Before getting started
Employee files are the central element in the Lucca platform. This is where you'll be able to enter all of the information (contract start date, roles for each solution, work cycle, bank account information, etc.) specific to each employee. Without a user file, the user will not be able to access the platform and use the solutions.
To create or delete employee files in their interface, you need the "Create/delete employee" permission. You can specify the restriction scope.
Adding a new employee
You need to follow the steps set out below to the letter. To access the file creation feature, go into the "Employees" menu, then head to "HR file" if you have signed up for the Core HR solution, or "User files".
On the lower-right of the screen, you'll see the "Create a new employee" button, which opens a new pop-up for creating a new file:
Previously, the pathway for creating a new user file didn't follow a particular logic: it was just a list of fields to be filled out. We've completely redesigned it. We've created a more fluid process that is now split into multiple steps. Each step corresponds to a data category, so it's easier to switch from personal data to creating a contract.
First, the administrator enters the new employee's personal information (first name, last name, professional email address, and potentially their personal email address). Secondly, the admin selects the associated establishment from a drop-down list. Lastly, they select a contract from the list of their templates.
After the personal information, establishment, and contract, the administrator can then complete the fields for the new employee's job: job title, qualification, associated department, and manager. The administrator can check the box "The employee is their own manager", if needed.
All that's left is the application information, which is needed to ensure that the Lucca apps work properly. This data will not be shown in the public HR file. It includes the Lucca login, a checkbox to select whether a Lucca account needs to be created for the employee (this means creating their login details; an email for their first login will be sent to the future employee), and the primary role needs to be selected from a drop-down list, along with secondary roles.
Notify the employee by email
With the "Notify the employee by email" option, you can let the employee know that their file has been created.
Here's the email that the employee concerned will receive. This notification email will contain a link allowing them to create their password and obtain all of the elements needed to access the platform.
Additional data
For example, if you have Timmi Absences, you cannot forget to fill out the "Payroll number", "Occupation category" and "Timmi Absences application profile" fields in order for entitlements to be correctly credited.
For Cleemy Expenses, you'll need to remember to enter the employee's bank account information (IBAN, BIC) if you've decided to manage the expense report payments via SEPA transfer. There's another field that's required for Cleemy Expenses: the application profile. This element will let you define the types of expenses that the employee can access when submitting their expense reports.
Default values
To save you time when creating employee files (especially if you have busy hiring periods), default values will be suggested in the various fields. You can customize these values. To do this, go into the "Settings" menu, then head to "Default values".