Collect employees' essential information through Data Drive

Updated in July - 2024 | Subscribe to watch greytHR how-to video

Collecting employees' information is an essential and regular task for HR admin. With greytHR's Data Drive, you can now collect employee data efficiently and in a hassle-free manner. You can collect employees' details such as Aadhaar Card, Vaccination, and Bank Details seamlessly.

The Data Drive page in the greytHR Admin portal page displays the status of the data drive initiated for each employee, such as Pending Initiation, Pending Employee Action, To be Reviewed, and Approved. You can also export the employee list.

To view the Data Drive page, click Employee > Admin > Data Drive. 

You can perform the following actions on the Data Drive page:

1. Initiate data drive.

2. Review employees' data drive information.

3. Verify the employee information.

4. Withdraw the initiated data drive.

5. Re-initiate the data drive.

Initiate data drive

To initiate a data drive for your employees, perform the following actions:

1. On the Data Drive page, click the Aadhaar Card/Bank Details/Vaccination Details tab as per your requirements. The respective tab expands. 

2. From the Status dropdown list, select Pending Initiation. A list of employees for whom data drive initiation is pending appears.

3. Use the Employee and Employee Filter dropdown lists to customize the list of employees as per your requirements.

4. Select the check box adjacent to the Employee Name to select the employees whose information you want to collect. 

5. Click Initiate Data Drive to activate the data drive. Based on your selection, the respective Drive pop-up appears.

6. Click Confirm to initiate the data drive for the selected employees. A success message appears. After you initiate the data drive, a notification is sent to the selected employees via SMS and email.

After the data drive is initiated, employees can view the initiated data drive as a pop-up in their ESS portals. The employees can fill in all the details and complete the data drive using this pop-up.
They can also choose to complete the drive later. When the employee decides to complete the drive later and closes the pop-up, they can complete the data drive from the My To-Dos widget on the Home screen of their ESS portal. 

Review employee's data drive information

After the employee has completed the drive, you must review the employee's information and take action. To review an employee's data drive information, perform the following actions:

1. On the Data Drive page, click the Aadhaar Card/Bank Details/Vaccination Details tab as per your requirements. The respective tab expands. 

2. From the Status dropdown list, select To be reviewed. A list of employees whose data drive review is pending appears.

3. Review the displayed employee information in the list.

4. Using the check box adjacent to the Employee Name, select the employees whose information you want to approve/reject. 

5. Click Approve/Reject. A pop-up appears.

6. Click Confirm to accept/reject the employee's data drive.

   Note: After you have approved an employee's vaccination documents, you can view the approved documents on Employee > Information > Employee Documents.

Verify the employee information

You can verify the employee information from the following two pages:

• Employee Profile 

  To verify the approved information of the selected employee on the Employee Profile page, perform the following actions:

  1. Navigate to Employee > Information > Employee Profile. The Employee Profile page appears.

  2. On the Employee Profile page, under the Employee Identity section, click the Edit icon adjacent to the data drive information such as Aadhaar Card and Bank Details.

  3. Select the Document Verified option to verify the employee's data drive details.

• Identity Verification

  To verify the approved information of the selected employee on the Identity Verification page, perform the following actions:

  1. Navigate to Employee > Admin > Identity Verification. The Identity Verification page appears.

  2. On the Identity Verification page, from the Personal ID Status dropdown list, select Not Verified under the Verified column, and select the check box for the employee whose details you want to verify. A success message appears.

Withdraw the initiated data drive

You can withdraw a data drive request before an employee completes the data drive. To withdraw a data drive request, perform the following actions:

1. On the Data Drive page, click the Aadhaar Card/Bank Details/Vaccination Details tab as per your requirements. The respective tab expands. 

2. From the Status dropdown list, select Pending Employee Action. The list of employees who have not completed the data drive yet appears.

3. Using the check box adjacent to the Employee Name, select the employees whose data drive you want to withdraw. 

4. Click Withdraw. A pop-up appears.

5. Click Confirm to withdraw the selected employee's data drive.

Re-initiate the data drive

You can re-initiate the data drive for employees at any point in time. To re-initiate the data drive, perform the following actions:

1. On the Data Drive page, click the Aadhaar Card/Bank Details/Vaccination Details tab as per your requirements. The respective tab expands. 

2. From the Status dropdown list, select the status as Approved/Rejected. List of relevant employees displays.

3. Using the check box adjacent to the Employee Name, select the employees for whom you want to re-initiate the data drive. 

4. Click Re-Initiate Data Drive. A pop-up appears.

5. Click Confirm to re-initiate the data drive for the selected employees. A success message appears. 

Other related links:

• Upload and download employee documents

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