Help – FieldMate Personnel

To create a new employee file, start by clicking the “Create New” button. It is at the top of the application, to the right of the Employee selection drop-down and the Refresh List button. Clicking this button should result in a prompt window appearing, asking for more details:

Simply provide the first and last name of the employee, then click “Create File”. You can also click “Cancel” or close the window at any point if you decide you do not wish to continue with creating a new employee.

Once you have clicked “Create File”, the file will be created. You will then be back on the main screen. If the employee does not appear in the Employee selector drop-down box, click the “Refresh List” button and check again. Personnel Files can be manually created by a systems administrator, so if something isn’t working, please contact them to resolve the issue.

The Employee Information section of the Personnel File contains important and sensitive data pertaining to the selected employee. This includes name, date of birth, phone numbers, email addresses and emergency contact information. There is also an employee photograph section, where a photo of the employee can be uploaded.

By default, when viewing a personnel file, the fields will be read-only and you will not be able to edit any of the information. If you wish to make changes to the personnel file, you must enable edit mode. To do this, click on the “Edit Personnel” file at the bottom left of the application. This will enable the “Save Personnel File” button, as well as making all of the information fields editable.

Name Changes:
Updating the first or last name of an employee may require a systems administrator to update some files manually. Updating or setting the middle name of an employee does not require any manual updates. In the event that an employee receives a name change or gets married, please consult your systems administrator.

Photo Management:
You can add an identification photo of your employee using the “Add/Replace Photo” button. This photo will be securely stored in the personnel file of the selected employee. In the event that you need to share this photo at a later date, or put the photo in a document – you can click the “Copy Photo” button, and then paste the photo in a document, or in a folder to save it as a copied file.

The Documents, Certificates and Licenses section of the application will display documents pertaining to the employee that is currently selected. These are sorted by Training Provider, which appears on the left most column. Users can navigate between training providers, causing the right columns to update with all relevant files.

You can double click on any document to open it in a new window, where you can print or save the document to another location in the event that you need to share or email it. You can also archive a document by selecting it and clicking the “Archive Selected Document” button. This will add a new category to the training providers list, called “Archived”

Add New Document
To add a new document, simply click the “Add New Document” button. This will allow you to browse for the document you wish to add. Once you have selected the file, a new window will appear asking for some details, which will appear like the following:

• The “Document Provider/Issuer” should match the name of the company that is issuing the document. For example, “ArbTrack”. This will help the application choose where to file the document, in the categories list.
• The year of issue must match the year that the certificate was issued.
• The “Qualification Code” should match the code of the qualification, if applicable. If the document is a license, or a certificate of completion, try “LIC” or “COC”
• The “Qualification Name” should match the name of the qualification. For example, for the Qualification code HLTAID001, the name should be “Provide cardiopulmonary resuscitation”.

The documents will be stored as follows

Document Provider\YYYY-QualCode-QualName.ext

I have a statement that contains multiple qualifications
For accessibility, and ensuring that data is stored in a meaningful way, if you have a single document that covers multiple qualifications, we ask that you add this document multiple times with each qualifications’ code and name, even if that results in duplicate files. This helps to ensure at a glance that we have all the necessary information.

I misspelled the training provider
For misspellings, contact your systems administrator for assistance in rectifying the problem and be sure to type the training provider’s name carefully next time.

I have multiple training provider categories for one training provider.
It is possible that the training provider you provided when adding a new document was spelled differently or had different capitalisations. In the event that this happens, please contact your system administrator for assistance in rectifying the problem, and be sure to type the training provider’s name carefully next time.

In the event that you need to, you can refresh the list of employees and the documents associated with the employee by clicking “View” and then “Refresh Documents List” or “Refresh Employee List”.

There is also a dedicated button for refreshing the Employee List, next to the employee dropdown.