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.
​Need more help? Contact [email protected].
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
​
  • 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
  • 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

Click the expand arrow on the video to view full screen.
  • 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

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

Click the expand arrow on the video to view full screen.
  • 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
Click the expand arrows on the video to view full screen.
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 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.
  • 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 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
  • 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
How to Add Vacation/Sick Days, etc for an Employee Click the expand arrow to view full screen.
  • 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
  • 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 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
Click the expand arrows on the video to view full screen.
  • 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 (i.e., 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].
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.
VIEW ORGANIZATION CHART

Need more help? Contact [email protected].
EDIT ORGANIZATION CHART
To view Org Chart: 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].
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:
  • 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
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.
  • 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
​
  • 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:
    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. Includes 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].

Events

CREATE AN EVENT
Click the expand arrows on the video to view full screen.
  • 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 to 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].
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