Personnel list

Use this form to create employee data records and keep track of your staff. You can then select the people entered here in various forms in the FM portal, for example to assign them tasks. Enter the employee's identification and contact details. Assign the employee to the room in which they work. Manage the employee's access data and rights within the FM portal. Assign the employee the inventory that they use and that is displayed on their personalized start page. When using eTASK.key management, the keys that have been issued to the employee are displayed. When using eTASK Employee Examinations, the company medical examinations in which the employee has participated are listed.

Identification

In this section, data for the identification of the staff member can be entered. This information will be used to identify it across the entire FM-Portal.

Property	Description
CPID	Enter the employee's CPID.
LDAP Import Identifier	This column is used for synchronization when importing a user via LDAP.
Personnel Number	Enter the employee's personnel number.

Primary Contact Data

You can enter the primary contact data (e.g., phone number, address) of the staff member in this section.

Property	Description
Mobile Phone No.	Displays the mobile phone number on which the employee can be reached during the day. To change the number, set the required number to the first position further below in the "Contact data" information area.
Phone No.	Displays the landline on which the employee can be reached during the day. To change the number, set the required number to the first position further below in the "Contact data" information area.
Fax No.	Displays the fax number on which the employee can be reached during the day. To change the number, set the required number to the first position further below in the "Contact data" information area.
E-Mail	Enter the employee's email address.

Personnel Details

You can enter personnel details necessary for the staff member's administration into this section.

Property	Description
Gender	Selection of the person's gender
Form of Address	Select the form of address to be used for this employee.
Title	Enter the employee's title (e.g., "PhD").
Social Security Number	Enter the employee's social security number.
Exit Date	Select the employee's employment end date.
Remark	Enter a comment about the employee.
Date of Birth	Select the employee's date of birth from the adjacent date picker.
Pseudonym / stage name	The employee's pseudonym can be entered here if, for example, he or she uses a pseudonym or is not listed in the personnel database with his or her first name.
Location	Displays the location in which the employee works.
Surname	Enter the employee's surname.
First Name	Enter the employee's first name.
Inactive	Indicate whether the employee is currently inactive.
Date of Employment	Select the employee's employment start date.
Personnel Type	Select the personnel type assigned to the employee.

Organization

You can enter information on the administration and salary accounting of the staff member here.

Property	Description
Department (Details)	Enter additional information about the department in which the employee works.
Company car available.	Indication of whether the employee has a company car.
Supervisor	Selection of the HR department employee who is responsible for the employee.
Department	⚠️ This property will be removed in one of the next releases. Please do not use it anymore. Enter the name of the department in which the employee works.
Supervisor	Selection of the employee's line manager.
Cost Center 2	Select a second cost center used to settle the costs of the employee's services.
Doorplate text	An additional text can be entered here, which can be printed on a door label in addition to the name.
Company	Select the company for which the employee works.
Organization	Select the department in which the employee works.
Cost Center 1	Select the cost center used to settle the costs of the employee's services.
Position	Select here which position the person is filling.
Data Origin	Select the origin of the personnel data. "SAP" means that the personnel data is regularly updated via eTASK.PersonnelDataImport. This parameter influences the personnel data import in general after each FM-Portal configuration. "Local" means that the personnel data is only managed in FM-Portal.
Position	Select the employee's role.

Room allocation

The employee’s room assignment is listed here

See also: room occupancy

Contact Data

This list contains all available contact data of the staff member. Click "Add Address / Number" to add further contact data.

See also: Communication

employee photo

An employee photo can be stored here.

In this section you can manage images and display an image gallery.

Profilepicture

The user can upload a profile picture.

In this section you can manage images and display an image gallery.

Home Address

The home address and private phone number of the staff member can be entered into this section.

Property	Description
Street Address	Enter the street address and street number of the staff member's home address.
Location	Enter the name of the city in which the staff member lives.
Postal Code	Enter the postal code of the staff member's home address.
Phone No.	Enter the staff member's private phone number.

FM-Portal Access

You can enter the access data the staff member needs to log on to the FM-Portal here.

Time Zone

You can select the time zone in which the staff member is located in this section.

Management Level

The management level specifies at which level of the hierarchy an employee works within the company. The smaller the value, the higher the position.

Property	Description
Management Level	The management level specifies at which level of the hierarchy an employee works within the company. The smaller the value, the higher the position.

Keys

The data records of the keys the staff member possesses are displayed here.

See also: Keys

cards

This list shows all access cards assigned to the employee.

See also: Card assignments

Parking spaces

All parking spaces assigned to the employee are displayed in this list.

See also: Pitches

Access Rights at Location

This section shows the access rights which staff member has been granted at the location he or she works at. You can assign further rights by clicking the button "Add Access Right".

See also: Assignment: Authorization for employee

HSE Functions

The list in this section shows the data records of the HSE functions (health, safety, environment) the staff member has.

See also: Authorized persons

Objects

This list includes the data records of all objects (e.g. furniture) assigned to the staff member. Click "Add Object" to assign further objects to the staff member.

See also: Object list

Assignment to user groups

In this info area, user groups can be activated for the employee by activating the checkboxes available here. The user groups determine read and write rights in the FM portal. All rights groups that are not defined as standard groups are available for selection.

See also: Groups and Rights

assigned user groups

Assigned user groups

See also: Users in groups

Documents

Documents

In this section you can upload, download and manage files.

Start onboarding

This action starts the onboarding for an employee, provided that the workflow intended for this is available.

Vehicles users

Vehicles users

See also: Vehicle user changes

Parking permits

List of parking authorizations that this employee has applied for.

See also: Parking authorization

Invite user

When using this function, the invited user receives an e-mail with further instructions on how to log in to the FM portal. See IC2049.

Anonymize (GDPR)

This function can be used to anonymize persons whose data should or may no longer be saved. In the process, the assignment to rights groups and roles is checked first. Active assignments prevent anonymization. If this is successful, entries in the data record archive that were created by this person are anonymized. The personal data is then changed and the traces of this change are removed from the data record archive. ATTENTION: After successful execution, the origin of the personal data record can no longer be traced.

Multi-factor authentication (MFA)

Multi-factor authentication (MFA) / multi-factor authentication, check access authorization using several independent features (factors)

Property	Description
Recovery codes	JSON: ["CODE1", "CODE2", ...]
Encrypted TOTP Secret	Time-based one-time password (TOTP) is a method for generating time-limited one-time passwords based on the Keyed-Hash Message Authentication Code (HMAC), which is used for authentication.
Activated?	MFA activated for this user?
Date MFA institution	Display of the date on which MFA was set up
Last successful MFA application	Display of the date of the last successful MFA login