Company Set-Up
EDIT 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. Choose which options you want to use by toggling the "Enable" button. You have up to five additional options to use. Choose if you want each vacation type to rollover into the new calendar year or not by toggling the "Rollover" button.
- 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.
- Click the blue SAVE SETTINGS button to save your changes.
SET UP COMPANY PERMISSIONS
We are happy to help you set up company permissions that fit you and your employees’ needs. Contact us at [email protected] to get started!
EDIT THE ONBOARDING CHECKLIST FOR NEW HIRES
Need more help? Contact [email protected].
- Click on SETTINGS (gear icon) 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 on their dashboard (when they first log in), toggle to YES.
- Click the blue SAVE SETTINGS button.
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 a new tag under the appropriate field (i.e., 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].
SET UP TWO-STEP VACATION APPROVALS
When an employee makes a request for time off (i.e., 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.
SET UP EMPLOYEE TIME OFF
- Click on the SETTINGS tab (gear shape) in the top menu.
- Stay on the "General Settings" tab and scroll down to "Day Labels". Here, you can select which types of days off you would and would not like to use by toggling the bar to "yes" or "no". You can also customize the name of each type of Time Off and add up to five new options.
- After you have edited your day labels, scroll down, and click the blue SAVE SETTINGS button.
- Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
- Click on the employee whose time off you want to edit.
- Go to their EMPLOYMENT tab and click the green EDIT EMPLOYMENT button.
- Scroll down to Time Off.
- Under "Starting Values", enter the number of remaining days that they have for each Time Off category (from now until the end of the year).
- Under "Accrual Rates", enter the number of days that they have total annually for each Time Off category. Set the "As Of" to the current date, not the first day of the year. If the employee gets an increase in total vacation days, do not adjust their initial accrual rates. Instead, click the blue "Time Off" button and make a new entry under Accrual Rates. Set the "As Of" date to the date that this change occurs on.
- Once you are finished editing their time off, scroll down and press the blue SAVE EMPLOYEE button.
Admin Dashboard
MANAGE/ APPROVE TIME OFF REQUESTS
Step 1: View
Step 2: Approve or Deny
Need more help? Contact [email protected].
- When you log in, stay on your DASHBOARD.
- Under NOTIFICATIONS you will see all 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
- Both 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 the employee will be notified.
Need more help? Contact [email protected].
MAKE A PERSONAL VACATION REQUEST
- On your DASHBOARD, click the REQUEST TIME OFF button to view your personal pending, approved or declined vacation requests.
- Under the Request Time Off section, enter in the start date, end date, the type of time off, the number of hours, and any notes.
- Click the SUBMIT TIME OFF 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).
- Note: be sure to only select working days (don't include any weekends or holidays in your time off request).
Need more help? Contact [email protected].
Employee Management
ADD A NEW EMPLOYEE
1. Add Employee
|
|
2. Enter Employment Details
|
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
|
Need more help? Contact [email protected]. |
EDIT EMPLOYEE PROFILE DETAILS
|
This could include logging any changes to benefits, employment perks, salary, who the person reports to, etc.
|
EDIT EMPLOYEE WORKDAY HOURS
- Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
- Click on the name of the person you want to edit workday hours for.
- Click on their EMPLOYMENT tab.
- Click the green EDIT EMPLOYMENT button.
- Use the "Hours in Day" drop-down menu to select how many hours the employee works in a day.
- Use the "Employment Type" drop-down menu to select the employee's type of employment.
- Click the SAVE EMPLOYEE button.
Need more help? Contact [email protected]
VIEW EMPLOYEE QUALIFICATIONS/ CERTIFICATIONS
- 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]
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.
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 historical 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
- Mandated Vacation
- 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, SICK DAYS, OR OTHER TIME OFF FOR AN 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
Need more help? Contact [email protected]. |
APPROVE VACCINATION RECORDS FOR AN EMPLOYEE
Need more help? Contact [email protected].
- 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 Vaccinations 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
|
|
VIEW AN EMPLOYEE'S TOTAL REWARD STATEMENT
|
|
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:
Need more help? Contact [email protected].
- Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
- On the left, click on the blue ORG CHART button.
- 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].
ARCHIVE OR DELETE AN EMPLOYEE
- Click into your EMPLOYEE MANAGEMENT / PEOPLE section.
- Click on the name of the employee you would like to delete/archive.
- Under the General tab, click on the green EDIT DETAILS button.
- Under the Status heading, select ‘Archived’ or ‘Delete’.
- Choose ‘Archived’ if you would like any future access to this employee’s data.
- Choose ‘Delete’ to remove the employee permanently.
- Scroll down and Save Employee.
Need more help? Contact [email protected].
Assets and Allowances
ADD OR EDIT A COMPANY ASSET
To Add Asset:
To Edit Asset:
Need more help? Contact [email protected]. |
ASSIGN A COMPANY ASSET TO AN EMPLOYEE
Step 1: Add Asset
Step 2: Assign Asset to Employee
Need more help? Contact [email protected]. |
ASSIGN A COMPANY ALLOWANCE TO AN EMPLOYEE
Step 1: Add Allowance
Step 2: Assign Allowance to Employee
Need more help? Contact [email protected].
- 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.
- Click SAVE ASSET to save your 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/ allowances in your company.
- Click on the name of the allowance you want to assign to the employee.
- You will see the Allowance Details. Click on the PROVISIONING tab.
- Click the blue + button to select employee to assign it to.
- Click SAVE ASSET to save your allowance.
Need more help? Contact [email protected].
EDIT OR DELETE AN ASSET/ ALLOWANCE
- Go to your EMPLOYEE MANAGEMENT/ PEOPLE page.
- Click on the blue ACTIVE button under Assets & Allowances in the left menu to display all active assets and allowances.
- Click on the name of the asset or allowance you want to edit or delete.
- Make any edits to the asset or allowance and click the blue SAVE ASSET button.
- To delete the asset, select “Archived” under the 'Status’ heading then click the blue SAVE ASSET button.
Need more help? Contact [email protected].
Recruitment
ADD A JOB PROFILE
Need more help? Contact [email protected].
- Click into the RECRUITMENT section.
- On the left, click the blue JOB PROFILES button.
- 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 four sections you can fill in for each recruit:
- Recruit Details: General Information, Mailing info, and Notes.
- Searchable Tags: These are any tags you'd like to be able to search recruits by. Includes Potential Positions, Office Skills, Information Technology, and Design Skills.
- Qualifications: Outline all qualifications (B. Comm, CPA, Png, etc.), training, and certifications.
- Attachments: Upload their Resume, Cover Letter, or Letter of Offer.
- Remember to SAVE RECRUIT.
Need more help? Contact [email protected].
Events
CREATE AN EVENT
|
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].
EDIT OR DELETE AN EVENT
Need more help? Contact [email protected].
SUBSCRIBE TO EVENTS CALENDAR
- Click into your EVENTS section.
- Click the orange EVENT CALENDAR button on the left-hand side to subscribe to all company events such as birthdays, anniversaries, and staff meetings.
- Click on the downloaded file.
- Your default calendar application will automatically open.
- Select which destination calendar you would like the events to show up on.
If you're having trouble syncing it, here are instructions for a few common calendars:
SUBSCRIBE TO TIMEOFF CALENDAR
- Click into your EVENTS section.
- Click the orange TIMEOFF CALENDAR button on the left-hand side to subscribe to all company time off including vacation, personal days, EDO, and more.
- Click on the downloaded file.
- Your default calendar application will automatically open.
- Select which destination calendar you would like the events to show up on.
If you're having trouble syncing it, here are instructions for a few common calendars:
Plan Benefits
ADD NEW BENEFIT DOCUMENT
- Click into your DOCUMENTS 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 employees' 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".
- Use the drop-down menu if you want to select only specific employees to see the document (by default all employees can see a document).
- 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].
Documents/Policies
FEATURE A DOCUMENT/POLICY (FOR AN INDIVIDUAL/GROUP OR ALL EMPLOYEES)
- 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 employees' dashboards).
- 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".
- Use the drop-down menu if you want to select only specific employees to see the document (by default all employees can see a document).
- 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 employees' dashboards).
- 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".
- Use the drop-down menu if you want to select only new hires to see the document (by default all employees can see a document).
- 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].
VIEW WHO HAS SIGNED A DOCUMENT
|
|
DELETE A DOCUMENT
- Click into your DOCUMENTS section.
- Click on the name of the document you want to delete.
- Under Status, select ‘Archived’ or ‘Delete’.
- Choose ‘Archived’ if you would like any future access to this document.
- Choose ‘Delete’ to remove the document permanently.
- Remember to SAVE DOCUMENT.
Need more help? Contact [email protected].
Reports
VIEW A TIME OFF REPORT (VACATION DAYS, SICK DAYS, ETC.)
|
Need more help? Contact [email protected]. |
Performance
CREATE A PERFORMANCE REVIEW TEMPLATE (GOALS, CHECK-INS, ANNUAL REVIEWS, ETC.)
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.
To create a performance review:
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.
To create a performance review:
- 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.
- You can also create a new performance review. There are four different types of reviews available (goals, check-in, review, or report). Click the blue + icon beside the type of review that you want to create.
- Click the green PRE-DEFINED button to help you get started.
- Use the blue toggles to select whichever pre-defined options you want. Or use the blue SELECT ALL button to select them all at once.
- Scroll down click the blue ADD SELECTED TO TEMPLATE button.
- Add any other necessary information including name and description.
- Toggle Employee Response to "yes" if you want the employee to respond to your performance review.
- Keep the status set to "Active".
- Click SAVE PERFORMANCE TEMPLATE.
- Make sure all the Name, Description, Label, Weight, and Statement boxes are all filled out prior to saving.
ASSIGN A PERFORMANCE REVIEW
- Click into the PERFORMANCE section.
- Here, you can see a list of all the employees that report to you. Assign individual employees a performance review by using the toggle next to their name(s). Assign all employees that report to you a performance review by clicking the blue SELECT button at the top of the page.
- Once you have selected your employee(s), click the blue PERFORMANCE button.
- Select which performance review you want to assign them from the drop-down menu.
- Choose a deadline for the employee(s) to complete it by (optional).
- Press the blue ASSIGN REVIEW button.
- Press the green BEGIN button to view the employee's response (if applicable) and to enter your own response.
- When you are finished, click the blue SAVE PERFORMANCE REVIEW button.
- Press the green APPROVE PERFORMANCE REVIEW button when both you and the employee have completed the review (if applicable). Use the blue toggle to select if you want another administrator to also approve the review.
- Note: Employees can edit their Performance Reviews right up until their supervisor has viewed and approved it.
DUPLICATE PERFORMANCE REVIEW TEMPLATES
- 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.
- Click on the template that you want to duplicate.
- Slide the "Duplicate Template?" toggle to "Yes".
- Scroll down and click SAVE PERFORMANCE TEMPLATE.
- Click on the blue TEMPLATES button again and then select your duplicated performance template. It will have the same name as your original template with "duplicate" added.
- You can now adjust the name and other details in order to customize it to a specific employee.
- Again, click SAVE PERFORMANCE TEMPLATE.
- Make sure all the Name, Description, Label, Weight, and Statement boxes are all filled out prior to saving.
Communications
SEND A SYSTEM NOTIFICATION (EMAIL OR TEXT)
|
Need more help? Contact [email protected]. |
Batch Tools
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.
- Note: make sure all fields (salary, period, hours/ week, and as of date) are all filled out prior to saving.
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].
BATCH EDIT EMPLOYEE VACATIONS IN ONE STEP
- Click on the SETTINGS tab (gear shape) in the top menu.
- In the left Settings Menu, click on the blue VACATION button under Batch Tools.
- Click the green VIEW COMPANY VACATION button at the bottom of the page to see the total vacation hours for every employee within a selected time period.
- Use the checkboxes on the left to select all desired employees.
- Use the drop-down menu at the bottom of the page to mark all vacation requests as Pending, Approved - Pending Review, Approved, Declined, or Void.
- Note: See "Set Up Two-Step Vacation Approvals" FAQ if selecting "Approved - Pending".
- Type a note to selected employees if applicable.
- Click the blue SAVE VACATION button to save your changes.
Need more help? Contact [email protected]
BATCH ADD/ EDIT EMPLOYMENT INFORMATION
- Click on the SETTINGS tab (gear shape) in the top menu.
- In the left Settings Menu, click on the blue EMPLOYMENT button under Batch Tools.
- Scroll to the employee(s) you want to edit.
- You can edit employee position, employee number, employee start date, and employee end date using the text boxes.
- You can edit employee reports to, division, department, location, employment type, and hours in day using the drop-down menus.
- Scroll to the bottom of the page, and click the blue SAVE EMPLOYMENT button to save your changes.
Need more help? Contact [email protected]
BATCH ADD/ EDIT EMPLOYEE TIMEOFF
- Click on the SETTINGS tab (gear shape) in the top menu.
- In the left Settings Menu, click on the blue TIMEOFF SETUP button under Batch Tools.
- Scroll to the employee(s) you want to edit.
- Edit their "Starting Values" to reflect the amount of each time off type that they have remaining for the rest of the year.
- Edit their "Accrual Rates" to reflect the amount of time off that the employee earns annually.
- Click the blue SAVE EMPLOYEE TIMEOFF button under said employee to save your changes.
- Note: This tool will only save a single employee at a time. It will display a green "timeoff saved success" message after each successful save you make.
Need more help? Contact [email protected]