The "Employee" menus found in the Core HR tab of an Employee's profile in "People" allow you to manage employee-related details that are not related to their core details, such as:

• Notes about relevant work conversations or follow-ups.
• Documents and any legal holds on documents.
• Emergency Contacts and those that should be contacted in the event of arrest.
• Assets provided by the organization.
• OSHA injury and illness records.

Table of Contents

• Notes
• Documents
• Emergency Contacts
• Assets
• OSHA Injuries and Illnesses

Notes

The menu allows you to click the column headers to sort and/or filter the list. The page will provide the following columns:

• Actions
  • - View/update the details of the note and/or delete the note.
• Date
• Type
• Category
• Note
• Follow-Up
• File

Adding a Note

1. Click Add.
   

2. Enter the details for the note:

   • Date
   • Note Type - A note type can be General or Performance Log.
   • Category - This field will not appear if you do not have any categories set up for Core HR.
   • Note -  Up to 5,000 characters.
   • Requires Follow-Up checkbox.
   • Atachment
   • Hide from employee checkbox - If "Performance Log" type is selected, an additional field to hide the note from the employee will show. 

   

3. Click Add when finished.

Manage a Note

1. Click the Eye icon under the Actions column.
   
2. Update the details of the note as needed.
   
3. You can click "Delete" if the note should be deleted. Deleting a note will also delete any attachments. 

Documents

The menu allows you to click the column headers to sort and/or filter the list. The page will provide the following columns:

• Actions
  • - Remove a legal hold on the file.
  • - Place a legal hold on the file.
  • - Delete an individual file.
• File Name
• Category
• Tags
• Status
• Note
• Visible to Employees
• Uploaded

Upload a Document

Uploaded documents can appear in Core HR and will be available to workflows.

1. Click Upload.
   

2. Upload the document with any relevant details:

   • File - Browse for the file or drag and drop the file into the field.
   • Category - Document categories are pre-defined and currently offer the following by default:
     • I-9
     • Federal W-4
     • State W-4
     • General HR Document
     • Other
     • Paystubs
     • W2
     • Compensation
     • Job Application
     • Certification
   • Tags - Tags allow you to apply detailed labels to your documents. A document can have multiple tags applied to organize your documents for various scenarios, such as tags for urgency, timeframe, clients, etc.
     • Document tags can be managed from the related Field Value Setup menu.
   • Note
   • Visible to Employee checkbox.

   

3. Click Upload when finished.

Edit Selected Documents

1. Select the documents.
   
2. Click Edit Selected.
   
3. Update the details of the document(s). Click Save when finished.
   

Delete Selected Documents

Documents on legal hold can never be deleted.

1. Select the documents.
   
2. Click Delete Selected.
   
3. Confirm the deletion.
   

Place/Remove Legal Hold

1. Click the shield icon to place a legal hold or the lock to remove a legal hold.
   
2. Confirm the legal hold or the removal.

Emergency Contacts

The menu will only list emergency contacts and allows you to click the column headers to sort and/or filter the list. The page will provide the following columns:

• Actions - Actions will only be available when in "Edit" mode.
  • - Edit the contact.
  • - Delete the contact.
• First Name
• Last Name
• Relatiopnship
• Primary Phone
• Secondary Phone
• Emergency Contact - When in edit mode, the "Emergency Contact" column will list if a contact is an emergency contact.
• Notify if Arrested - If enabled, this column will indicate if this person should be contacted if the employee is arrested.

Adding a Contact

1. Click Edit to put the user's profile into edit mode.
   
2. Click Add.
   
3. Add the details for the emergency contact. Click Add when finished.
   
4. After the contact has been added, you can update their entry to mark them as an emergency contact.

Managing a Contact

1. Click Edit to put the user's profile into edit mode. This will show you all possible contacts, not just emergency contacts.
   
2. Click the Edit button for the contact.
   
3. Update the details of the contact as needed. Click Save when finished.
   

Deleting an Emergency Contact

Removing someone as an emergency contact does not remove them as a dependent or beneficiary.

1. Click the Edit button for the contact.
   
2. Update the details of the contact as needed. Click Save when finished.
   

Assets

The menu allows you to click the column headers to sort and/or filter the list. The page will provide the following columns:

• Actions
  • - Review the details of the asset.
• Description
• Tag - The tracking number for company property.
• Date Issued
• Notes

Adding an Asset

1. Click Add.
   
2. Enter the details of the asset.
   • Description - Name/title of the asset up to 250 characters
   • Tag - A number/code, typically created by you or a third-party inventory system, to track company property.
   • Value of Asset
   • Date Issued
   • Notes

   1. 

3. Click Add when finished.

Manage a Note

1. Click the Eye icon under the Actions column.
   
2. Update the details of the asset as needed.
   
3. You can click "Delete" if the asset should be deleted. Deleting a note will also delete any attachments. 

OSHA Injuries and Illnesses

The menu allows you to click the column headers to sort and/or filter the list. The page will provide the following columns:

• Actions
  • - Review the details of the case.
• Case Number
• Date of injury
• Injury or Illness
• OSHA Location
• Classication
• Recordable
• Days away/restrcited

Adding an OSHA Case

1. Click Add.

2. Enter the details of the OSHA case. You can expand the section below to see all available fields.

   Fields from Injury and Illness Incident Report Tab

   • Incident Report
     • Case Number
     • Date of injury or illness - (Required)
     • Time employee began work
     • Time of event
       • Check here if the time cannot be determined checkbox
     • Supervisor
     • Witness
     • What was the employee doing just before the incident occurred?
     • What happened?
     • What was the injury or illness? (Injury/Illness Description)
     • What object or substance directly harmed the employee?
     • Date of death - If the employee died, when did the death occur?
   • Case Classification
     • OSHA Location - (Required) The location(s) in the drop-down menu are determined by the locations set up on the OSHA Form 300 page. For more information, you can refer to the following article.
   • Reported by
     • Completed by
     • Title
     • Phone
     • Date completed - (Required)
   • Medical treatment
     • Physician or Provider
     • Treatment facility
     • Street
     • City
     • State
     • Zip code
     • Doctor of Facility phone
     • Treated in emergency room
     • Hospitalized overnight as an inpatient
   • Workers Comp Claim
     • Workers comp claim number
     • Insurance company
     • Adjuster name
     • Adjuster phone
     • Date claim reported
     • Date claim closed
     • Claim history

   

3. Click Save when finished.

Managing and Adding Post Injury Information

1. Click the Eye icon under the Actions column.
   
2. Review the details of the OSHA case. Click Edit to edit the details of the OSHA case or Delete to delete the OSHA case.
   
3. Click Edit towards the bottom of the OSHA case to enter Post-Injury Details.
   

4. Enter the post-injury details. You can expand the section below for details on the fields provided.

   Fields for Post-Injury Details

   • Classification - Required if days away or restricted hours are entered.
     • Death
     • Days away from work
     • Job Transfer or Restriction
     • Other Recordable Cases
   • Injury or illness type - Required if days away or restricted hours are entered.
     • Injury
     • Skin Disorder
     • Respiratory Condition
     • Poisoning
     • Hearing Loss
     • All other illnesses
   • Days away from work
   • Hours away from work
   • Days restricted or transferred
   • Where the incident occurred
   • Description of the injury or illness

   

5. Click Save when finished.

Please Note

• OSHA Locations: An incident cannot be saved until the company has at least one OSHA Location. OSHA Locations are still set up in Core HR.
• OSHA 300 and 300A reports: Incidents entered in Hub appear in the existing Core HR OSHA 300 and 300A reports with no change to how those reports are run.
• Activity Log: Changes to assets, OSHA incidents, documents, and legal holds are recorded in the Activity Log the same way they are in Core HR today.
• Legacy Core HR: Hub and Core HR share the same records. A change made in either place shows in the other.