Employees

Employee records are a separate module. SeleKtivo switches it on for your company; when it is on, the menu has the item “Employees”.

The record

“New employee” opens a record. First name, last name and legal entity are required; you decide which other fields are required.
A record holds personal data, employment, the contract, education, certificates and licences with their expiry date.
When you change the department, job title, manager, contract or status, enter the date from which the change applies. The earlier state stays in the history.
For an employee who leaves, change the status to “Employment ended” and enter the date.

Salary, personal documents and family data are not kept until the administrator switches them on in “Employee settings”.
Only a user to whom the administrator gave that permission sees them. The administrator must grant it to himself or herself too.
A section opens with the “Show” button. Every opening goes into the log.
The list and the search do not contain this data.

Open “Employee settings”.
For each user choose whose records the user sees: none, own team or all.
Tick whether the user may edit records, see salaries and see personal documents and family data.
A manager with the permission “own team” sees the basic data of the people who report to that manager. The link is the work e-mail in the manager's own record. The manager sees the team's salaries and personal documents only if you tick those permissions.

In “Employee settings” the administrator adds fields the company keeps itself, for example a vehicle registration plate. For each one the administrator chooses the kind, whether it is required, whether the employee sees it and whether it is sensitive.
“Export to Excel” exports the employees from the list. Salaries and personal documents are included only if a user who has the permission ticks them.
“Import from Excel”: download the template, fill it in and upload it. The program shows what it would save; nothing changes until you confirm.
“Organizational chart” and “HR dashboard” show who reports to whom, numbers by department and dates that are about to expire.

“HR assistant” answers questions about your employees: how many there are, the ratio of women to men, average age and length of service, whose contract, probation period or licence is about to end. The program works out the answer from the records, without AI. You can also pick one of the reports on offer (“Ready reports”).
When a field is not entered for everyone, the answer says how many employees it rests on. A user who does not see individual data is not shown figures for a group of fewer than five people; you change that number in the settings.
You decide who may ask in the permissions table: numbers only, or answers with names. “Salary totals” gives average salaries without individual amounts.
In “Assistant's documents” upload procedures and rulebooks. Questions about the company's rules are answered by AI, only from those documents, and the answer names the document. Those answers use the company's credit.
You switch AI on in the settings, under “AI in the assistant”. The monthly price is taken from the company's credit when you switch it on, and then every month while AI is on. The monthly budget limits what AI answers may cost.
The assistant also has its own address, shown in the settings. You sign in there as you do in the program: e-mail address and password, then the code from the e-mail. Employees ask from the documents on their portal, if you switch that on.

A former employee's record is deleted automatically when the keeping period ends. You enter the period; the default is 72 months.
SeleKtivo support does not see your employees. You can approve access for 24 hours in the settings.
When you switch on “Employee sign-in” in the settings, an employee signs in with the work address and a code from an e-mail, sees his or her own record and can send a correction request.