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Assign badge code

  • This article explains how to:

    Assign a badge code to an employee

    To assign a badge code to an employee, follow these steps:

    1. Access the module Organization → Individuals: go to the Organization module, under the Individuals section, where all employees are listed in a table format.
    2. Select the employee - locate the employee whose information you want to update and click the pencil icon to edit their profile details.

    3. Open the Badge Codes tab - once you click the icon, you will be redirected to a screen where you can find the Badge Codes tab.
    4. Link the badge code to the employee
      • Click the + icon in the top-right corner.
      • A form called Create a new badge code assignment will open.
      • Here, you can assign an existing badge code and define its validity period.

        Note: The badge code must already exist in the system. If it doesn’t, create it first by following the dedicated procedure.



    5. Save changes - click SAVE to assign the selected badge code to the employee.

    Replace or remove an employee’s badge

    To replace or remove a badge assigned to an employee, follow these steps:

    1. Access the module Organization → Employees
      Go to the Organization module, under the Employees section, where all employees are listed in a table format.
    2. Select the employee - Locate the employee whose information you want to update and click the pencil icon to edit their profile details.

    3. Open the Badge Codes tab - Once you click the icon, you will be redirected to a screen where you can find the Badge Codes tab.

    4. Select the badge code - Find the row containing the badge code you want to replace or remove.
    5. Edit or delete the badge assignment - In the last column of the row, you will find two buttons:
      • Pencil icon : Update badge code – this option allows you to replace the current badge with another existing one and set the validity period (example: If today the employee returns their badge and receives a new one, set the end date of the old badge to “today.” From the next day, the old badge will no longer be active).

      • Trash icon : Remove badge code assignment – this option removes the current badge assignment from the employee.
    6. Save changes - Click OK/UPDATE to save your changes.

    How to resolve the “User not found” anomaly

    The “User not found” anomaly occurs when the system records a timestamp with a badge that is not linked to any employee.

    Example: A new badge is used before being created or assigned in GSI2.

    To resolve this type of anomaly:

    1. Identify the badge code indicated in the anomaly.
    2. Check whether the badge exists in the system:
      • If it does not exist → create it in Staff → Badge Codes (see article Create a new badge code).
      • If it exists → go directly to the assignment.
    3. Assign the badge to the correct employee, specifying the start date of validity (retroactively if necessary).
    4. Save the assignment – After saving, the system will automatically recalculate attendance: the timestamps will be linked to the employee, and the anomaly will be resolved.

    Best practices for badge management

    • Always create and assign the badge before its first use.
    • Use sequential numeric codes to simplify management.
    • Avoid reusing deactivated badge codes immediately.
    • Close the assignment when an employee leaves the company.
    • Perform periodic checks to identify active, unassigned, or obsolete badges.