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Employee Management Best Practices

Following best practices helps you maintain accurate employee data and use the system effectively.

Data Entry Best Practices​

Consistent Naming:

  • Use consistent name formats
  • First name, then last name
  • Avoid nicknames in official records
  • Keep names standardized

PIN Management:

  • Use unique PINs for each employee
  • Document PINs securely
  • Change PINs when needed
  • Don't use obvious sequences

Department Assignment:

  • Assign all employees to departments
  • Keep department assignments current
  • Review assignments regularly
  • Update when employees move

Employment Type Accuracy:

  • Select correct employment type
  • Update if employment status changes
  • Ensure payroll calculations are correct
  • Review employment types periodically

Employee Status Management​

When to Set Inactive:

  • Employee leaves the company
  • Extended leave of absence
  • Termination
  • Temporary suspension

When to Keep Active:

  • Regular employees
  • Part-time workers
  • Seasonal employees (during season)
  • Employees on short leave

Status Review:

  • Regularly review inactive employees
  • Remove truly terminated employees
  • Reactivate returning employees
  • Keep status current

PIN Security Best Practices​

For comprehensive PIN information, including security best practices, see Understanding PINs.

Key Points:

  • Use unique PINs for each employee
  • Share PINs securely with employees
  • Change PINs if security is compromised
  • Document PIN assignments

Regular Maintenance​

Monthly Reviews:

  • Review employee list for accuracy
  • Check for duplicate entries
  • Verify department assignments
  • Update employment types if needed

Quarterly Audits:

  • Review all employee profiles
  • Verify compensation information
  • Check PIN assignments
  • Update inactive employees

Annual Cleanup:

  • Remove truly terminated employees
  • Archive old employee data
  • Review and update all information
  • Ensure data accuracy

Common Mistakes to Avoid​

Data Entry Errors:

  • ❌ Misspelling employee names
  • ❌ Using duplicate PINs
  • ❌ Incorrect employment types
  • ❌ Wrong department assignments

Status Management:

  • ❌ Forgetting to set employees inactive
  • ❌ Not reactivating returning employees
  • ❌ Keeping terminated employees active
  • ❌ Not reviewing status regularly

PIN Issues:

  • ❌ Using obvious PINs (1234, 0000)
  • ❌ Sharing PINs between employees
  • ❌ Not changing compromised PINs
  • ❌ Not documenting PIN assignments

Organization Problems:

  • ❌ Not assigning departments
  • ❌ Incorrect employment types
  • ❌ Missing salary information
  • ❌ Outdated employee information

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