Employee Management: Help Guide

Learn how to add, manage, and rehire employees in Japfu with this step-by-step guide. Streamline employee onboarding and workforce management efficiently

Adding an Employee

Step 1 - Go to Employees

On the Employees Feature page click on Add Employee.

All employees dashboard in japfu's software

You will be presented with two options:

Invite via Link – This option initiates a self-onboarding process for the employee

Onboarding – This option allows you to manually add the new employee's information.

Let us now review the onboarding process in detail.

Step 2 - Add Basic Details

The onboarding process begins by entering the employee’s basic information, including their name, date of birth, gender, and other relevant details.

Step 3 - Add Contact Details

Next, you will provide their contact information like their mobile number and their email ID.

Step 4 - Add Current Address

Mention the current residential address. Upon entering the postal code, the system will automatically populate the city, state, and country fields.

Step 5 - Add Employment Details

This section keeps track of the type of employment, the category of the employment, the joining date, the SSN and if the employee if a US Citizen. Here, you have the option to select the "Enable User Access" feature. This grants the employee the ability to update their own documents and bank details at a later time.

Step 6 - Add Emergency Contact

The final step in the general details section involves entering an emergency contact for the employee. Once this information has been completed, click the "Save and Continue" button to successfully add the employee.

Note: You can either proceed to add the employee's documents and bank details immediately or choose to complete this task at a later time through the "Manage Employee" section. If you selected the "Enable User Access" option, the employee will be able to update their own documents and bank details independently.

Step 7 - Work Authorization Documents

Here you can upload your work authorization documents like the Passport, I-94 or your Visa. Simply click on the plus symbol, select the specific document you want to upload and add the document. Maintain the validity of the permit and click on Save & Continue.

Step 8 - Add Education Details

Add any education certificates of the employee.

Step 9 - Add Personal Details

This allows you upload personal documents such as the Driving License, the SSN or any other document you would wish to upload for the employee.

Step 10 - Add Bank Details

Start by uploading your I-9 document and W-4 form, followed by your bank details. Make sure to review the details. Click on Finish and with this you have successfully added an employee.

Self-onboarding

To onboard employees via an invite link, please follow the below steps. Please note the self onboarding feature is only applicable for Consultant level employees.

Step 1

From the dashboard, head to the Side navigation bar.

Step 2

Select Employees.

Step 3

Click on the + Add Employee button.

Step 4

Click on Invite via Link.

Step 5

Fill the basic form and add email to send the onboarding link

Step 6

The Employee gets the link and is asked to fill up the form after accepting the Offer.

Note - The employee has 3 days to accept the offer. If the employee fails to do the same, the request will come to the Re-request zone where you have 7 days to send the request again. If no action is taken, the link gets expired.

Step 7

If the offer is accepted the status of the employee changes to Offer accepted in the system. However, the the employee has to fill all the details and click on the last Submit button. Otherwise, the status will still be considered as Offer Not Accepted.

Bulk Uploads

To onboard multiple employees, their placement details and documents at once, go to Employees and click on the Bulk Upload option.

In the Employee Details Section, download the provided template.

Here, you can add the details of all your employees and re-upload the document. Next, a breakup of the Total Employees List, Successfully Uploaded and Errors will be displayed.

A table will show you the records which hold an error. These records can either be accepted or deleted.

Click on Next to proceed to Placement Details.

Here, the Placement Details of the employees being onboarded must be recorded. Download the template, fill in the necessary details and re-upload the template.

A summary of the uploaded employees, including the total, successfully uploaded, and those with errors, will be shown. A table will display the erroneous entries, which can then be accepted or deleted.

Click on Next to proceed to Documents

A downloadable ZIP folder will be provided, containing individual folders for each employee, labeled with their employee ID and name. Within each employee’s folder, there will be subfolders for specific document types. You can place the relevant documents into their respective folders and then upload the entire ZIP folder in one go.

Click on Next to review the documents uploaded for each employee.

Click on the Finish button to successfully complete the bulk upload.

Managing Employees

To edit any details of an employee, go to the employees page, click on View Employee. Here, you will be able to see the same headers as while adding a new employee. To edit the details, select the section you wish to modify and click the edit icon.

After making the necessary changes, click Save to confirm and apply your updates.

Offboarding An Employee

Go to the employee page and click on View Employee for the employee you wish to offboard. Click on the three dots and select the Offboard Employee option.

You will be prompted to pick the end date for the offboarding of the employee and the progress will be shown one week before the last working day. You will be provided with a checklist of best practices before offboarding the employee.