OrchestraHCM Employee Center Module
🎯 Purpose
The OrchestraHCM Employee Center Module is designed to enable the centralized management of employee data. Your company's legal structure is set up within this module. At the very top, the company code is created, followed by the definition of personnel areas and personnel subareas. At the same time, employees are grouped through employee groups and employee subgroups according to time management and payroll calculations. In this module, you can store and track all the necessary information about your employees historically. Employee information is stored in tables called infotypes within the system. Employee personal data is stored encrypted within the system.
From initial hiring to organizational and promotion changes to employee documents, you can manage all your employee data through standard screens. If the standard fields in the system do not meet your needs, you can create additional infotypes. Likewise, if you want to make changes to the screens, you can also make these changes with a drag-and-drop method, without writing any code.
Managed with the Employee Center Module:
- Company structure - Company code, personnel areas and subareas
- Employee groups - Grouping for time management and payroll calculations
- Employee personal data - Encrypted, secure data storage
- Infotypes - Systematic organization of all employee data
- Historical records - Hiring, promotion and organizational changes
- Employee documents - Digital document management and archiving
Employee Center is the core module that enables you to manage all of your company's employee data centrally.
📚 Key Concepts
Key concepts you should know before using the OrchestraHCM Employee Center module:
Company Code
The highest-level unit that has a balance sheet. It is identified by a unique four-character code and forms the legal structure of the company. Personnel areas are attached under the company code. Multiple company codes can be defined in the system.
Personnel Area
Regions attached to company codes. Used especially for groupings such as reporting and legal regulations.
Personnel Subarea
These are worksites. They are attached under personnel areas. They hold information about which worksite an employee works at. In Turkey, they can be linked to the SSI (SGK) worksite number.
Employee Group
The grouping of employees from a government perspective. Groupings such as regular, retired, miner, athlete and apprentice are used.
Employee Subgroup
More specific subcategories of employee groups. Employee subgroups are used to distinguish employees who differ in particular in payroll, time management and authorization matters.
Infotype
Standard data structures in which employee data is stored. Each type of information, such as personal details, education status or family status, is kept encrypted in a separate table. Each infotype is represented by a four-digit number.
What are infotypes used for?Action
Automated process steps defined for processing and updating employee data. These are transactions that must be stored historically, along with their reason. Examples include hiring, promotion and leaving. Actions and their reasons can be customized.
💡 Practical Tip:
Once you understand these concepts, you can start using the Employee Center module. Each concept will appear with practical examples within the system.
📚 User Documentation
With the OrchestraHCM Employee Center module, you can manage your employee processes step by step with the help of the guides below:
Hiring
Register a new employee in the system and fill in the required infotypes. With the hiring action, the employee's legal records are created automatically.
People Reporting
List all of your employees using filters and search criteria. View personnel lists that are active, inactive or based on specific criteria.
Entering Employee Data
Record the employee's personal, employment and organizational information through infotypes. Data is stored historically and can be queried retroactively.
Leaving
Start the leaving action to record the employee's reason and date of leaving. All related infotypes are updated automatically, creating the required legal records.
Deleting Employee Records
Completely delete employee records that were entered into the system incorrectly. Since this action cannot be undone, it should only be used for records that have not yet been processed.
Batch Inputs
Upload large numbers of employee records to the system at once using Excel or template files. Ideal for large company migrations and periodic data updates.
Ad-Hoc Reporting
Build custom queries on employee data using advanced filters. Report the results and integrate them into your analysis and decision-support processes.
💡 Important Note:
Before entering employee data, the department and position structure must be set up in the Organization Management module. Employee assignments cannot be completed without this structure.
⚙️ Customizing Steps
You can access detailed documentation for the configurations you will make in the OrchestraHCM Employee Center module here.
Start Your Digital Transformation with OrchestraHCM
OrchestraHCM is a fully flexible, modular, and configurable Human Resource Management System (HRMS) platform. You can quickly set it up for your company or clients, customize it according to your needs, and start using it immediately.
Set up your system now, or contact us if you want to explore a partnership. Step into a new era of human resources management with OrchestraHCM!
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