Glossary

A

• Activate Date: The activation date of extra leave granted to an employee. Extra leave can be used by employees starting from this date.
• Additional Information: A section on the Employee Profile Page displaying additional information specified through custom fields on the Setup page.
• Approver (Payroll): An individual or group authorized to approve the payroll process in the Sentec EMS system. The approval process follows a hierarchical system, where payroll passes through several levels of approvers before its status changes to "Approved". Approvers are ranked from 1 to 10, with level 1 being the earliest. Payroll approved by the last level approver is considered final and fully approved.
• Attendance: A Setup feature that customizes Attendance methods like Record, location for attendance, validation settings, and schedule creation.
• Attendance Record: Employees can use this page to record attendance by clicking the green button, selecting the appropriate attendance location, and taking a photo as proof of attendance. This facilitates real-time and accurate recording of employee attendance.

B

• Bank Account: A section on the Employee Profile Page displaying the employee's bank account information used in Payroll reports. One bank account must be designated as the default.
• Basic Information: A section on the Employee Profile Page displaying basic employee information such as name, date of birth, and other personal details.

C

• Configuration: A page that customizes the available features in Sentec EMS. Divided into two submenus: Property and Setup.
• Contract History: Part of the contract detail page that shows the history or status of the contract for each change made by the company.
• Custom Field: Customizable tabs on the Setup page to add additional information about employees displayed in the Additional Information section on the Employee Profile Page.
• Custom Work Hour: A feature to add work schedules with non-standard entry and exit times. This setting must be activated in Configuration - Setup - Attendance.

D

• Dashboard Employee: When employees log into Sentec EMS, they see the Employee Dashboard displaying key information.
• Document: A Property feature to create checklist document templates used as additional documents for employee contracts. Can be used for various purposes such as new hires, resignations, and promotions. Verification processes are performed by selected employees.

E

• Editing Permission: Permissions that manage user access and capabilities in managing various features in Sentec EMS. There are several types of permissions, each with specific functions such as managing employee data, contracts, schedules, attendance, documents, payroll, and leave.
• Employee: A menu that manages employee data and is divided into several submenus: Employee List, Organization Chart, Employee Milestone, Contract Administration, and Document.
• Employee Leave Profile: Part of the Employee Profile Page displaying the employee's leave profile, both regular and extra. Users with "Leave" permission in "read/write" mode can edit types of leave and balances received by employees.
• Employee List: A page displaying all employees in the company.
• Employee Payroll Profile: Part of the Employee Profile Page displaying the employee's payroll profile. Users with "Payroll" permission in "read/write" mode can edit account data acquired by employees, such as BPJS inclusion, Casual Salary value, and others.
• Employment Level: A Setup feature that manages attributes in contracts that determine employee levels or grades.
• Expire Date: The expiration date of extra leave granted, automatically filled based on the "Expiring in" parameter in leave type configuration. This date can still be edited as needed.
• Extra Leave: A page displaying extra leave granted to employees. Data can be filtered based on the specified date range. The "Available" column indicates whether the extra leave has been used by the employee, and the "Status" column indicates whether the extra leave has been approved by management.

F

• Filter: A feature that allows users to filter employee data based on specific criteria on the Employee List page.

G

• Give Extra: A feature that allows Heads of Department to grant additional extra leave credits to employees.
• Google Chrome: Recommended web browser for accessing Management and Employee applications for Android users.

H

• Head of Department (HOD): Indicates whether an employee is the head of their department. Employees with this status can create work schedules and grant Extra Leave credits.

I

• Import Record: A feature to import employee attendance data from fingerprint machines. The imported data must follow one of two templates provided by Sentec EMS. Each employee must register their fingerprint ID in Configuration - Setup - Employee - Custom Field beforehand.

L

• Leave Calendar: A page displaying all dates of leave taken by employees in the company.
• Leave Request: A page in Sentec EMS displaying all leave requests made by employees. Users can use filters to display data based on the date range of leave requests and the status of leave requests.
• Leave Type: Types of leave that can be created by the company as needed. Consists of regular leave (leave entitlement automatically added by the system) and extra leave (additional leave entitlement). Settings include automatic activation, automatic leave entitlement, maximum limits, expiry dates, automatic reset, and deduction of leave balances.
• Leave Withdraw: The process of canceling a leave request by an employee, either entirely or only for specific dates.

M

• Mandatory Reason: A reason that must be filled in by the user when making a leave request. Without a valid reason, the leave request cannot be saved.
• My Calendar: Part of the dashboard displaying employee work and leave schedules in monthly or weekly calendar format.

P

• Payroll: A Setup feature that customizes the Payroll Profile along with simulation, descriptions of each Account and Report, and Tax Data.
• Property: A submenu of the Configuration menu, where users can complete company-related data, create document templates for contracts, and configure reminders.
• Property Data: One of the features of Property to complete company data, such as primary and secondary colors for email notifications and company logos.

R

• Record: A menu in Sentec EMS that supports recording employee attendance. Currently available in two types: importing data from fingerprint machines and employees recording attendance using their smartphones.
• Reminder: One of the features of Property for customizable reminder settings, including sending reminders before the effective date, number of repetitions, and email recipients. Specifically for birthday reminders, reminders are sent directly on the employee's birthday without following other settings.
• Request: A page that functions as a collection of shortcut links for all employee administrative matters, such as leave requests and schedule changes.

S

• Safari: Recommended web browser for accessing Management and Employee applications for iOS users.
• Salary Slip: A document detailing employee salary payments, automatically generated by the Sentec EMS system when the payroll report status changes to "Paid". Companies have the option to resend the salary slip to the employee's email or download it directly from the management page.
• Schedule: A menu in Sentec EMS that supports creating and managing employee work schedules. This menu provides various features for creating, organizing, and viewing schedules in table and calendar formats, as well as allowing for schedule change requests and approvals.
• Schedule Creator: A feature to specify employees (other than Heads of Department) who can create work schedules. Schedules created by the "Schedule Creator" must be approved before becoming active.
• Schedule Plan: A page displaying all schedule plans created by the "Schedule Creator". HODs can approve or reject these schedule plans.
• Setup: A submenu in Configuration that allows users with "Setup" permission in write mode to configure various features in Sentec EMS as per company needs. Features that can be configured through this menu include custom field settings for employees, tagging, employee levels, payroll profiles, attendance methods, attendance locations, work schedules, and leave types.
• Signature: A signature that can be added by the user to employee salary slips (in PDF format). The signature is located below the "Account" table on the salary slip.
• Split Shift: A feature to create separate work schedules within one day. Users can create schedules with split working hours by enabling the "Split Shift" option when creating employee schedules.

T

• Tag: Categories or labels used to group employees.

U

• User: A registered user who accesses the management page.

V

• View Record: A page to view employee attendance data based on the selected date range. Displays attendance status (on time, late, or early departure) with color indicators, as well as validation of attendance location and photos. Users can change this validation status and view employee attendance locations and photos in more detail.

W

• Working Experience: Part of the Employee Profile Page displaying the employee's previous work experience.