Creating custom employee notes is an excellent way for HR and Payroll to store data about employees and set reminders.
Example Use Case: Changing Employee Data
For example, an employee has opted out of a pension and requires a refund. You can leave a note with a reminder in payroll.
That way, when payroll is being calculated, the person in charge can preview the note and ensure that a refund is processed as expected.
Employee Notes
The employee notes are found within the employee page under the Notes tab.
Each note will also include the date it was created, the reminder date, and can be edited/viewed in more detail by clicking the eye icon.
Adding New Notes
At the top of the employee profile, click Add Note.
A modal box will appear where you can enter the Note Details. Once you have filled these in, click Create Note to save the note.
Notes in Payroll
If you marked the note with a reminder in payroll, in that payroll you will see a Notes button next to the Calculate button.
Clicking on the notes will show every note available for that employee, for that specific period.
Once you have actioned a note, you can click Done, and it will no longer be shown under the Notes section in payroll.
Should you prefer to keep seeing the note, you can continue without pressing 'Done'.
Exporting Notes as a Report
From the Reports section, you can export a report of all employee notes using the Employee Notes Report.
The report will include:
- notes that were created within the given date range
- notes which reminder date is within the given range
Utilise this to preview the notes in bulk ahead of payroll.