Employee Supervisors Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use the Supervisors Definitions page to create Employee Supervisors definitions. You can set a supervisor to Active or Inactive. An inactive supervisor will not be able to approve leave requests or timecards.

Desktop Location

You can also manage supervisors in the J1 Desktop application. The Supervisors window is in the Settings - HR via Personnel and HR via Payroll activity centers.

Database Location

Definitions are stored in the SUPERVIS_MAST table.

Where Supervisor Definitions Are Used

Supervisor definitions are used in the following places in HCM:

Manage Leave Requests
Manage Timecards

Fields

Name/ID: the supervisor's personal short format name and ID number.
Number of Employees: the number of employees assigned to a supervisor's ID number.
Status: the active or inactive status of the supervisor.

Permissions

To manage supervisor definitions, you must be in a role with the Can manage employee supervisors permission enabled.

How To

View Supervisors Definitions

From the HCM Administration hub, click Definitions. Open the Employee Supervisors page.
To search for a supervisor, enter a name or ID number in the Quick Filters field and press the Enter key. To remove a filter, click the x icon.
To sort the definitions, click the arrows on the column heading you want to sort by.

Create Supervisors Definitions

From the HCM Administration hub, navigate to Definitions. Select Employee Supervisors.
From the Employee Supervisors Definitions page, click the Create Definitions button.
In the Create Employee Supervisors Definitions pop-up, enter the name or ID number of the employee supervisor you want to define.
Set the toggle to Active or Inactive.
Click Create and close.

Inactivate a Supervisor

Note

Supervisors who are deactivated will be prompted about pending timecards and/or leave requests assigned to them.

From the HCM Administration hub, navigate to Definitions. Select Employee Supervisors.
From the Employee Supervisors Definitions page, click the Create Definitions button.
In the Create Employee Supervisors Definitions pop-up, enter the name or ID number of the employee supervisor you want to define.
Set the toggle to Inactive.
Click Create and close.

Delete Supervisors Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.

FAQ

Why can't I deactivate a supervisor?

A supervisor may only be successfully deactivated if they meet the following criteria:

No leave requests are pending approval.
Any pending timecard approvals where today's date is still within the approval cutoff period have an alternate approver assigned.
Any remaining leave requests have an alternate approver assigned.