Activation Hub Dashboard

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To Navigate to this Dashboard and the Widgets (and access Activation Hub information) follow these steps:

  • Click on Dashboard ---> Home (In the menu on the left-hand side of the system/screen).
  • Click on the "Dashboards Menu" Dropdown (this is the second the second dropdown menu from the top of the system/screen and will default to 'Standard Reports' for Free Trial Users).
  • Scroll down and select "Activation Hub."
  • When the Activation Hub Dashboard opens, there are 12 Widgets that you need to work through in the following order to configure and set up a Free Trial account for your organisation:
  1. Free Trial/Staff System Details.
  2. Create Key System Settings.
  3. User Management.
  4. Data Manager.
  5. Recruitment.
  6. Free On/Cross/Offboarding.
  7. Core-HR.
  8. Performance Management.
  9. SHaRe Surveys/Digital Forms.
  10. Reporting and Dashboards.
  11. Push Notifications &and Workflows.
  12. Calculate Pricing.


Subscribe-HR's Activation Hub Dashboard is the central hub for the self-configuration and self-activation of all the System's HR Software solutions as well as the basic System settings. The Activation Hub has been set up to enable both Free Trial Users and Customers to activate and configure the entire System from one location. From creating Key System Settings and Uploading Data, to managing the creation and activation of Users or configuring Performance Review cycles, everything the User needs to set up the System can be done via the Activation Hub. This one-of-a-kind feature makes it faster and easier for Users to get the System set up to meet the unique needs of their organisation, or it enables the Subscribe-HR Implementation Team to get Customers up and running quickly.

NOTE: It is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.

The Activation Hub is Subscribe-HR's one-of-a-kind feature that enables Users to configure and activate the main features of Subscribe-HR's Codeless Cloud HR Software. The self-activating and self-configuring nature of the Activation Hub means it can be used by you, the User, or the Subscribe-HR set-up Team to set your system up quickly.

Widgets on the Activation Hub can only be maximised (not minimised) and display a maximum of 10 menu items only. If there are more than 10 menu items in a Widget, 'More Available....' will be displayed on the top right of the Widget, next to the 'small square (with rounded corners). To view the full list of menu items, click the small square to maximise the Widget and this will display all menu items.


Free Trial/Staff System Details

The Free Trial Details Widget enables Free Trial Users to configure the settings necessary to create and brand a Free Trial account for their company. It is the first Widget you will see in the “Activation Hub.” The details entered in this Widget are also used if/when a Free Trial User is converted to an official Customer Account, including calculation of the pricing). It is important to enter all information into this Widget accurately to ensure that your Free Trial account is created and activated correctly.

The Free Trial Details Widget contains the following functionality that enables Users to create their account, refer other Users (and receive a commission for the sale), or delete Demo data if/when converting a Free Trial Account to an official Customer Account.

All the information that is input into Free Trial Details Widget will be retained and transferred to the official Customer Account (if/when one is created). This information will also be used to create a Pricing Estimate via the “Calculate Pricing” Widget if/when a Free Trial User decides to convert to a Customer Account.

Field Name Description
ABN / ACN Enter the ABN /ACN for your organisation.
Primary Contact Enter the contact details for the Primary Account contact, including:
  • First name.
  • Last name.
  • Email address.
  • Contact number.
Address Enter the address details for your business/organisation.
Number of Active Employees The Free Trial System includes a certain number “Trial” employee records, plus Trial Users can also add two of their own [‘X’ Trial Users + 2]. If/when converting a Trial Account to an official Customer account, Users can “Delete Demo Data” (see below) and keep the +2 Trial Records (if entered). For the purpose of calculating the correct Pricing for your Customer Account (including the number of Employees you want to include in your Account), refer to the “Calculate Pricing” Widget below.
Free Trial Start / End Date The initial Free Trial length is 7 days. Users can extend their Free Trial via this tool by an extra 7 days. Free Trials can be extended further, however, to extend the Free Trial via 14 days (7 + 7 days), Users will need to contact Subscribe-hr to make that request.
Free Trial Start / End Date The initial Free Trial length is 7 days. Users can extend their Free Trial via this tool by an extra 7 days. Free Trials can be extended further, however, to extend the Free Trial via 14 days (7 + 7 days), Users will need to contact Subscribe-HR to make that request.
Brand My System Upload your Company logo and use the colour palette settings to brand and style your Account.
Refer Subscribe-HR Users can refer Subscribe-HR to friends and associates via the “Refer” step. The referral process works as follows:
  • Click on “Refer Subscribe-HR.”
  • In the lightbox there is a table (which will hold all the referrals you make).
  • Click “New Referral.”
  • Complete the following information for the referral (all of which are mandatory):
    • Company Name.
    • First Name.
    • Last Name.
    • Email Address.

The Referee will the receive a series of emails from “Subscribe-HR,” including:

  1. Your Free Trial is being created.
  2. Your Free Trial has been activated and here are your login details.
  3. An introduction to the Subscribe-HR system.
Delete Demo Data If/when you convert your Free Trial Account to an official Customer Account, you can delete all the Demonstration data (including trial Employee records) to purge your Account and start from scratch with a clean slate.


Create Key System Settings

The Create Key System Settings Widget allows Users to configure the following settings:

  • Locations.
  • Departments.
  • Divisions.
  • Business Areas.
  • Cost Centres.
  • Multi-Currency.
  • CPD Settings.
  • Public Holidays.
  • Entitlement Profiles.
  • Job Description Library.

NOTE: Before getting started on the Key System Settings Widget please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Location/s View, Edit and Create the Location/s that your organisation operates/has offices in.
Department/s View, Edit and Create the Department/s within your Organisation.
Division/s View, Edit and Create the Division/s within your Organisation.
Business Area/s View, Edit and Create the Business Areas within your Organisation.
Cost Centre/s View, Edit and Create the Cost Centre/s within your Organisation.
Multi-Currency For Users with offices/locations in multiple countries (making payments to Employees in multiple currencies), you can 'Activate' the Multi-Currency feature here.

To activate Multi-Currency settings:

  • Click 'Activate Multi-Currency Support.'
  • Select 'System Base Currency' from the dropdown menu.
  • Click "Save."

When activated, the Multi-Currency setting applies as follows:

  • The currency selected/specified will be set as the 'base' currency for the entire system.
  • When creating a 'New Employee,' if that Employee is located in a different country/paid in a different currency, you can specify the local currency for their Salary in the 'Currency' step of the New Employee Wizard (which will only appear if 'Multi-Currency' is activated). You then enter the amount they will be paid in the local currency specified. The 'Currency' field in the New Employee Wizard will default to the currency set as standard/default in the Multi-Currency features unless it is changed to a different local currency.
  • If a local currency is applied to the Employee, the base and local currencies will then be displayed on the 'Salary' page of the Employee Record, as well as the conversion rate. The conversion rate is updated every 24 hours.

To change the local currency for an Employee (if they move to a different country to fill Job Role), follow these steps:

  • A System Admin User changes the 'Local Currency' for that Employee via the Activation Hub > User Management > 'User Management Control Centre.'
  • A new 'Salary' is created for the Employee via Core-HR > Employee > Salary.
  • Enter the Salary amount in the new local currency.

The new 'Local Currency' will then be applied to the new 'Salary' from that point forward. The local currency type will not be applied to current/active or previous salaries for the Employee - only to Salary records that are created AFTER the currency has been changed.

NOTES:

  • If the Multi-Currency option is not activated, the System will default to AUD for all Users and a different/local currency option will not be available in the Employee Wizard (when setting up a New Employee).
  • The Multi-Currency functionality does not apply retrospectively to Employee Salary records that were created prior to 'Multi-Currency' being activated in the Activation Hub. To apply a local currency (different to the 'base' currency) to an Employee's Salary - follow the steps outlined above (where it says 'To change the local currency for an Employee...).
CPD Settings View, Edit and Create the CPD settings, including:
  • Job Name.
  • CPD Period Type.
  • CPD Start Date.
  • CPD End Date.
  • Repeat CPD Period Annually.
  • Annual CPD Target (in hours).
  • Current/Active.
Public Holidays View, Edit and Create the Public Holiday settings. The Public Holiday for all States and Territories in Australia are updated annually in advance based on an API provided by the Australian Government.
Entitlement Profiles View, Edit and Create Leave Entitlement Profile settings, including:
  • Leave Type.
  • Name.
  • Basis of Calculation.
  • Percentage Value.
  • Carry Balance Forward.
  • Leave Exemptions.
NOTE: Entitlement Profiles are accrual-based. If there is a Payroll Integration, Entitlement Profiles in Subscribe-HR will need to align with/be synced to the Entitlement Profiles in the Payroll Solution.
Job Description Library View, Edit and Create Entitlement Profile settings, including:
  • Job Description name.
  • Description.
  • Interview Questions.
  • Date.
  • Authorised By.

NOTE: In order for a Job Description to appear (and be selected from the dropdown menu) in the Job Description step of the following Wizards, it must first be created in the Job Description Library:

  • New Employee Wizard.
  • New Job Wizard (within the New Employee Wizard).
  • Onboarding Wizard.
  • Crossboarding Wizard.
  • Vacancy Requisition Wizard.
  • New Vacancy Wizard.


User Management

The User Management Widget allows Users to:

  • Create and assign User Groups.
  • Create a New Employee and assign User Group/s.
  • Bulk Assign Employees to User Group/s.
  • Manage active and inactive Users.
  • Update Employee settings, including:
    • Update User Groups.
    • Update Timezone and Currency.
    • Deactivate Users.
    • Change User Email address.
    • Reset User password.

The User Management Widget is the Hub of System access settings for managing Employees. This functionality has been designed to enable “touchless” configurability and customisation for Users. The configurability options available within the Data Manager Tool make it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business right from the Free Trial and all the way through to conversion and implementation of their official Customer Account.

NOTE: Before getting started on the Data Manager Widget settings please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY WILL RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.

Field Name Description
User Groups This tool enables Users to create new User Groups, edit User Group details and edit User Group permissions. The actions available are:
  • Create New - create and configure a new User Group.
  • Edit Details - edit or re/configure an existing User Group.
  • Edit Permissions - edit/update the permissions for existing User Groups.
Launch Single User This tool enables Users to create a New Employee record and assign (a) User Group/s to that Employee.
Bulk Assign Users This tool enables Users to bulk assign (a) User Group/s to multiple Users/Employees. Users can select one or more User Group/s to assign the following types of Users/Employees:
  • Active Users - With User Group and Employee Record - assigns the specified User Group/s to Users that already have an Employee record and other User Group/s assigned. Once (a) new User Group/s are assigned, this User's record will appear on the 'Active Users (with User Group & Employee Record) Tab in the 'User Management Control Centre' (see below).
  • No User Group - Employee Record Only - assigns the specified User Group/s to Users with an Employee Record only (they do not have any other User Group/s assigned). Once (a) new User Group/s are assigned, this User's record will appear on the 'Active Users (with User Group & Employee Record) Tab in the 'User Management Control Centre' (see below).
  • User Group Only - No Employee Record - assigns the specified User Group/s to Users a with an/other User Group/s only (they do not have an Employee record). Once (a) new User Group/s are assigned, this User's record will appear on the 'User Group Only (No Employee Record)' Tab in the 'User Management Control Centre' (see below).

Upon selection of one of the above options, a table of Users with that specific User Record type is displayed. To assign (a) User Group/s to an individual Employee/User record in the list, tick the square check box on the right hand side of the row (the box will turn green). Once all Employees/Users to whom the User Group/s selected have been specified (ticked), click 'Next.' Check the summary of the User Group/s, Employee/s and User/s selected. If correct click 'Update User Group,' and if not, return to the previous steps in the Wizard, correct any errors and once corrected, update the User Group/s.

NOTES:

  • When creating a User Account/assigning User Group/s - Users must have a unique email address in the 'Work Email' field on their User/Employee record. If the work email is missing from either the User/Employee record (one of which will be relevant depending on which of the three 'User/s' options is selected above), or if there is another User/Employee in the system with the same work email address, then assigning (a) User Group/s at this step will fail.
  • If an Employee/User appears in the list and a work email has not been assigned, add one via the button 'Please Add Work Email - Click Here.'
User Management Control Centre This tool enables Users to create, update and manage Employee, User and User Group/s settings and permissions. User/Employee records are arranged on the Tabs in the User Management Control Centre as follows:
  • Activation Sent - Employee User Account activated and activation email sent (but not yet completed/activated). The Employee/User will be able to access the System once they have activated their User Account.
  • Active Users (with User Group & Employee Record) - Users with an active Employee record/User Account and User Group/s assigned. Note: Employee/User Accounts remain active (even if 'Set as Leaver' and Offboarded) unless/until 'De-Activated' (via the 'Action' dropdown menu). When the Account has been deactivated, the Employee/User will then move to/appear under the 'Inactive' Tab. If an Employee/User has been Deactivated, and at some point in the future, their User Account and Employee record are 'Reactivated,' they will move to the 'Active Users (with User Group & Employee Record)' Tab. If the User Account was previously only had User Groups assigned (and no Employee Record), the User will move to the 'User Group Only (No Employee Record)' Tab.
  • Inactive - Employee/User Account deactivated (and no longer able to access the System).
  • No User Group (Employee Record Only) - Users with an active Employee record but with no User Group/s assigned/User Account. These Users (Employees) can't access the System (as they haven't been assigned any User Groups and System access is tied to User Group access/permissions. Once (a) User Group/s is/are assigned, the record will move to the 'Activation Sent' Tab and the Employee will be able to access the System once they have activated their User Account.
  • User Group Only (No Employee Record) - Users with no active Employee record but with (a) User Group/s assigned/a User Account. If/when an Employee record is created and assigned to a User with User Group only access, they will move to the 'Active Users (with User Group & Employee Record)' Tab.

The Actions available in the User Management Control Centre include:

  • Activate User - activate/s a User, which creates a User Account in the System and triggers an email that is sent to the User. The email contains the details necessary to activate their User Account, including setting a password.
  • De-activate User - deactivates the User/User Account so that they can no longer access the System.
  • Reactivate User and Update User Group - reactivates a previously deactivated User/User Account and provides the options to re/assign User Group/s.
  • Assign User Group and Profile - assign User Group/s to the User/Employee profile.
  • Update User Group - update User Group/s that are assigned to the User/Employee profile.
  • Update Currency - update the Currency for the User/Employee.
  • Assign Local Currency - assign the Local Currency for the User/Employee. Note this is only available if 'Multi-Currency' is activated (please refer to the Key System Settings above).
  • Update Local Currency - update the Local Currency for the User/Employee. Note this is only available if 'Multi-Currency' is activated (please refer to the Key System Settings above).
  • Update timezone - update the Timezone for the User/Employee.
  • Change Email Address - change the Work email address for Active Employee/s/User/s.

NOTES:

  • There are three types of email addresses used in Subscribe-HR:
    • Personal/Home - which is used for communicating with Applicants up to the point when their Employee/User Account is activated.
    • Work - which is used when converting an Applicant to an Employee (after they have completed their Onboarding Welcome Pack). This email field requires/uses a 'Work' email address. When creating an Employee record - the 'work' email is mandatory because it is also used when activating the Employee's User account (the 'Work' email also becomes the 'User' email - they are one and the same). A personal email address must not (for security/compliance reasons) be used in the 'Work' email field when creating an Employee record and then activating that Employee's User account.
    • User - which is used when creating/activating an Employee's User Account, or when creating a User account for an individual without an Employee record. This email field also requires/uses a 'Work' email address. For Employees that have already been created in the System, their Work email address is used to activate their 'User' account (which gives them access to the System/enables them to log in). When creating a User Account for a User without an Employee record (for example, an individual outside the organisation (like a Recruiter)), the 'Work' email address field is also mandatory. However, for 'User only' Accounts (Users with no Employee record), the user may enter any email address in this field (even if it is a personal email address). However, it is advisable not to provide/assign System access to anyone using a personal email address unless absolutely necessary. Where possible (e.g. for a Recruiter) it is preferable (for security/compliance reasons) to use their 'Work' email address in this field.
  • Send Reset Password - resets the Employee/s/User/s password and sends a reset notification email to the User's 'Work' email.
  • Create Employee Record - create a new Employee record for a User (a User with a User Account/User Group/s but no Employee record).

NOTES:

  • For compliance purposes and to ensure data integrity when integrating with third-party applications (Payroll, e-Learning), the User/Employee's Work Email address must used (or an email address added to the 'Work Email' field) for the creation of the User/Employee account that provides access to the System.
  • The 'Work Email' is mandatory for the the creation of a User Account in the Team Dashboards system only.


Data Manager

The Data Manager Widget enables Free Trial Users to configure all the data related settings for setting up a Free Trial (and if/when converted, official Customer) account. Within the Data Manager Tool, Users can view, edit and/or create all the System and Employee related data needed in the Subscribe-HR System using their own organisational data if desired (as opposed to relying on the standard content provided by Subscribe-HR). This functionality has been designed to enable “touchless” configurability and customisation for Users. The configurability options available within the Data Manager Tool make it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business right from the Free Trial and all the way through to conversion and implementation of their official Customer Account.

NOTE: Before getting started on the Data Manager Widget settings please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY WILL RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.

IMPORTANT NOTE: Workflows are temporarily deactivated during the data upload process into the Subscribe-HR System so that the data being uploaded without triggered any active workflows.


Field Name Description
Lookup Data Management The “Lookup Table Data” contains the Code Library of all data used/available in the Free Trial and within the Subscribe-HR System. Users can view codes, create, edit or delete Code Library data to configure/customise the Free Trial/System to suit their needs. To create a new Lookup Table – simply click on “the green +Create New” button.

NOTE: Do not move forward to the data export/upload steps until all the data related to creating Employees has been set up in the system including:

  • Locations.
  • Departments.
  • Divisions.
  • Business Areas.
  • Cost Centres.
  • Multi-Currency.
  • CPD Settings.
  • Public Holidays.
  • Entitlement Profiles.
  • Job Description Library.
Failure to create all necessary records for the above will result in errors during the data export/upload process.
Superannuation Funds Subscribe-HR’s System contains all the Super Funds available via the APRA Super Funds list called “List of RSES and RSE Licensees and MySuper Authorised products.” This list will automatically sync on a monthly basis and there is no further action needed by Users. Users can view and search the list all available Super Funds and Fund details via this Tool. This list can’t be edited or added to.
Bank Feed Subscribe-HR’s System contains a list of all the Banks available to Australian Users. This list will automatically sync on a monthly basis and there is no further action needed by Users. Users can view and search the list all available Banks and BSBs via this Tool. This list can’t be edited or added to.
Export Template (Support Data) Subscribe-HR makes it possible for Users to do a bulk upload of relevant organisational data into the Free Trial (and/or official Customer Account). Instead of having to set up this information manually, one record at a time, the export/upload process for Support data makes it possible for Users to upload data via these Tools. Support Data is classified as any type of data that needs to be uploaded into the system before Employee related data is uploaded. For example, to upload Employee Job data, you first need to upload Jobs into the System (so that the Job types that Employees might hold, and to which they will be assigned, are already present in the System).

Before you get started on uploading Support Data, please note that the correct process for uploading data into the systems is as follows:

  1. Format and export the “Export Template – Support Data” spreadsheet for each of the Support Data types (if necessary).
  2. Add data to each of the Support Data spreadsheets (see below for further explanation) and upload the spreadsheet via the “Upload Template – Support Data step.”
  3. Format and export the “Export Template – Employee Data spreadsheet for each of the Support Data types (if necessary).”
  4. Add data to each of the Employee Data spreadsheets (see below for further explanation) and upload the spreadsheet via the “Upload Template – Employee Data.”

Users are requested to complete these steps in the order specified below or the process will not work.

Outlined in this section is the format and export the “Export Template – Support Data” step. For the remaining steps, see the relevant section below.

To format the Support Data spreadsheet/s, click on “Export Template (Support Data)” and specify the following information:

  • Select the Template type you want to create/export from the dropdown list.
  • Search the available fields to find the ones you want to upload data for.
  • It is the fields in the right-hand side table that will be exported into the spreadsheet, so drag each field from the table on the left to the table on the right to add and remove fields that you want to include in the spreadsheet (you can reorder these fields too – to do so simply drag the fields up and down to reorder them). Mandatory fields are in red and can’t be removed from the right-hand column.
  • Once complete, click “Export.”

Users will need to create and export a formatted spreadsheet for each of the following 'Support' data types one at a time and specifically in the following order if those Support data types are required:

  • Locations.
  • Jobs.
  • Company Property.
  • Leave Settings.

As an example, to create and export a spreadsheet for 'Locations' follow these steps:

  1. Click 'Export Template (Support Data).'
  2. Select 'Locations' from the 'Choose Template' dropdown menu.
  3. Select and reorder the fields in the table on the right-hand side to ensure it contains all the fields types you want to upload data for. Note: Fields in red are mandatory and can’t be removed from the table on the right-hand side. If they are removed, this will cause an error at the next step 'Upload Template (Support Data). If Location related fields that you need to use do not appear please add new fields (via Maintenance > Locations) before creating the export template for Locations.
  4. Click 'Export.'

Once the Locations template has been exported, repeat this process for Jobs, Company Property and Leave settings. Once data has been added to these spreadsheets and they are complete, they will then need to be uploaded back into the System in the next step: Upload Template – Support Data.

If you do not format, fill and upload data for ALL FOUR support data types BEFORE uploading Employee data in the next step (if the Employee data is predicated on any of the Support data types), the Employee data upload process may not work.

IMPORTANT NOTES:

  • The Excel file that is created by the Export Template tool is formatted to appear with specific columns, column headings and formulas embedded into the spreadsheet to validate data before it is imported back into the System/User Account. Mandatory System fields will be highlighted with red headings in the spreadsheet.
  • DO NOT change the file name after export.
  • DO NOT move the file to a different location (only open the file and add data from the location where the file was saved on download - this may be in your downloads folder).
  • Save the file when complete and then upload the file from the same location.
  • DO NOT change the heading row content/names, format or formulas on any of the tabs in this spreadsheet as this may prevent the data from being accurately uploaded into the System by the Upload Template tool.
  • DO NOT reorder the columns.
  • If you copy and paste data from other sources (especially other spreadsheets) the data must match the format specified for each column (hover over the red triangle on the top right corner of each heading row cell to see the correct format).
  • The cells in some columns will contain dropdown/lookup menus. Depending on where you copy data from - if you copy and paste data into these cells, you may erase the lookup function and copy over it with a different data type. If you are copying data from a previous version of the Subscribe-HR Data Upload tool, you may copy and paste data into these fields, but only if the lookup data you’re copying for a particular column type matches exactly in both spreadsheets (old spreadsheet and new spreadsheet). If not, or if you have a data source that doesn’t contain the lookups, you MUST use the lookup dropdown menus to select the appropriate data for each cell for at least one of each response/answer types. Failure to do this will result in errors. If there are multiple records in a column that contains a data lookup with the same result, it is possible to copy and paste from one cell to another.
  • The columns in the spreadsheet have been formatted to force Users to input the correct data type. If you do not input the correct type of data in the right field, the spreadsheet will not validate upon upload back in the Subscribe-HR System and the upload process will fail/result in errors.
  • There is an inbuilt data validation process during upload and the Subscribe-HR System will flag and give you the opportunity to correct any/all errors during the upload/validation process (which is explained further below).
Upload Template (Support Data) The Upload Template creator for “Support” related information enables Users to upload correctly formatted bulk 'Support' data for the fields and records specified in the previous step (instead of having to input the data manually, one record/field at a time).

To upload the Support Data spreadsheet, click on “Upload Template (Support Data)” and specify the type of data you want to import from the dropdown list:

  • Locations.
  • Jobs.
  • Company Property.
  • Leave Settings.
  • Select the relevant/appropriate file to upload.
  • Click on “Preview.” Preview runs a validation process on the spreadsheet/data. If you have selected the incorrect spreadsheet/file to go with the relevant/associated data type, you will receive an error message.

‘Preview’ runs a validation process on the data in the spreadsheet. If there are any errors in the spreadsheet, the type of error will be identified in the top row of the data table. The top row of the table you will see a list of colour coded fields and data types s well as a calculation of the number of errors (if any) for that data/field type. If there is an error you can click on the name of the error type (e.g. mandatory field, email address) and this will show only/all the row/s in the spreadsheet that contain that validation error type. The data with the error will also be highlighted in the colour associated with the error type (for example, a Boolean Value error will be purple). You can then click on ‘Clear Filter’ next to the name of the error type to clear those rows and return to an ‘all rows’ view.

Validation error types are colour coded in the following manner:

  • Boolean values: purple.
  • Date format: orange.
  • Numeric value: blue.
  • Email address: pink.
  • Lookup Row: brown.
  • Mandatory field: green.

In the table below the top validation errors row, you will see all the data (columns and rows) being imported into the System. Any validation errors will appear in the colour related to the type of validation error listed above. To edit/fix data issues, click on the green ‘Edit’ button for the row in which the error occurs, then once you've corrected the cell with the error in it, click the Orange ‘Review’ button to check and complete. Users can also ‘Delete’ data rows by clicking on ‘Delete.’

When all data is correct and has been validated, you will see an orange bar across the top of the table that indicates that your data is ready to upload and the ‘Upload Now’ button appears at the bottom of the data table. Click ‘Upload Now’ to upload data.

NOTE: the data upload process takes a few minutes to complete. DO NOT leave the page, go to another tab, move to another App or browser window, or close the tab. Doing so may cancel the data upload process. Allow the upload process to run and complete itself before taking any further steps (you will see a green progress bar that indicates progress and confirms when the data Upload process is complete.

If the data Upload process works without error, you will see a Data Table with no errors and you can click ‘Finish’ to complete the process. If further errors have been identified, the data table will be divided into two halves:

  • Data without errors – this data has been uploaded into the System and no further action is needed.
  • Data with errors – this data needs to be corrected and re-uploaded.

There are three options for correcting data with errors, and by clicking on the ‘Fix Errors’ button, you will be able to choose which method you want to use. The options are:

  • Edit Now The Interface - Fix the data upload error/s by editing the record(s) through the interface. As per the preview step, you can edit each error/cell in the data table via the interface. Once all errors have been corrected, the orange upload bar will reappear, as will the ‘Upload Now’ button. Re-upload the corrected data. If the data is uploaded without further error, click ‘Finish’ to complete the process. If there are further errors, repeat this process until all errors are corrected and all data has been uploaded.
  • Export Errors – there are two ‘Export Errors’ options:
    • If you can fix these errors quickly, click ‘Export Errors' and this will allow you to save the spreadsheet (which will be saved with ‘_Errors’ in the file name, e.g. Locations_Errors.xls). Update the spreadsheet quickly, save it, return to this popup window (don’t close it while you’re fixing the errors), make sure the you’ve got the correct name in the ‘Choose Template’ field, click ‘Re-Upload Corrected Errors File’ and then re-upload the corrected errors spreadsheet. If the data is uploaded without further error, click ‘Finish’ to complete the process. If there are further errors, repeat this process until all errors are corrected and all data has been uploaded.
    • If you need more time to fix these errors in the exported errors spreadsheet, click ‘Export Errors’ and please take the time needed to do so. Close this window and once you’ve resolved all the errors, return to the Data Manager Widget, select 'Upload Template (File Name_Errors - e.g. Locations_Errors.xls)' step and re-upload the data (make sure the you’ve got the correct name in the ‘Choose Template’ field). Then repeat the upload process. Repeat the data upload process (outlined above) from scratch. Only after data has been uploaded correctly can you click ‘Finish.’
Assign Job Reporting This tool enables Users to assign (and reassign) reporting relationships between Jobs.
Export Template (Employee Data) Subscribe-HR makes it possible for Users to do a bulk upload of relevant Employee data into the Free Trial (and/or official Customer Account). Instead of having to set up this information manually, one at a time, the export/import process for Employee data makes it possible for Users to upload data via these Tools. Employee Data is classified as any type of data that needs to be uploaded into the system that is related directly to an Employee record. Please note that to upload Employee Job data (for example), you first need to upload Jobs (which is classified as 'Support' data - see previous 'Support' data export/upload step) into the System (so that the Job types that Employees might hold, and to which they will be assigned are already present in the System).

Users will need to create and export a formatted spreadsheet for each of the following 'Employee' data types one at a time and specifically in the following order if those Employee data types are required:

  • Employee.
  • Employee Address.
  • Employee next of kin.
  • Employee bank details.
  • Employee jobs.
  • Employee working hours.
  • Employee leave profiles.
  • Employee salary.
  • Employee training records.
  • Employee incident.

To create and export a spreadsheet for 'Employee Data' follow these steps:

  1. Click 'Export Template (Employee Data).'
  2. Select 'Employee' from the 'Choose Template' dropdown menu.
  3. Select and reorder the fields in the table on the right hand side to ensure it contains all the fields types you want to upload data for. Note: Fields in red are mandatory and CAN'T be removed from the table on the right hand side. If they are removed, this will cause an error at the next step 'Upload Template (Employee Data). If Location related fields that you need to use do not appear - return to the 'Locations' step in the 'Create Key System Settings' Widget and add them before creating the export template for Employees.
  4. Click 'Export.'

Once the Employee template is complete, repeat this process for all the other Employee related options listed above. Once data has been added to these spreadsheets and they are complete, they will then need to be uploaded back into the System in the next step: Upload Template – Employee Data.

IMPORTANT NOTES:

  • The Excel file that is created by the Export Template tool is formatted to appear with specific columns, column headings and formulas embedded into the spreadsheet to validate data before it is imported back into the System/User Account. Mandatory System fields will be highlighted with red headings in the spreadsheet.
  • DO NOT change the file name after export.
  • DO NOT move the file to a different location (only open the file and add data from the location where the file was saved on download - this may be in your downloads folder).
  • Save the file when complete and then upload the file from the same location.
  • DO NOT change the heading row content/names, format or formulas on any of the tabs in this spreadsheet as this may prevent the data from being accurately uploaded into the System by the Upload Template tool.
  • DO NOT reorder the columns.
  • If you copy and paste data from other sources (especially other spreadsheets) the data must match the format specified for each column (hover over the red triangle on the top right corner of each heading row cell to see the correct format).
  • The cells in some columns will contain dropdown/lookup menus. Depending on where you copy data from - if you copy and paste data into these cells, you may erase the lookup function and copy over it with a different data type. If you are copying data from a previous version of the Subscribe-HR Data Upload tool, you may copy and paste data into these fields, but only if the lookup data you’re copying for a particular column type matches exactly in both spreadsheets (old spreadsheet and new spreadsheet). If not, or if you have a data source that doesn’t contain the lookups, you MUST use the lookup dropdown menus to select the appropriate data for each cell for at least one of each response/answer types. Failure to do this will result in errors. If there are multiple records in a column that contains a data lookup with the same result, it is possible to copy and paste from one cell to another.
  • The columns in the spreadsheet have been formatted to force Users to input the correct data type. If you do not input the correct type of data in the right field, the spreadsheet will not validate upon upload back in the Subscribe-HR System and the upload process will fail/result in errors.
  • There is an inbuilt data validation process during upload and the Subscribe-HR System will flag and give you the opportunity to correct any/all errors during the upload/validation process (which is explained further below).
Upload Template (Employee Data) The Upload Template creator for “Employee” related information enables Users to upload correctly formatted bulk Employee data for the fields and records specified in the above step (instead of having to input the data manually, one record/field at a time).

To upload the Employee Data spreadsheet, click on “Upload Template (Employee Data)” and specify the type of data you want to import from the dropdown list:

  • Employee.
  • Employee Address.
  • Employee next of kin.
  • Employee bank details.
  • Employee jobs.
  • Employee working hours.
  • Employee leave profiles.
  • Employee salary.
  • Employee training records.
  • Employee incident.
  • Select the relevant/appropriate file to upload.
  • Click on “Preview.” Preview runs a validation process on the spreadsheet. If you have selected the incorrect spreadsheet/file to go with the relevant/associated data type, or if there are other validation issues then you will receive an error message.

‘Preview’ runs a validation process on the data in the spreadsheet. If there are any errors in the spreadsheet, the type of error will be identified in the top row of the data table. The top row of the table you will see a list of colour coded fields and data types s well as a calculation of the number of errors (if any) for that data/field type. If there is an error you can click on the name of the error type (e.g. mandatory field, email address) and this will show only/all the row/s in the spreadsheet that contain that validation error type. The data with the error will also be highlighted in the colour associated with the error type (for example, a Boolean Value error will be purple). You can then click on ‘Clear Filter’ next to the name of the error type to clear those rows and return to an ‘all rows’ view.

Validation error types are colour coded in the following manner:

  • Boolean values: purple.
  • Date format: orange.
  • Numeric value: blue.
  • Email address: pink.
  • Lookup Row: brown.
  • Mandatory field: green.

In the table below the top validation errors row, you will see all the data (columns and rows) being imported into the System. Any validation errors will appear in the colour related to the type of validation error listed above. To edit/fix data issues, click on the green ‘Edit’ button for the row in which the error occurs, then once you've corrected the cell with the error in it, click the Orange ‘Review’ button to check and complete. Users can also ‘Delete’ data rows by clicking on ‘Delete.’

When all data is correct and has been validated, you will see an orange bar across the top of the table that indicates that your data is ready to upload and the ‘Upload Now’ button appears at the bottom of the data table. Click ‘Upload Now’ to upload data.

NOTE: the data upload process takes a few minutes to complete. DO NOT leave the page, go to another tab, move to another App or browser window, or close the tab. Doing so may cancel the data upload process. Allow the upload process to run and complete itself before taking any further steps (you will see a green progress bar that indicates progress and confirms when the data Upload process is complete.

If the data Upload process works without error, you will see a Data Table with no errors and you can click ‘Finish’ to complete the process. If further errors have been identified, the data table will be divided into two halves:

  • Data without errors – this data has been uploaded into the System and no further action is needed.
  • Data with errors – this data needs to be corrected and re-uploaded.

There are three options for correcting data with errors, and by clicking on the ‘Fix Errors’ button, you will be able to choose which method you want to use. The options are:

  • Edit Now The Interface - Fix the data upload error/s by editing the record(s) through the interface. As per the preview step, you can edit each error/cell in the data table via the interface. Once all errors have been corrected, the orange upload bar will reappear, as will the ‘Upload Now’ button. Re-upload the corrected data. If the data is uploaded without further error, click ‘Finish’ to complete the process. If there are further errors, repeat this process until all errors are corrected and all data has been uploaded.
  • Export Errors – there are two ‘Export Errors’ options:
    • If you can fix these errors quickly, click ‘Export Errors' and this will allow you to save the spreadsheet (which will be saved with ‘_Errors’ in the file name, e.g. Employee_Errors.xls). Update the spreadsheet quickly, save it, return to this popup window (don’t close it while you’re fixing the errors), make sure the you’ve got the correct name in the ‘Choose Template’ field, click ‘Re-Upload Corrected Errors File’ and then re-upload the corrected errors spreadsheet. If the data is uploaded without further error, click ‘Finish’ to complete the process. If there are further errors, repeat this process until all errors are corrected and all data has been uploaded.
    • If you need more time to fix these errors in the exported errors spreadsheet, click ‘Export Errors’ and please take the time needed to do so. Close this window and once you’ve resolved all the errors, return to the Data Manager Widget, select 'Upload Template (File Name_Errors - e.g. Employee_Errors.xls)' step and re-upload the data (make sure the you’ve got the correct name in the ‘Choose Template’ field). Repeat the data upload process (outlined above) from scratch. Only after data has been uploaded correctly can you click ‘Finish.’


Recruitment

The Recruitment Widget enables Free Trial Users to view, edit and delete the full suite of configurable/customisable recruitment related data settings within the Subscribe-HR System. This functionality has been designed to enable “touchless” configurability and customisation for Users. This makes it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business fright rom the Free Trial and all the way through to conversion and implementation of their official Customer Account.

The e-Recruitment Widget contains the following functionality that enables Users to configure and customise functionality and data within both their Free Trial and Customer Accounts.

NOTE: Before getting started on the Recruitment Widget settings, please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Careers Page Branding Configure your Recruitment Portal settings including Company logo upload and colour updates to match your organisations’ brand.
Applicant Processing Workflows This tool enables Users to create, view, edit and delete Applicant Processing workflows/processes. Use one of Subscribe-HR’s standard content templates (included with the System) or add your own.
External Job Board Export Settings Configure your external Jobs Board settings for data that will be exported to external Job Boards (like Seek, Adzuna etc.).
External Job Board Accounts Displays a list of the Jobs Board Accounts your are connected to, E.G. Seek, Adzuna etc.
Apply and Confirm This tool enables Users to view, edit and create texts that will be sent to Applicants pre and post application submission.
Privacy Policy This tool enables Users to view, edit and update the Privacy Policy for the collection and handling of Applicant data during the Application process.
Email Header and Footer This tool enables Users to view, edit and update the header & footer for Recruitment correspondence templates.
Email Templates This tool enables Users to create, view, edit and delete Recruitment correspondence templates. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Advanced Recruitment Settings This tool enables Users to view, edit and configure General System Settings for the Recruitment solution.
Careers Page Steps This tool enables Users to specify if education, work history, referees and certificates & licences are mandatory (or disabled) in Applicant Processing Workflows.


Free On/Cross/Offboarding

The Free Onboarding Widget enables Free Trial Users to create, view, edit and delete the full suite of configurable/customisable Onboarding, Crossboarding and Offboarding related data settings within the Subscribe-HR System. This functionality has been designed to enable “touchless” configurability and customisation for Users. This makes it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business fright rom the Free Trial and all the way through to conversion and implementation of their official Customer Account.

The Free Onboarding Widget contains the following functionality that enables Users to configure and customise functionality and data within both their Free Trial and Customer Accounts.

NOTE: Before getting started on the Free On/Cross/Offboarding Widget settings please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Contracts This tool enables Users to create, view, edit and delete Contracts and Employment Agreements. Use one of Subscribe-HR’s standard content templates (included with the System) or add your own.
Letters This tool enables Users to create, view, edit and delete Letters and Letters of Offer. Use one of Subscribe-HR’s standard content templates (included with the System) or add your own.
Company Policies This tool enables Users to create, view, edit and delete Company Policies. Use one of Subscribe-HR’s standard templates (included with the System) or add your own. Note: Only one .PDF can be attached per Company Policy.
Onboarding/Offboarding Workflows This tool enables Users to create, view, edit and delete Onboarding, Crossboarding or Offboarding Workflows/Packs. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.
Default Super Fund This tool enables Users to select and update the Organisation's default Superannuation Fund. When Employees are Onboarded, if they select the Company's Super Fund (instead of nominating their own, or selecting the SMSF option, then the Fund specified here will be the Fund assigned to the Employee). NOTE: If there is no Default Super Fund selected here, and the Super Choices Form is part of the Onboarding Welcome Pack sent to New Employees, then the Welcome Pack will not be sent and Users will receive an error message telling them to 'Set up the Default Super Fund in the Onboarding Widget in the Activation Hub.' This step must be completed in the Activation Hub in order to successfully complete and send an Onboarding Welcome Pack. For more information, refer to the New Employee Wizard.


Core-HR

The Core-HR Widget enables Free Trial Users to view, edit and delete the full suite of configurable/customisable Employee related data settings within the Subscribe-HR System. This functionality has been designed to enable “touchless” configurability and customisation for Users. This makes it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business fright rom the Free Trial and all the way through to conversion and implementation of their official Customer Account.

The Core-HR Widget contains the following functionality that enables Users to configure and customise functionality and data within both their Free Trial and Customer Accounts.

NOTE: Before getting started on the Core-HR Widget settings, please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Email Templates This tool enables Users to create, view, edit and delete Core-HR related correspondence templates. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Working Hours This tool enables Users to create and assign Working Hours and Public Holiday profiles to Employees. Use one of Subscribe-HR’s standard content templates (included with the System) or add your own.
Leave Profiles This tool enables Users to create, view, edit and delete Employee Leave Profiles. Use Subscribe-HR’s standard content templates (included with the System) or create your own.

NOTE: Leave Profiles are accrual-based and related to Entitlement Profiles. If there is a Payroll Integration, Leave Profiles in Subscribe-HR will need to align with/be synced to the Leave Profiles in the Payroll Solution.

To add to or update the 'Type of Request' field on the Time Off Wizard, change must be made to the 'Absence Reason' in the Code Library: General Menu > Core-HR > Code Library > Absence Reason.
OrgChart Settings This tool enables Users to specify the following settings around which the OrgChart will be organised:
  • Top Person in OrgChart.
  • Top Job in OrgChart.
Company Policies This tool enables Users to create, view, edit and delete Company Policies. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Company Property This tool enables Users to create, view, edit and delete Company Property. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
New Job This tool enables Users to create, view, edit and delete Jobs. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
New Employee This tool enables Users to create a New Employee record and assign Company Policies to that Employee/Job.
Courses This tool enables Users to create, view, edit and delete Training Courses. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Multi-Job For Users with Employees that hold more than on Job role, you can 'Activate' the Multi-Job feature here.

To activate Multi-Job settings:

  • Click 'Activate Multi-Job Support.'
  • Click "Save."

When activated, the Multi-Job setting applies as follows:

  • Users can assign multiple Jobs to an Employee via Core-HR > Employees > Jobs.

Note: The 'Multi-Job' settings defaults to no, so assigning multiple Jobs to an Employee will not work unless/until the Multi-Job setting is activated.

  • Select Job Description from Library.
Note: If the 'Multi Job' setting is activated, and an Employee has been assigned more than one Job, new Employees will only receive information about the first/primary Job as part of the Onboarding Welcome Pack (if they're sent one during Onboarding).
Enable Company Directory This tool enables Users to activate the Company Directory feature.
Training Manager This tool enables Users to assign Training to Jobs. There are two options:
  • Assign Face-to-Face Training for a Job: to assign Face-To-Face Training, select 'Assign Training' from the Action menu and select options from the Face-to-Face Training menu. Specify which Courses are 'Mandatory at the Start of Employment.' All Courses specified as Mandatory will appear on the 'Mandatory Tab' of the Training Widget.
  • Assign e-Learning Training for a Job: to assign e-Learning Training, select 'Assign Training' from the Action menu and select options from the menu for each of the from Groups:
    • General Training - (for all Employees) - - all Courses selected here will be will appear on the e-Learning Tab of the Training Widget.
    • Mandatory Training (Job specific) - all Courses selected here will be will appear on the 'Mandatory Tab' of the Training Widget and on the e-Learning Tab.
    • Induction Training (Job specific) - all Courses selected here will be will appear on the e-Learning Tab of the Training Widget.
    • Job Training (Job specific) - all Courses selected here will be will appear on the e-Learning Tab of the Training Widget.
NOTE: The 'e-Learning' option will only appear if a third-party e-Learning App integration is installed/active.
Timesheet Settings This tool enables Users to set the default Timesheet Settings. The options includes:
  • Timesheet Type - specify if your Timesheet timeframe/pay period is Weekly or Fortnightly.
  • Fortnight Start Date - if Fortnightly was selected for Timesheet Type, this field will appear. Specify the initial start date for the first Fortnightly pay period/timeframe. All subsequent Fortnightly pay periods/timeframes will be calculated based on this date.
  • Week Starts On - if Weekly was selected for Timesheet Type, this field will appear. Specify the day of the week that the pay period/timeframe starts on.
  • Submit Late Timesheets - this setting enables Employees to submit late Timesheets (after the end of the Pay/Timesheet period). The standard 'default' for this setting is 'No.'
    • If the Timesheet Type is Weekly - late Timesheets will only be allowed for 1 week in arrears/prior to the current calendar week.
    • If the Timesheet Type is Fortnightly - late Timesheets will only be allowed for 2 weeks (1 Fortnightly timesheet timeframe) in arrears/prior to the fortnight that the current calendar week falls in.
  • Timesheets Enable Breaks - this setting activates the break column in the Timesheet. The amount added to the break column will be automatically deducted from the total hours for each row/entry in the Timesheet. The standard 'default' for this setting is 'No.'
  • Show Default Working Hours - this setting will pre-populate the Default Working Hours (From/To/Hours) using the 'Working Hours' profile that has been assigned to the Employee when a new Timesheet is started/created by/for an Employee. If a break has been automatically deducted in the Working Hours profile, that deduction will be reflected in the 'Hours' Field/Column on the Timesheet (meaning that the number of hours between 'From'To' may not match the number of hours in the 'Hours' column/field. These default hours (From/To) can be edited in the Timesheet. If the 'Enable Auto-Calculation of Hours' setting (below) is activated, when the 'From/To' time is changed, the the 'Hours' will be re/auto-calculated based on the From/To time. If the 'Enable Auto-Calculation of Hours' is not activated, then the 'Hours' will not change/be updated, even if the From/To times are changed. However, the Hours can also be changed manually (and independently of the From/To times) on the Timesheet by the User if required. The standard 'default' for this setting is 'No.'
  • Enable Auto-Calculation of Hours - this setting enables the auto-calculation of the number of hours for each Timesheet row based on the ‘From’ and ‘To’ column/fields (if activated). If activated, if/when the From/To times are changed then the ‘Hours’ will be re/auto-calculated (even if/when the ‘Working Hours’ profile indicates that the number of hours is different to the amount generated by the auto-calculation based on the From/To times). If not activated, the ‘Hours’ will not be re/auto-calculated if the From/To times are changed. In both instances, the Hours can also be changed manually (and independently of the From/To times) on the Timesheet by the User if required. The ‘Standard’ default setting is ‘Yes.’
NOTE: The 'Timesheet Type,' and associated 'Fortnight Start Date' and 'Week Starts On' fields can only be set in the System once. It is important to ensure that the correct settings are entered as changes can't be made by the User after these settings are saved. To change these settings will require a manual reset by Subscribe-HR and changes must be made before any Timesheets are submitted for the first time.


Performance Management

The Performance Management Widget enables Free Trial Users to view, edit and delete the full suite of configurable/customisable Performance Management related data settings within the Subscribe-HR System. This functionality has been designed to enable “touchless” configurability and customisation for Users. This makes it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business fright rom the Free Trial and all the way through to conversion and implementation of their official Customer Account.

The Performance Management Widget contains the following functionality that enables Users to configure and customise functionality and data within both their Free Trial and Customer Accounts.

NOTE: Before getting started on the Performance Management Widget settings, please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Email Templates This tool enables Users to create, view, edit and delete Performance Management related correspondence templates. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Performance Cycles This tool enables Users to create, view, edit and delete Performance Management Cycles. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Performance Review Forms This tool enables Users to create, view, edit and delete Performance Review Forms. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Rating Scales This tool enables Users to create, view, edit and delete Performance Rating Scales. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Skills This tool enables Users to create, view, edit and delete Employee Skills. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Goals This tool enables Users to create, view, edit and delete Employee Goals. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Values This tool enables Users to create, view, edit and delete Employee Values. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Behaviours This tool enables Users to create, view, edit and delete Employee Behaviours. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
Review Method This tool enables Users to specify and activate their preferred Performance Review method.

The Review Method options are:

  • Based on Cycles - this will tie individual Employees and /or Groups of Employees to the same Performance Review Cycle/s. This means that everyone assigned to that Cycle gets a Performance Review at the same time.
  • Based on Start Date - this will tie the Performance Review Cycle to the Start Date of the Employee, and Reviews will be sent annually on the anniversary of their start date.

Click on the "Select Review Process" button. If a Review Process is already being used, you will instead see a red "Stop Review Process" button which enables you to stop the current Review Process being used and select another option by following the instructions below.

  • Select the Review Type from the dropdown. The two options are:
  • Based on Cycles.
  • Based on Start Date.

To activate a Cycles based review - select "Based on Cycles."

  • Click "Submit."

NOTE: you must click "on" again, which will open the next step, and then select "Activate" to activate this Review Cycle type (this step must be completed for the remainder of the process to work).

  • To start creating a 'Cycle' based performance review, click on "Create Review."
  • A lightbox appears confirming the review method being created is based on 'Cycles'.
  • To stop the Review process and change it to the 'Start Date' based option, click "Stop Review Process." Or, to send a review, click "Send Review," which will open the Wizard to create and send a Performance Review to selected Employees.

To activate a Start Date based review - select "Start Date."

  • Click "Submit."

NOTE: you must click "on" again, which will open the next step, and then specify the following options:

  • Name.
  • Template.
  • Workflow.
  • Copy From Previous Review: allows you to copy Skills and Behaviours from previous Performance Reviews.
  • Select "Activate" to activate that Review Cycle type (this step must be completed for the remainder of the process to work).
  • To stop the Review process and change it to the 'Start Date' based option, click "Stop Review Process."


SHaRe Surveys/Digital Forms

The SHaRe Surveys/Digital Forms Widget enables Free Trial Users to create, view, edit and delete the full suite of Forms, Surveys and Documents within the Subscribe-HR System. This functionality has been designed to enable “touchless” configurability and customisation of Surveys and Digital Forms for Users. This makes it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business fright rom the Free Trial and all the way through to conversion and implementation of their official Customer Account.

The SHaRe Surveys/Digital Forms Widget contains the following functionality that enables Users to configure and customise functionality and data within both their Free Trial and Customer Accounts.

NOTE: Before getting started on the SHaRe Surveys/Digital Forms Widget settings please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Email Templates This tool enables Users to create and edit allemail correspondence templates related to Surveys, Forms and Documents. Use Subscribe-HR’s standard content templates (included with the System) or create your own.
All Surveys This tool enables Users to create, edit and check usage of all Survey, Form and Document templates. Use one of Subscribe-HR’s standard content templates (included with the System) or add your own.
Onboarding Surveys, Forms & Documents This tool enables Users to create, edit and check usage of all On/Cross/Offboarding Survey, Form and Document templates. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.
Recruitment Surveys, Forms & Documents This tool enables Users to create, edit and check usage of all Recruitment Survey, Form and Document templates. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.
Performance Surveys, Forms & Documents This tool enables Users to create, edit and check usage of all Performance Survey, Form and Document templates. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.
Core-HR Surveys, Forms & Documents This tool enables Users to create, edit and check usage of all Core-HR Survey, Form and Document templates. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.


Reporting & Dashboards

The Reporting & Dashboards Widget enables Free Trial Users to view, edit and delete the full suite of configurable/customisable Reporting and System Dashboards related data settings within the Subscribe-HR System, including Standard and Advanced Reports. This functionality has been designed to enable “touchless” configurability and customisation for Users. This makes it possible for Users to configure the Subscribe-HR System to meet the unique needs of their business fright rom the Free Trial and all the way through to conversion and implementation of their official Customer Account.

The Reporting & Dashboards Widget contains the following functionality that enables Users to configure and customise functionality and data within both their Free Trial and Customer Accounts.

NOTE: Before getting started on the Reporting & Dashboards Widget settings, please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
e-Recruitment Standard Reports This tool enables Users to view and edit all e-Recruitment Standard Reports. Use one of Subscribe-HR’s Standard Reports (included with the System) or add your own.
On/Cross/Offboarding Standard Reports This tool enables Users to view and edit all On/Cross/Offboarding Standard Reports. Use one of Subscribe-HR’s Standard Reports (included with the System) or add your own.
Core-HR Standard Reports This tool enables Users to view and edit all Core-HR Standard Reports. Use one of Subscribe-HR’s Standard Reports (included with the System) or add your own.
Performance Management Standard Reports This tool enables Users to view and edit all Performance Management Standard Reports. Use one of Subscribe-HR’s Standard Reports (included with the System) or add your own.
Other Standard Reports This tool enables Users to view and edit any 'Other' Standard Report types that have been created. Use one of Subscribe-HR’s Standard Reports (included with the System) or add your own.
My Standard Reports This tool enables Users to create, view and edit any custom Standard Reports created by the User.
Advanced Reports & Metrics This tool enables Users to view and edit all Advanced Reporting & Metrics. Use one of Subscribe-HR’s Standard Reports (included with the System) or add your own.
My Advanced Reports & Metrics This tool enables Users to create, view and edit any custom Advanced Reporting & Metrics created by the User.
Dashboards Configuration This tool enables Users to create, view, edit and delete all System Dashboards. Use Subscribe-HR’s Standard Dashboards (included with the System) or add your own. NOTE: Widget content is related to User Group permissions, therefore not all Widgets can be displayed on all Dashboards. E.G. The HR Surveys Widget is for People & culture Users only and can't be displayed on the My Info or Manager Dashboards. Please refer to the Team Dashboards page for further information about Standard Dashboard types and Dashboard configuration.


Push Notifications & Workflows

The Push Notifications & Adding Functionality Widget enables Users to create, view, edit and delete Workflows and Push Notifications, as well as System Folder and Fields.

NOTE: Before getting started on the Push Notifications & Adding Functionality Widget settings please note that it is absolutely essential that you work through the set up and configuration of your Free Trial one Widget at a time in the above order. For each Widget, please follow each step in numerical order, completing each step before you move on to the next. FAILURE TO WORK THROUGH THE SET UP AND CONFIGURATION OF YOUR FREE TRIAL IN THIS WAY MAY RESULT IN ERRORS. In many instances, there is a hierarchy in relation to some data inputs, and if previous data in the hierarchy isn't entered (or isn't entered correctly), subsequent data will not be able to be saved correctly.


Field Name Description
Standard Workflows This tool enables Users to create, edit, preview and delete the following Workflow types:
  • Recruitment.
  • Core-HR.
  • Performance.
Use one of Subscribe-HR’s standard Workflow templates (included with the System) or add your own.
Manage Folders This tool enables Users to create, edit, preview and delete the following Folder types:
  • Recruitment.
  • Core-HR.
  • Performance.
Use one of Subscribe-HR’s standard Folders (included with the System) or add your own.
Add New Fields This tool enables Users to create, edit, preview and delete the following Field types:
  • Recruitment.
  • Core-HR.
  • Performance.
Use one of Subscribe-HR’s standard Fields (included with the System) or add your own.
Dashboards Configuration This tool enables Users to configure Dashboards including the Widgets that appear on each one.
Dashboards Tools & Widgets This tool enables Users to configure Tools and Widgets available in the Team Dashboards System.


Calculate Pricing

The Pricing Estimator tool enables Users to estimate the cost of subscribing to use Subscribe-HR's Cloud HR Software Platform. Users specify which solutions they want to use and how many Employees/Users would be using/subscribing to the system, and the Pricing Estimator will provide a quote/estimate of the total cost of use per annum. It will also provide an estimate of any setup costs associated with the solutions you've selected to be part of your subscription.


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