Set up employee numbering

Series by scope, prefixes and why numbers are never reused.

Vintage People can suggest each new employee's number, so nobody has to look up the last one. Open Settings, Employee numbering. The first time numbering is used, a default series is built from the numbers you already have: the most common prefix, the highest number plus one, and the same number of digits.

Series by scope. Add a series for all employees, or for one department, location, branch, job category, job grade, employment type or salary structure. Each series has a prefix, an optional suffix, a number of digits and the next number. For example, prefix EMP- and suffix /LG with four digits give EMP-0042/LG. Each scope has at most one series.

Which series wins. When several series fit a person, the scope type that comes first in the priority order wins. The default order is department, location, branch, job category, job grade, employment type, then salary structure; move them up or down to suit you. Types with no series are skipped, and the default series is the fallback.

Using it. Add employee and Clone fill in the next number as soon as you pick the placement and salary structure. The field stays editable, and Use next available number puts the suggestion back after you type over it. The number is reserved only when you save, so two people adding staff at once never get the same one. Turn suggestions off if you prefer to type numbers yourself.

Never reused. A number already in use, or kept in anyone's number history, is always refused. When you change someone's number from the record header, the old number stays in their history and searching for it still finds them.

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