Employees

Overview

The Employees module (user records, personnel records) serves as the central list of all users in the eIntranet system. It enables recording of contact and work details of employees, personnel information, the organisational structure of the company, and management of documents for electronic signing. The module covers the needs of both regular employees (viewing contacts, signing contracts) and HR staff and administrators (managing personnel data, contract templates, organisational chart).

Key Features

A clear list of all employees with contact and work details
Employee detail view with tabs for basic information, personnel information, and notes
Company organisational chart with a tree structure of superiors and subordinates
Recording of sensitive personnel data (national ID number, place of residence, health insurance provider, education)
Management of notes and documents assigned to a specific employee
Electronic signing of contracts and documents by employees
Management of contract templates and sending them to employees for signing
Optional (custom) fields for recording additional company-specific information about employees
Export of employee list to Excel and printing

Access and Configuration

How to Access the Employees Module

Navigation path to the Employees module: Main Menu → Employees. The module is displayed as a list of employees with a tab switching panel at the top of the screen.

Employees Module Settings

Configuration of the Employees module is available via Settings → Users. In the settings, the administrator defines:

Optional fields: Custom columns for recording company-specific information about employees (e.g. badge number, language skills, certificates). Each field has a name and access rights settings for reading and writing.
Organisational chart: Enabling or disabling the display of the organisational chart and setting whether the chart is displayed separately per company (for company groups).
Display of date of birth: Choice of whether the date of birth is displayed in the tabular employee list.
Users: Adding new employees, setting login credentials and module permissions.
Positions: Management of available job positions for assignment to employees.

Permissions and Access Rights for the Employees Module

Access to the Employees module is controlled by permissions set by the administrator in the section Settings → Users → Permissions. Permissions determine which tabs and features are available.

Permission	Description
View (basic)	Browsing the employee list and basic information. Access to the My Contracts for Signing tab.
View with organisational chart	Additionally displays the Company Organisational Chart tab.
Edit	Editing basic and personnel details of employees, adding notes and documents, sending contracts for signing.
Administration (module administrator)	Full access including deleting records, managing contract templates, and approving the organisational chart.
Personnel tab (detail)	Viewing and editing the Personnel tab with sensitive personal data (national ID number, place of residence, health insurance provider, etc.).
Edit own profile	An employee may edit their own basic and personnel details, even without general permission to edit other employees.

User Interface

Main Screen and Tabs of the Employees Module

The Employees module displays a tab switching panel at the top with the available tabs. The number of tabs depends on the permissions of the logged-in user:

Employee list: Tabular overview of all employees (default tab).
Organisational chart: Tree structure of the company (displayed only if the feature is enabled in settings and the user has sufficient permissions).
My contracts for signing: Documents designated for the logged-in employee for electronic signing.
Contracts: Management of templates and sent contracts for signing (only for administrators with permission for the personnel tab).

Filters and Search in the Employee List

In the Employees module, the Employee List tab provides search and sorting capabilities within the table:

Text search: Search by surname, first name, email, position, department, or any displayed column. The search field is automatically active upon opening the module.
Advanced filter (SearchBuilder): Button for building combined filter conditions.
Column sorting: Click a column header to sort the table in ascending or descending order.
Records per page: Choose 10, 25, 50, 100, or All.
Column visibility: The Columns button allows you to hide or show individual table columns. The setting is saved.

Columns in the Employee List

The table in the Employee List tab of the Employees module displays the following standard columns (optional columns depend on company settings):

Column	Description
Surname First Name	Full name of the employee; click to open the detail view
Email	Work email address
Date of birth	Displayed only if enabled in company settings
Mobile/Tel. (extension)	Phone contact
Office	Designation of the workstation or room
Position	Job position (role)
Personal number	Internal employee number
Superior	Name of the direct superior
Department	Organisational department
Organisational unit	Division or department
Optional fields	Additional columns defined in company settings (visible only to authorised users)
Administrator	Indication of whether the user is a system administrator

Basic Operations

Procedure: Viewing Employee Detail

In the Employees module, click the employee's name in the list table. The employee detail view opens with tabs for basic information, personnel information (if you have permission for the personnel tab), and notes or documents.

Procedure: Editing Basic Employee Information

Basic employee information (name, contacts, job assignment) can be edited from the employee detail view. Editing requires permission to edit employees or permission to edit your own profile.

Open the employee detail by clicking their name in the list.
In the Basic Information tab, click the Edit button.
In the dialog box, modify the required fields:
- First name: Employee's first name (required field)
- Surname: Employee's surname (required field)
- Email: Work email (required field, also used for system login)
- Mobile: Mobile phone number
- Phone/Extension: Landline or extension
- Superior: Select the direct superior from the employee list (multiple superiors can be selected)
- Office: Designation of the workstation or room
- Position: Job position or role (a new one can be entered or selected from existing positions)
- Personal number: Internal employee number
- Department: Organisational department
- Organisational unit: Division or department
- Optional fields: Additional fields defined by company settings (displayed only if you have write permission for them)
Click Save.

Tip: Correctly setting the superior for each employee is essential for the proper functioning of approval workflows for attendance requests, holidays, and other processes in the system.

Procedure: Editing an Employee's Profile Photo

In the Employees module, a profile photo can be assigned to each employee. The photo is displayed in the employee detail view and in various overviews throughout the system.

Open the employee detail.
In the Basic Information tab, click the Edit photo button (displayed below the photo or the default user icon).
On the photo editing page, upload a new image from your computer.
Optionally crop the photo using the cropping tool.
Confirm saving the photo.

Procedure: Adding a Note or Document to an Employee

In the Employees module, text notes and attached files (documents, contracts, certificates) can be added to each employee. Adding a note requires edit permission.

Open the employee detail.
Navigate to the Notes/Documents tab.
Click the Add note button.
In the dialog box, fill in:
- Title/Note: Note text or document name
- Attachments: Drag and drop files into the upload field (drag&drop) or click to select files from disk
- Internal: Check to mark the note as internal — internal notes are visible only to the employee themselves, the note author, and users with permission for internal notes
Click Save.

Note: Internal notes are used to record information that should not be accessible to all colleagues (e.g. performance records, disciplinary records). An employee always sees internal notes relating to themselves.

Procedure: Deleting an Employee Note

In the Notes/Documents tab in the employee detail, click the Delete icon (X icon) next to the relevant note. Confirm the deletion in the dialog box. Deleting a note requires permission to delete employee notes.

Advanced Features

Company Organisational Chart

The Organisational Chart tab in the Employees module displays the tree structure of managerial hierarchy and subordination within the organisation. The structure is based on the superiors entered for each employee in their basic information.

Click a node (employee or superior) in the chart to expand or collapse their subordinates.
The Expand all button displays the entire organisational structure at once.
The Collapse all button displays only the highest level of the structure.
If the company uses multiple organisational units (company groups), a separate organisational chart tab is displayed for each unit.

Tip: The organisational chart can be electronically approved by an administrator. After approval, the approver's name and approval date are displayed in the chart footer as evidence of the structure's validity.

Employee Personnel Data

The Personnel tab in the employee detail contains sensitive personal information. The tab is accessible only to users with permission for the personnel tab or to employees for their own profile (if they have permission to edit their own information). The Personnel tab records the following information:

Date of birth and Place of birth
Birth surname and Country of birth
Gender (can be entered manually or derived automatically from the national ID number)
Nationality and Citizenship
National ID number
Health insurance provider (selected from a list of insurers)
Education (according to the KKOV classification: no education, primary, vocational school, vocational school with school-leaving exam, secondary technical, secondary technical with school-leaving exam, higher vocational, bachelor's, master's, doctoral)
Early retirement pension and Pension with reduced age
Place of residence: street, city, postcode, country
Data box: Data box ID of the natural person
Account number: Bank account for salary payment
Note: Free text for personnel notes

Procedure: Editing Employee Personnel Data

To edit employee personnel data in the Employees module, you need permission for the personnel tab and edit permission.

Open the employee detail.
Navigate to the Personnel tab.
Click the Edit button.
Fill in or update the required fields.
Click Save.

Note: The employee's gender can be left blank — the system will automatically derive it from the national ID number (displayed with the note "derived from national ID").

Employee Contract Templates

The Contracts tab in the Employees module contains management of contract templates and an overview of documents sent for signing. The tab is accessible only to module administrators with permission for contract management and the personnel tab. The Contracts tab is divided into four sub-tabs:

Contracts for signing: Documents awaiting signature by an employee (statuses: Draft, Sent, Viewed)
Signed contracts: Overview of successfully electronically signed documents
Rejected contracts: Documents that the employee refused to sign
Contract templates: Management of document templates for repeated use

Procedure: Creating a New Contract Template

In the Employees module, Contracts tab → Contract Templates sub-tab, reusable document templates can be created.

Navigate to the Contracts tab and select the Contract Templates sub-tab.
Click the Add record button.
Fill in:
- Contract type: Template name (required field, e.g. "Permanent employment contract HPP", "NDA agreement")
- Note: Optional description or internal note for the template
- Files: Upload files (PDF, Word) by dragging or selecting — these files will form the basis of documents sent to employees for signing
Click Save.

Tip: A template can contain multiple files at once — all of them will be attached to the contract sent to the employee.

Procedure: Sending a Contract to an Employee for Signing

In the Employees module, Contracts tab → Contracts for Signing sub-tab, a document can be sent to a specific employee for electronic signing.

Navigate to the Contracts tab and select the Contracts for Signing sub-tab.
Click the Add contract for signing button.
Fill in:
- Employee: Select the employee who is to sign the document (required field)
- Contract type: Select a template from the list (the number of attached template files is shown in parentheses; required field)
- Signing deadline: Date by which the employee must sign (default value is 7 days ahead)
- Note: Optional message for the employee
Click Save. The system creates a contract record with the status Draft.
Open the contract detail by clicking the record in the table.
In the contract detail, attachments can be edited — click Add in the Files section and upload the documents for signing.
After preparing the attachments, click the Send button to send the contract to the employee.

Warning: Until the contract is sent, it has the status Draft and the employee cannot see it. After sending, the contract appears to the employee in the My Contracts for Signing tab and the employee receives a notification.

Contract for Signing Detail in the Employees Module

The contract for signing detail displays complete information about the signing process. It contains the following sections:

Basic information: Employee, contract type, status, record creator, signing deadline
Timeline: Date created, date sent, date viewed by employee, date signed or rejected
Note from sender: Administrator's message for the employee
Note from employee: Employee's statement (particularly for rejected contracts)
Files: Attached documents for signing (can be added up to the Sent status)
Signature information: IP address, device type, and image of the handwritten signature (after signing)

Contract for Signing Statuses in the Employees Module

Status	Description
Draft	Contract created but not yet sent to the employee; the employee cannot see it
Sent	Contract sent to the employee, awaiting signature
Viewed	Employee opened and reviewed the contract, has not yet signed
Signed	Employee has electronically signed the contract
Rejected	Employee refused to sign the contract (with reason stated)
Expired	The signing deadline passed without action from the employee
Cancelled	The contract was cancelled by the administrator (removed from active records)

Procedure: Electronic Signing of a Contract by an Employee

Employees sign contracts in the Employees module in the My Contracts for Signing tab. This tab is accessible to all users with basic access to the Employees module.

Navigate to the My Contracts for Signing tab.
Locate the contract with the status Sent in the table and click the action icon (detail).
Review the contract information and download the attached files for reading.
For each attachment, check the field I confirm reading the file — confirmation of all attachments is mandatory.
Draw your handwritten signature on the signature canvas using a mouse, finger, or stylus.
Verify that your name is filled in the Your name field (pre-filled automatically).
The Sign contract button activates automatically once all conditions are met — click it.
The system confirms successful signing. After confirmation, you will be redirected to the My Contracts overview.

Warning: If you do not agree with the contract content, click the Reject button. A window will appear for entering the reason for rejection (a minimum of 5 characters is required). The rejected contract moves to the Rejected status and the administrator is notified.

Note: The system records the IP address and device type at the time of signing for legal verification purposes. The signature is saved as an image and is part of the contract record.

Employee Data Export

In the Employee List tab of the Employees module, the following exports are available:

Excel: Export the entire table (or currently filtered records) to an XLSX file. Click the Excel button above the table.
Print: Print overview of the employee table. Click the Print button.

Tip: Before exporting, set a filter or hide unnecessary columns using the Columns button, so that the export contains only relevant information.

REGZEC – Employee Registration with ČSSZ

REGZEC (Employee Registration) is a form for electronically registering, deregistering, and reporting changes for employees with the Czech Social Security Administration (ČSSZ). The form is generated in XML format according to the XSD schema version 1.4 and sent via data box (ISDS) directly to the ČSSZ data box.

The REGZEC tab is available in the employee detail and is displayed to users with permission to view employee details. Sending the REGZEC form requires administrator permission for the Payroll module (level 10 or higher).

REGZEC Tab in Employee Detail

In the detail of each employee, the REGZEC tab is displayed with the following information:

Type of activity (relDetail): Type of employment relationship – employment contract, appointment, DPČ, DPP, cooperative member, partner/director, member of a collective body, foster carer, or other.
Employment status (relat): More detailed categorisation – indefinite/fixed term, appointed/elected, DPČ, DPP, members of security forces, soldiers, customs officers, civil servants, apprentices.
Small employer (sme): Employer with an average monthly number of employees below 26.
Work schedule (workmode): Single-shift, double-shift, triple-shift, continuous, rotating, uneven, flexible, working time account, or other.
Consecutive employment (cont): The employment relationship directly follows the previous employment relationship with the same employer.
Leadership position (position lead): The employee is a senior employee pursuant to §11 of the Labour Code.
Place of contract conclusion (contractplace): Municipality where the employment contract or agreement was concluded.
Workplace city / municipality code (municode): 6-digit municipality code per the Czech Statistical Office, where the employee works.
CZ-ISCO classification (prof clas): Occupation code according to the international CZ-ISCO occupational classification.

Editing REGZEC Data

REGZEC data can be edited in two ways:

Individual editing: Click the Edit button (pencil icon) in the REGZEC tab of the employee detail. A modal dialog opens with a form where all REGZEC parameters for the specific employee can be modified. The workplace city and CZ-ISCO classification are searched using an autocomplete field (Select2).
Bulk change: Click the Bulk change button (users icon) in the REGZEC tab. This dialog allows you to set selected REGZEC parameters (small employer, place of contract conclusion, workplace city) for all active employees at once. Check the boxes next to the parameters you wish to change, fill in the values, and confirm.

Submitting REGZEC to ČSSZ

To submit an employee registration to ČSSZ, click the REGZEC - Registration with ČSSZ button (green button) in the REGZEC tab of the employee detail. A modal dialog opens with the complete submission form.

REGZEC Action Types

Action	Code	Description
Registration	1	Registration of a new employee with ČSSZ – mandatory upon commencement of employment.
Deregistration	2	Deregistration of an employee – mandatory upon termination of employment.
Change of details	3	Reporting a change of details for an already registered employee (e.g. change of address, insurance provider).
Correction of registration	4	Correction of a previously submitted registration (incorrect data).
Correction of deregistration	5	Correction of a previously submitted deregistration.
Cancellation of registration	6	Cancellation of a previously submitted registration.
Cancellation of deregistration	7	Cancellation of a previously submitted deregistration.

Submission Procedure

Open the employee detail and navigate to the REGZEC tab.
Click the REGZEC - Registration with ČSSZ button.
In the modal dialog, review the pre-filled data:
- Action type – select the required action (registration, deregistration, change, correction, or cancellation).
- Personal data – surname, first name, national ID number, date of birth, gender, citizenship, birth surname, country of birth, education (KKOV). These details are loaded automatically from the employee record and are read-only.
- Employer data – company registration number, ČSSZ variable symbol, OSSZ code. Loaded from payroll settings.
- Employment data – type of activity, work schedule, commencement/termination date, contract type, CZ-ISCO classification, workplace city. Loaded from the employee's REGZEC configuration.
- Pension data – early retirement, reduced retirement age.
- Health insurance provider – insurer code and name.
The system automatically validates mandatory data. If any data is missing, a warning message is displayed listing the missing fields. Fill in the missing data in the employee record or in the REGZEC configuration and reopen the dialog.
Select the ISDS connection (data box) for submission. The connection must be configured in the payroll settings.
Click the Submit to ČSSZ button. The system generates the REGZEC XML document and sends it via the data box to the ČSSZ data box.
After successful submission, the record is displayed in the REGZEC submission history.

Pre-submission Validation

Before submission, the system checks the following mandatory data:

Payroll settings (must be completed in Settings → Payroll): OSSZ district code (100–999), ČSSZ variable symbol (8–10 digits).
Employee data: National ID number, birth surname, residential address, CZ-ISCO classification, workplace municipality code, KKOV education.

If payroll-level settings are missing, a red warning is displayed with a link to settings. If employee data is missing, a list of fields that need to be completed is displayed.

REGZEC Submission History

Below the REGZEC data card, the REGZEC tab displays a table REGZEC Submission History to ČSSZ with all submitted REGZEC messages for the given employee. The table contains:

Date of submission: Date and time of submission creation.
Action type: Colour-coded label with the action type – green for registration, red for deregistration, grey for other actions.
ISDS status: Status of the message in the data box (sent, delivered, received, etc.).
Processing status: Processing status of the message on the ČSSZ side.
Actions: Envelope icon for viewing the message detail in the Data Boxes (ISDS) module.

If no REGZEC messages have been submitted for the employee yet, an informational message is displayed.

Prerequisites for Using REGZEC

In Settings → Payroll, the ČSSZ variable symbol and OSSZ district code must be filled in.
An ISDS connection (data box) for sending to ČSSZ must be configured in the payroll settings.
The user must have permission for the Payroll module at level 10 or higher.
The user must have permission to create messages in ISDS.
The employee must have the basic personnel data filled in: national ID number, birth surname, residential address, education (KKOV).
In the employee's REGZEC tab, the following must be filled in: CZ-ISCO classification and workplace municipality code.

Integration with Other Modules

Attendance (WorkAttendance): The superior set in the Employees module automatically approves the attendance of their subordinates. The employee records determine who is displayed in attendance overviews.
Holidays (Vacations): The superior entered in the Employees module receives holiday requests from subordinates for approval. The organisational structure determines the approval workflow.
Pay slips (PaySlip): Employee personnel data (account number, national ID number, health insurance provider, education) are used when generating pay slips and reports for ČSSZ.
Data Boxes (ISDScz): The data box ID entered in the employee's personnel data is used for sending documents via data boxes to natural persons.
Training: The employee's position and organisational unit determine which training courses are relevant or mandatory for them.
Asset records (PropertyRecords): Employees are assigned as responsible persons to asset records; their name is taken from the Employees module.
Projects, Tasks: Employees are assigned to projects and tasks; their contact information from the Employees module is displayed in overviews.
eNeschopenka: Integration with sick leave records uses the employee's personal data from the personnel tab.

Troubleshooting

Frequently Asked Questions

Question: I cannot see the Personnel tab in the employee detail. Why?

Solution: In the Employees module, the Personnel tab is accessible only to users with permission for the personnel tab. If you do not have this permission, the tab is not displayed. Ask the administrator to grant you access to personnel data.

Question: I cannot edit employee data — the Edit button is not displayed.

Solution: The Edit button is displayed only to users with permission to edit employees. The exception is editing your own profile — if you have the "Edit own profile" permission, you can only edit your own data. Contact the administrator to be granted the appropriate permissions.

Question: The Organisational Chart tab is not displayed for me.

Solution: The organisational chart must be enabled in company settings and you must also have at least the permission to view the employee list with access to the organisational chart. Verify both with the administrator.

Question: The Sign Contract button is greyed out and cannot be clicked.

Solution: The button is activated only after all three conditions are met simultaneously: (1) you must confirm reading all attached files by checking the relevant checkboxes, (2) you must draw a signature on the signature canvas, and (3) your name must be filled in the Your Name field. Check whether all three conditions are met.

Question: The employee cannot see the sent contract for signing in the My Contracts tab.

Solution: Check the contract status in the Contracts for Signing tab. If the status is "Draft", the contract has not yet been sent — in the contract detail, click the Send button. Only after sending does the contract become visible to the employee.

Question: I want to enter a value in an optional field, but the field is not displayed in the employee editing form.

Solution: Optional fields have their own access rights settings for reading and writing. If you cannot see the field in the edit view, you do not have write permission for it. The module administrator can assign permissions for optional fields in Settings → Users.

Question: The Contracts tab in the Employees module is not displayed.

Solution: The Contracts tab is accessible only to users with administration permission for the Employees module and also with permission for the personnel tab (detail). If you have neither permission, the tab will not be displayed. Contact the system administrator.

Question: Signing a contract on a mobile device does not draw well.

Solution: Rotate the device to landscape orientation for a larger signature canvas area. Use a finger or stylus, not a fingernail. If the signature did not turn out well, click the Clear button and try again. On some devices, drawing at a slower pace works better.

Tips for Efficient Work

Tip: To quickly find an employee, use the search field — the search scans all visible columns including email, position, and department. The field is automatically activated upon opening the tab.
Tip: When entering an employee's position, use the autocomplete function — the system will suggest existing positions. Consistent position labelling makes filtering and training assignment easier.
Tip: Contract templates can be reused — create templates for the most frequently used document types (NDA, employment contracts, DPP or DPČ agreements) and simply select the appropriate template when sending.
Tip: In the contract for signing detail, monitor the Signing Deadline field — if it is displayed in red, the deadline has been exceeded. The contract can be resent or the deadline extended by editing the record.
Tip: Columns in the employee table can be hidden using the Columns button — the setting is saved and will be retained at the next login.
Tip: For a new employee, first create a user account in Settings → Users, then complete the personnel data in the Employees module and send them the employment contract for electronic signing.

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