Edit employee details

The information under Basic information cannot be added or edited in Employee.

• Employee number, name and pay type are retrieved from the payroll program. Read more in the topic Anställda, fliken Personuppgifter (in Swedish).
• Email and mobile phone number are registered under at spiris.se and are automatically transferred to Employee.

Email

If you want the employee to be able to receive reminders via email, the employee's correct email must be registered.

If you need to update the email, you select Change email address/mobile number to get to the login page for Spiris where this information should be updated. Read more in the topic Byt e-postadress i Spiris (in Swedish). The update is then transferred during the next synchronisation against the payroll program.

Name, email address, and mobile number can only be changed by the employee. Changes to other details can be made either by an administrator for Spiris, or by the employee. If the employee is registered in more than one company, the administrator cannot change any details; it must be done by the employee.

When you change details in Spiris, they are also updated in the payroll program. The information in Employee/Payslip is then updated during the next synchronisation with Visma Lön 300/600.

Mobile phone number

Name, email address, and mobile number can only be changed by the employee. Changes to other details can be made either by an administrator for Spiris, or by the employee. If the employee is registered in more than one company, the administrator cannot change any details; it must be done by the employee.

When you change details in Spiris, they are also updated in the payroll program. The information in Employee/Payslip is then updated during the next synchronisation with Visma Lön 300/600.

If the company is using the approval process, either the payroll administrator or the approver must approve the employees' time reports before they can be transferred to the payroll program. The approver only has the authority to approve time reports for employees they are responsible for, as opposed to a payroll administrator who has the right to approve and adjust time reports for all employees.

This is where you enable approval settings for employees as well as choose who should be approving an employee's time reports.

Check the box next to Approver if you want the employee to be responsible of approvals. Under Approval - Time reports you then enter which employees they should be responsible to approve for. Read more in the topic Approvers.

To select who should be responsible for approvals for the employee, check Approver and click on the arrow to select responsible for approvals.

If there are time reports that haven't been submitted, approved, or accepted, a reminder is shown on the start page on Employee. You can also send reminders via email to employees and approvers.

Employees for which a box is checked next to Company settings, will get reminders according to those settings. You set up the company's reminder settings under Settings. Read more in the topic Company settings.

If you select Customised settings, you can choose to have the employee receive a reminder via email. The correct email address must be entered under Basic information.

Here you see which work schedule that is assigned to the employee. If you want to change work schedule you can either do it from here or from Scheduling - Work schedules. The second option is useful if you want to change/add work schedules for several employees at the same time. Read more in the topic Assign employee to work schedule.

Under Change work schedule you see all the work schedules that have been added in the company. Select the icon in the Show column to show the settings for the work schedule.

Select which work schedule to use for the employee and enter under Valid from when the work schedule should apply from. If the work schedule contains more than one week, the week for which the work schedule should start rolling is entered next to the Start-up week field.

Select Show overview of change of work schedule to see when changes of work schedules were made for the employee. When a row is active you will see icons for editing and removing changes of work schedules in the Actions column. Select the icon in the Show column to show the settings for the work schedule.

Here you see which agreements that are assigned to the employee. If you want to change agreement you can either do it from here or from Agreements. The latter is good if you want to change or add agreements for several persons at the same time. Read more in the topic Assign employee to agreement.

Under Change agreement you see all the agreements that have been added in the company. Select which agreement to use for the employee. Under Change agreement you can also select whether the employee should have non-regulated working hours. Under Valid from you enter when the agreement starts to apply.

Select Show overview of change of agreement to see when changes of agreements were made for the employee. When a row is active you will see icons for editing and removing changes of agreements in the Actions column.

For employees who have agreements that manage flexitime, the current flexitime balance is shown under Flexitime balance. Registrations for future periods are included in the balance. If adjustments of the flexitime balance have been made by the payroll administrator, these are also included in the flexitime balance.

Under Adjust flexitime balance you can manually adjust the balance by entering how much the balance should increase or decrease by. You can also enter what balance that should apply after the adjustment next to hrs:min.

An adjustment of the flexitime balance can be used:

• when the company starts using Employee and you want to enter an opening value.
• if an employee has a negative balance which you want to deduct on their next payslip.
• if an employee has a positive balance which you want to pay out compensation for.

Example

An employee has minus 10 hours in their flexitime balance which you want to deduct on their payslip. When you have created the pay run you create a 10-hour deduction on their payslip in Visma Lön 300/600. In Employee you then select Adjust flexitime balance, choose Increase by and type 10:00 in the hrs:min field to adjust the balance to 0 hours. You must also enter a date in the Adjustment date field.