Employee Matrix

Overview

The Employee Matrix in Gearbox offers an efficient way to track and manage employee training, medical records, and reminders in one consolidated view. This guide explains how to navigate and configure the matrix, including its features, settings, and the meaning of colours used in the matrix.

The Extended Employees Module must be active on your Gearbox Subscription.

Accessing the Employee Matrix

To access the Employee Matrix:

1. Go to the Employees module from the menu bar (1).
2. Click on Employee (2).
   
   
   
   
3. Click on Matrix (3).
   
   
   
   

Viewing and Customising the Matrix

By default, the matrix displays all training and medical types as column headers. You can customise which types are visible in the matrix:

Showing or Hiding Training and Medical Types

• Navigate to the top right of the Gearbox screen (1) and select Settings (2).
  
  
  
  
• To modify medical types, go to Medical Types on the left sidebar. You can set a medical type to TRUE (visible in the matrix) or FALSE (hidden from the matrix). You can also add new medical types in this section.
  
  
  
  
• To modify training types, go to Training Types on the left sidebar. Here, you can either add new training types or set them to TRUE or FALSE to display them in the matrix.
  
  

Handling Overflow of Columns

As the matrix may display a large number of columns, the table will overflow with a scroll bar by default. We recommend removing unnecessary types to prevent excessive scrolling.

Filtering and Navigation

The Employee Matrix allows for filtering by group and subgroup, helping you quickly locate relevant employee information.

• The + pill/badge (1) within the matrix is a link that takes you to a new form for that employee and type.
• Clicking an employee's name (2) will take you directly to their employee form.
• Clicking on a date (3) within the table will redirect you to the related record for that employee.
  
  
  
  

Understanding the Colour Legend

The colours in the Employee Matrix help quickly identify the status of training and medical records:

• Yellow: Due soon
  • For medicals, this is based on the Due Soon Interval.
  • For training, this means the expiry is within the next 14 days.
• Red: Due now or expired
  • For medicals, this is based on the Due Now Interval.
  • For training, this means the expiry is within the next 7 days.
• Green: No expiry or within acceptable range
  • This status indicates that the above conditions do not apply, or no expiry date has been entered for the record.

What Dates Are Shown?

• If no expiry date is entered, the medical or training date is displayed, and it will appear green.
• If an expiry date is provided, that date will be shown.

Reporting

You can generate a report of the Employee Matrix in XLSX format by selecting Employees > Reports.

Excluding Employees from the Matrix

You can exclude an employee from the matrix:

1. Open the employee record.
2. Select the Exclude from Matrix (1) checkbox to prevent them from appearing in the matrix.
   
   

Sorting the Matrix

Currently, sorting by the type headers is not supported due to technical limitations. As an alternative, users can sort by the Employee Status column. This will bring "red" employees to the top for actioning.

Multiple Dates for an Employee and Type

If multiple dates are displayed for an employee and type, this could be due to the use of generic types (e.g., "External Induction"). Employees may have different expiry dates for the same type depending on the site. The Employee Matrix will show all open records, so if an expired record has not been marked as closed, it will still appear in the matrix.

Related to

• Employees