Automatic Employee Code Generation

Overview

The Automatic Employee Code Generation feature allows organizations to automate the assignment of employee codes in a sequential and structured format. Instead of manually entering employee codes during onboarding or employee creation, the system can now automatically generate them based on a predefined prefix and the last generated code.

This helps in:

Maintaining uniformity and accuracy in employee records
Reducing manual effort and potential errors
Supporting both simple and complex employee code series structures

How It Works

Once configured, the system will automatically assign the next employee code whenever a new employee is added, based on:

The last employee code entered during setup
Whether a single series or multiple series is maintained
The criteria selected (if using multiple series)

Scenario 1: Configuring a General Series (Single Series)

If your organization uses a single type of employee code format (e.g., QC123, QC124, QC125...), follow these steps:

Steps to Configure:

Login as an Admin
Navigate to the Organization module
Click on Organization Settings
Scroll down to Section 9: Employee Code Settings
Click the Edit button on the top-right corner
Set Auto Employee Code Generation Applicable to Yes
Set Will there be multiple series? to No
Enter the prefix (e.g., QC)
Enter the last generated employee number (e.g., 123)

The system will now begin generating employee codes sequentially—e.g., QC124, QC125, and so on.

Scenario 2: Configuring Multiple Series (Based on Criteria)

If your organization uses different series formats for different employee categories (e.g., based on department, branch, or employee grade), you can configure multiple series.

Steps to Configure:

Follow Steps 1-6 from the General Series Setup
Set Will there be multiple series? to Yes
Select the criteria for differentiating series:
- System-defined: Department, Branch Location, or Work Location
  Custom fields (e.g., Employee Grade)
  - Note: Custom field must be a drop-down, mandatory and enabled as a filter in the system
Choose whether to Maintain Separate Numbering for Each Series:
- Yes: Each series will have its own numbering (e.g., A1, A2 | B1, B2)
- No: Shared numbering across all series (e.g., A1, A2 | B3, B4)
For each series, click + Add Criteria

Select the value (e.g., Employee Grade = E3)
Enter the desired prefix (e.g., AB)
Enter the last generated number for that prefix

The system will now assign codes based on the selected criteria, using the correct prefix and continuing the sequence automatically.

Need Help with Custom Fields?

To use a custom field as a criteria, ensure it meets the following:

It is of Drop-down type
It is set as mandatory
It is marked as a Filter in the system

Link to article on how to create and configure custom fields