To set up the contact record from the Contacts folder, highlight the Payroll/Human Resources > Employees > Contacts folder and click .
To set up the contact record from the employee record it is associated with, open the employee record, select the Contacts tab, and click in the Employee Contacts pane.
If you opened the new contact record from its associated employee record, the Employee field is prefilled for you. If you opened the new contact record from the Contacts folder, select the code of the employee to associate the contact record with.
If the contact should be reached in the event of an emergency involving the employee, mark the Emergency checkbox.
Enter the Full Name of the employee contact. The full name must be unique among other contacts for the employee. When you tab out of this field, the fields in the Name section are filled in for you with the parts of the name you supplied. If you need to make changes to the name, you can make them in the Name fields.
From the Relationship drop-down list, select the contact's relationship to the employee. Your options are:
Spouse
Child
Parent
Other. If you select this option, the field below is enabled. Enter the contact's relationship to the employee.
If the contact has a preferred name that is different from the name in the Full Name field, enter it in the Goes By field.
From the Pronouns drop-down list, select the pronouns by which the contact prefers to be addressed, or enter the pronouns if they are not listed. Valid options include:
She/Her/Hers
He/Him/His
They/Them/Theirs
In the Phone Numbers fields, enter one or more phone numbers for the contact.
In the Government ID section, enter the contact's Social Security Number (Social Insurance Number).
Tips
You can show the Social Security Number field, the Social Insurance Number field, both, or neither. Select > View > Government ID > Show Social Security Number (or Show Social Insurance Number). If the command is not checked in the menu, selecting it makes it visible; if the command is checked, selecting it hides it.
When either or both of these fields is visible, you can toggle whether the field displays the actual number or instead replaces the numbers with a series of dots. To do so, select > View > Government ID > Show Unobscured.
In the Address section, enter details of the contact's address.
Enter the contact's Birth Date.
In the Benefit Begin field, enter the date that the contact's benefits coverage begins, if applicable. This field is currently for informational purposes only.
In the Benefit End field, enter the date that the contact's benefits coverage ends, if applicable. This field is currently for informational purposes only.
Select the contact's Gender from the drop-down list. Valid options are:
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Female
Male
Non-Binary
If the contact is currently enrolled in college, mark the College checkbox. This field is currently for informational purposes only.
If an employee contact passes away, you can record the date of the contact's death on the contact record. If the contact is also flagged as an emergency contact, you can clear the flag so that the information presented in the HD view is up-to-date.
Open the employee record associated with the contact.
Select the Contacts tab.
In the Contacts pane, locate and double-click the record of the contact whose record you need to update.
If the contact was an emergency contact for the employee, clear the Emergency checkbox.
In the Miscellaneous Information section in the Death Date field, enter the date of the contact's death.
To print a list of employee contacts, use the Employees Listing. When you run the listing, be sure to select the Options tab and mark the Contacts checkbox in the Human Resources section.
Contact Record ID
Employee
The code of the employee the contact is associated with.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Emergency
If this checkbox is marked, the contact should be reached in the event of an emergency involving the employee.
Full Name
The employee's full name. The full name must be unique among other contacts for the employee.
The Full Name field and the Name section below are synced so that changes you make to one are updated to the other.
Relationship
The contact's relationship to the employee. Valid options are:
Spouse
Child
Parent
Other. If you select this option, the field below is enabled. Enter the contact's relationship with the employee.
Goes By
The name the contact prefers to be called.
Pronouns
The pronouns by which the contact prefers to be addressed. You can select from the list of predefined pronouns or enter the pronouns if they are not listed. Valid options include:
She/Her/Hers
He/Him/His
They/Them/Theirs
Contact tab
Name
The fields in the Name section are synced with the Full Name field so that changes you make to one are updated to the other. When you tab out of the Full Name field, the name is parsed and loaded in parts into the Name section.
Prefix
The prefix for the contact's name (if any) such as Dr., Mr., Ms.
First
The contact's first name.
Middle
The contact's middle name or initial.
Last
The contact's last name.
Suffix
The suffix for the contact's name (if any) such as Jr., Sr., III.
Phone Numbers
Work
The employee contact's work phone number.
Mobile
The employee contact's cell phone number.
Home
The employee contact's home phone number.
Government ID
Social Security Number
The contact's social security number.
This field is visible if you have sufficient security privileges and View > Government ID > Show Social Security Number is selected.
The numbers in this field may be obscured in order to hide social security numbers from onlookers. To show the actual social security number, select View > Government ID > Show Unobscured.
Social Insurance Number
The employee's social insurance number.
This field is visible if you have sufficient security privileges and View > Government ID > Show Social Insurance Number is selected.
The numbers in this field may be obscured in order to hide social insurance numbers from onlookers. To show the actual social insurance number, select View > Government ID > Show Unobscured.
Address
Name
The contact's name as it should appear on an envelope. You can use one or two lines.
Address
The contact's home address. You can use one or two lines.
City, State, Zip
The city, state abbreviation, and 5- or 9-digit Zip Code for the contact's home address.
Country
The country for the contact's home address.
Miscellaneous Information
Birth Date
The contact's date of birth.
Death Date
If the contact is deceased, the date of death.
Benefit Begin
If applicable, the date that the contact's benefits coverage begins. This field is currently for informational purposes only.
Benefit End
If applicable, the date that the contact's benefits coverage ends. This field is currently for informational purposes only.
Gender
The contact's gender. Valid options are:
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Female
Male
Non-Binary
College
If this checkbox is marked, indicates the contact is currently enrolled in college. This field is currently for informational purposes only.
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Attachments
The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.
Preview pane
If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.
Other tab
Memo tab
To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.
Timestamps tab
This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.
Have read-only access to contacts from anywhere in the software (e.g., field validations, filters, date expressions).
Delete
Delete contacts.
Edit
Edit contact records.
Export
Export contact records from ActivityHD.
Import
Import contact records into ActivityHD.
New
Create new contact records.
Read
Have read-only access to contact records.
Report
Run reports with contact information.
Report Designs
Create and edit report designs with contact information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit saved answers related to contacts.
Shared Filters
Create and edit shared filters on contacts.
Visible
View the Contacts folder in the Navigation pane.
Special accesses available on employee contacts
Access
A user with this access can...
Social Insurance
Show social insurance numbers and view them unobscured.
Social Security
Show social security numbers and view them unobscured.
Employee contacts filters
The following built-in filters are available for employee contacts:
Filter Name
Effect
? Contact Name
Prompts for a contact name and lists the employee contacts with a name that contains the specified search string.
? Employee Code
Prompts for an employee code and lists the employee contacts for the employees with an employee code that contains the specified search string.
? Employee Name
Prompts for an employee name and lists the employee contacts for the employees with a name that contains the specified search string.
Current Employees
Lists employee contacts for current employees.
Terminated Employees
Lists employee contacts for terminated employees.
Employees Listing
Purpose
The Employees Listing provides a list of employees tracked in Payroll.
Content
For each employee included on the report, the listing shows:
employee code
employee full name
employee "goes by" name
employee's preferred pronouns
position
hire date
birth date
current employment status.
In addition, you can include one or more of the following:
employee details including: name, phone and address, email address, gender and marital status, W-2 information, social security number, social insurance number, statuses, employee locations (address lines 1 and 2, name lines 1 and 2, city, state, zip, country), attributes
disbursement information including: disbursement sets, disbursement rules, bank accounts
Human Resources information including: job categories, ethnic origins, contacts, position pay rates
seniority and leave plans
notes
timestamps
memos
custom fields.
The following total appears on the report:
record count.
Print the report
In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
Start the report set-up wizard.
To report on all or a filtered subset of employees:
Right-click the Employees folder and select Select and Report > Employees Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected employees:
In the HD view, select the employees to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click and select Employees Listing from the drop-down menu.
To report on a particular employee from the Employee window:
In the HD view, locate and double-click the employee to report on. The Employee window opens with the employee record loaded.
Click and select Employees Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) in the Employee section for the additional information to include:
Name Details
Phone and Address
Email Address
Gender and Marital Status
W-2 Information
Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
Timestamps
Memos
Custom Fields (only visible if custom fields are set up)
Social Security Number (only visible if you have the appropriate access)
Social Insurance Number (only visible if you have the appropriate access)
Statuses
Locations
Attributes - If you mark this checkbox, the Attribute field is enabled. Select the attribute to include.
Mark the checkbox(es) in the Calculations section for the additional information to include:
Automatics
Parameter References - If you mark this checkbox, the Parameter Like field is enabled. Enter a parameter mask or specific parameter to restrict which parameter references appear on the report.
Parameter Values - If you mark this checkbox, the Parameter Values as of field is enabled. Enter the effective date as of which to include parameter values on the report.
Mark the checkbox(es) in the Disbursements section for the additional information to include:
Disbursement Sets
Disbursement Rules
Bank Accounts
Mark the checkbox(es) in the Human Resources section for the additional information to include:
Job Categories
Ethnic Origins
Contacts
Position Pay Rates (this option is available if the Human Resources package is installed and you have appropriate access)
Mark the Seniority & Leave Plans checkbox if you want to include seniority and leave plan information on the report.
Mark the Notes checkbox if you want to include employee notes on the report. If you mark the checkbox, the remaining fields in the Notes section are enabled:
To restrict notes on the report to a particular type, select the type in the Note Type field.
To restrict notes to those entered in a particular date range, enter the range of dates in the Date fields.
To restrict notes to those flagged for follow-up in a particular date range, enter the range of follow-up dates in the Follow-Up Date fields.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.
Data extensions
The following data extensions are available for the report:
Create an employee contact record
.
in the Employee Contacts pane.
> View > Government ID > Show Social Security Number (or Show Social Insurance Number). If the command is not checked in the menu, selecting it makes it visible; if the command is checked, selecting it hides it.
and select Employees Listing from the drop-down menu.
to move your selection(s) to the Assigned Sort Options list box.
and 
to arrange the sort fields in the order you want them applied.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).