Activation Hub Dashboard

• 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:

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:

• Leave Type.
• Name.
• Basis of Calculation. (For New Zealand) If you select Annual Fixed Days option, you will then get: Number of Days, Max Accrual Amount, Exclusion Period, Exclusion Period Units.
• Percentage Value.
• Carry Balance Forward.
• Leave Exemptions.

• Job Description name.
• Description/Notes. IMPORTANT THAT THIS INFORMATION IS INCLUDED. SO THAT THE JOB DESCRIPTION OPTION IN TEAM DASHBOARD PERSONAL DETAILS WIDGET SHOWS UP FOR USERS TO ACCESS THEIR JOB DESCRIPTIONS. MY INFO, MANAGER AND P&C USERS.
• Interview Questions.
• Date.
• Authorised By.
• Attachment. IMPORTANT THAT THIS INFORMATION IS INCLUDED. SO THAT THE JOB DESCRIPTION OPTION IN TEAM DASHBOARD PERSONAL DETAILS WIDGET SHOWS UP FOR USERS TO ACCESS THEIR JOB DESCRIPTIONS. MY INFO, MANAGER AND P&C USERS.

NOTE 1: Please include either the Job Description Name/Notes and or the PDF for the Job Description option to be shown in the Personal Details Widget for Employees, Managers and P&C Dashboards. Best Practice it include both but only one is required for this to appear. If neither are entered, this option is not available. See also My Info Dashboard, Manager Dashboard and P&C Dashboard. Please also check Onboarding set-up and the Onboarding WizardWiki page to understand how Job Descriptions are used in Welcome Packs and Crossboarding Packs. For Multi Job Functionality, please make sure all Job Descriptions Include Notes/Body Text and Attachments.

NOTE 2: 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: please review the Onboarding Wizard Wiki page for further information about how Job Descriptions work in Onboarding Workflows (and the PDF that is sent to Employee on completion).
• Crossboarding Wizard.
• Vacancy Requisition Wizard.
• New Vacancy Wizard.

• Default FTE Number. This will be used to calculate the FTE on the Employee-Job. This will be used if there is no FTE Country Setting. Actual Hours which are entered on the Employee Job Record, will be divided into this number to provide the FTE for this Person, which is shown in the FTE field on the Employee Job Record. FTE Reporting in Team Dashboards also uses this information.

1. Select Group/s - Select/assign single or multiple User Group/s to User Account/s/Employee/s as outlined below.
2. Timezone - Select the Timezone of the User Account/s/Employee/s (if assigning User Groups to individuals in different Timezones, then this needs to be done separately/per Timezone). You can then Bulk Assign - Manage Timezones via the Bulk Assign option.
3. Select People From:

• 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 - Select Single/Multiple Employees - 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 'Activated' (Users with User Group & Employee Record) Tab in the 'User Management Control Centre' (see below). It can take up to 5 minutes for the Accounts to be Activated. The User who Activated the Accounts will receive an e-mail with a list of people that were Activated. If there is anyone who could not be Activated (Errors), these people will be show in this e-mail also.

NOTES:

• • This option can only be used to assign (a) User Group/s to an Employee/s record for the first time. Thereafter if/when adding new/extra User Group/s (assuming that the Employee has 'activated' their User Account (after the first/initial activation email was sent)), use the 'Active Users' option (not the 'No User Group' option).
  • The User Account activation link sent via email to the User expires after 24 hrs. If the link expires, System Administrators will need to use the 'Send Reset Password' action on the 'Activation Sent' Tab to resend it.
• No User Group - Employee Record Only - Select All Employees - assigns the specified User Group/s to Users for all Employees if they do not have any other User Groups assigned. Once (a) new User Group/s are assigned, the records will appear on the 'Active Users (with User Group & Employee Record) Tab in the 'User Management Control Centre' (see below). It can take up to 5 minutes for the Accounts to be Activated. The User who Activated the Accounts will receive an e-mail with a list of people that were Activated. If there is anyone who could not be Activated (Errors), these people will be show in this e-mail also.

NOTE: This option can only be used to assign (a) User Group/s to an Employee/s record for the first time. Thereafter if/when adding new/extra User Group/s (assuming that the Employee has 'activated' their User Account (after the first/initial activation email was sent)), use the 'Active Users' option (not the 'No User Group' option).

• 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.'
• The User Account activation link sent via email to the User expires after 24 hrs. If the link expires, System Administrators will need to use the 'Send Reset Password' action on the 'Activation Sent' Tab to resend it.

• 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.
• Activated (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 - Selecting this Tab will display all Users/Employees who have been deactivated from your System, or New Employees that have not been Onboarded, but for whom an 'Inactive' User Account with ESS User Group assigned was created when their Employee record was created in the System (this is standard).
• 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:

• Send Reset Password - Re/sends the activation email that contains the details necessary to activate the User's Account (for example if the link expired before the user clicked on it), including setting a password.
• Cancel Activation - cancels the User/User Account activation email, and prevents User from setting a password and activating their User Account.
• De-activate User - deactivates the User/User Account so that they can no longer access the System.
• Reactivate User - reactivates a previously cancelled User/User Account activation/activation email.
• 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. Requesting/submitting a change of Email Address triggers an email that is sent to the User's new Work Email. Once the User received the Email and clicks on the link - their Work Email address will be updated in the System. This will also update their User Account Email (the email address used to log into/access the System).

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. Onboarding Welcome Packs/Workflows are sent to 'New Employees' via their 'Personal' email (Email Address Home/Personal) because they haven't yet completed the Onboarding process (which means they haven't signed their contract and aren't yet technically/officially an Employee).
  • Work - which is used when activating an Employee's User Account (after they have completed their Onboarding Welcome Pack/Workflow, agreed to/signed their contract and can be officially classified as an 'Employee' of the organisation). This email field requires/uses an official 'Work' email address (for security reasons it is advised not to the an Employee's personal email address to activate their User Account). A 'work' email is mandatory (in the 'Email Address Work' field) to activate the Employee's User account (the 'Work' email also becomes the 'User' email - they are one and the same), because all System related Workflows/Notifications (and the Employee/User's access to the System) is linked to their 'Work' email address. 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 (for example, someone from outside the organisation like a Recruitment Agent/Agency). 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), because they won't have an official 'Work' email address from your organisation. 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 own 'Work' email address in this field (that is - an official 'work' email address from their own organisation.
• 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.

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.

Update Existing Records. There is a limit of 500 Records for the export. If there are more than 500 records, you need to include a filter which is located at the bottom of the screen, to allow for exporting specific records which will add up to less than 500. The Update Existing Records option works in the same way as Create New Records, the difference being that when you "Export", the template that is exported, will export the data in the Data Base for those records. Which is why there is a data limit for 500, otherwise it would take too long for the system to export the records.

NOTE. CODES and CODE LIBRARY CAN BE USED in the same way as Create New and Update Supporting Information and Employee Information. Create New Code Libraries and Update Existing Code Libraries. These are Supporting Data Options.

Making Changes in the Template. Once you Export the Template, and then access it via you desktop/laptop, you can then make the changes in the XLS based on how you want to update the Data. Once this is done go to the Import (Supporting or Employee) Data option in the Data Manager Widget to perform the upload. See instructions below. Please note when you "Export the Template" for this option: Update Existing Records, there will be an ID field in the XLS. This ID field needs to remain, because the system need the ID to know which records have been updated. Do no change or remove this ID. You will also see the ID in the Preview, once the Data has been uploaded.

Create New RecordsSubscribe-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 Supporting data makes it possible for Users to upload data via these Tools. Supporting 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 Supporting Data, please note that the correct process for uploading data into the systems is as follows:

1. Format and export the “Export Template – Supporting Data” spreadsheet for each of the Supporting Data types (if necessary).
2. Add data to each of the Supporting 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 Supporting 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 – Supporting Data” step. For the remaining steps, see the relevant section below.

To format the Supporting Data spreadsheet/s, click on “Export Template (Supporting 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 'Supporting' data types one at a time and specifically in the following order if those Supporting data types are required:

• Locations.
• Jobs. Please note Job Reports to Field cannot be exported - This field has been removed from the Export (Can't be used because system needs to know Jobs data before you can use Reports To). Once the Job data is Imported, please use the Support Information Management option in the Data Manager, to Assign Reports to for Jobs.
• Company Property.
• Leave Settings.
• Code Library - Important - Do this before you do Codes. You are only editing existing record. If you update, after you export the data, do not add new records. Do not Touch any Columns that are RED. If you are updating Codes, the items that are going to be exported by default will be ID, Code Library Name, Code Name, Code. Library Entry Name (Code Library) - Contains Gender. If you export this Data into the XLS, you will see ID (DO NOT CHANGE THE ID), Code Library - Gender (Do not Touch the Code Library), Code Name (Male, Female etc, YOU CAN UPDATE THESE, if you are updating only update records, do not add new record, Code (You can change the Code. You can select other available items and move them from left to right to be included in the XLS when you Export. If you are creating new Code Library, then you follow the same process, but this time you enter the information into the XLS rather than update existing information that was exported.
• Codes. Important - Do this After Code Library above. If you Update - You are only editing existing record. If you update, after you export the data, do not add new records. Do not Touch any Columns that are RED. If you are updating Codes, the items that are going to be exported by default will be ID, Code Library Name, Code Name, Code. Library Entry Name (Code Library) - Contains Gender. If you export this Data into the XLS, you will see ID (DO NOT CHANGE THE ID), Code Library - Gender (Do not Touch the Code Library), Code Name (Male, Female etc, YOU CAN UPDATE THESE, if you are updating only update records, do not add new record, Code (You can change the Code. You can select other available items and move them from left to right to be included in the XLS when you Export. If you are creating new Codes, then you follow the same process, but this time you enter the information into the XLS rather than update existing information that was exported.

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

1. Click 'Export Template (Supporting 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 (Supporting 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, Leave settings, Codes and Code Library. 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 – Supporting Data.

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

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

• Locations.
• Jobs.
• Company Property.
• Leave Settings.
• Code Library. See Above in the Export Section. You can Update Existing or Create New. Important - DO this before Codes. Once you are exported the Code Library/s into the XLS, and you make the update, you can import the Data, via the Import Button. Once this is done you will be able to Preview. In the Preview you will be able to Edit and Delete prior to Importing. If New, the same process is followed. See above in the Supporting Data Export. You can enter New Records into the XLS if you are creating new. The Preview for New will show you the new records which are being Created. You can Edit and Delete these through the Preview before you upload.
• Codes. See Above in the Export Section. You can Update Existing or Create New. Important - DO this before Codes. Once you are exported the Code Library/s into the XLS, and you make the update, you can import the Data, via the Import Button. Once this is done you will be able to Preview. In the Preview you will be able to Edit and Delete prior to Importing. If New, the same process is followed. See above in the Supporting Data Export. You can enter New Records into the XLS if you are creating new. You can enter New Records into the XLS if you are creating new. The Preview for New will show you the new records which are being Created. You can Edit and Delete these through the Preview before you upload.

• 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.

NOTE. CODES and CODE LIBRARY CAN BE USED in the same way as Create New and Update Supporting Information and Employee Information. Create New Code Libraries and Update Existing Code Libraries. These are Supporting Information options.

‘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:

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 Background Checks.
• Employee Certificates and Licences.
• Employee Education and Qualifications.
• Employee Entitlement.
• Employee Incident.
• Employee Jobs.
• Employee leave profiles.
• Employee Property.
• Employee Salary.
• Employee Superannuation. (NO PAYROLL INTEGRATION)
• Employee Training records.
• Employee Working hours.

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).

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 Background Checks.
• Employee Certificates and Licences.
• Employee Education and Qualifications.
• Employee Entitlement.
• Employee Incident.
• Employee Jobs.
• Employee leave profiles.
• Employee Property.
• Employee Salary.
• Employee Superannuation. (NO PAYROLL INTEGRATION)
• Employee Training records.
• Employee Working hours.
• 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:

NOTES:

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.

Notes:

• Assign Face-to-Face Training for a Job- A list of ALL Jobs will appear: 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 Training Items are 'Mandatory at the Start of Employment.' All Courses specified as Mandatory will appear on the 'Mandatory Tab' of the Training Widget. You can make these Training Items, Mandatory at the Start of Employment, from the Actions. If you click on the Mandatory Training Items Assigned Number, you will be able to view the list of Training items that have been assigned as Mandatory to that Job. You can then use the Actions to Remove as Mandatory at the Start of Employment, and you can also delete the Training Item as being Mandatory. Click Assign to Create New Face to Face Training Requirements. You can also Click Create New if you Click on the Training Number URL. If you click on the Job Name which is listed, you will view the list of Mandatory Training Face to Face items.
• Assign e-Learning Training for a Job - list of ALL Jobs will appear: 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. This includes Training Method "Content".
  • 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.
• Assign "Content" Training for a Job - list of ALL Jobs will appear: to assign Content Training, select 'Assign Training' from the Action menu and select options from the "Content" Training menu. Specify which Content is 'Mandatory at the Start of Employment.' All Content specified as Mandatory will appear on the 'Mandatory Tab' of the Training Widget. If you click on the Mandatory Training Content Assigned Number, you will be able to view the list of Training Content that has been assigned as Mandatory to that Job. You can then use the Actions to Remove as Mandatory at the Start of Employment, and you can also delete the Training Content as being Mandatory. Click Assign to Create New Training Content Requirements. You can also Click "Assign Training" if you Click on the Training Number URL. If you click on the Job Name which is listed, you will view the list of Mandatory Content items. When you "Assign" Content, you can choose to Copy from Existing Content that has already been created against any other Job, or you can "Create New". If you "Create New", you can create this content from Scratch. If you Copy, once you select the "Content" to "Copy" this content will pre-populate relevant information into the required fields based on how it was set-up in the first place. Content Name will not be copied, you need to type in the "Content Name". Mandatory fields are marked with Red Asterisk, the record will not be saved unless mandatory fields are filled in first. To make updates to the "Mandatory Training" option in the dropdown, go to Maintenance > Code Library. Mandatory Training Field is used to define the types of training that the user has assigned, in the New Employee Wizard. It will show Mandatory Training and the "Training Content Name". Training Content is great for Induction based purposes.

• 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.’

• Click on the Pay Scale text to Activate the Pay Scale setting. Once Activated green "Active" text will appear to the right.
• You can 'Deactivate Pay Scales' by going into the Pay Scales option again (after it has been Activated) and select the 'Deactivate Pay Scales' option.
• To Create a New Pay Scale, click "Create New" and enter the Code, Description and Rate (hourly only).
• If the Multi Currency setting is Active, the Base Currency will be used.
• Click Save once the new Pay Scale details have been entered.
  • If you Click on the button Pay Scale List, you will return back to the "List All" view.

The 'Actions' that exists for Pay Scales are:

• • Edit.
  • Delete.

Once Pay Scales have been Activated and entered, there are new fields available in the Employee Salary table. These fields are:

• Rate Type: Rate Type can be used if you still just want to enter an Hourly Rate (not a Pay Scale). See also Employee -- Salary.
• Pay Scales: If you use the "Edit" Pay Scale Action, you can change the Description or Rate.
  • If the Description Changes, you can click 'Save' and that Description will update the Pay Scale information.
  • If you click 'Edit and Change the Rate,' a field will appear to allow you to record and new Salary Date.

If you enter a new Salary Date, this will create a new Salary Record for anyone/any Employee that held the previous Pay Scale Rate.

The new record will be created with the same data as the previous record, with the new Pay Scale.

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.

Performance Management Widget – Review Cycle Wizard for Cycles based Performance Reviews

How to use the Performance Review Cycle Wizard for ‘Cycle’ based Performance Reviews:
1. Click on "Select Review Process" button which is located on the top right corner of the Performance Management Widget. If a Review Cycle is already in progress, you will instead see a red "Stop Review Process" button which enables you to stop/cancel the current Review Cycle being used and select another option by following the instructions below.
2. A lightbox will appear prompting you to select from a dropdown the Review type. Select "Based on Cycle."
3. Click "Submit."
4. The System will take you back to the Performance Management Widget. "Current Review Method = (Cycles)" with a green "On" status will display on the top right of the widget. NOTE: you must click "On" again, which will open another popup, and then select "Activate" to activate that Review Cycle type (this step must be completed for the remainder of the process to work).
5. To create a 'Cycle' based Performance Review, click on "Create Review."
6. A popup appears confirming the review method being created is based on 'Cycles.’ Click "Delete" to remove the 'Cycle' method. Otherwise click "Activate" to turn it on and start sending Reviews.
7. You can now click "Send Review" to send a new Performance Review based on Cycles. This will guide the User through the "New Performance Review" Wizard. The Cycles Wizard the following to be specified:

• Name: the name of the Performance Review.
• Template: select the Performance Review Canvas that will be used for the Review. This needs to have been set up prior to creating the Performance Review.
• Workflow: select the Performance Cycle/Workflow. This needs to have been set up prior to creating the Performance Review.
• Copy From Previous Review: you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals from previous Reviews and Ad Hoc that have not yet been completed are copied over by default.
  
• Review Cycle Scope:
  • Employees: allows the User to specify which Employee/s (all, or selected) the Review will be sent to as part of the Review Cycle.
  • Groups: allows the User to specify which Group/s the Review will be sent to as part of the Review Cycle.
  • Departments: allows the User to specify which Department/s the Review will be sent to as part of the Review Cycle.

8. People & Culture Users can remove the Cycle method by clicking on "Stop Review Process." Confirmation will appear allowing you to cancel, or the User can click "OK" to remove the method.

NOTES:
1. If the Review Type (Cycles or Start based) is stopped and/or changed, any active Review/Cycles will remain active until all participants have completed that Review/Cycle.
2. The System only allows each Employee to have one active Performance Review/Cycle assigned to them at any given time.
4. If changing from a Cycles to Start Date based Cycle ‘Type’ – if an Employee still has a live Review/Cycle assigned to them at the date when their start date anniversary is reached, then they will not be assigned a Start Date Review/Cycle until their next Start Date (only after completion of the previously active Review/Cycle).
5. If a Review Type is cancelled and/or changed, it is recommended that the Review/Cycle is also cancelled (so that the new Review Type and any associated Review/Cycle is assigned to nominated Employees straight away.
6. If the Review Type and the Review/Cycle are not both cancelled at the same time, then point #3 above applies.

Performance Management Widget – Review Cycle Wizard for Start Date based Performance Reviews

How to use the Performance Review Cycle Wizard for ‘Start Date’ based Performance Reviews:
1. Click onto "Select Review Process" button which is located on the top right corner of the Performance Management Widget. If a Review Cycle is already in progress, 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.
2. A popup will appear prompting you to select from a dropdown the Review type. Select "Based on Start Date."
3. Click "Submit."
4. The System will take you back to the Performance Management Widget. "Current Review Method = (Start Date)" with a green "On" status will displayed on the top right of the Widget. NOTE: you must click "On" again, which will open another popup, and then select "Activate" to activate that Review Cycle type (this step must be completed for the remainder of the process to work).
5. To create a 'Start Date' based Performance Review, click on "Create Review."
6. You will then be prompted to enter details for the Review. This includes:

• Name: the name of the Performance Review.
• Template: select the Performance Review Canvas that will be used as the main form for the Review. This needs to have been set up prior to creating the Performance Review.
• Workflow: select the Performance Cycle definition. This needs to have been set up prior to creating the Performance Review.
• Copy From Previous Review: you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals from previous Reviews and Ad Hoc that have not yet been completed are copied over by default.

7. When complete, click "Activate" or "Delete" to remove the 'Start Date' method.
8. You can click "Stop Review Process" to remove the 'Start Date' method. Confirmation will appear allowing you to cancel or proceed.

NOTES:
1. If the Review Type (Cycles or Start based) is stopped and/or changed, any active Review/Cycles will remain active until all participants have completed that Review/Cycle.
2. The System only allows each Employee to have one active Performance Review/Cycle assigned to them at any given time.
3. If changing from a Cycles to Start Date based Cycle ‘Type’ – if an Employee still has a live Review/Cycle assigned to them at the date when their start date anniversary is reached, then they will not be assigned a Start Date Review/Cycle until their next Start Date (only after completion of the previously active Review/Cycle).
4. If a Review Type is cancelled and/or changed, it is recommended that the Review/Cycle is also cancelled (so that the new Review Type and any associated Review/Cycle is assigned to nominated Employees straight away.

NOTES:

• Recruitment.
• Core-HR.
• Performance.

• Recruitment.
• Core-HR.
• Performance.

• Recruitment.
• Core-HR.
• Performance.