Adding an employee

This screen can be accessed from the menu bar, via People > Resources (Employees and Subcontractors) > .

1 | In the Employee tab, fill in the following fields: |
Section | Description |
---|---|
Photo | To add an employee's photo, drag and drop the photo directly in the dedicated area. |
Identity | Enter basic information about the employee's identity. |
Professional contact details | Enter basic information about the employee's professional contact details. |
Details | Enter the employee's arrival date. Enter the employee's departure date, if necessary. |
Types |
Enter the employee's job type. Check the employee's status (Executive, External, etc.). If you check Generic, you will create a "virtual" employee which you can use to set up a schedule while waiting to assign a real employee to it. This employee can only be assigned to schedules. |
Organizational data |
Entity: the name of the employee's entity Line mgr : the code of the employee's line manager Service: the employee's service Sector: the employee's business sector Multi-company manager: check this box to be able to define the employee as a project manager (or in charge of a management object) in multiple companies. You will therefore be able to assign this employee to projects from multiple companies. However, this option is not available when choosing the line manager. |
Additional information | Displays the custom data set up for resources, from General setup > Resources and Labor > Custom resources data (Employees and subcontractors). |
Hours |
Daily hours: the number of hours worked daily. Occupancy rate: the time percentage the employee spends working. Smoothing factor: the factor that enables you to smooth out the valuation of expected and actual timesheet entries for this employee. Model week: select the employee's standard week. This information is displayed in the timesheets completeness check and in the interactive personal dashboard. Time input becomes required if this section is filled in. Akuiteo therefore checks whether the weekly hours are followed. |
Functions |
Position: the exact title of the position. Skill: the position's rank. |
Choice of time and schedule input mode | Set the time and schedule input mode. |
Values |
Direct hourly cost: the gross hourly wage paid before taxes and social charges are deducted from the employee's pay, wage premiums and benefits-in-kind, payments for days not worked as well as paid leaves. Standard hourly cost: the employee's expected hourly cost. Daily cost: the employee's average daily cost. Salary: the employee's monthly pay. |
Expense report setup |
Enter expense reports parameters, such as the associated supplier code to use when entering expense reports. An expense report profile is available when the relevant parameter is enabled via Tools > Setup > General setup > Expense reports > Expense reports profiles (DMF 041509 PURCHASES EXPENSE REPORTS SETUP required). |
2 | In the Personal data tab, enter the employee's contact details (address, phone number, email address). |
3 | In the Bank details tab, enter the employee's bank details such as the Entity / Counter / Account number / Key (information retrieved from the bank account details). |

1 | Click on the Parameters tab. |
2 | Set up issues' alerts: |
- Transmission method: the choice of the transmission method for issues' alerts.
- Alert recipient in the following events: enables you to include the employee as a recipient for specific situations, such as open, resolved, closed alerts, etc.
3 | Select the type of scheduling. |
4 | Indicate the IT equipments the employee can access. |

1 | Click on the Status history tab. |
2 | Click on |
3 | Check Absent only if you did enter an end date to indicate the employee's departure. This option is used in case of a sabbatical leave or if the employee changes company within the same portfolio. It enables you to block time input on absence periods. |
4 | Enter the employee's standard week in the Hours section. |
5 | Add the employee's history by validating it via |

1 | Go to Edit > Additional parameters > Authorized taxable powers. |
The Taxable powers tab opens.
2 | Switch the employee record sheet to the modification mode, then click on |
- Select the Power from the help list.
- Select the Expense type of the Mileage allowances type from the help list.
- Enter a Deactivation date if necessary. If a date is specified, the employee will not be able to enter expenses if the expense date is after the deactivation date.
3 | Save the employee record sheet to take the modifications into account. |
Note
The authorized taxable powers can be searched for depending on employees, from Management > Purchases > Authorized fiscal horsepowers per employee.

You can indicate the professional skills of each employee and use them when scheduling or searching for the best-suited employee for a project.
Setting up the skill types
1 | Go to Tools > Setup > General setup > Resources and Labor > Skill type. |
2 | Click on |
Setting up the skills
1 | Go to Tools > Setup > General setup > Resources and Labor > Skills. |
2 | Click on |
- the type of skill previously set up,
- the rank number in the list,
- a code and a label,
- an employee already allocated if needed,
- additional information,
- a validity end date if this skill should only be valid for a certain period of time, for a specific project for example.
3 | Save. |
Setting up the skill levels
1 | Go to Tools > Setup > General setup > Resources and Labor > Skill level. |
2 | Click on |
- the type of skill previously set up,
- a code, label and rank number,
- a validity end date,
- a color to quickly spot the skill level in the employee's skills dashboard.
3 | Save. |
Associating skills with the employee
1 | From the employee record sheet, go to Edit > Additional parameters > Skill management. |
2 | Click on |
3 | Add the skills and the date from which they must be taken into account. |
4 | Save. |
Searching for an employee based on skills
You want to allocate a project to an English-speaking consultant.
1 | To do so, go to People > Resources (Employees and Subcontractors) > Skills tab. |
2 | Select the employee's main skill (e.g. consultant) and other skill (e.g. English). |
3 | Indicate the skill level if necessary. |
4 | Start the search to access the list of relevant employees. |
Note
Only the employee's main skill will be displayed in the graphic schedules; it will enable you to see the different groupings of employees.
The other skills are not directly displayed in the schedules; they only help you to filter information when searching for employees.

To create a user code, go to Edit > Create the corresponding user code.

To modify an employee's code (e.g. to match it with a new last name in order to ensure compatibility with other softwares), go to Edit > Change resource's code.

To create a supplier record sheet associated with the employee record sheet, go to Edit > Create the 'Employee' supplier.
This association is used when entering expense reports.

To associate the employee with an existing employee supplier, go to Edit > Link the corresponding supplier.
This association is required to create expense reports. When creating an expense report, the employee must choose the supplier associated with the expenses.

You can modify elements linked to the status history of multiple employees at the same time.
1 | Enable the DMFs 160815 TOOLS RESOURCES MODIFY MULTIPLE RESOURCES and 0615** PROJECTS COST VALUES * (if you want to modify costs). |
2 | Start a search for employees. |
3 | In the search results, select the employees to be modified, then click on |
4 | In the Modify by batch window, check and provide details about the information you want to modify at once. |
5 | Modify the date when the modifications will be applied then validate. |
All the updated information about the employees record sheets can be found under the Status history tab.

DMF | 160807 TOOLS RESOURCES MANAGE ACQUIRED RIGHTS |
The counters of leave rights of an employee are managed from the employee record sheet, in Edit > Additional parameters > Follow up permissions acquired regarding to leave.
Managing a leaves counter
1 | From the Acquired rights tracking tab of an employee record sheet in modification mode, click on |
2 | In the Description section, fill in the following information: |
Field | Description |
---|---|
Leave type | Select the leave type to associate with the rights counter from the help list. |
Start of validity and Valid until | Enter the start and end dates for the counter's validity. These dates define the counter's validity period, that is to say the period during which the employee will be able to request for leaves using this counter. |
Start of acquisition and End of acquisition |
These fields are displayed and required only if the selected leave type is an Increment type. Enter the start and end acquisition dates of the counter. These dates are used when automatically calculating acquired rights, via the compteurAbsences batch. The rights will be calculated from the acquisition start date until the end date. The total number of rights at the end of the acquisition period is displayed in the Total number of rights to be acquired column. This number is calculated based on the duration of the acquisition period and the monthly increment set up in the leave type. Reference For more information about the compteurAbsences batch and the calculation rules for acquired rights, refer to compteurAbsences batch. |
Acquired rights |
Enter the number of leave days acquired for the counter:
|
Comment | Enter a comment to describe the counter. |
3 | Click on |
Tip
It is also possible to create multiple leave counters at once from the employee search results, by right-clicking on a selection > Administration > Initialize rights acquired for a period.
To modify the information of a counter, select the relevant line from the employee record sheet in modification mode, modify the desired values then click on at the top right to save the modifications.
To delete a counter, select the relevant line from the employee record sheet in modification mode then click on at the top right.
Adjusting the rights of a leaves counter
It is possible to modify the leaves counters by adding or removing rights to correct acquired rights. A person from human resources or the administration might have to impact a rights counter, particularly to manage allowances (for example for sick or paternity leaves).
1 | From the Acquired rights tracking tab of an employee record sheet in modification mode: |
- Right-click on the relevant line and click on New adjustment.
- Click on the relevant line then on
on the right of the Description section.
2 | In the adjusting window, fill in the following fields: |
Field | Description |
---|---|
Adjustment |
Enter the adjustment value:
|
Reason | Give a reason for this adjustment. |
3 | Click on New. |
The number of days entered in the adjustment is added to the acquired rights or removed from the rights counter. Any adjustment made to a counter is logged in.
Note
If the leave type associated with the counter is an Increment type and if acquisition start date is after the adjustment date, the rights will be added to or removed from the Total number of rights to be acquired.
To access the history of the adjustments made on a counter:
- Right-click on the relevant line and click on Show adjustments history.
- Click on the relevant line then on
on the right of the Description section.

If a business manager works daily with an assigned assistant, you can indicate that specific link in Akuiteo. For instance, the assistant can be indicated as the main person to contact in case the manager is not available.
To do so, there are 2 steps:
- Setting up via Tools > Setup > General setup > Resources and Labor > Relationship type to indicate the links between employees.
- Creating the link from the record sheet of the main employee (the business manager in this case). The linked employee record sheet (the assistant in this case) will be automatically updated.

An expense report profile enables you to define specific expense types and thresholds per category of employees.
The idea is to set up expense report profiles (e.g. Standard profile, Assistant profile, Associate profile) per category of employees and allocate them to employee record sheets.
1 | Set up the profile from Tools > Setup > General setup > Expense reports > Expense reports profiles (DMF 041509 required). |
2 | From the employee record sheet, add the profile in the Expense report profile field, under the Expense report setup section of the Employee tab. |
3 | Enter an expense. |
The list of expense types will be filtered according to the expense report profile. If an employee does not have an expense report profile, all expense types will be available.

To transfer an employee from company A to company B:
1 | Open the employee record sheet from company A. |
2 | Go to Edit > Transfer the resource to another company. |
3 | Enter the employee's departure date from company A and indicate the new company B. |
4 | Validate. |
The employee is being transferred. This information will then be available in the employee record sheet from company B, in the Company change history at D+1 (D being the indicated date). Therefore, the employee will have enough time to update timesheets, expense reports, etc. on company A.

DMF |
160874 TOOLS RESOURCES SHOW BUSINESS CARDS 160875 TOOLS RESOURCES MODIFY BUSINESS CARDS |
You can associate one or multiple business cards with an employee to automatically import the company's business cards statement.
1 | Go to Edit > Additional parameters > Business cards. |
The Business cards tab opens.
2 | Switch the employee record sheet to the modification mode and click on |
3 | Fill in the following fields: |
Field | Description |
---|---|
Number |
Enter the company's credit card number. Important This number will be encrypted once the business card is saved. Only the last four numbers will be visible to help you identify the card in the company's business cards statement. |
Label | Give a name to the business card to identify it in Akuiteo. |
Type |
Select the type of business card from the drop-down list:
|
End date | Enter a validity end date. |
4 | Click on OK to add the business card, then save the employee record sheet to take the modifications into account. |
To duplicate an existing business card, right-click on the desired card then click on Duplicate. Select the newly-created card to make necessary modifications, then click on OK.
To delete a business card, right-click on the desired card then click on Delete, or select the card and click on
at the top right of the table.


1 | Go to My Akuiteo > My graphic schedule. |
2 | From the Details panel on the left of the screen, fill in the information required to create a schedule. |
3 | Click on |

From the Schedule tab, use the different icons to modify the schedule. The features can also be accessed by right-clicking on a schedule task:
-
enables you to reassign the schedule lines depending on the project or the employee.
-
enables you to mark the selected task as completed.
-
enables you to mark the selected task as not completed.
-
enables you to duplicate the schedule lines per period, date; and validate or not the selected lines.
-
enables you to split the selected lines into one or several other lines, per month, week or day.
-
enables you to reschedule the schedule lines per period, date; and validate or not the selected lines.
-
enables you to transfer the selected lines into timesheets.
-
enables you to validate the selected tasks.
-
enables you to cancel the validated tasks.
-
enables you to link the schedule to a help desk issue.
-
enables you to publish (or remove) a schedule in the Customer Portal.
-
enables you to delete a task.
-
enables you to export the schedule of a predefined period of time in Excel format.
-
enables you to screenshot the schedule displayed on the screen.
-
enables you to screenshot the schedule of the generic resources displayed on the screen.
-
enables you to refresh the schedule after modification.

1 | Click on the Statistics table tab. |
2 | Enter the start and end dates to display the schedule. |
3 | Use the icons on the right to display the table based on the employee's activity: |
-
enables you to hide resources with normal activity.
-
enables you to hide resources that are under-allocated.
-
enables you to hide resources that are over-allocated.
-
enables you to update the table.

1 | Start a search for employees. |
2 | Right-click on the desired employee and select Administration > Generate the schedule or time spent for non business days. |
3 | At the bottom of the window that opens, check the options for the desired type of generation (schedule or time) and validate. |

The work paces within a company can vary depending on the employees and their company or place of assignment (part-time, subsidiary abroad, etc).
Akuiteo enables you to manage these differences through a simple and consistent setup to enter timesheets that match with each employee's work pace:
- Set up the different work paces of an employee, with a history.
- Use the exact duration of each working day / half-day when transferring schedules into timesheets.
- Effectively track time input (completion and validation).
- In labor analyses (Schedule and Timesheets), manage the ratio between the Schedule (in days) and the Timesheets (the Hours Day field is the sum of each worked days divided by the number of worked days).

1 | Go to Tools > Setup > General setup > Regional parameters > Calendar > |
2 | Specify the code and the label of the calendar. |
3 | Check the default box if the calendar must be used by default for each employee. |
4 | Check the days not worked (e.g. Saturday and Sunday). |
5 | Specify the other non-business days (e.g. national holidays such as 01/01 for the New Year celebration). |
6 | Save. |

1 | Go to Tools > Setup > General setup > Company > Company. |
2 | In your company record sheet, specify the calendar to use in the Calendar field. |
3 | Save. |
Note
The calendar will be automatically applied when the company is changed.

1 | Go to Tools > Setup > General setup > Resources and Labor > Model weeks > |
2 | Specify the code and label and the standard week. |
3 | Check the default box if the standard week must be used by default for each employee. |
4 | Specify an end date of validity and a rank number, if necessary. |
5 | Check the days not worked under Weekly Rest. |
6 | Check the boxes related to morning and/or afternoon part-time work. |
7 | Specify the number of hours worked in the morning and/or afternoon, under Nbr of Hours. |
8 | Enter the Standard time slots for the morning and afternoon to define the time slots available for scheduling. Time slots are required for worked days. |
9 | Check Warning or Critical, if you want to avoid any alert message or action to be sent when the maximum number of days is exceeded during timesheets input. |
10 | Save. |
Note
If a standard week is already being used by employees, some of the fields (such a worked hours) cannot be modified. You must therefore create a new one.
For standard weeks that are already used, click on Linked employees to open the list of employees using the standard week.

Open an employee record sheet and specify the standard week to use under the Hours section of the Employee tab. The standard week will initialize the employee's daily and weekly duration.
The information about standard hours is displayed in the Status history tab.

Example with part-time
The employee Y works 8 hours every day, except on Friday.
His standard week must therefore be set up as follows:
Day | Morning | Afternoon |
---|---|---|
Monday | 4h | 4h |
Tuesday | 4h | 4h |
Wednesday | 4h | 4h |
Thursday | 4h | 4h |
Friday | 0h | 0h |
Consequences:
- When entering timesheet entries on his worked days, Akuiteo will not dun him for the Fridays that are not worked.
- In the timesheets completeness check screen, the manager can therefore access a schedule calculated with the setup of the standard week.
- For employees with a standard week, the scheduling rate is considered as full from the Statistics table tab of the graphic schedule.
Example with different hours
The employee Y works 8 hours a day, except on Friday where he works 7 hours.
His standard week must therefore be set up as follows:
Day | Morning | Afternoon |
---|---|---|
Monday | 4h | 4h |
Tuesday | 4h | 4h |
Wednesday | 4h | 4h |
Thursday | 4h | 4h |
Friday | 4h | 3h |
In this case, if 1 day has been scheduled on Friday, 7 hours will therefore be allocated to the timesheets (and not 8 hours).
Example with the project's timesheets analysis
The employee Y works 8 hours a day, except on Friday where he works 7 hours (see previous table).
In the timesheets analysis dashboard of a project, Akuiteo will consider daily hours.
For example, we will get:
Employee | Worked hours | Worked days | Ratio |
---|---|---|---|
X | 12.00 | 1.5 | 7.45 |
Y | 10.00 | 1.30 | 7 |

You can memorize schedules at a specific time, to compare them with timesheets and updated schedules.
It is possible to memorize the schedule from the employee record sheet and/or from the employee search results.
This feature is mainly used by the line manager.
Prerequisites
To use the features linked to schedule logging, the following user rights must be enabled depending on the roles and user profiles:
- 060225 PROJECTS SCHEDULES SEARCH SCHEDULE HISTORY
- 060226 PROJECTS SCHEDULES VIEW SCHEDULE HISTORY
- 060227 PROJECTS SCHEDULES DELETE SCHEDULE HISTORY
- 060228 PROJECTS SCHEDULES VALIDATE SCHEDULE HISTORY
- 060229 PROJECTS SCHEDULES GENERATE RESOURCE IN SCHEDULE HISTORY
- 060230 PROJECTS SCHEDULES GENERATE PROJECT IN SCHEDULE HISTORY
- 060231 PROJECTS SCHEDULES TIME AND SCHEDULE DASHBOARD
- 060232 PROJECTS SCHEDULES IMPORT
- 060233 PROJECTS SCHEDULES SCHEDULE HISTORY - ACCOUNT CLOSURE MANAGEMENT

To memorize a schedule from an employees search:
1 | Right-click on one or several employees. |
2 | Go to Administration > Memorize the schedules of selected resources. |
3 | In the Save a copy of the schedule window, fill in the following information and validate: |
- a code and a name (20 characters maximum each),
- a type,
- a period if you do not want to log all schedules (with no period defined, Akuiteo logs 100% of the selected employees' schedules),
- a closing date.
To memorize a schedule from an employee record sheet:
1 | Go to Edit > Save a copy of the schedule > Make a copy of the schedule. |
2 | Follow the steps mentioned above. |

From an employee record sheet, go to Edit > Save a copy of the schedule > Copy of schedules.
From the employee search results, right-click on one or several employees, then select Dashboard > Copy of schedules.