# Employee

## Employees in Fieldworker

Fieldworker supports three distinct user personas, representing a three-level hierarchy, that is pre-built in the platform. These personas (Roles) in the system are responsible for both the user experience (from the customization of look and feel to the functionalities available to use) as well as access to customers' data.

1. Support Coordinator / Fieldworker / Case Manager
2. Manager (Timesheet Administrator)
3. Admin

Users, however, are not limited to this hierarchy. You can set up HR hierarchies that mimic your own agency's structure. All new (user-created) roles generally map to the Manager roles and have similar look and feel and functionality. Their access to customer data is determined by the relationships established.

### Accessing Employees

You can access all employees in the system using Settings and Employee. You can view the employee details and if needed, can also change it.

<figure><img src="https://1895083124-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFKFmA5xK4sMCcp1WP4Kc%2Fuploads%2Far0HXuSwXVeHVYACpRaq%2Fscreenshot-dev.fieldworker.ai-2023.07.12-14_58_07.png?alt=media&#x26;token=c107d8e6-5dc5-4f8c-9669-83287652af8a" alt=""><figcaption></figcaption></figure>

### Personal Information

The Personal Data tab is the starting point for viewing or editing Employee details. First name, last name, and social security number are required fields; most other fields are optional.&#x20;

* The minimum requirements to save an Employee are first name, last name, and email address. The email address is the primary key used to identify unique records while inserting new employees into the system.
* To schedule a task for Caregiver you must have the first name, last name, social security number, and Payroll Item(s.) They should also be associated with an active project.
* To improve retention, we recommend that each Caregiver has a Referred By so you can track where your best Caregivers are from.
* As a best practice, do not send any electronic messages (including emails, text messages, and reports) that contain identifiable Client information like full name, address, phone, date of birth, etc.

<figure><img src="https://1895083124-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFKFmA5xK4sMCcp1WP4Kc%2Fuploads%2FhIrQpaKWOwcQSxha9fLl%2Fscreenshot-dev.fieldworker.ai-2023.07.10-19_47_49.png?alt=media&#x26;token=c2b57257-309f-4102-b6a2-b219a40bfa7d" alt=""><figcaption></figcaption></figure>

* **Status:** The status of the Caregiver: active or inactive. *This list cannot be modified*.&#x20;
* **Hire Date:** The date the Caregiver was hired.
* **Phone:** Primary and secondary phone numbers associated with the Caregiver. Free form data entry for phone numbers.&#x20;
  * To distinguish a home phone from a cell phone, type text or something similar; for example, both 989-874-5412 (C) and 989-874-5412 cell work.&#x20;
  * Please note some State EVVs will not allow additional characters in a phone number field.
* **Email** is discussed above.
* **State License Number:** (Optional) This number can also be used in the [shaded area of line 24j](https://generations.document360.io/v1/docs/cms1500-line-by-line) of the CMS1500 and for State EVV.
* **Caregiver Other ID:** (Optional) Sometimes used for State EVV interfaces.

### Employment Information

The employee attributes, generally associated with the current employment is added/accessible from this tab.

<figure><img src="https://1895083124-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFKFmA5xK4sMCcp1WP4Kc%2Fuploads%2F3hFohp0MF5dKjkbTClIw%2Fscreenshot-dev.fieldworker.ai-2023.07.10-19_49_46.png?alt=media&#x26;token=c0ef688d-34e4-486e-8960-d50fe8c27f63" alt=""><figcaption></figcaption></figure>

* **SSN/SIN:** (Required) Social Security Number (USA) or Social Insurance Number (Canada.) For security purposes, you can hide the SSN/SIN from all non-administrative users in [Company Settings > Security.](https://generations.document360.io/v1/docs/security-overview)
* **Unknown SSN/SIN:** Place a checkmark here if you do not know the SSN/SIN. This field is typically only used for Applicants.
* **Birth Date:** The Caregiver's date of birth. Age populates automatically after birth date is entered. The Caregiver Birthday Report pulls from here.
* **Term Date:** The date the Caregiver is terminated.
* **Do Not Rehire:** Place a checkmark here to indicate that you do not wish to rehire this Caregiver.
* **Gender:** Select an option; this list cannot be modified.
* **NPI:** (Optional) National Provider Identification Number. This number can also be used the in non-shaded area of [line 24j](https://generations.document360.io/v1/docs/cms1500-line-by-line) of the CMS1500.

### Employee Relationships

The Fieldworker allows you to model the HR structure of your organization in the app. This functionality is available for an admin. The Fieldworker supports defining multiple hierarchies and relationships. It is always advisable to avoid circular relationships that could lead to undeterminate situations.

The following screen accessible from the Settings page is used to establish employee-to-employee relationships at your agency. A typical process will first involve creating a new (user-defined) role and then associating employees in that relationship.

<figure><img src="https://1895083124-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFKFmA5xK4sMCcp1WP4Kc%2Fuploads%2FUE5IT5YPFvP8ioKeawBr%2Fscreenshot-dev.fieldworker.ai-2023.07.12-14_59_41.png?alt=media&#x26;token=8037223d-53a0-4156-8472-4bd22c37e0ac" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
The primary manager relationship (between employees) is captured as part of the employee record. Any secondary relationship between employees is captured using the above screen.

All screens in the app that require access to customer data use both types of relationships to determine what customer data is available to any employee.
{% endhint %}

### Access to Customer Data

The Fieldworker puts a very strong emphasis on the privacy of all customer data. The access to customer data is strictly controlled by the roles and relationships defined in the system. All data access is according to the following rules.

1. If the employee is the associated project manager of a customer's project, the employee has access to all the project data.
2. If the employee is associated with the project, as an additional employee, the employee will have access to the project data.
3. An employee in the manager role has access to all projects accessible by its managed employees.
4. An employee who has any other relationships (as defined in the HR structure) will also have access to all projects associated with its managed employees.

<details>

<summary>Capturing Customer - Employee relationship</summary>

There are three ways ...

1. **Direct association** - either the employee ID is in the project record as PM, or there is a record in the project employee association
2. **Indirect association** - when an employee is a manager, as captured in the employee table (emp\_manager\_id) include all the subordinates in the list above for their direct association
3. **HR Structure** - Expand the indirect association, to include all customers of the employee (relatedto) associated (relationshiptype) with the current user (empid) in hrstructure table.

</details>
