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Employee Summary

The Employee Summary Page serves as the central profile hub for managing employee records. Once a candidate is successfully hired, their information transitions seamlessly into the employee management module, allowing recruiters, HR teams, and administrators to maintain a complete workforce record from a single location.

The Employee Summary Page provides instant access to employee details, contact information, qualifications, experience, documentation, compliance records, and other employment-related data.

 Purpose of the Employee Summary Page 

  • Maintain a centralised employee profile.
  • Store personal and professional information.
  • Track employment history and qualifications.
  • Manage employee documents and compliance records.
  • Support workforce planning and reporting.
  • Ensure accurate employee data management throughout the employee lifecycle.

 Employee Profile Header

At the top of the page, users can view key employee information, including:

  • Employee Avatar: Displays the employee's profile picture or initials when no image is available.

  • Employee Name: Shows the employee's full name for easy identification.

  • Location: Displays the employee's current location, city, state, or country.

  • Employee Status: Indicates the employee's current status, such as:

    • Active
    • Inactive
    • Terminated
    • Suspended

Marking an employee as Inactive only updates their employment status within the system and does not prevent them from accessing the application.

If an employee no longer works for your organisation and should no longer have access to the platform, you must also disable their site access through User Management.

  • Tags: Custom tags can be assigned to categorise employees based on:

    • Skill sets
    • Departments
    • Projects
    • Employment types
    • Certifications
    • Talent pools

Tags improve filtering, searching, and reporting capabilities.

Employee Summary 

 Summary Tab

The Summary tab provides a comprehensive overview of the employee's information.

  • General Information: Contains core employee details.

Fields Include:

Field Description
Title   System-defined dropdown field used to select the employee's title (Mr, Mrs, Ms, Miss, Dr, Prof) from the predefined values configured within XR. 
Employee Name Full employee name
Employee Email Address Primary contact email
Employee Phone Number Main contact number
Current Employer Name Current employing organisation. This  can not be edited from here. It is picked from the Experience  section.
Job Title Employee's role or position
Experience (Years) Total professional experience. It is picked from the Experience  section. Editing there will update automatically in this section.
Current Employer Location Current work location. It is picked from the Experience  section. Editing there will update automatically in this section.
Current Salary

Existing salary details. It is picked from the Experience  section. Editing there will update automatically in this section.

The Currency field will automatically default to the currency configured under System Settings → Internationalisation across the application. Users can manually change the currency if required from the Experience  section.
Notice Period (Days) Required notice period. Enter Manually.
Status Current employee status. Values coming from the employee status master.

  • Skills Section: Allows recruiters and HR users to record employee competencies and technical expertise. Users can add, edit, and manage skills throughout an employee's tenure.

  • Additional Information: Stores supplementary employee data.

    Field Mandatory / Optional Data Source
    Current Department Optional Entered manually
    Industry Optional Entered manually. 
    Current Benefits Optional Entered manually
    Currency Mandatory Currency field will automatically default to the currency configured under System Settings → Internationalisationacross the application. You can manually select it  from the dropdown.
    Expected Salary Optional Entered manually
    Salary Unit Optional Selected manually from the dropdown
    Expected Benefits Optional Entered manually
    Gender Mandatory Selected manually from the dropdown
    Date of Birth Mandatory Entered manually using the date picker
    Nationalities Optional Selected manually from the dropdown
    Languages Optional Selected manually from the dropdown
    Employee Description Optional Entered manually using the rich text editor
    GDPR Consent Status Mandatory Selected manually

    • Address Management: Stores employee residential and mailing addresses.

    Field Name Mandatory / Optional Data Source
    Address (Link to Map) Optional Map lookup
    Address Line 1 Mandatory Manual entry
    Address Line 2 Optional Manual entry
    District / Suburb Optional Manual entry / Auto-populated
    Town / City Optional Manual entry / Auto-populated
    Country Mandatory Dropdown list. XR defined drop-down.
    State Optional Dropdown list. Values coming from the States master.
    Zip (Postal) Code Mandatory Manual entry / Auto-populated
    Longitude Optional GPS / Map coordinates
    Latitude Optional GPS / Map coordinates

    • Dependents Section: Allows  to record family members or dependents associated with the employee.

    • Experience Section: Captures previous employment history.

    Field Mandatory / Optional Data Source
    Position Name Mandatory Manually entered
    Employer Mandatory Manually entered
    Salary Optional Manually entered
    Currency Optional

    XR system-defined dropdown. The Currency field will automatically default to the currency configured under System Settings → Internationalisation across the application. Users can manually change the currency if required from the Experience  section. 
    Salary Unit Optional Dropdown values coming from the Salary Unit  master.
    Start Date Mandatory Manual calendar selection
    End Date Optional Manual calendar selection
    Location Optional Manually selected 
    Description Optional Manually entered
    Current Company Optional Manually selected toggle (Yes/No)

     When the Current Company toggle is enabled, the End Date field is automatically disabled and cannot be edited, as employees marked as currently working at the company do not require an end date. Any existing End Date value will be ignored while the Current Company option remains selected. 

    You can maintain a detailed record of professional experience for workforce planning purposes.

    • Emergency Contacts maintained directly within the employee profile.

    Field Mandatory / Optional Data Source
    First Name Mandatory Manually entered
    Last Name Mandatory Manually entered
    Relationship Optional XR system-defined dropdown
    Phone Number Mandatory Manually entered
    Address Optional Manually selected
    Primary Contact Optional Manually - selected toggle (Yes/No)

    This information is particularly useful during workplace incidents or emergencies.

    • Education Section: Records academic qualifications and professional training.

    Field Mandatory / Optional Data Source
    Degree Type Optional Dropdown values coming from the Degree Type  master.
    Degree Title Optional Manually entered
    Name of the Institute Optional Manually entered
    Name of the University Optional Manually entered
    Start Date Optional Manual calendar selection
    End Date Optional Manual calendar selection
    Score Type Optional Dropdown values coming from the Score master.
    Final Score Optional Manually entered
    Qualification Mandatory Dropdown values coming from the Qualification/role master.
    Location Optional Manually selected
    Description Optional Manually entered

    • Folder Management: Allows users to organise employee records into structured categories. You can map employee to specific folders from here.

      • Examples

        • Compliance Documents
        • Performance Reviews
        • Training Records
        • Contracts
        • Payroll Documentation

    Recommend Reading: How the employee folder works in details, click here: Organise Folders.

    Resume Section

    The Resume section allows users to upload, view, download, and manage an employee's resume and cover letter. It also provides resume parsing functionality to automatically extract employee information from uploaded resumes.

    Feature Description
    Resume Upload and store the employee's resume/CV.
    Parse Resume Extract information from the uploaded resume and populate employee profile fields automatically.
    Cover Letter Upload and manage the employee's cover letter.
    Add Resume Upload a new resume document.
    Download Resume Download the currently stored resume.
    •  Notes Section: Serves as a centralised hub for documenting crucial employee-related details. These concise yet comprehensive records capture important information and interactions pertaining to employees within the organisation.

     Recommend Reading: How notes section works in detail, click here: Notes.

    • Meeting / Task tab on the Employee Summary page allows users to create, manage, and track meetings and tasks related to a specific employee. It provides a central location to schedule activities, send invitations, and view all employee-related interactions. 

      • Auto-Populated Employee Information - When a Meeting or Task is created from the Employee Summary page:

        • The Meeting Related To field is automatically set to Employee.
        • The Related To field is automatically populated with the selected employee's name.
        • The user does not need to manually select the employee.
    Field/Option Description
    Date Select the meeting/task date using Scheduling Assistance. By default  current  date is selected.
    Time Slot Choose an available time slot for the meeting/task.
    Time Period Define the duration of the meeting/task. By default one hour is selected. Pick from the dropdown as per your requirement.
    Time Format Select either 12-hour or 24-hour time format. By default 12 hours is selected.
    Available Time Slots

    Displays the available time slots for the selected date. The available slots are generated according to the value selected in the Time Period field. For example, if the Time Period is set to 1 hour, the time slots are displayed at 1-hour intervals. If the Time Period is 30 minutes, the time slots are displayed at 30-minute intervals.
    Insert Template   Email Template Placeholder Replacement Based on Context Scenario 1: Employee Email Template Used in Employee Summary

    Given

    • An Employee email template is created from Profile Picture → My Profile → Email Templates.

    • The template contains Employee placeholders such as:

    When

    • A user creates a meeting/task from the Employee Summary.
    • The user selects the Employee email template.

    Then

    • All Employee placeholders are replaced with the actual Employee values in the mail preview and in  the email sent to the recipient.
    • Example:
    Placeholder Replaced With
     AAHANA 
     AAHANA SINGHANIA 
     99887766 

    Scenario 2: For example: Job Template Used in Employee Summary

    Given

    • A Job email template contains placeholders such as:

    When

    • A user creates a meeting/task from Employee Summary.
    • The user selects a Job template.

    Then

    • The Job placeholders are not replaced in the mail preview and in  the email sent to the recipient.
    • This is because Employee Summary does not have Job context.
    • The system cannot find Job information or context.

    Scenario 3: Job Placeholders Inserted in an Employee Template

    Given

    • An Employee template is being edited.
    • The user manually inserts Job placeholders like:

    When

    • The email is sent from Employee Summary.

    Then

    • Employee placeholders are replaced correctly.
    • Job placeholders are not replaced because Job context is unavailable.

    Example

    Placeholder Result
    Replaced
    Replaced
    Not Replaced
    Not Replaced

    Rule: 

    Placeholders are replaced only when the corresponding module context is available.

    • Employee Summary → Replaces only Employee placeholders.
    • If a placeholder belongs to another module, its value is not replaced because the required context is not available.
    Organiser Specifies the user organising the meeting or task. This field is automatically populated with the name of the user scheduling the activity and cannot be modified. After the meeting or task is created, a system-generated email notification is sent to inform participants that the activity has been scheduled.
    Meeting Related To Automatically set to Employee.
    Related To Automatically populated with the selected employee's name.
    Category Select the appropriate meeting/task category.
    Title By default, picked from the inserted template, if any. Enter the meeting/task title.
    Date and Time 

    Specify the meeting time zone, date, and duration. Selecting a slot from Available Time Slots automatically fills the Start Time and End Time fields. You can adjust the date or time manually if needed, allowing flexibility while ensuring accurate scheduling across different time zones.
    Required Attendees

     By default, the employee  in the Related To field is selected. The placeholders in the email preview are populated with the details of that employee (employee in the Related To), regardless of any additional employees added as attendees.

    A single email is sent to all the employees (if any others added in the Related To field, manually) along with the  meeting calendar invitation. This depends on if you ticked the checkbox: Send email to attendees and Send calendar invite to attendees.
    Optional Attendees  Add attendees whose participation is optional. These employees will appear in the CC field of the same email. 
    Access Define the visibility level of the meeting/task.  Public, Protected and Confidential.
    Meeting Platform  If you have  integrated teams from My Profile>Other Integrations it will appear in the drop-down. 
    Online Meeting URL Once a meeting platform is selected (for example: Teams) a virtual meeting link is auto created. The calendar invite will go with the same meeting link.
    Room or Location Search and select a meeting room or physical location.
    Send Email to Attendees Sends an email notification to attendees when checked.
    Send Calendar Appointment Invite Sends a calendar invitation to attendees when checked.
    Email Preview Allows users to preview the email before sending.
    Attachment Upload and attach files to the meeting/task.
    Save Saves the meeting/task record.
    Cancel Closes the popup without saving changes.

    • Documents Management: Enables centralised storage of employee-related files.

     Recommend Reading: How document section works in detail, click here:  Documents.

    Employee Sections - Add Information 

    Three - dot   Menu

    • Customise Layout: Help you arrange the summary tab  sections  as per your needs.

    • Add to Folder: Allows you to organise employee records by adding them to folders. This helps group employees based on criteria such as department, location, project, or any custom category, making it easier to manage and access records.
    • Download Resume: Enables you to download the employee's resume directly from the Employee Summary page. This provides quick access to the latest resume for review, sharing, or offline reference.
    • Request GDPR Consent: Supports privacy compliance through consent tracking and secure data management.

    Three -dot – Actions to Perform

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