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Emergency Contacts Setup Guide

Once you’re ready to start using the latest version of Emergency Contacts, you’ll need to make some setup decisions.

We recommend setting up Emergency Contacts so that:

  • Managers, regular users and the employee can update the contact’s information, so they’re always up-to-date.

  • Contacts have the:

    • First Name and Last Name

    • Cell, Work, and Home Phone numbers

    • Relationship to the employee

    • More info

To get started using the recommended set up, skip to Update the Company Web Settings. There’s just three steps to started using Emergency Contacts with the recommended setup:

  • Update the Company Web Settings

  • Review the Relationship Codes

  • Add Emergency Contacts to the menu.

Want to tailor Emergency Contacts to your organization’s needs? Check out the Advanced Setup Guide if you’d like to include additional information about employees’ emergency contacts, update the field names, or adjust who can make changes. The advanced setup includes all the details about the different settings, along with the details about adding Emergency Contacts.

If you’re already using the older version of Emergency Contacts and want to start using the latest, go to the Emergency Contacts Transitions Guide.

Want to learn more about Emergency Contacts before getting started? Go to the Emergency Contacts Overview.

Since Emergency Contacts appears within Personal Information, be sure it’s set up before configuring Emergency Contacts. Emergency Contacts is only displayed for those with access to Personal Information.

Update the Company Web Settings

Follow these steps to update Emergency Contacts to display the recommended fields:

  • First Name and Last Name

  • Cell, Work, and Home Phone Numbers

  • Relationship to the employee

  • More info

The employee, along with any managers and regular users with access, will be allowed to update the contacts.

Step 1: Open Administration Settings on ASSP and select Company Settings. 
By default, this can be found in Administration. 

Step 2: Enter EmergencyContactSettings in the Search.

Step 3: Select Edit for EmergencyContactSettings.FieldDisplayName.

Step 4: In Value, enter the following and select Save.

GivenName:First Name, Surname:Last Name, MobilePhone:Cell Phone: N° De Téléphone Portable, Comments:More Info:Plus d’informations,

Step 5: Select Edit for EmergencyContactSettings.HiddenFields.

Step 6: In Value, enter the following and select Save.

Initial, UseEmployeeAddress, Address1, Address2, City, Province, Country, Postal

Step 7: Take a look at the Value for these settings:

  • EmergencyContactSettings.EmployeeReadOnly

  • EmergencyContactSettings.ManagerReadOnly

  • EmergencyContactSettings.ManagerReadOnlyForSelf

If these are all false, skip to Step 11. If any are true, continue to Step 8 to update them.

Step 8: Select Edit for one of the True settings.

Step 9: Deselect Value, then select Save.

Step 10: Repeat Steps 8 and 9 until these three settings are false.

  • EmergencyContactSettings.EmployeeReadOnly

  • EmergencyContactSettings.ManagerReadOnly

  • EmergencyContactSettings.ManagerReadOnlyForSelf

Step 11: Select Reload Settings.

Additional Information
If you’ve already moved to the latest ASSP
, you won’t see Reload Settings; your changes will take effect within 5 minutes.

Review and update Your Relationship Codes

Before you start using Emergency Contacts, take a look and see if you want to change your relationship codes. Relationship codes are assigned to each contact, so managers and regular users understand how the employee knows the contact.

Here, you can create new codes, adjust existing ones and delete any codes that aren’t used.

Additional Information 
Codes can only be deleted if they’re not assigned to any contacts. You can only update the code’s description, not the ID.

Step 1: Open Relationship Codes in the Avanti Desktop Application.
By default, this can be found in Human Resources >> Installation & Maintenance >> Personal Information Codes.

Step 2: If you’d like an additional relationship code available for selection, select Insert, then add the Code and Description. Select Ok.

Step 3: If any codes should have the description updated, select the code, click Modify, update the Description, then select Ok.

Step 4: If there’s any codes you’d like to delete, select the code, then click Delete.

Additional Information 
You can only delete relationship codes that aren’t assigned to any employee’s emergency contact. To delete a previously used code, first you’ll have to remove it for all current and past employees.

How to Add the Emergency Contacts to the Menu

Only Regular users with the Admin user group can set up Emergency Contacts.

Additional Information
You’ll want to set up Personal Information
 if you haven’t already. Emergency Contacts is only available to those that have access to Personal Information.

Step 1: Select System Configuration.

Step 2: Under System, select New Experience.

Step 3: Select Start Setup.

Additional Information
If you’re already moved to the latest ASSP, you won’t see this screen. Skip to Step 5

Step 4: Select Continue to bypass the security.

Additional Information
If you’re already moved to the latest ASSP, you won’t see this screen. Skip to Step 5

Step 5: Select Emergency Contacts. If Emergency Contacts doesn’t open immediately, select Edit.

Step 6: Select a Role Type to determine which employees your managers and regular users can access Emergency Contacts for.

Additional Information
If no Role Type is selected, the default is Time Entry. Managers and Regular Users can only see Emergency Contacts for employees they can view Personal Information for.

Step 7: Select the User Groups to determine who can access Emergency Contacts.

Additional Information
Only users in one of the selected User Groups can access Emergency Contacts.

Step 8: Set your desired Responsibility for who can Add, Edit, View, and Delete Emergency Contacts.

  • A * grants access to all users.

  • Enter an A to restrict access the most. Only users with will have access.

  • Enter any other letter. Users with that letter will have access. Users with a letter between that level of access and A will also have access.

Additional Information
Responsibility levels range from A to Z, with A being the most restrictive. The user’s responsibility level is based on the user’s assigned groups. Go to Responsibilities for more information.

For example, the user must have A or B access to modify Emergency Contacts if the Edit Responsibility is B.

Step 9: Select Save.

Step 10: Select Finish.

Step 11: Select Exit Configuration.

Great! Emergency Contacts is all set up, and employees can access it from within Personal Information.

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