EDIT GENERAL COMPANY SETTINGS

How to Set-Up Company General Settings

One of the first things to do as an administrator is customize your General Settings to better suit your organization. General Settings include the ability to:

• Go to SETTINGS > GENERAL SETTINGS.
• Customize your Date & Time Settings.
• Customize preferred Day Labels such as "Vacation Days", "Sick Days", "EDO", "Unpaid Leave", etc.
• Set a date to have the system force employees to update/confirm their profile information.
• Outline how Employee Benefits are provided including values and % of coverage for individuals, couples, and families.
• Add any additional Employment Perks your employees receive such as a gym membership, etc.
• Outline additional Paid Benefits such as EI, CPP, WCB, Stat holidays, etc.
• Customize Roles in the system to match your organizational structure such as changing "Employee" to "Team Member", etc.

​Need more help? Contact [email protected].

SET UP COMPANY PERMISSIONS

​

ADD A NEW EMPLOYEE

1. Add Employee

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• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Select the green + Employee button on the left hand menu.
• Fill out the new employee's GENERAL details, such as:
  • ​Name
  • Email
  • Phone
  • Birthday
  • Gender
  • Account Type
  • Address
  • Emergency Contact
• Save General details by clicking on the blue "Save Settings" button.​

2. Enter Employment Details

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• ​Click on the EMPLOYMENT tab.
• Fill out the new employee's EMPLOYMENT details, such as:
  • Position title
  • Who they report to
  • Start date
  • Benefits details
  • Salary details
    • For Part-Time employees, select "Hourly" under 'Period'. Enter the hourly wage and how many hours they work per week.
  • Bonuses details
  • Vacation details
• Scroll down and Click the blue Save Employee Button.

Note: The dropdown options under Division, Department, and Location are customized by your company under Settings > System Tags. You can add or remove any of these options there.

3. Notify New Employee of Account Access

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• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Select the new employee using the checkbox.
• Click the NOTIFY tab.
• Select Account Access from the dropdown.
• You have the option to customize this message by editing the content. Note: Do not edit any content in the code as this will generate the account information you just created.
• Click the blue Send System Access Notification button for the employee to receive username and password access.

Need more help? Contact [email protected].

EDIT EMPLOYEE PROFILE DETAILS

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This could include logging any changes to benefits, employment perks, salary, who the person reports to, etc.

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the employee you would like to update information for.
• Click the EMPLOYMENT tab.
• Click on the green "Edit Details" button.
• Update any information such as:
  1. Position
  2. Division
  3. Employment Type
  4. Who they Report To
  5. Employee #
  6. Employment Start / End Date
  7. Location
  8. Benefits
  9. Salary
  10. Bonuses
  11. Time Off Entitlement
• Scroll down and click the blue button to Save Employee.

Need more help? Contact [email protected].

EDIT EMPLOYEE QUALIFICATIONS / CERTIFICATIONS

How to Edit Employee Qualifications / Certifications

Outline all qualifications (B. Comm, CPA, etc), training and certifications. Please note that any qualifications with an associated cost will be applied to the Total Rewards statement of this Employee.

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the NAME of the person you want to edit qualifications or certifications for.
• Click on the QUALIFICATIONS tab.
• Click on the green EDIT QUALIFICATIONS button.
• Enter details:
  • Course Name / Training / Certification
  • Date
  • Expiry (if applicable)
  • Cost (if applicable)
• Click the blue SAVE EMPLOYEE button.

Need more help? Contact [email protected].

SET ALLOCATED VACATION/SICK DAYS FOR AN EMPLOYEE

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the person you want to add allocated vacation/sick days for.
• Click into the EMPLOYMENT section.
• Click on the green EDIT DETAILS button.
• Scroll down to the TIME OFF section. This is a space to add data points for time-off accruals, including historic information to have the system generate various related reports.
• Fill in Starting Values (the values entered here are for existing time-off entitlements).
  • Mandated Vacation
    • The amount of government mandated vacation. This value is used to display a more accurate accounting of additional vacation value for employees.
  • Vacation
  • EDO
  • Wellness
  • Other
• You can also add Accrual Rates
  • The data entered below should correspond to changes in the rate time off is earned. For instance the date when an employee begins earning 4 weeks of vacation instead of 3.​
• Click the Save Employee button.

Need more help? Contact [email protected].

ADD VACATION OR SICK DAYS (OR OTHER TIME OFF) FOR AN EMPLOYEE

How to Add Vacation/Sick Days, etc for an Employee Click the expand arrow to view full screen.

Please note: The default “Time Off Days" are “Vacation Days, EDO, Sick Days, Other”.

• If you want to change these to suit your own company lingo, you can go to Settings > General Settings.
  
• Under Day Labels, you can type into the fields if you want to change them to something else.
  
• Remember to Save Settings.
  
• Click here for detailed FAQ - see #2 "Set up your Company's GENERAL SETTINGS".

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click the name of the person you want to add vacation/sick days for.
• Click on the VACATION tab.
• In the REQUEST TIME OFF section, fill in the Time Off details:
  • Start/End date for the time off
  • Type (See note below if you want to change these type titles for your company)
  • Number of hours
  • Notes (optional)
  • Click the blue + to add another day/set of days
• Click SUBMIT TIME OFF REQUEST.
• You will now see these entries in the TIME OFF section with the Status "Pending".
• Select the day(s) you want to approve.
• Under "SELECTED", select APPROVED from the drop down menu.
• Scroll down and SAVE EMPLOYEE.
• The day(s) you just added are now approved for the employee.

UPLOAD A FILE INTO EMPLOYEE PROFILE (RESUME, DRIVER'S LICENSE, ETC)

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the person you want to upload a file for.
• Click into the ATTACHMENTS section.
• Click on the CHOOSE FILE button.
• Attach documents like resumes, cover letters, and letters of offer.
• Click the Save Employee button.

Need more help? Contact [email protected].

ENTER VACCINATION RECORDS FOR AN EMPLOYEE

How to Add a Vaccination Record for an Employee

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the person you want to add the vaccination records for.
• Under the General tab, click on the green EDIT DETAILS button.
• Scroll down to the Vaccination section.
• Select the Test, Date and upload an optional photo.
• Click the + RECORD button to add an additional entry.
• Click the Save Employee button.

Need more help? Contact [email protected].

APPROVE VACCINATION RECORDS FOR AN EMPLOYEE

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the person you want to add the vaccination records for.
• Under the General tab, click on the green EDIT DETAILS button.
• Scroll down to the Vaccination section.
• Under Vaccination Status, select "Confirmed" from the drop down menu.
• Remember to Save Employee.

​Need more help? Contact [email protected].

PROMOTE / CHANGE TITLE FOR AN EXISTING EMPLOYEE

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• Log in as an administrator.
• Click on the PEOPLE tab.
• Click on the name of the employee that is getting a promotion.
• Click on the green "Edit Details" button.
• Update any information (ie under Account Information there is a drop down for title changes (Account Type).
• Scroll down and click the blue button to Save Employee.
• Click on the EMPLOYMENT tab at the top.
• Click on the green "Edit Employment" button.
• All fields can be changed to set the new requirements.
• Scroll down to bottom and click the blue button to Save Employee.

​Need more help? Contact [email protected].

ADD OR EDIT A COMPANY ASSET

How to Add a Company Asset

To Add Asset:

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click the green + ASSET button under Assets & Allowances in the left menu.
• Enter all applicable information such as name, description, make, serial number, color, status, valuation, amortization details.
• Set the Status (Active or Archived).
• Upload a photo if you have one.
• Include any applicable searchable tags.
• Remember to Save Asset.

To Edit Asset:

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click the blue ACTIVE button under Assets & Allowances in the left menu.
• Edit any applicable information such as name, description, make, serial number, color, status, valuation, amortization details.
• Set the Status (Active or Archived).
• Upload a photo if you have one.
• Include any applicable searchable tags.
• Remember to Save Asset.

​Need more help? Contact [email protected].

ASSIGN A COMPANY ASSET TO AN EMPLOYEE

How to Add an Asset and Assign it to an Employee

Step 1: Add Asset

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click the green + ASSET button under Assets & Allowances in the left menu.
• Enter all applicable information such as name & description.
• Set the Status (Active or Archived).
• Upload a photo if you have one.
• Include any applicable searchable tags.
• Remember to Save Asset.

​Step 2: Assign Asset to Employee

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the blue ACTIVE button under Assets & Allowances.
• You'll see a searchable list of all active assets in your company.
• Click on the name of the asset you want to assign to the employee.
• You will see the Asset Details. Click on the PROVISIONING tab.
• Click the blue + to select employee to assign it to.
• Click SAVE ASSET.

Need more help? Contact [email protected].

ASSIGN A COMPANY ALLOWANCE TO AN EMPLOYEE

​Step 1: Add Allowance

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click the green + ALLOWANCE button under Assets & Allowances in the left menu.
• Enter all applicable information such as name & description.
• Set the Status (Active or Archived).
• Upload a photo if you have one.
• Include any applicable searchable tags.
• Remember to Save Allowance.

​Step 2: Assign Allowance to Employee

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the blue ACTIVE button under Assets & Allowances.
• You'll see a searchable list of all active assets in your company.
• Click on the name of the asset you want to assign to the employee.
• You will see the Allowance Details. Click on the PROVISIONING tab.
• Click the blue + to select employee to assign it to.
• Click SAVE ALLOWANCE.

​Need more help? Contact [email protected].

MANAGE / APPROVE TIME OFF REQUESTS

Step 1: View

• When you log in, stay on your DASHBOARD.
• Under NOTIFICATIONS you will see all of the vacation requests that have come in. 
• As a manager, you will be able to click on the request link to view and approve or deny the request.

Step 2: Approve or Deny

• Once you have clicked on the request, you will be taken to a screen that shows all vacation requests from that employee.
• Select the date(s) you would like to approve or deny.
• Below the list of requests, you will see a section called "SELECTED".
• Use the dropdown to mark the selected dates as:
  • Approved
  • Approved - Pending Review
    • The manager above the employee who made the time-off request and Admin users are able to approve a vacation request.
    • ​If you are the first manager/admin to select "Approved - Pending Review", a second manager/admin will need to "Approve" the request in order to finalize it.
  • Declined
  • Void
• The NOTES field is optional if you would like to add further explanation.
• Click SAVE and employee will be notified.

Need more help? Contact [email protected].

SET UP TWO-STEP VACATION APPROVALS

When an employee makes a request for time off (ie vacation days), it will automatically notify the person the employee reports to (this setting is in their Employment tab in their Employee Profile). It will also notify any Administrators in the company. 

• The first to review, can set the status to Approved - Pending Review
  
• A second manager/admin will need to "Approve" the request in order to finalize it.

MAKE A PERSONAL VACATION REQUEST

• Click the REQUEST TIME OFF blue button to view your personal pending, approved or declined vacation requests.
• Scroll to the bottom of the page and in the Request Time Off fields enter in the start date, end date, the type of time off, the amount of hours and any notes.
• Click the save button to notify your manager.
• Your request will be marked as PENDING until the manager above you approves or declines your request (you will be notified at this time).

Need more help? Contact [email protected].

EDIT THE ONBOARDING CHECKLIST FOR NEW HIRES

• Click on SETTINGS in the main menu bar.
• Click on the ONBOARDING tab.
• Enter relevant details for onboarding a new employee.
• If you want a new employee to see these instructions when they first log in, toggle to YES.
• Click the blue SAVE SETTINGS button.

Need more help? Contact [email protected].

CREATE AN EVENT

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• Log in as administrator.
• Click on the EVENTS tab at the top.
• Using the left hand menu click the green button to "+ Event".
• Enter the description, date and start times of the event.
• In the Employees drop down you can select all or individuals to be invited and see the new event.
• Click the blue Save Event button.
• The employees that were invited in the event creation will see the notification on their dashboard and on their Events page.​​

​Need more help? Contact [email protected].

VIEW ALL SCHEDULED EVENTS

• Click into your EVENTS section to view all scheduled events.
  
• You can also subscribe to the calendar of events on iCal, Outlook or Google Calendar.
  

Need more help? Contact [email protected].

SEND A SYSTEM NOTIFICATION (EMAIL OR TEXT)

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• Log in as an administrator.
• Click on the PEOPLE tab.
• Click the blue SELECT button to select all staff or use the checkboxes to select individual staff you are notifying.
• Once selected, click the blue NOTIFY button and there will be 3 options; System Notification, Text Message, or Account Access.
  • System Notification - This message will appear on their Dashboard under Notifications.
  • Text Message - This message will be sent to their mobile phone.
• You will be prompted to fill in your message.
• Click the blue CREATE NOTIFICATION button to finish.

​Need more help? Contact [email protected].

VIEW A TIME OFF REPORT (VACATION DAYS, SICK DAYS, ETC)

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• Log in as administrator.
• Click on the top tab called REPORTS.
• Select individual or multiple employees from the drop down list.
• Select your date range.
• Click the blue button called GENERATE.
• There are 2 views available:
  • List view (all).
  • Chart view (to see if there are any overlapping conflicts to the schedule).​

Need more help? Contact [email protected].

VIEW ORGANIZATION CHART

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• On the left, click on the blue ORG CHART button.

Need more help? Contact [email protected].

EDIT ORGANIZATION CHART

To view Org Chart:

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• On the left, click on the blue ORG CHART button.

To make changes to who a person reports to:

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the PERSON'S NAME you want to adjust.
• Click on the EMPLOYMENT tab.
• Click the green EDIT EMPLOYMENT button.
• Under REPORTS TO, select the correct name of who is above this employee from the dropdown.

​Need more help? Contact [email protected].

EDIT SYSTEM TAGS (DROP DOWN MENU OPTIONS)

• Click on the SETTINGS tab (gear shape) in the top menu.
• Click on the SYSTEM TAGS tab.
• Add a new tag:
  • Enter in a new tag under the appropriate field (ie Divisions, Departments, Location, Project Types, Event Types, etc)
  • Click Enter/Return on your keyboard to set the new tag.
• Remove a tag:
  • Click the X next to the tag you want to delete.
• Click the blue SAVE SETTINGS button to save your changes.

Need more help? Contact [email protected].

FEATURE A DOCUMENT FOR INITIAL LAUNCH

• Click into your DOCUMENTS section.
• Click the green + DOCUMENT button in the left menu box.
• Fill in the name and description of the document.
• Select that you would like to Feature it (this means it will show up on all your employee's dashboard).
• You also have the option to select a date for the document to stop being featured.
• Keep  the Status set to "Active".
• If you would like employees to sign off that they have read and received this document, toggle Electronic Signature to "Yes".
• Add any searchable tags you would like to associate with this document.
• You can either type in the details of the document or upload an existing PDF.
• Remember to SAVE DOCUMENT.

​Need more help? Contact [email protected].

FEATURE A DOCUMENT FOR NEW HIRES (ONBOARDING)

• Click into your DOCUMENTS section.
• Click the green + DOCUMENT button in the left menu box.
• Fill in the name and description of the document.
• Select that you would like to Feature it (this means it will show up on all your employee's dashboard).
• You also have the option to select a date for the document to stop being featured.
• Keep  the Status set to "Active".
• If you would like employees to sign off that they have read and received this document, toggle Electronic Signature to "Yes".
• Add any searchable tags you would like to associate with this document.
• You can either type in the details of the document or upload an existing PDF.
• Remember to SAVE DOCUMENT.

​Need more help? Contact [email protected].

ADD A JOB PROFILE

• Click into the RECRUITMENT section.
• On the left, click on JOB PROFILES.
• Click the blue + JOB PROFILE button.
• Select an existing template or create your own:
  • Edit Job Profile content
  • Name your Job Profile
  • Select if it is Active or Archived (or DELETE).
  • Click the blue SAVE JOB PROFILE  button.
• ​Active Job Profiles will be viewable to employees under Recruitment > Job Profiles.

Need more help? Contact [email protected].

ADD A NEW RECRUIT

• Click into the PEOPLE or RECRUITMENT section.
• Click the green + RECRUIT button in the left menu.
• There are 4 sections you can fill in for each recruit.
  1. Recruit Details: General Information, Mailing info and Notes.
  2. Searchable Tags: These are any tags you'd like to be able to search recruits by, things like Potential Positions, Office Skills,  Information Technology, and Design Skills.
  3. Qualifications: Outline all qualifications (B. Comm, CPA, Png, etc), training and certifications.
  4. Attachments: Upload their Resume, Cover Letter, or Letter of Offer.
• Remember to Save Recruit.

​Need more help? Contact [email protected].

VIEW AN EMPLOYEE'S TOTAL REWARD STATEMENT

Click on the expand arrows on the video to view full screen.

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the person you want to view the Total Reward Statement for.
• Click on the COMPENSATION tab.
• Click on the green VIEW TOTAL REWARDS STATEMENT button.
• The default view will show you the total compensation so far this year.
• Select past years from the COMPENSATION YEAR drop down and click the blue GENERATE button to view past data.
• Toggle between DISPLAY YEAR PROJECTED & DISPLAY YEAR TO DATE views.

ADD NEW BENEFIT DOCUMENTS

• Click into your BENEFITS section.
• Click the green + DOCUMENT button in the left menu box.
• Fill in the name and description of the Benefits document.
• Select if you would like to Feature it (this means it will show up on all your employee's dashboard).
• You also have the option to select a date for the document to stop being featured.
• Keep  the Status set to "Active".
• If you would like employees to sign off that they have read and received this document, toggle Electronic Signature to "Yes".
• Add any searchable tags you would like to associate with this document (like "Benefits").
• You can either type in the details of the document or upload an existing PDF.
• Remember to SAVE DOCUMENT.

​Need more help? Contact [email protected].

VIEW WHO HAS SIGNED A DOCUMENT

• Go to the DOCUMENTS section
• Click on the name of the Document
• Click on the Signatures tab
• This will give you a view of who has signed, the date signed, or if their signature is still required.

VIEW QUALIFICATIONS / CERTIFICATIONS REPORT (EXPIRY, COSTS, etc)

• Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
• Click on the name of the person you want to view qualifications/certifications for.
• Click into the QUALIFICATIONS section.
• Click on the green EDIT DETAILS button.
• Fill in the applicable information:
  • Course Name / Training / Certification
  • Completion Date
  • Expiration Date (if applicable)
  • Cost
• Click the + QUALIFICATION button to add an additional entry.
• Click the Save Employee button.

Need more help? Contact [email protected].

BATCH ADD/EDIT EMPLOYEE SALARIES IN ONE STEP

• Click on the SETTINGS tab (gear shape) in the top menu.
• In the left Settings Menu, click on the blue SALARIES button under Batch Tools.
• HINT: If the "As of" date is the same for each employee, you can use the Default "As Of" date at the top.
• For each employee, fill in the date (unless you use the default value date), salary, period (annual/hourly) and # of hours per week.
• Click the blue SAVE SALARIES button to save your changes.

Need more help? Contact [email protected].

BATCH ADD/EDIT EMPLOYEE BONUSES IN ONE STEP

• Click on the SETTINGS tab (gear shape) in the top menu.
• In the left Settings Menu, click on the blue BONUSES button under Batch Tools.
• HINT: If the "As of" date is the same for each employee, you can use the Default "As Of" date at the top.
• For each employee, fill in the date (unless you use the default value date), bonus amount and a label.
• Click the blue SAVE BONUSES button to save your changes.

Need more help? Contact [email protected].

BATCH ADD/EDIT EMPLOYEE BENEFIT INFORMATION IN ONE STEP

• Click on the SETTINGS tab (gear shape) in the top menu.
• In the left Settings Menu, click on the blue BENEFITS button under Batch Tools.
• For each employee, fill in the applicable information:
  • Package (Individual/Family)
  • Custom $ Annual
  • Custom % Annual
  • Employment Perks
    • Health
    • Training
    • Lifestyle
    • Additional Paid Perks
    • EI
    • CPP
    • WCB
    • Stat Holidays
• Click the blue SAVE BENEFITS button at the bottom of the page to save your changes.

Need more help? Contact [email protected].

CREATE A PERFORMANCE REVIEW TEMPLATE (GOALS, CHECK-INS, ANNUAL REVIEWS)

Today, the focus of performance management is on employee development and succession planning. This means that performance management should include career pathing, skill building, engagement, and productivity.

Good managers provide on-going feedback and coaching to encourage their employees’ strengths. They offer continual comments of praise or correction over time. Feedback doesn’t end. It should be an ongoing cycle of encouragement or constructive input. Managers drive high performance through providing honest feedback, supporting their employees to learn, develop and grow, and providing opportunities for them to showcase their abilities.

​Performance reviews need to be tied to ongoing coaching, learning and development, recognition, and mentorship. A review with a plan forward does not lead to development and growth.

Click into the PERFORMANCE section.
Click on the blue TEMPLATES button in the left menu to view all the active employee performance templates in the system.

To create a new GOALS PERFORMANCE REVIEW TEMPLATE:
Click on the green + GOALS button in the left menu or the blue + under Goals in the main section.

ASSIGN A PERFORMANCE REVIEW