VIEW OR EDIT EMPLOYEES

How do I View Employee Detail Records?

This screen allows you to view individual employee records in detail. To locate the employee record you wish to view or edit, you can use the employee list screen to scroll or search through your records, then double-click on the name to open the detail record, or you may go directly to the detail screen and use the navigation buttons at the bottom of the screen to page through records. From either of these screens, you may use the sort or find functions on any field. You may also search for an employee name or number.

The Employee Detail screen contains:

• Last Name
• First Name
• ID Number
• Job Title
• Department
• Email
• Supervisor
• Shift
• Employee Type
• Location
• Start Date
• Status

View or Edit Employee Details

Employee records are locked from editing by default. This is to prevent accidental editing. If you wish to edit a record, you will need to click "Edit".

To view or edit individual employee records, follow these steps

1. Open any screen.
2. From the navigation panel on the left, click Employee List.
3. From the Employee List screen, locate the employee you wish to view or edit.
4. Double-click on Employee Name to open the detail record.
5. View or edit records in the Employee Detail screen.

Or you may follow these steps

1. Open any screen.
2. From the Navigation Pane on the left, select Employee Detail.
3. The Employee Detail screen will open. If you have not entered any data, a new (blank) record will be displayed.
4. Use the navigation buttons at the bottom of the screen to page through records, or right-click on any field to sort or find by that field.
5. View or edit records.

Search for an Employee

There are three common methods for finding an employee on the Employee Detail screen:

1. Use the "Search" box.
2. Use the "Find" function.
3. Sort the records, then use the navigation buttons to page through the records.

To find an employee using the search box, follow these steps

1. Open the Employee Detail screen.
2. Select to search by Last Name, First Name, or Number
3. Type all or part of the value you wish to find into the Search box.
4. Click the magnifying glass icon.
5. If a matching record is found, it will be displayed.

To find an employee using the find function, follow these steps

1. Open the Employee Detail screen.
2. Click on the field you wish to search.
3. From the Menu Bar, select Find.
4. The Find and Replace box will open.
5. In Find What, type the text you wish to find. If you have only entered part of the text you wish to find, you also need to select "any part of field" next to Match.
6. Click Find Next.

To find an employee using the navigation buttons, follow these steps

1. Open the Employee Detail screen.
2. Click on the field you wish to sort by.
3. From the Menu Bar, select Sort A-Z or Sort Z-A.
4. Use the navigation buttons at the bottom to page through the records.

On most screens, there is also a search box at the bottom of the page next to the navigation counter and navigation buttons.

Add an Employee

You may add a new employee from the Employee Detail screen. View the tutorial or:

To add a new employee, follow these steps

1. Open the Employee List or Employee Detail screen.
2. Click "Add New Employee" from the ribbon.
3. A new (blank) record will open.
4. Type in the Last Name.
5. Add data to the other fields as needed.

Duplicate Employee Records

If TRAIN TRACK® recognizes a duplicate employee record, it will alert the user and not allow the record to be added.

Delete an Employee

To delete an employee, follow these steps

1. Open the Employee Detail screen.
2. Locate the employee you wish to delete.
3. Click Edit to unlock the record and allow editing.
4. Click the Delete button.
5. A pop-up box will ask you to confirm the deletion.Click Yes.

After you delete an employee record, the ID Number will be available to use again. If you use the number again, you will not be able to restore the deleted record unless you change the ID number of the new employee.

Print Status, Complete, or History Report

From the Employee Detail screen, you may print reports that include only the individual employee shown on the screen.

• The Status report shows the status of all required training, non-expired completed training, notes, additional job titles, skills, and exams.
• The Complete report includes training completed within a date range.
• The History report displays the history of all completed training.

To print the individual report, follow these steps

1. Open the Employee Detail screen.
2. from the ribbon, click the button for the report you wish to print.
3. The report will open in report view.
4. Click Print from the ribbon.
5. The print dialog will open.
6. Select printer settings, and click Print.

Globally Update a Supervisor

If you have changes in personnel and need to substitute an old supervisor for a new one, you may update all affected employees at once. Caution: once you move the employees, you cannot undo this operation!

To update all employees who are assigned to a particular supervisor with a new supervisor, follow these steps:

1. From the Ribbon, "Database Administration" tab, click Globally Update Supervisor.
2. A pop-up screen will open.
3. Select the Previous Supervisor.
4. Select the New Supervisor.
5. Click Move Employees.