--- title: "Employee Settings > Employee Basic Settings R12" canonical: "https://technology.bytangram.com/space/TGKB/633798735/Employee%20Settings%20%3E%20Employee%20Basic%20Settings%20R12" format: markdown --- **Employees** are created in the resource module and are usually controlled by a system administrator, designated role(s) or person(s) within your agency. Once an employee is initially created there is additional information that can be set against the employee record. In this article we look at the options in the **Employee basic settings** tab. | **ON THIS PAGE YOU WILL FIND:** | | --- | | > Macro (toc) | --- ## UPDATE EMPLOYEE BASIC SETTINGS - In the **resources **module > **employee settings grid** - Select the **employee** > open the **employee card** - Go to the **settings **> **employee basic settings** ![image](media://5ed187e4-24c4-4499-98ed-e78e46304fbe) - From here you can update the following general employee information. > ℹ️ Fields highlighted in blue are compulsory | | | | --- | --- | | **FIELD** | **DESCRIPTION ** | | **Name*** | Name of the employee | | **License Type*** | Select the options from the drop-down list
- System administrator: this type will give the user with highest permission in WorkBook system and there will be no restriction can be applied on this type of user. - Advanced user: usually be selected for those users whom require to access and manage project, timeline, estimate, resources, and finance. - Basic user: usually be selected for normal employee who only need to do timesheet, received task assignment, collaborate with the team on tasks. - Employee without access to WorkBook: usually be used when you have the employees that you want to manage them in WorkBook but don’t want to grant the access. - Scheduling resource. (Access denied): usually be created based on the roles or positions that is used as a place-holder during the scheduling process.
> 📝 The last 2 options do not cost any license fees. To learn more about how to use them, refer to the 2 articles below. > 📝 > 📝 [https://tangram.atlassian.net/wiki/spaces/TGKB/pages/616136876](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/616136876) > 📝 > 📝 [https://tangram.atlassian.net/wiki/spaces/TGKB/pages/613187745](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/613187745)
> ⚠️ Make sure you have available Advanced Licenses when selecting either options “System Administrator” or “Advanced User”; and available Basic Licenses when selecting “Basic User”. | | **Access Role*** | Depending on the option selected under “License type”, the options here will be populated accordingly. WorkBook uses the “Access role” to control the permissions of what the users can see and do.
Select the access role for advanced and basic users.
> 📝 The options will depend on your WorkBook setup. Please contact your System Administrator or your Tangram Consultant if you are not sure what to select here. | | **Company*** | Select the company the employee belongs to | | **Manager*** | Employee’s Supervisor - usually used as part of an approval process | | **Traffic Manager** | Employee’s Traffic Manager - usually used as part of an approval process | | **Timesheet Approver*** | Select a timesheet approver from the drop down - usually used as part of an approval process | | **Email format** | HTML or Attachment | | **Profit Centre/Department*** | The profit centre or department the employee belongs to
> 📝 This will depend on your WorkBook setup. | | **Position** | Select from the available options in the dropdown list. In some instances this may be the related to the type of work they do rather than their job title.
> ℹ️ See [https://tangram.atlassian.net/wiki/spaces/TGKB/pages/603029723](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/603029723) for creating and managing positions. | | **Default Activity** | The employee’s primary activity, e.g. copywriter | | **WorkBook Language** | Default WorkBook Language - in most instances, this will be the same as your default system language. Consult your WorkBook implementation consultant if you’re unsure. | | **Default Report Language** | Should be the same as WorkBook language | | **Report Profile*** | Defines the employee’s access level to reports, usually inline with their license type, i.e. advanced or basic | | **Substitute Employee** | Select an employee to receive notifications and approvals in the absence of this employee | | **Price Group** | Select from the drop down list if this is part of your implementation process | | **Social No.** | Employee’s social security, national insurance or tax file number | | **Employment Type** | Is this employee permanent, fixed-term contract or freelance? | | **Weekend Type** | What days are considered the weekend for this employee? This usually will depend on the employee’s location. | | **First Day of the Week** | What day is considered the first day of the working week? This usually will depend on the employee’s location. | | **Holiday Calendar** | Choose the correct holiday calendar in order for the employee to be blocked out for the correct public holidays.
> 📝 Particularly important if you have multiple holiday calendars setup for different regions. | | **Holiday Calculation Method** | Holidays can be calculated by four different methods:
- One day off = one holiday - Longest day from capacity profile - Average calculated from capacity profile - Average defined on employee holiday period | | **Reference Key** | This field should only be completed if it’s part of your WorkBook implementation | | **External Code** | This field should only be completed if it’s part of your WorkBook implementation | | **Date of Birth** | DOB details | | **Gender** | Gender details | | **Start of Employment** | Employee's start date - defaults to creation date | | **End of Employment ** | Date the employee’s contract expires
> ⚠️ Recommend to leave blank unless the employee will not be employed by the company after the end-date. | | **Domain Log In Name** | Used for domain validation by some organisations, enabling employee to sign in with the same password for all applications
> 📝 SAML authentication will need to be setup for this | | **Username*** | Employee’s login name. You can decide the format, however it is recommended to use the same format for all employees, e.g. email address | | **User must enter timesheet** | Check the box if timesheets are compulsory for this employee | | **Receive timesheet notification email** | Check the box if this employee should receive a timesheet reminder email | | **Time entry dialogue to appear upon login** | Check the box if you would like the time entry dialogue box to appear upon login - this means timesheets must be completed before an employee can access WorkBook. | | **Full Client Access** | Check the box if this employee should have access to ALL clients | | **Allow user to create new tags** | Check the box if this employee should be able to create tags
> 📝 Note: Tags are global so if an employee creates a tag it will be available for all employees to use | | **Allow user to create new skills** | Check the box if this employee should be able to add new skills to the system | | **Allow saving of new job based templates** | Check the box if this employee should be able to create templates e.g. price quote and scheduling templates | --- ### Related articles > Macro (contentbylabel)