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.

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

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.

Reminders are displayed under Overview, for example when it’s time for employees to submit their time reports. Payroll administrators and approvers also see reminders for time reports that need approval. If you want reminders to be sent by email as well, you can configure this setting here.

Employees who are ticked under Company settings receive reminders according to the settings made under Settings in the menu on the left.

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 linked 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 Link 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 agreement that is linked 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 Link 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 with agreements that include flexitime, the current flex balance is shown under Flexitime balance. The balance includes registrations for upcoming periods and any adjustments made by the payroll administrator.

Under Adjust flexitime balance, you can increase or decrease the balance manually, or set a new balance directly in hrs:min.

You can adjust the flex balance:

• when the company starts using Employee and you want to enter an input value,
• if an employee has a negative balance to deduct from their salary,
• if an employee has a positive balance to be paid out.

Example

An employee has minus 10 hours in their flexitime balance which you want to deduct on their payslip.

Once the pay run is created, make a 10-hour deduction on the payslip in Visma Lön 300/600.

Then go to Adjust flexitime balance in Employee, select Increase balance by, and enter 10:00 in the hrs:min field to adjust the balance to 0 hours.

Remember to enter a date in the Adjustment date field.