1. Click on "Notifications" (top right-hand corner of the Widget).

The standard setting in the System is for all Users to receive an Email Summary Daily at 8:00am. This can be changed using the options below. The settings options for Tasks & Notifications Emails are:

• Notification Type:
  • Send Tasks & Notifications in real-time (send when triggered) - selecting this option will send an individual email for each Task & Notification to the User's Inbox in Subscribe-HR and also to their Company email/Inbox in real-time.
  • Send an Email Summary - selecting this option (and subsequent settings below) will send an individual email for each Task & Notification to the User's Inbox in Subscribe-HR, but will only send a 'Summary' email to their Company email/Inbox based on the settings then selected below.
• Notification Frequency - Daily or Once a Week [This option will only appear if 'Send an Email Summary' is selected above]. The User needs to specify if they want to receive a Summary email daily or weekly.
• Notification Start Day and Time - the User needs to specify the start day and time for the Email Summary/ies. The User will then continue to receive a Summary email at the same time, (per the settings selected (daily or weekly)) unless/until the settings are changed. [This option will only appear if 'Send an Email Summary' is selected above].

1. Click "Activate" to activate these settings.
2. To change or deactivate the summary email, click on "Notifications" to reopen the Wizard.

• For changes, simply change the notification frequency, notification start day or time settings, then click "Update."
• To disable the current settings, simply click "Disable." This will return the delivery of Tasks & Notifications to the Default - which is a Daily Summary at 8:00am.

Depending on the Employee's User Group/Permissions (Employee, Manager, HR/People & Culture Manager), the User will receive the following information in their Summary Email:

• Notepad & Pencil - displays tasks/actions pending or completed (completed tasks/actions are date and time stamped and the action taken is recorded).
• Calendar - displays reminders that are sent to Employees about tasks/actions that need to be completed.
• Information ( 'i' ) - relates to authorisations taken by other Employees (not related to the logged in User).
• Show Related Tasks - appears when there are/have been a series of tasks/actions in a multi-step workflow process,, including actions/tasks not related to the logged ion User.

Add Employee to Course Waiting List - allows the User to add the Employee to the Course Waiting list so that they are then enrolled when an internal Training Event for that Course type is next scheduled.
Add Employee to Event Waiting List - allows the User to add the Employee to an Event Waiting when a Course is scheduled.
New Training Record – No Event - allows the User to create a ‘One-Off’ Training Record for training activity completed by the Employee outside the business (no internal ‘Training Event’ was attended by the Employee, but they did attend/complete Training elsewhere).
History - displays the Training history related to that Mandatory Training Requirement. elsewhere).
Update - allows the User to Update the Training Record by adding notes, attaching the completion certificate etc elsewhere).

History - displays the Training history related to that Training. elsewhere). Update - allows the User to Update the Training Record by adding notes, attaching the completion certificate etc elsewhere).

• <b>General Training - this Group contains standard e-Learning Training that all Employees must complete as part of the Employment.
• Induction Training - this Group contains e-Learning Induction Training that is specific to the job the Employee holds.
• Mandatory Training - this Group contains e-Learning Mandatory Training that is specific to the job the Employee holds.
• Job Training - this Group contains e-Learning Job Training that is specific to the job the Employee holds.

NOTE: Managers and People & Culture users are only able to ‘View’ e-Learning Courses that they have enrolled other Employees in. For Compliance reasons, Managers and People & Culture users can’t start/play the Course. The only e-Learning content they can play/start is content assigned to them.

Training Widget – Online Training Catalogue Folder

If a third-party e-Learning App is installed, then the Online Training Catalogue Folder will appear in the Training Widget (if not, it will be absent).

The Online Training Catalogue Folder displays a list of all courses in the third-party e-Learning provider’s course catalogue. The content Table for this Tab will appear blank unless/until the User searches for content. After searching the Online Training Catalogue using a keyword search, a list of relevant Training content will be displayed. Managers and People & Culture users can enrol Employees in Courses, or Employees can enrol themselves in a Course.

Once an Employee is enrolled in a Course, that Course will appear under the e-Learning Folder on the ‘To Do’ Tab until the Employee starts/plays the Course, at which time it will move to the ‘In Progress’ Tab.

NOTE: Managers and People & Culture users are only able to ‘View’ e-Learning Courses that they have enrolled other Employees in. For Compliance reasons, Managers and People & Culture users can’t start/play the Course. The only e-Learning content they can play/start is content assigned to them.

Training Widget – Courses Folder

The Courses Folder enables Users to create and manage Face-to-Face Courses run by the Organisation (either in-house or by an external third-party provider).

Note: System e-mails will send to Employees, Managers and People and Culture users notifying of Course Wait List bookings.

Training Widget – Events Folder

The Events Folder enables Users to create and manage Face-to-Face Course Events run by the Organisation (either in-house or by an external third-party provider).

Note: System e-mails will send to Employees, Managers and People and Culture users notifying of Event Wait List bookings. They will also be sent if someone is moved from the Wait List to the Attendee List. As well as notifications being sent notifying of successful attendance of the Event, or No Show if the person was recorded as not showing up.

Training Widget – CPD Folder

The CPD (Continuing Professional Development) Folder provides a status of all the CPD Training for each Employee at a glance. People & Culture users can also view the CPD requirements for the Job that each Employee holds to see how much of their annual CPD Training requirement that Employee has completed.

Training Widget – Skills Folder

The Skills Folder contains the current Skills that all Employees have been assessed for during a Performance Review Cycle, or which have been assigned/assessed on an Ad Hoc basis. A 'current' skill is defined as the 'most recent' record of a Skill that has been created/assigned to an Employee. The Employee may have 'previous' records of assignment/assessment for a particular Skill (for example if they were assessed for that Skill in a previous/older Performance Review Cycle). Older versions of Skills are not displayed in the Tab and can be found via the Employee's Skills record in Performance Management.

People & Culture Users are the only Users who can create 'Ad Hoc' Skills (outside of a Performance Review Cycle) for Employees. However, if there is a 'Performance Review Cycle' (Cycles or Start Date-based) activated in the System, the '+Create New' option on the Skills Tab will be deactivated. Users can only create Skills using one method or the other (not both at the same time).

When enrolling Employees in Courses, Events or e-Learning based on 'Skills' - the Skill/s will be 'matched' to Courses/Course Events. However, for e-Learning (if a third-party App is installed/integrated), the User will need to search the 'Catalogue' to find e-Learning Courses related to the Skilled then enrol Employees in an e-Learning Course.

People and Culture Talent Profile Widget

The Talent Profile widget contains summary information for all of the key areas of an Employee Talent based information. Including: Certificates and Licences, Goals, PDP, Catch-ups, Mentors and so on. There is also a Summary View and PDF available which is located at the top right of the Talent Profile Widget. The Talent Profile Widget can work in conjunction with the Compliance Widget, Performance Widget and the Training Widget. The data listed in the Talent Profile Widget is an aggregation of all the data in these Widgets. There are functions within the Light Boxes to take the user to the respective widgets so that processing of data can occur. E.g. Certificate and Licences drill down - opens a light box which allows you to see all data, then you can open the widget for that data by clicking the button at the Top Left. This works regardless if the User has that widget in their Dashboard. People and Culture users can search any Employees to view the information available in the Talent Profile Widget.

Talent Profile Summary PDF

The Talent Profile Summary contains the following Employee Summary Information. This Summary can be PDF'd. People and Culture users can PDF any Talent Profile summary for any Employee. Search the Talent Profile Widget for the Employee. Then View Summary and Export the Profile from there.

People & Culture - Performance Management Widget

The Performance Management Widget allows People and Culture users to view, create and manage Employee Performance Reviews within the System.

How to Navigate to the Performance Management Widget

This widget allows for Users to quickly and easily manage Performance through each of the following processes by clicking on the relevant “Folder”:

• Reviews - view/create/manage Performance Reviews and Performance Workflow process/es.
• Goals - view/create/manage Employee Goals related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis). Goals can be linked to Business Objectives also. Completed Goals can also be brought into a current Goal Define step to be used again in a Review.
• Catch Ups - view/create/manage Catch Ups related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis).
• Acknowledgements - view/create/manage Acknowledgements related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis).
• Skills - view/create/manage Skills related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis).

In each of these Folders, there are a series of 'Tabs' that provide different functionality for managing Performance Reviews and Performance Review Cycles (related to Reviews). Within each Tab, there is a table that contains different columns. The Folders, Tabs, and Columns are explained below.

From within the Performance Management Widget itself, there are a series of buttons (that launch Wizards) related to creating or managing Performance Reviews, or specifying and activating Performance Review Cycles. These Wizards include:

• Select Review Process - this button allows Users to select which type of Performance Review Process they want to use/activate. The two options are:
  • Based on Cycles - this will tie individual and /or Groups of Employees to the same Performance Review Cycle/s so that everyone assigned to that Cycle gets Reviewed at the same time.
  • Based on Start Date - this will tie the Performance Review Cycle to the Start Date of the Employee.

NOTE: you must "Select" and then "Activate" the Review Process you want to use. Instructions on how to do this can be found below.

• Send Review - allows HR/P&C Managers to create and send a new Performance Management Review.
• Stop Review Process - allows HR/P&C Managers to stop the Performance Review process currently being used and choose the other option (swap between Cycles/Start Date).
• + Create Goal - allows HR/P&C Managers to create Goals for all Employees. New Goals can also be created from the Employee Goal Wizard (coming soon) which is available via the Wizards "START" menu. Goals can be linked to Business Objectives also.
• + Create Catch Up - allows HR/P&C Managers to create Catch-Ups for all Employees. New Catch Ups can also be created from the Catch Up Wizard (coming soon) which is available via the Wizards "START" menu.

These Widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to the Widgets.

How to use the Review Cycle Wizard for Cycle 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 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.
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 lightbox, 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 start creating a 'Cycle' based performance review, click on "Create Review."
6. A lightbox 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 will require to specify the following:

• Name - the name of the performance review.
• Template - select the Performance Canvas that will be used for the Review.
• Workflow - select the Performance Workflow.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.
• Review Cycle Scope:
  • Employees - allows the User to specify which Employee/s 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. You can remove the Cycle method by clicking onto "Stop Review Process." Confirmation will appear allowing you to cancel or the User can click "OK" to remove the method.

How to use the Wizard for Start 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 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.
2. A lightbox 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 lightbox, 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 start creating 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 Canvas that will be used for the Review.
• Workflow - select the Performance Workflow.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.

7. Once you are happy 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.

Performance Management Widget – + Create New Review using Wizard

1. Click "Create Review" (Start Date based Reviews) or "Send Review" (Cycles based Reviews) which is located on the top right-hand corner of the Performance Management widget. This will open the Performance Review Wizard, which allows HR/P&C Managers to create Performance Review Workflows based on the Review type selected (Cycles Versus Start Date).
2. For Cycles Based Reviews input the following information:

• Name – name the Performance Review.
• Template – click in the Template field (or start typing) to trigger the menu of Performance Reviews currently available in the System. Select the Performance Canvas/Review that will be used for this Performance Review.
• Workflow - click in the Workflow field (or start typing) to trigger the menu of Performance Workflows currently available in the System. Select the Performance Workflow that will be used for this Performance Review.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.
• Select Recipients – specify which Employee/s, Group/s, or Department/s you want to send the Performance Review to. The options available are:
• Employees – click in the Employees field (or start typing) to trigger the menu of Employees. Select the Employee/s (one or multiple) who will be sent this Performance Review.
• Groups – click in the Groups field (or start typing) to trigger the menu of Groups. Select the Group/s (one or multiple) that will be sent this Performance Review.
• Department – click in the Department field (or start typing) to trigger the menu of Departments. Select the Department/s (one or multiple) that will be sent this Performance Review.
• Sample PDF in the bottom left-hand corner of the popup window, there is a red button “Sample PDF.” Please download a copy of the Sample PDF, check it to confirm that it contains all the information you want to include in your Performance Review. If there is anything missing, repeat previous steps. When you are happy with the Sample PDF ‘tick’ the “I have checked the sample PDF template” checkbox. Click “Next.”
• When to Send – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Now’ or ‘Later.’
• Send Date – if you select ‘Later,’ a date field will appear. Click on the calendar on the far right and specify the date and time you want to trigger the send of the Performance Review.
• Frequency – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Once’ or ‘Indefinite.’
• Requires Approval – specify if this Performance Review requires approval by ticking the checkbox. Click “Next.”
• Email Template – you will also be shown a draft of the Standard System Template email that will be sent to each Employee nominated in the previous step/s. If you want to change any of the content in the template, you can do so using the wysiwyg editor. Click “Next.”
• Summary – the final screen for the Performance Review Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to send your Performance Review & Workflow to the nominated Employee/s click “Submit.”

3. For Start Date Based Reviews input the following information:

• Name – name the Performance Review.
• Template – click in the Template field (or start typing) to trigger the menu of Performance Reviews currently available in the System. Select the Performance Canvas/Review that will be used for this Performance Review.
• Workflow - click in the Workflow field (or start typing) to trigger the menu of Performance Workflows currently available in the System. Select the Performance Workflow that will be used for this Performance Review.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.
• Click "Activate."

Upon Activation, all Employee will then be sent that Review on the anniversary of their Start Date with your Organisation.

Performance Management Widget – Reviews Folder

Within the Reviews Folder, there are a series of “Tabs” where HR/P&C Managers can manage the Performance Reviews of Employees. Those Tabs are:

• Active.
• Completed.
• Overdue
• Not Started.
• New Review.
• Review Cycle.

The Reviews Folder contains all Employee Reviews.

Performance Management Widget – Goals Folder

Within the Goals Folder, there are a series of “Tabs” where HR/People & Culture Managers can manage the Goals of Employees. Those Tabs are:

• Not Started.
• On Track.
• Behind.
• At Risk.
• Completed.
• All.

The definitions for these statuses are:

On Track: This is the default status.
Behind: Overall progress is less than 60% complete.
At Risk: Overall progress is less than 25% complete with 30 days remaining.
Completed: Overall goal progress is 100%.

The Goals Folder contains all Employee Goals. New Goals can also be entered without using a Review Cycle. If your Performance Workflow Cycle includes a “Goals Define” step, you can create the Goals within the Review Process or directly from this Tab using "Create Goal.” If you have a PDP step in your Performance Workflow Cycle, Goals which are created as part of the Review process can be linked to the PDP. They will show up in this Widget as having a relationship. If you are using a PDP step in the Review Cycle, and you enter a Goal through the Widget, you can link this Goal to the PDP and create Training Intervention. Completed Goals can also be brought into a current Goal Define step to be used again in a Review.

Performance Management Widget – Catch Ups Folder

Within the Catch Ups Folder, there are a series of “Tabs” where HR/P&C Managers can manage Catch Ups for Employees. Those Tabs are:

• Active.
• Upcoming.
• Completed.

The Catch Ups Folder contains all Employee Catch Ups. Catch Ups can be added as a Step in a Cycle/Review or as an Ad Hoc Catch Up.

Performance Management Widget – Acknowledgements Folder

The Acknowledgements Folder contains all Acknowledgements that have been sent to Employees, Locations, or Departments. People & Culture Users can see Acknowledgements for the entire organisation. Users can also create new Acknowledgements from this Tab on the Performance Management Widget, via '+Create Acknowledgement' on the 'Acknowledgements' Tab in the Announcements & Acknowledgements Widget, or by triggering the Acknowledgement Wizard via the ‘START’ menu.

Performance Management Widget – Skills Folder

The Skills Folder contains the current Skills that all Employees have been assessed for during a Performance Review Cycle, or which have been assigned/assessed on an Ad Hoc basis. A 'current' skill is defined as the 'most recent' record of a Skill that has been created/assigned to an Employee. The Employee may have 'previous' records of assignment/assessment for a particular Skill (for example if they were assessed for that Skill in a previous/older Performance Review Cycle). Older versions of Skills are not displayed in the Tab and can be found via the Employee's Skills record in Performance Management.

People & Culture Users are the only Users who can create 'Ad Hoc' Skills (outside of a Performance Review Cycle) for Employees. However, if there is a 'Performance Review Cycle' (Cycles or Start Date-based) activated in the System, the '+Create New' option on the Skills Tab will be deactivated. Users can only create Skills using one method or the other (not both at the same time).

People & Culture - Timesheets Management Widget

This widget display information regarding all timesheets related to the logged-in HR/People & Culture Manager.

People & Culture - Time Off Management Widget

This Widget displays information regarding absence requests related to the logged-in HR/People & Culture Manager and their team.

People & Culture – HR Surveys Widget

This Widget allows for HR/People & Culture Managers to View and Action HR Surveys that have been assigned to Employees across the organisation.

People & Culture – Compliance Management Widget

The Compliance Management Widget allows People and Culture users to view, track and manage Employee compliance in relation to certificates & licences, background checks and education & qualifications. P&C Users can validate (or reject) the records supplied by Applicants during the application process (and transferred to the Employee Record when a New Employee was created from Applicant), as well as creating new records.

This widget allows for Users to quickly and easily manage Employees through the each of the following processes by clicking on the relevant “Folder”:

• Certificates & Licences.
• Background Checks.
• Education & Qualifications.

Depending on which of the above Folders you’re in, “Create New” (top right of the “Compliance Management” Widget) will trigger the Wizard for Certificates & Licences, Background Checks or Education & Qualifications, and enable you to create a new compliance record for the Employee you nominate at the start of that particular Wizard.

Within each of the above Folders, there are a series of “Tabs,” which are:

• Expiring.
• Expired.
• Active.
• From Applicant.

On each of these Tabs, there is a table that contains different columns. The Tabs and Columns are explained below.

The preferred document/file types that can be uploaded in the System for Compliance documentation are:

• Word (docx).
• Pdf.
• Rich Text (rtf).
• Png.

Compliance Management Widget – Certificates & Licences Folder

This Folder displays all the Certificates & Licences held by Employees and their current status. It also allows Users to create new and/or validate Certificates & Licences for Employees.

Compliance Management Widget – Background Checks Folder

This Folder displays all the Background Checks held by Employees and their current status. It also allows Users to create new and/or validate Background Checks for Employees.

The types of Background checks include:

• Visas.
• Police checks.
• Working with Children checks.

Compliance Management Widget – Education & Qualifications Folder

This Folder displays all the Education & Qualifications held by Employees and their current status. It also allows Users to create new and/or validate Education/Qualifications for Employees.

The types of Education/Qualifications include:

• Degrees.
• Diplomas.
• Certificates.

People & Culture – WHS Incident Widget

The WHS Incident Widget allows People and Culture users to view, track and manage WHS Incidents to ensure compliance with Work, Health and Safety regulations.

People & Culture – HR Questions Widget

The HR Questions Widget allows People and Culture users to view, track and manage HR Questions to ensure they are sent to the right person and responded to in a timely manner. People & Culture Users can also create FAQs, which are then available to all Users via the FAQs Folder.

HR Questions Widget - Questions Folder

Allows People and Culture Users to create and assign Questions to other Employees, or to Reassign Questions that they are not the best placed person to answer.

HR Questions Widget - FAQs Folder

Allows People and Culture Users to create FAQs that are then available as a resource for all Employees.

People & Culture - Search Employee Widget

[Coming Soon]

Allows Users to search for Employees and see their current details.