Activation Hub

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Contents


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 (the second dropdown menu from the top of the system/screen).
  • Scroll down and select "Activation Hub."
  • When the Activation Hub Dashboard opens, scroll down to the Widget you need in order to the Activation process for either your Free Trial Account or when converting your Account to an official Customer Account.


Free Trial 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 your will see in the “Activation Hub.” The details entered in this Widget are also used if/when a Free Trial User is converted to a Customer, 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

[Coming Soon]


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.

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 Users can access the “Lookup Table Data” (which contains the Code Library of all data used/available in the Free Trial and within the Subscribe-HR System) to view, create, edit or delete Free Trial/System related data and configure/customise it to suit their needs. To create a new Lookup Table – simply click on “the green +Create New” button.
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/import process for Support data makes it possible for Users to upload data seamlessly and easily via these Tools.

Follow these steps to quickly, easily and accurately do bulk data uploads to set up your Free Trial or official Customer Account. Users MUST complete these steps in the order specified below or the process will not work.

  1. Format and export the “Export Template – Support Data spreadsheet.”
  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.”
  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.”

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, 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.
  • Drag each field from the table on the left to the table on the right (you can reorder these fields too – to do so simply drag the fields up and down to reorder them).
  • Once complete, click “Export.”

Users will need to create and export a formatted spreadsheet for each of the following 'Support' data types:

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

These completed spreadsheets will then need to be uploaded 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, the process WILL NOT work.

NOTE: 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 in red in the spreadsheet. DO NOT change the content, 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. Also, the columns in the spreadsheet have been formatted to force Users to input the correct data type (e.g. numbers in number fields, text in text fields, or make a selection from dropdown lists). 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. However, 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.

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. 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.

If the data in the spreadsheet is formatted and input in the correct way, then you will be shown a validation table. This validation table highlights any remaining issues with the data and allows you to correct them.

In the top row of the table you will see a list of colour coded fields and data types and 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 rows in the spreadsheet that contain that validation error type. 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. Or click directly into the cell with the error and resolve it that way. Users can also ‘Delete’ data rows by click on ‘Delete.’

When all data is correct and has been validated, you will see an orange bar across the top of the table to indicate that your data is ready to Upload. 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 or this will cancel the data upload process. Allow the upload process to run and complete itself before taking any further steps. When the data upload process is complete, you will see a green bar across the screen that specifies how many records have been uploaded. Only after you see this message can you click “Finish.”
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 seamlessly and easily via these Tools.

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

To format the Employee Data spreadsheet, click on “Export Template (Employee 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.
  • Drag each field from the table on the left to the table on the right (you can reorder these fields too – to do so simply drag the fields up and down to reorder them).
  • Once complete, click “Export.”

Users will need to create and export a formatted spreadsheet for each of the following data types:

  • 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.

These completed spreadsheets will then need to be uploaded into the System in the next step: Upload Template – Employee Data.

Users will need to format, create, fill and upload data for ALL of the Employee data you want to bulk upload in your Free Trial/Customer System.

NOTE: 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 in red in the spreadsheet. DO NOT change the content, 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. Also, the columns in the spreadsheet have been formatted to force Users to input the correct data type (e.g. numbers in number fields, text in text fields, or make a selection from dropdown lists). 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. However, 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.
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.

If the data in the spreadsheet is formatted and input in the correct way, then you will be shown a validation table. This validation table highlights any remaining issues with the data and allows you to correct them.

In the top row of the table you will see a list of colour coded fields and data types and 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 rows in the spreadsheet that contain that validation error type. 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. Or click directly into the cell with the error and resolve it that way. Users can also ‘Delete’ data rows by click on ‘Delete.’

When all data is correct and has been validated, you will see an orange bar across the top of the table to indicate that your data is ready to Upload. 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 or this will cancel the data upload process. Allow the upload process to run and complete itself before taking any further steps. When the data upload process is complete, you will see a green bar across the screen that specifies how many records have been uploaded. Only after you see this message can you click “Finish.”
Support Information Management This tool enables Users to see all the data they’ve uploaded/imported into the System in table format. Within the tables, Users can edit existing records or add new records related to “Support” data.
Employee Data Management This tool enables Users to see all the data they’ve uploaded/imported into the System in table format. Within the tables, Users can edit existing records or add new records related to “Employee” data.


e-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.

Field Name Description
Careers Portal Settings Configure your Recruitment Portal settings including Company logo upload and colour updates to match your organisations’ brand.
Recruitment Workflows View, edit and create Recruitment 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.
Communication Templates This tool enables Users to view, edit and update the Recruitment communication template layout. Use Subscribe-HR’s standard content templates (included with the System) or add your own.
Advanced Recruitment Settings This tool enables Users to view, edit and configure General System Settings for the Recruitment solution.


User Management

[Coming Soon]


Free Onboarding

The Free Onboarding Widget enables Free Trial Users to 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.

Field Name Description
Contracts Edit, preview and delete Contracts and Employment Agreements. Use one of Subscribe-HR’s standard content templates (included with the System) or add your own.
Letters Edit, preview 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 Edit, preview and delete Company Policies. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.
Onboarding/Offboarding Workflows Edit and preview Onboarding, Crossboarding or Offboarding Workflows/Packs. Use one of Subscribe-HR’s standard templates (included with the System) or add your own.

Core-HR

[Coming Soon]


Surveys/Digital Forms

[Coming Soon]


Performance Management

[Coming Soon]


Workflows and Adding Functionality

[Coming Soon]


Reporting and Dashboards

[Coming Soon]


Pricing Estimator

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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