the address by typing it in the field, then click Create (new address) to add the address, or Create and editâ¦ to add the
new address and edit the address form.
- Work Location : using the drop-down menu, select where the Work Address is
located. The default options are Home , Office , or Other . To add a new location, type in the location name, then click Create (new location) to
add the location, or Create and editâ¦ to add the location, assign a Work
Address , and a Cover Image .
Work Location : using the drop-down menu, select where the Work Address is
located. The default options are Home , Office , or Other .
To add a new location, type in the location name, then click Create (new location) to
add the location, or Create and editâ¦ to add the location, assign a Work
Address , and a Cover Image .

### APPROVERS

To see this section, the user must have either Administrator or Officer:
Manage all employees rights set for the Employees application. For the category to appear, the
respective app must be installed. For example, if the Time Off app is not installed, the Time Off approver field does not appear. Only one selection can be made for each field.
The users that appear in the drop-down menu for the Approvers section must have Administrator rights set for the corresponding human resources role.
To check who has these rights, go to Settings app and click Manage Users in the Users section. Then, click
on an employee, then click into the Access Rights tab. Scroll to the HUMAN RESOURCES and check the various settings.
- In order for the user to appear as an approver for Expenses , they must have
either Team Approver , All Approver , or Administrator set
for the Expenses role.
In order for the user to appear as an approver for Expenses , they must have
either Team Approver , All Approver , or Administrator set
for the Expenses role.
- In order for the user to appear as an approver for Time Off , they must have
either Officer:Manage all Requests or Administrator set for the Time Off role.
In order for the user to appear as an approver for Time Off , they must have
either Officer:Manage all Requests or Administrator set for the Time Off role.
- In order for the user to appear as an approver for Timesheets , they must have either Officer:Manage all contracts or Administrator set for the Payroll role.
In order for the user to appear as an approver for Timesheets , they must have either Officer:Manage all contracts or Administrator set for the Payroll role.
- In order for the user to appear as an approver for Attendances , they must have Administrator set for the Payroll role.
In order for the user to appear as an approver for Attendances , they must have Administrator set for the Payroll role.
- Expense : using the drop-down menus, select the user responsible for approving all
expenses for the employee.
Expense : using the drop-down menus, select the user responsible for approving all
expenses for the employee.
- Time Off : using the drop-down menus, select the user responsible for approving all
time off requests from this employee.
Time Off : using the drop-down menus, select the user responsible for approving all
time off requests from this employee.
- Timesheet : using the drop-down menus, select the user responsible for approving all
the employeeâs timesheet entries.
Timesheet : using the drop-down menus, select the user responsible for approving all
the employeeâs timesheet entries.
- Attendance : using the drop-down menus, select the user responsible for approving all
attendance entries for the employee.
Attendance : using the drop-down menus, select the user responsible for approving all
attendance entries for the employee.

### REMOTE WORK

This section only appears if the Remote Work setting is enabled in the configuration menu.
Use the drop-down menu to select the default location the employee works, for each day of the week.
The default options are Home , Office , or Other .
A new location can be typed into the field, then click either Create (new location) to
add the location, or Create and editâ¦ to add the new location and edit the form.
After edits are done, click Save & Close , and the new location is added, and populates
the field.
Leave the field blank ( Unspecified ) for non-working days, such as Saturday and Sunday.
It is also possible to add or modify work locations by navigating to Employees
app â£ Configuration â£ Work Locations . To modify a location, click on an existing location,
then make any changes on the form.
Click New to create a new location, then enter the following information on the form.
All fields are required .
- Work Location : enter the name for the location. This can be as general or as
specific, as needed, such as Home or Building 1, Second Floor , respectfully.
Work Location : enter the name for the location. This can be as general or as
specific, as needed, such as Home or Building 1, Second Floor , respectfully.
`Home`
`Building1,SecondFloor`
- Work Address : using the drop-down menu, select the address for the location.
Work Address : using the drop-down menu, select the address for the location.
- Cover Image : click on the icon to select it for the Cover Image .
Options are a (home) icon, an (building) icon, and a (map marker) icon.
Cover Image : click on the icon to select it for the Cover Image .
Options are a (home) icon, an (building) icon, and a (map marker) icon.
- Company : using the drop-down menu, select the company the location applies to. The
current company populates this field, by default. This field only appears in a
multi-company database.
Company : using the drop-down menu, select the company the location applies to. The
current company populates this field, by default. This field only appears in a
multi-company database.

### SCHEDULE

This section defines when the employee is expected to work.
- Working Hours : using the drop-down menu, select the hours the employee is expected to
work. By default, a Standard 40 hour/week working schedule is available. If the Timesheets app is installed, an Appointment Resource Default Calendar option is
also available. To view and modify the specific daily working hours, click the (Internal link) arrow at the end of the Working Hours line. Working hours
can be modified or deleted here. Note Working Hours are related to a companyâs working schedules, and an Employee cannot have working hours that are outside of a companyâs working schedule. Each individual working schedule is company-specific. For multi-company databases, each company must have its own working hours set. If an employeeâs working hours are not configured as a working schedule for the company, new
working schedules can be added, or existing working schedules can be modified. Working hours can be modified in the Payroll application, where they are referred to as Working Schedules . For more information on how to create or modify Working Schedules in the Payroll application, refer to the Payroll documentation. After the new working time is created, or an existing one is modified, the Working
Hours can be selected on the employee form.
Working Hours : using the drop-down menu, select the hours the employee is expected to
work. By default, a Standard 40 hour/week working schedule is available. If the Timesheets app is installed, an Appointment Resource Default Calendar option is
also available.
To view and modify the specific daily working hours, click the (Internal link) arrow at the end of the Working Hours line. Working hours
can be modified or deleted here.
Working Hours are related to a companyâs working schedules, and an Employee cannot have working hours that are outside of a companyâs working schedule.
Each individual working schedule is company-specific. For multi-company databases, each company must have its own working hours set.
If an employeeâs working hours are not configured as a working schedule for the company, new
working schedules can be added, or existing working schedules can be modified.
Working hours can be modified in the Payroll application, where they are referred to as Working Schedules .
For more information on how to create or modify Working Schedules in the Payroll application, refer to the Payroll documentation.
After the new working time is created, or an existing one is modified, the Working
Hours can be selected on the employee form.
- Timezone : using the drop-down menu, select the timezone for the employee.
Timezone : using the drop-down menu, select the timezone for the employee.

### PLANNING

This section is only visible if the Planning app is installed, as this section affects what
the employee can be assigned in the Planning app.
- Roles : using the drop-down menu, select all the roles the employee can perform. There
are no preconfigured roles available, so all roles must be configured in the Planning app . There is no limit to the number of roles assigned to an employee.
Roles : using the drop-down menu, select all the roles the employee can perform. There
are no preconfigured roles available, so all roles must be configured in the Planning app . There is no limit to the number of roles assigned to an employee.
- Default Role : using the drop-down menu, select the default role the employee will
typically perform. If the Default Role is selected before the Roles field
is configured, the selected role is automatically added to the list of Roles .
Default Role : using the drop-down menu, select the default role the employee will
typically perform. If the Default Role is selected before the Roles field
is configured, the selected role is automatically added to the list of Roles .

## Private information tab

No information in the Private Information tab is required to create an employee,
however, some information in this section may be necessary for the companyâs payroll department.
In order to properly process payslips and ensure all deductions are accounted for, it is recommended
to check with the accounting department and payroll department to ensure all required fields are
populated.
Enter the various information in the following sections and fields of the Private
Information tab. Fields are entered either using a drop-down menu, ticking a checkbox, or typing in
the information.
Depending on the localization setting, other fields may be present. For example, for the United
States, a SSN No (Social Security Number) field is present.

### PRIVATE CONTACT

- Private Address : enter the employeeâs private home address.
Private Address : enter the employeeâs private home address.
- Private Email : enter the employeeâs personal email address.
Private Email : enter the employeeâs personal email address.
- Private Phone : enter the employeeâs personal phone number.
Private Phone : enter the employeeâs personal phone number.
- Bank Account : enter the bank account number for the employee, and click Create and edit.. . A Create Bank Account form loads with the bank account
number populating the Account Number field. Next, select the Bank using
the drop-down menu. If the bank is not already configured, click Create and editâ¦ and a blank Create Bank form loads, with the bank name populating the Bank field.
Next, enter the Bank Identifier Code , also referred to as a BIC or SWIFT code. Then
enter the Bank Address , Phone , and Email . Once the form is
complete, click Save & Close , and the new bank populates the Bank field. Next, enter the ABA/Routing number for the bank account, then select the Account Holder , which is typically the employee. Finally, click the Send Money toggle. This changes the toggle color to green, and the
status changes from Untrusted in black text, to Trusted in green text. Important All bank accounts must be marked as Trusted , if not payments cannot be
processed and sent to the bank account. Having an Untrusted bank account for an
employee will cause an error in the Payroll application.
Bank Account : enter the bank account number for the employee, and click Create and edit.. . A Create Bank Account form loads with the bank account
number populating the Account Number field. Next, select the Bank using
the drop-down menu.
If the bank is not already configured, click Create and editâ¦ and a blank Create Bank form loads, with the bank name populating the Bank field.
Next, enter the Bank Identifier Code , also referred to as a BIC or SWIFT code. Then
enter the Bank Address , Phone , and Email . Once the form is
complete, click Save & Close , and the new bank populates the Bank field.
Next, enter the ABA/Routing number for the bank account, then select the Account Holder , which is typically the employee.
Finally, click the Send Money toggle. This changes the toggle color to green, and the
status changes from Untrusted in black text, to Trusted in green text.
All bank accounts must be marked as Trusted , if not payments cannot be
processed and sent to the bank account. Having an Untrusted bank account for an
employee will cause an error in the Payroll application.
- Home-Work Distance : enter the number, in miles or kilometers, the employee commutes to
work, in one direction. The unit of measure can be changed from kilometers ( km ) to
miles ( mi ) using the drop-down menu. This field is only necessary if the employee is
receiving any type of commuter benefits or tax deductions based on commute distances.
Home-Work Distance : enter the number, in miles or kilometers, the employee commutes to
work, in one direction. The unit of measure can be changed from kilometers ( km ) to
miles ( mi ) using the drop-down menu. This field is only necessary if the employee is
receiving any type of commuter benefits or tax deductions based on commute distances.
- Private Car Plate : enter the license plate for the employeeâs personal car.
Private Car Plate : enter the license plate for the employeeâs personal car.

### EMERGENCY

This section details the person to contact in the event of an emergency.
- Contact Name : enter the emergency contactâs name.
Contact Name : enter the emergency contactâs name.
- Contact Phone : enter the emergency contactâs phone number. It is recommended to enter
a phone number that the person has the most access to, typically a mobile phone.
Contact Phone : enter the emergency contactâs phone number. It is recommended to enter
a phone number that the person has the most access to, typically a mobile phone.

### FAMILY STATUS

This section is used for tax purposes, and affects the Payroll app. Enter the following
information in the fields.
- Marital Status : select the marital status for the employee using the drop-down menu.
The default options are Single , Married , Legal Cohabitant , Widower , and Divorced . If Married or Legal Cohabitant is selected, two additional fields appear: Spouse Complete Name and Spouse Birthdate . Enter these fields with the
respective information.
Marital Status : select the marital status for the employee using the drop-down menu.
The default options are Single , Married , Legal Cohabitant , Widower , and Divorced .
If Married or Legal Cohabitant is selected, two additional fields appear: Spouse Complete Name and Spouse Birthdate . Enter these fields with the
respective information.
- Number of Dependent Children : enter the number of dependent children. This number is
the same number used for calculating tax deductions, and should follow all tax regulations
regarding applicable dependents.
Number of Dependent Children : enter the number of dependent children. This number is
the same number used for calculating tax deductions, and should follow all tax regulations
regarding applicable dependents.

### CITIZENSHIP

This section outlines all the information relating to the employeeâs citizenship. This section is
primarily for employees who are working in a different country than their citizenship. For employees
working outside of their home country, for example on a work visa, this information may be required.
Information for all fields may not be available.
- Nationality (Country) : using the drop-down menu, select the country the employee is
from.
Nationality (Country) : using the drop-down menu, select the country the employee is
from.
- Identification No : enter the employeeâs identification number in this field.
Identification No : enter the employeeâs identification number in this field.
- SSN No : enter the employeeâs social security number.
SSN No : enter the employeeâs social security number.
- Passport No : enter the employeeâs passport number.
Passport No : enter the employeeâs passport number.
- Gender : select the employeeâs gender from the drop-down menu. The default options are Male , Female , and Other .
Gender : select the employeeâs gender from the drop-down menu. The default options are Male , Female , and Other .
- Date of Birth : using the calendar selector, select the birthday of the employee.
Date of Birth : using the calendar selector, select the birthday of the employee.
- Place of Birth : enter the city or town the employee was born.
Place of Birth : enter the city or town the employee was born.
- Country of Birth : using the drop-down menu, select the country the employee was born.
Country of Birth : using the drop-down menu, select the country the employee was born.
- Non-resident : tick this checkbox if the employee lives in a foreign country.
Non-resident : tick this checkbox if the employee lives in a foreign country.

### EDUCATION

This section allows for only one entry, and should be populated with the highest degree the employee
has earned.
- Certificate Level : using the drop-down menu, select the highest degree the employee
has earned. The default options are Graduate , Bachelor , Master , Doctor , and Other .
Certificate Level : using the drop-down menu, select the highest degree the employee
has earned. The default options are Graduate , Bachelor , Master , Doctor , and Other .
- Field of Study : type in the subject the employee studied, such as Business or Computer Science .
Field of Study : type in the subject the employee studied, such as Business or Computer Science .
`Business`
`ComputerScience`
- School : type in the name of the school the employee earned the degree from.
School : type in the name of the school the employee earned the degree from.

### WORK PERMIT

This section should be filled in if the employee is working on some type of work permit. This
section may be left blank if they do not require any work permits for employment.
- Visa No : enter the employeeâs visa number.
Visa No : enter the employeeâs visa number.
- Work Permit No : enter the employeeâs work permit number.
Work Permit No : enter the employeeâs work permit number.
- Visa Expiration Date : using the calendar selector, select the date the employeeâs visa
expires.
Visa Expiration Date : using the calendar selector, select the date the employeeâs visa
expires.
- Work Permit Expiration Date : using the calendar selector, select the date the
employeeâs work permit expires.
Work Permit Expiration Date : using the calendar selector, select the date the
employeeâs work permit expires.
- Work Permit : click Upload your file , then navigate to the work permit file
in the file explorer, and click Select to add the permit.
Work Permit : click Upload your file , then navigate to the work permit file
in the file explorer, and click Select to add the permit.

## Payroll tab

Depending on the installed localization , the sections and
fields in this tab may vary considerably. Due to the specific nature of localizations and the
variety of information that may be requested in this tab, it is recommended to check with the
accounting department to fill out this section correctly.
The following fields are universal for all localizations:
- Legal Name : enter the legal name for the employee. This is the name that typically is
used for filing taxes.
Legal Name : enter the legal name for the employee. This is the name that typically is
used for filing taxes.
- Payslip Language : enter the desired language to be used when printing payslips for
this employee.
Payslip Language : enter the desired language to be used when printing payslips for
this employee.
- Registration Number of the Employee : enter the employees registration number.
Registration Number of the Employee : enter the employees registration number.
Payroll localizations

## Settings tab

This tab provides various fields for different applications within the database. Depending on what
applications are installed, different fields may appear in this tab.

### STATUS

- Employee Type : using the drop-down menu, select the type of employee. The default
options are Employee , Worker , Student , Trainee , Contractor , and Freelancer .
Employee Type : using the drop-down menu, select the type of employee. The default
options are Employee , Worker , Student , Trainee , Contractor , and Freelancer .
- Related User : using the drop-down menu, select a user in the database to link to this
employee. Important Employees do not need to be users of the database. Employees do not count towards the Odoo subscription billing, while Users do count
towards billing. If the new employee should also be a user, the user must be created. After the employee is created, click Create User at the end of the Related User line. A Create User form appears. The employee name populates the Name field by default. If the Email
Address , Phone , Mobile , and photo are populated on the
employee form, the corresponding fields are auto-populated on the Create User form. Once the form is completed, click the Save button. The user is created, and
populates the Related User field. Users can also be created manually. For more information on how to manually add a user, refer
to the Users document.
Related User : using the drop-down menu, select a user in the database to link to this
employee.
Employees do not need to be users of the database.
Employees do not count towards the Odoo subscription billing, while Users do count
towards billing. If the new employee should also be a user, the user must be created.
After the employee is created, click Create User at the end of the Related User line. A Create User form appears.
The employee name populates the Name field by default. If the Email
Address , Phone , Mobile , and photo are populated on the
employee form, the corresponding fields are auto-populated on the Create User form.
Once the form is completed, click the Save button. The user is created, and
populates the Related User field.
Users can also be created manually. For more information on how to manually add a user, refer
to the Users document.

### APPLICATION SETTINGS

This section affects the Fleet and Manufacturing apps. Enter the following information in
this section.
- Hourly Cost : enter the hourly cost for the employee, in a XX.XX format. This cost is
factored in when the employee is working at a work center . Note Manufacturing costs are added to the costs for producing a product, if the value of the
manufactured product is not a fixed amount. This cost does not affect the Payroll application.
Hourly Cost : enter the hourly cost for the employee, in a XX.XX format. This cost is
factored in when the employee is working at a work center .
Manufacturing costs are added to the costs for producing a product, if the value of the
manufactured product is not a fixed amount. This cost does not affect the Payroll application.
- Fleet Mobility Card : if applicable, enter the Fleet Mobility Card number
Fleet Mobility Card : if applicable, enter the Fleet Mobility Card number

### ATTENDANCE/POINT OF SALE

This section determines how employees sign in to either the Attendances or Point Of Sale apps, and only appear if either of these apps is installed.
- PIN Code : enter the employeeâs pin number in this field. This code is used to sign in
and out of Attendances app kiosks, and a POS system.
PIN Code : enter the employeeâs pin number in this field. This code is used to sign in
and out of Attendances app kiosks, and a POS system.
- Badge ID : click Generate at the end of the Badge ID line to
create a badge number. Once generated, the badge number populates the Badge ID field,
and Generate changes to Print Badge . Click Print Badge to
create a PDF file of the employeeâs badge. The badge can be printed and used to log into a POS system or check-in on an Attendances app kiosk.
Badge ID : click Generate at the end of the Badge ID line to
create a badge number. Once generated, the badge number populates the Badge ID field,
and Generate changes to Print Badge . Click Print Badge to
create a PDF file of the employeeâs badge. The badge can be printed and used to log into a POS system or check-in on an Attendances app kiosk.

General information
ResumÃ© tab
ResumÃ©
Skills
Work information tab
LOCATION
APPROVERS
REMOTE WORK
SCHEDULE
PLANNING
Private information tab
PRIVATE CONTACT
EMERGENCY
FAMILY STATUS
CITIZENSHIP
EDUCATION
WORK PERMIT
Payroll tab
Settings tab
STATUS
APPLICATION SETTINGS
ATTENDANCE/POINT OF SALE


Offboarding

# Offboarding

When an employee leaves the company, it is important to have an offboarding plan to ensure all necessary steps are followed, such as returning equipment,
revoking access to business systems, filling out HR forms, having an exit interview, and more.
Depending on the company, there could be several different offboarding plans, configured for
specific departments or divisions, that have different requirements and steps from the main
offboarding plan.
In addition to an offboarding plan, the employee record must be updated to reflect their
departure , log the reason why they left, close any open activities associated
with the employee, and provide them with any important documents .

## View offboarding plan

Before offboarding can begin, it is recommended to check the default offboarding plan that comes
preconfigured with the Employees app. To view the current default plan, navigate to Employees app â£ Configuration â£ Activity Plan . Click Offboarding to
view the detailed offboarding plan form.

### Offboarding plan steps

The default Offboarding plan is minimal, with two default steps (three if the Fleet app is installed). All steps are To-Do activities, and are scheduled for the day the
offboarding plan is launched ( 0 days Before Plan Date ).
- Organize knowledge transfer inside the team : The manager must ensure all knowledge the
employee has relating to their job position, is either documented or shared with colleagues so
there is no knowledge gap.
Organize knowledge transfer inside the team : The manager must ensure all knowledge the
employee has relating to their job position, is either documented or shared with colleagues so
there is no knowledge gap.
- Take Back Fleet : The fleet manager ensures any vehicles assigned to the employee are
either unassigned (available for other employees) or the next driver is assigned. This step only
appears if the Fleet app is installed.
Take Back Fleet : The fleet manager ensures any vehicles assigned to the employee are
either unassigned (available for other employees) or the next driver is assigned. This step only
appears if the Fleet app is installed.
- Take Back HR Materials : The manager must obtain any documents and materials the HR
department requires. It is recommended to check with the HR department to ensure everything
required for this step is completed.
Take Back HR Materials : The manager must obtain any documents and materials the HR
department requires. It is recommended to check with the HR department to ensure everything
required for this step is completed.

## Modify offboarding plan

The default offboarding plan is minimal, so that modifications can be made to accommodate any
companyâs offboarding needs. Every company has different requirements, therefore it is necessary to
add the required steps to the offboarding plan.
If the offboarding plan is universal, add or modify the default offboarding plan. If the offboarding
plan needed is only for a specific department, then a new plan should be created, specifically for
that department.
To modify the default plan, first navigate to Employees app â£ Configuration â£
Activity Plan , then click on Offboarding .
To modify a step, click on the step and an Open: Activities pop-up window appears. Make
any desired modifications to the step, then click Save to accept the changes and close
the pop-up window.
To add a new step, click Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window
appears. Enter all the information in the pop-up window, then click Save & Close if
there are no other steps to add, or click Save & New if more steps are needed.
Configure all the desired steps for the offboarding plan.

## Create offboarding plan

For some companies, specific offboarding plans may be necessary for some departments. For these
cases, a new department-specific offboarding plan may be needed.
To create a new offboarding plan, first navigate to Employees app â£
Configuration â£ Activity Plan . Click the New button in the upper-left corner, and a
blank plan form loads.
Enter the following information on the form:
- Plan Name : the specific name for the plan.
Plan Name : the specific name for the plan.
- Model : This field specifies where this plan can be used. In this case, in the Employees app. This field is not able to be modified.
Model : This field specifies where this plan can be used. In this case, in the Employees app. This field is not able to be modified.
- Department : if left blank (the default setting) the plan is available for all
departments. To make the plan department-specific, select a department using the drop-down menu.
Department : if left blank (the default setting) the plan is available for all
departments. To make the plan department-specific, select a department using the drop-down menu.
Next, add the various steps for the plan by clicking Add a line at the bottom of the
listed activities in the Activities To Create tab, and a blank Create
Activities pop-up window appears.
Enter the following information in the pop-up window:
- Activity Type : Using the drop-down menu, select the specific activity to be scheduled.
The default options are Email , Call , Meeting , To-Do , or Upload Document . If the Sign app is installed, a Request Signature option is available.
Activity Type : Using the drop-down menu, select the specific activity to be scheduled.
The default options are Email , Call , Meeting , To-Do , or Upload Document . If the Sign app is installed, a Request Signature option is available.
- Summary : Enter a short description for the step.
Summary : Enter a short description for the step.
- Assignment : Using the drop-down menu, select the person assigned to perform the
activity. The default options are: Ask at launch , Default user , Coach , Manager , and Employee . If the Fleet app is
installed, a Fleet Manager option is available. Note The selection for the Assignment role is in relation to the employee. If Coach is selected, the employeeâs coach is assigned to the activity. If Default user is selected, an Assigned to field appears. Using the
drop-down menu, select the user who will always be assigned this activity.
Assignment : Using the drop-down menu, select the person assigned to perform the
activity. The default options are: Ask at launch , Default user , Coach , Manager , and Employee . If the Fleet app is
installed, a Fleet Manager option is available.
The selection for the Assignment role is in relation to the employee. If Coach is selected, the employeeâs coach is assigned to the activity.
If Default user is selected, an Assigned to field appears. Using the
drop-down menu, select the user who will always be assigned this activity.
- Interval : Configure the fields in this line to determine the due date of the activity.
Enter a number in the first field, then, using the drop-down menus in the following two fields,
configure when the due date should be created; ( # ) of days , weeks , or months , either Before Plan Date or After Plan Date .
Interval : Configure the fields in this line to determine the due date of the activity.
Enter a number in the first field, then, using the drop-down menus in the following two fields,
configure when the due date should be created; ( # ) of days , weeks , or months , either Before Plan Date or After Plan Date .
`#`
When the Create Activities for is completed, click Save & Close if there are
no other steps to add, or click Save & New to add more steps, as needed.
A company specializing in after-school art programs has two separate offboarding plans, one for
the teachers working in the field, and one for office workers.
The offboarding plan for the teachers is set for the Art Program Teachers department,
and includes specialized tasks relating to those jobs. These include ensuring all art supplies
are catalogued and returned, all student feedback forms are turned in, and all access badges and
keys for the various locations are returned.

## Launch offboarding plan

After an employee has given notice (typically two weeks) or once the company has decided to
terminate the working relationship with the employee, the offboarding plan should be launched.
Navigate to the Employees app and click on the departing employee profile. Click
the Launch Plan button, and a blank Launch Plan pop-up window loads.
Using the drop-down menu, select the desired offboarding plan in the Plan field. Then,
using the calendar selector, set a date in the Plan Date field. This is typically the
day the employee gave notice, but any date can be selected.
The right-side of the Launch Plan pop-up window displays all the steps in the selected
plan, grouped by what was selected in the Assignment fields for the various plan steps.
Once the Plan and Plan Date fields are configured, click the Schedule button, and Odoo schedules everything in the plan, according to their
respective due dates. All scheduled activities appear in the chatter of the employee profile.

## Archive an employee

In Odoo, when an employee leaves the company they must be archived . This step should be done after the employee has been fully offboarded. To archive an employee, first navigate to the Employees app . From here, locate the employee who is leaving the company, and click
on their employee card.
The employee form loads, displaying all their information. Click the (gear) icon in the top-left corner, and a drop-down menu appears. Click Archive , and an Employee Termination pop-up window
appears.
Fill out the following fields on the form:
- Departure Reason : Select a reason the employee is leaving from the drop-down menu. The
default options are: Fired : Select this option when an employee is being let go, and the company has
given notice. Resigned : Select this option when the employee no longer wishes to be employed, and
the employee has given notice. Resigned: Retired : Select this option when the employee is retiring. Became Freelance : Select this option when the employee is no longer working for the
company, but is becoming a freelance worker instead. Mutual Agreement : Select this option when both parties have agreed to terminate
their working relationship.
Departure Reason : Select a reason the employee is leaving from the drop-down menu. The
default options are:
- Fired : Select this option when an employee is being let go, and the company has
given notice.
Fired : Select this option when an employee is being let go, and the company has
given notice.
- Resigned : Select this option when the employee no longer wishes to be employed, and
the employee has given notice.
Resigned : Select this option when the employee no longer wishes to be employed, and
the employee has given notice.
- Resigned: Retired : Select this option when the employee is retiring.
Resigned: Retired : Select this option when the employee is retiring.
- Became Freelance : Select this option when the employee is no longer working for the
company, but is becoming a freelance worker instead.
Became Freelance : Select this option when the employee is no longer working for the
company, but is becoming a freelance worker instead.
- Mutual Agreement : Select this option when both parties have agreed to terminate
their working relationship.
Mutual Agreement : Select this option when both parties have agreed to terminate
their working relationship.
- Contract End Date : Using the calendar selector, select the last day the employee is
working for the company.
Contract End Date : Using the calendar selector, select the last day the employee is
working for the company.
- Detailed Reason : Enter a short description for the employeeâs departure in this field.
Detailed Reason : Enter a short description for the employeeâs departure in this field.
- Close Activities : Tick the checkbox next to each type of activity to close or delete
any open activities associated with it. It is recommended to tick all checkboxes that are
applicable. The available options are: Appraisals : cancels all appraisals scheduled after the contract end date. Contract : applies an end date for the current contract. Company Car : removes the employee as the driver for their current company car, and assigns the next driver , if applicable. Equipment : unassigns the employee from any assigned equipment.
Close Activities : Tick the checkbox next to each type of activity to close or delete
any open activities associated with it. It is recommended to tick all checkboxes that are
applicable. The available options are:
- Appraisals : cancels all appraisals scheduled after the contract end date.
Appraisals : cancels all appraisals scheduled after the contract end date.
- Contract : applies an end date for the current contract.
Contract : applies an end date for the current contract.
- Company Car : removes the employee as the driver for their current company car, and assigns the next driver , if applicable.
Company Car : removes the employee as the driver for their current company car, and assigns the next driver , if applicable.
- Equipment : unassigns the employee from any assigned equipment.
Equipment : unassigns the employee from any assigned equipment.
- HR Info : Tick the checkbox next to Send Access Link to send a download
link to the employeeâs personal email address, containing all their personal HR files.
HR Info : Tick the checkbox next to Send Access Link to send a download
link to the employeeâs personal email address, containing all their personal HR files.
- Private Email : This field appears if the HR Info checkbox is ticked. If
there is a private email listed on the employee profile, this field is automatically populated. If
no private email address is on their record, enter the private email address for the employee.
Private Email : This field appears if the HR Info checkbox is ticked. If
there is a private email listed on the employee profile, this field is automatically populated. If
no private email address is on their record, enter the private email address for the employee.
When the form is complete, click Apply . The employee record is archived, an email with a
download link to their personal documents is sent to the employeeâs private email address (if
selected), and a red Archived banner appears in the top-right corner of the employee
form. The chatter logs the Departure Date and Departure Reason , and if an
access link was emailed.
While attempting to send the HR documents access link, an Invalid Operation pop-up
window may appear, displaying the following error message:
Employeeâs related user and private email must be set to use âSend Access Linkâ
function: (Employee Name)
If this error appears, click Close to close the pop-up window, then tick the Send Access Link checkbox to deselect it on the Employee Termination pop-up window.
Click Apply to archive the employee and close the selected activities on the Employee Termination pop-up window, returning to the employee form.
Once the employee form, ensure the following fields are populated:
- Private Information tab: Ensure an email address is entered in the Email field.
Private Information tab: Ensure an email address is entered in the Email field.
- HR Settings tab: Ensure a Related User is selected in the corresponding
field.
HR Settings tab: Ensure a Related User is selected in the corresponding
field.
After the necessary information is entered, resend the HR documents access link

### Send HR documents access link

If the access link was not sent when first archiving the employee on the Employee Termination form, it can be sent after the employee is archived at any point.
After an employee is archived, they are no longer visible on the main Employees app dashboard.
To view the archived employees, navigate to the Employees app dashboard, and click
the (down arrow) in the search bar to reveal a drop-down menu.
Select Archived , towards the bottom of the Filters column,
then click away from the drop-down window to close it.
Now, only archived employees appear on the dashboard. Click on the desired employee to open their
employee form. On this form, click the (gear) icon in the top-left
corner, then click Send HR Documents Access Link from the resulting drop-down menu. The
chatter logs that the link was sent.

View offboarding plan
Offboarding plan steps
Modify offboarding plan
Create offboarding plan
Launch offboarding plan
Archive an employee
Send HR documents access link


Onboarding

# Onboarding

When a new employee is hired, it is important to have an onboarding procedure that can be followed.
This ensures that information, equipment, and training are provided to the employee and any other
necessary steps for the business are assigned to the correct individuals.
Proper onboarding ensures that new employees are given all the information and tools needed to be
successful in their roles and have a smooth transition to their new job.

## View onboarding plan

Before onboarding can begin, it is recommended to check the default onboarding plan that comes
preconfigured with the Employees app. To view the current default plan, navigate to Employees app â£ Configuration â£ Activity Plan . Click Onboarding to
view the detailed onboarding plan form.
The plan form displays the following information:
- Plan Name : the specific name for the onboarding plan.
Plan Name : the specific name for the onboarding plan.
- Model : specifies where this plan can be used. In this case, in the Employees app.
Model : specifies where this plan can be used. In this case, in the Employees app.
- Department : if left blank (the default setting) this plan is available for all
departments. Limit the use of the plan to a specific department by selecting the department using
the drop-down menu.
Department : if left blank (the default setting) this plan is available for all
departments. Limit the use of the plan to a specific department by selecting the department using
the drop-down menu.
- Activities To Create : this tab lists all the onboarding steps. Each row displays: Activity Type : the specific activity for the step. The default options are Email , Call , Meeting , To-Do , or Upload Document . If the Sign app is installed, a Request Signature option is available. Summary : a one line description of the step. Assignment : chooses who completes the activity, relative to the new hire: Ask at launch : choose the user in the Assigned To field when launching the onboarding plan . Default user : choose a user who always handles this activity. Defined in the Assigned to field. Manager : assigns the employeeâs manager as defined on the employee record. Coach :  assigns the employeeâs coach as defined on the employee record. Employee : the new hire completes the activity. Fleet Manager : assigns the designated Fleet app manager. This option is only
available if the Fleet app is installed. Assigned to : this field remains blank, unless Default user is selected
for the Assignment field. If Default user is selected, this field is
populated with the selected user. Document to sign : the corresponding document requiring a signature. Interval : the time when the activity is active. Unit : the set time interval, either days , weeks , or months . Trigger : how scheduling is determined for the activity. Options are either Before Plan Date or After Plan Date . Example A laptop must be set up and registered to a new employee the day before they start work. The
person who performs this step should always be the IT Manager, Abby Jones. To configure this activity with these parameters, the Activity Type is set to To-Do , with a summary of Assign Laptop . The Assignment field is set to Default user , and the Assigned to field is set to Abby Jones . The Interval is 1 , and the Unit is set to days . The Trigger is Before Plan Date .
Activities To Create : this tab lists all the onboarding steps. Each row displays:
- Activity Type : the specific activity for the step. The default options are Email , Call , Meeting , To-Do , or Upload Document . If the Sign app is installed, a Request Signature option is available.
Activity Type : the specific activity for the step. The default options are Email , Call , Meeting , To-Do , or Upload Document . If the Sign app is installed, a Request Signature option is available.
- Summary : a one line description of the step.
Summary : a one line description of the step.
- Assignment : chooses who completes the activity, relative to the new hire: Ask at launch : choose the user in the Assigned To field when launching the onboarding plan . Default user : choose a user who always handles this activity. Defined in the Assigned to field. Manager : assigns the employeeâs manager as defined on the employee record. Coach :  assigns the employeeâs coach as defined on the employee record. Employee : the new hire completes the activity. Fleet Manager : assigns the designated Fleet app manager. This option is only
available if the Fleet app is installed.
Assignment : chooses who completes the activity, relative to the new hire:
- Ask at launch : choose the user in the Assigned To field when launching the onboarding plan .
Ask at launch : choose the user in the Assigned To field when launching the onboarding plan .
- Default user : choose a user who always handles this activity. Defined in the Assigned to field.
Default user : choose a user who always handles this activity. Defined in the Assigned to field.
- Manager : assigns the employeeâs manager as defined on the employee record.
Manager : assigns the employeeâs manager as defined on the employee record.
- Coach :  assigns the employeeâs coach as defined on the employee record.
Coach :  assigns the employeeâs coach as defined on the employee record.
- Employee : the new hire completes the activity.
Employee : the new hire completes the activity.
- Fleet Manager : assigns the designated Fleet app manager. This option is only
available if the Fleet app is installed.
Fleet Manager : assigns the designated Fleet app manager. This option is only
available if the Fleet app is installed.
- Assigned to : this field remains blank, unless Default user is selected
for the Assignment field. If Default user is selected, this field is
populated with the selected user.
Assigned to : this field remains blank, unless Default user is selected
for the Assignment field. If Default user is selected, this field is
populated with the selected user.
- Document to sign : the corresponding document requiring a signature.
Document to sign : the corresponding document requiring a signature.
- Interval : the time when the activity is active.
Interval : the time when the activity is active.
- Unit : the set time interval, either days , weeks , or months .
Unit : the set time interval, either days , weeks , or months .
- Trigger : how scheduling is determined for the activity. Options are either Before Plan Date or After Plan Date . Example A laptop must be set up and registered to a new employee the day before they start work. The
person who performs this step should always be the IT Manager, Abby Jones. To configure this activity with these parameters, the Activity Type is set to To-Do , with a summary of Assign Laptop . The Assignment field is set to Default user , and the Assigned to field is set to Abby Jones . The Interval is 1 , and the Unit is set to days . The Trigger is Before Plan Date .
Trigger : how scheduling is determined for the activity. Options are either Before Plan Date or After Plan Date .
A laptop must be set up and registered to a new employee the day before they start work. The
person who performs this step should always be the IT Manager, Abby Jones.
To configure this activity with these parameters, the Activity Type is set to To-Do , with a summary of Assign Laptop . The Assignment field is set to Default user , and the Assigned to field is set to Abby Jones . The Interval is 1 , and the Unit is set to days . The Trigger is Before Plan Date .

### Onboarding plan steps

The default Onboarding plan includes three default steps. All steps are To-Do activities, and are scheduled for the day the onboarding plan is launched
( 0 days Before Plan Date ).
- Setup IT Materials : the manager must gather and configure all IT materials.
Setup IT Materials : the manager must gather and configure all IT materials.
- Plan Training : the manager must plan the training for the new employee.
Plan Training : the manager must plan the training for the new employee.
- Training : the new employee must complete the training planned by the manager.
Training : the new employee must complete the training planned by the manager.

## Modify onboarding plan

A single onboarding plan works only if the flow works for the entire company.
If the onboarding plan is universal, add to or modify the default onboarding plan. If
department-specific onboarding plans are needed, create a new onboarding plan .
To modify the default plan, first navigate to Employees app â£ Configuration â£
Activity Plan , then click on Onboarding .
To modify a step, click on it. In the Open: Activities pop-up window, make any desired
modifications to the step, then click Save .
To add a new step, click Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window
appears. Enter all the information in the pop-up window, then click Save & Close if
there are no other steps to add, or click Save & New if more steps are needed.

## Create onboarding plan

Some companies require different onboarding plans, when there are department-specific onboarding
procedures that do not apply to the whole company. For these cases, a new department-specific
onboarding plan must be created.
To create a new onboarding plan, navigate to the desired plan and configure all the desired
steps .
A company specializing in the manufacturing and selling of outdoor metal furniture may have a
large factory that produces the products, and a separate sales office. This company may have two
separate onboarding plans, one for factory workers, and one for office workers.
The onboarding plan for the factory workers is set for the Manufacturing department,
and includes specialized tasks relating to factory jobs. These include gathering the new
employees uniform and safety gear, assigning a safety course, emailing their team about the new
hire, going over benefits, and more.

## Launch onboarding plan

After an employee has been hired and their employee profile is created , navigate to the desired employeeâs profile by clicking on their Kanban
card on the Employees app dashboard, then click the Launch Plan button on their
employee profile, and a blank Launch Plan pop-up window loads.
In the Plan field, choose the desired onboarding plan. Then, using the calendar
selector, set a date in the Plan Date field. This is typically the employeeâs first day,
but any date can be selected.
The right side of the Launch Plan pop-up window displays all the steps in the selected
plan, grouped by what was selected in the Assignment fields on the plan form .
Once the Plan and Plan Date fields are configured, click the Schedule button, and Odoo schedules everything in the plan, according to their
respective due dates.
All scheduled activities appear in the both chatter of the employee profile, and in the chatter of
the userâs with assignments relating to the plan.
If any activity assignments were configured to Ask at launch , an Assigned
to field appears on the Launch Plan pop-up window. Using the drop-down menu, select
the user responsible for all the unassigned activities.

View onboarding plan
Onboarding plan steps
Modify onboarding plan
Create onboarding plan
Launch onboarding plan


Employee retention report

# Employee retention report

It is possible to determine the retention rate for a company by modifying an existing report.
First, navigate to Employees app â£ Reporting â£ Contracts to open the Employee Analysis report. This report shows the number of all employees for the Last 365 Days , in a default Line Chart .
Next, click the Measures button in the upper-left corner,
revealing a drop-down menu. Click # Departure Employee in the list, then click away from
the drop-down menu to close it. Now, the report shows all the employees who were archived for the Last 365 Days .
To view this information in an easier format, click the (Pivot) icon in the upper-right corner, and the data is presented in a pivot table.
The various employees, organized by department, populate the rows. The columns display the following
totals: the monthly Wage , the Fuel Card budget, total Annual
Employee Budget (also referred to as the annual salary ), the number of New Employees ,
as well as the number of Departure Employees (employees who left).

## Employee retention rate comparison report

It is possible to compare data only for employees who left, compared to the total current employees,
between two separate time periods. This is commonly referred to as the employee retention rate .
To view these metrics, first open the Employee Analysis report by navigating to Employees app â£ Reporting â£ Contracts . Click the (Pivot) icon in the upper-right corner to view the information in a pivot table.
Next, click the Measures button in the upper-left corner,
revealing a drop-down menu. Click # New Employees , Annual Employee Budget , Fuel Card , and Wage in the list, to deselect these metrics and hide them in
the table. Then, click Count at the bottom of the list to enable that metric.
Click away from the drop-down menu to close it. Now, the report shows all the employees who left the
company ( # Departure Employee ), as well as the total number of employees
( Count ), for the Last 365 Days .
To compare the data for the current year with the previous year, click the (down arrow) in the search bar, revealing multiple filter and grouping options. Click Last 365 Days in the Filters column, to turn off that
filter. Then, click Date , and click the current year (in this example, 2024 )
from the resulting drop-down menu.
Once a selection is made beneath Date in the Filters column, a Comparison column appears. Click Date: Previous
Year in the new column, then click off of the drop-down menu to close it.
In Odoo, in order to access the Comparison column, a specific time other than Last 365 Days must be selected. If not, the Comparison column is not visible.
Now, the pivot table displays the total number of employees who left the company ( #
Departure Employee ), as well as the total number of employees ( Count ) in the columns.
These are further divided by the two different years, and also displays the Variation between the two.
The rows display the departments, and lists each individual employee for each department, in the
rows.
For a more concise view of this report, click Total above the
top row of the departments and employees, to collapse the rows. Now, the table presents the total
number of employees who left the company for both years, compared to the total number of employees
for both years, including the difference, in a percentage.
In this example, 3 employees out of 83 left in 2023, and 8 employees out of 202 left in 2024. There was a 166.67% increase in the
employees who left in 2024 as compared to 2023. Additionally, there was a 143.37% increase in the total number of employees in 2024 as compared to 2023.
To view more detailed rates for each department, click Total in
the single row, revealing a drop-down menu, and click Department . Click away from the
drop-down to close it, and now the pivot table displays the total number of employees who left
( # Departure Employee ), the total number of employees ( Count ), and the Variation (in a percentage) for both 2023 and 2024, organized by department.
In this example, it can be determined that the Management department had the best
retention rate in 2024 as compared to 2023, with a Variation rate of -100% . Additionally, it can be determined that the Management / Research &
Development department had the most turnover, with a Variation of 300% .