Employee contacts

This section stores details of any third party contacts for this employee, e.g. next of kin, medical and so on. If the contact already exists within payroll, you can use the existing details as a contact for this employee.

Viewing or Adding Employee Contacts:

  1. Once the employee file is open, select the Contacts node on the left.
    Any existing contacts are displayed on the right.
  2. Select a contact to Edit it, or click the Add New button to create a new one by completing the following information:
Field Explanation Wizard
Title Select a title for the contact from the list or click <<Add New>> to create a new title. Step 4 of the Employee Creation Wizard - "Emergency Contact"
Surname Enter the name details for the contact person.
First Name
Middle Initial
Preferred Name Enter the name they prefer to use, if this is different to their specified first name.
Relationship From the drop-down list select the relevant relationship for the contact, such as Husband or Mother, or click <<Add New>> to create a new contact type.
Dependant Tick this option if the contact is also a Dependant of the employee.
BirthDate If known, add the contact's birth date using the calendar via browse button.
Sex Select the gender for the contact person from the drop-down list.
Contact Type Select the type of contact such as Next of Kin or Medical Practitioner, from the list or click <<Add New>> to create a new contact type Step 4 of the Employee Creation Wizard - "Emergency Contact"
Email Add the email address for the contact person.
Email (Other) Add a secondary email address if available.  
Web Address Enter a web address or URL for this contact.
Preferred Contact Select if this contact is the one the employee would like to have contacted first if the need arises.
Comments Add any notes relevant for this contact.
Preferred Address Enter the Address Type, Country and address details for the contact person.
Phone Click on the to add phone numbers. Multiple phone numbers can be entered, e.g. Mobile, Home, etc.

Using an Existing Employee as a Contact:

  1. Open the employee file.
  2. Select the Contacts node on the left and click on Add New at the top of the right hand side.
  3. Type the contact’s surname in the Surname field; a window will display a list of matching Employees and Employee Contacts. There may be more than one entry per employee, if that employee is also a contact for departments, cost centres or other entities.
  4. Double click the required entry to insert details into this contact.

Contact addresses:

  1. Select Contacts node | Contact's name | Addresses.
    The Address node will open showing any existing addresses on the right.
  2. Select an address to Edit it, or click Add New to create a new one.

Phone numbers:

To add phone numbers for a contact:

  1. Select Contact | Contact's name | Phone Numbers.
    The Phone Numbers node will open showing any existing phone numbers on the right.
  2. Select a number to Edit it, or click on the Add New button to create a new one.
  3. Complete the following fields, as required:
Field Explanation Wizard
Phone Type This may include types of phone numbers, such as Home, Mobile, Direct Line. Select the appropriate type for the number you are adding, or if necessary select <<Add New>> to create a new phone type. Step 4 of the Employee Creation Wizard - "Emergency Contact"
Preferred Number Tick this box if this phone number is the main number to use for this contact.
Number Enter the number here. Step 4 of the Employee Creation Wizard - "Emergency Contact"
Extension If there is an additional extension number associated with this Number, enter it here.
Comments Add any notes relevant for this phone number.
  1. Click OK to save the new number and close the Phone Numbers window.

Is Contact For:

  1. Select Contact | Contact's name | Is Contact For.

The Is Contact For node will open showing the link between the employee and the contact.

  • This screen pulls together information from other tables and lists the associations with the contact. Information cannot be added directly into this screen.
  • All contacts will always be a contact for themselves, but some contacts will have additional associations. For example:
    • An employee may work as an Account Manager and therefore they may be listed as contacts for the relevant external Institutions/Companies.
    • Or, an employee may be a Health & Safety Representative and because of this may be listed as the contact for a First Aid training organisation or a workplace health & safety agency.

To view/edit existing numbers:

  1. Click the expand arrow to the left of the Contact name.
  2. Continue expanding until the Phone Numbers node is displayed - select this.
    The right hand panel will display all phone numbers for the contact.
  3. Double click a number to Edit it, or click on the Add New button to create a new one.
  4. Click OK to save the new number and close the Phone Numbers window.