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.

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

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

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

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

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

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

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

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

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

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

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

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

IMPORTANT NOTES:

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

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

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

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

Validation error types are colour coded in the following manner:

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

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

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

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

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

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

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

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

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

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

IMPORTANT NOTES:

• The Excel file that is created by the Export Template tool is formatted to appear with specific columns, column headings and formulas embedded into the spreadsheet to validate data before it is imported back into the System/User Account. Mandatory System fields will be highlighted 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).

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

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

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

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

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

IMPORTANT NOTES:

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

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

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

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

Validation error types are colour coded in the following manner:

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

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

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

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

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

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

Free On/Cross/Offboarding

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

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

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

Core-HR

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

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

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

Performance Management

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

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

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

SHaRe Surveys/Digital Forms

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

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

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

Reporting & Dashboards

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

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

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

Push Notifications & Workflows

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

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

Calculate Pricing

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