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. You then enter the amount they will be paid in the local currency specified.
• 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.
• Percentage Value.
• Carry Balance Forward.
• Leave Exemptions.

• 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.

• Update User Group.
• Update Currency.
• Update timezone.
• De-activate User.
• Send reset password.

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.

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 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.”

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.
• 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 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 column/box 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 DO NOT remove them from the box 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 - return to the 'Locations' step in the 'Create Key System Settings' Widget and add them before creating the export template for Locations.
4. Click 'Export.'

Once the Locations template is complete, 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 WILL 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 in red 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 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.
• The cells in some columns will contain dropdown/lookup menus. DO NOT copy and paste data into these cells. You MUST use the dropdown menus to select the appropriate data. Failure to do this will results in errors.
• 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.
• 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 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.

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 column/box 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 DO NOT remove them from the box on the right hand side. If they are removed, this will cause an error at the next step 'Upload Template (Employee Data). If Employee related fields that you need to use do not appear - return to the 'Lookup Data Management' step 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 in red 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 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.
• The cells in these columns will contain dropdown/lookup menus. DO NOT copy and paste data into these cells. You MUST use the dropdown menus to select the appropriate data. Failure to do this will results in errors.
• 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.
• 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 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 data has been 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.

• Employees with No Manager Assigned - assign a Manager to any Employees who do not have a reporting relationship with a Manager.
• Employees with Manager Assigned - reassign the Employee to a different Manager.

NOTE: If, when re/assigning a Manager to an Employee, the Manager doesn't appear in the 'Select Manager' dropdown menu, use the Tabs below this field to search for the Manager to which you want to assign the Employee. The two options are:

• Not Manager - If the Manager is not recognised in the System as a Manager (but should be) they will appear on this Tab. To make them a Manager, click on the 'Make Manager' button in the Action column. Once an Employee has been assigned Manager status, they will appear in the 'Select Manager' dropdown menu, and can now be assigned as the Manager for that Employee.
• Manager - If the Manager is recognised in the System as a Manager they will appear on this Tab. If you want to remove their Manager status for a particular Employee (if their Manager has changed, or a mistake was made and the wrong Manager was assigned to an Employee), click on the 'Remove as Manager' button in the Action column. Once a Manager relationship has been removed from an Employee, return to the 'Select Manager' dropdown menu and assign a new/the correct Manager.

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 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.

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:

• Recruitment.
• Core-HR.
• Performance.

• Recruitment.
• Core-HR.
• Performance.

• Recruitment.
• Core-HR.
• Performance.