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New Starter Process

This article walks you through how to set up the new starter process.

This article will guide you through the screens that you have to fill out in order to add a new hire or rehire a previous employee in the Cezanne system.

It contains the following sections:

  1. Activate the Process
  2. Start the Process

1. Activate the Process

Navigate to: Administration >> Setup & Security >> Processes >> Activate Process Flow >> Employee Administration

1. Select Enter a New Starter.
2. Click Next.
3. Enter a name and description for the process. If you don’t need to name it, just skip to the third screen.
4. The system administrator can define which information is relevant and so which screens the process will guide you through when entering a new starter.

Note:

  • Some information, such as Person and Employment Details, is mandatory and cannot be switched off. Other information is optional and it depends on the company if it wants to manage it or not, such as the emergency contacts.
  • If you are also using Cezanne's payroll module there will be other details that will need to be filled in for the employees pay to process correctly. These are detailed below.  
5. It is not recommended to change any of the default settings on this screen, so just click Go to activate the process.

2. Start the Process

There are two ways that the process can be started, depending on if the new employee has previously worked for the organisation:

New Hire

If you are hiring an employee for the first time, you will need to use the Add New Hire process.

Navigate to: People >> Add New Hire

1. Enter the required information on the pop-up. (If you don't select a Hire Date, it will default as today's date).
2. Select Start Process.

Rehire

The Rehire button appears on the Employment Details and Personal Summary screens for people who have a previous employment record.

Navigate to: People >> Search for a Person >> Employment >> Employment Details.

1. Select Rehire.
2. Enter the Hire Date. (If you don't select a Hire Date, it will default as today's date).
3. Select Start Process.

Note:

  • You may need to use the All People search to find the person that you are rehiring.
  • The Rehire button also appears for people with no employment record.

Once the process has started, work through it following the instructions below:

1. Fill out the fields on the Personal Information screens:
    • Start with Person Details
    • Then move on through the tabs: Picture, Marital Status, Disabilities, Alternative Script Names
    • Next fill in the data for the other screens in the side menu: Contact Details, Identification,  Bank Details
    • If you are using the Payroll Module the following fields must be filled out: Gender, Identification, Bank details.
    • For Payroll you must record gender as male or female ONLY, using the gender on the employee's birth certificate or Gender Recognition Certificate (if applicable)
    • The Identification type should be National Insurance Number.
    • Employees can update their identification type and bank details through their self-service account.


 

Note:

  • Click Save at the bottom of the screen to save your changes before switching to a new section from the side menu.
 
2. Move to the next section by clicking the right arrow at the end of the top menu:
 
3. Fill in and complete each of the screens in the side menu, as well as any tabs within them.
payroll code
For any clients using payroll, use either the employment ID/person code as the payroll code. 
4. Continue to enter data into the remaining sections, moving between them as needed using the left and right arrows.
5. When you get to the last step in the process, the Complete Process button will appear. Click this button when you are happy to finish the process.
6. The following message will appear:

Note:

  • If, for some reason, you are unable to finish the task in just one session, but still want to keep what you have done, click Save and then Finish Task Later.