Help Discussions

Payroll Reports

2019-10-15T12:23:13.2730000

This screen lets you run payroll related reports quickly and easily. From this screen you will be able to build payroll related reports showing the fields you require then run them or save for later use. Note: The maximum number of payroll items that can be reported upon is 10, should you need to report on more payroll items then you need to use the “Salary Items” report in the PIM reports section. See https://forum.bizsofthrm.com/chat/how-do-i-show-the-salary-items-on-the-salary-items-report-in-different-columns for details.

From this screen you can

Create or Delete a report
Run or save a report

Creating a PAYROLL report

Navigate to the Payroll Report screen by clicking PAYROLL > Reports >Payroll Reports, click on the New button and follow the steps below

Step 1

From: Select the start date for the report
To: Select the end date for the report
Selection Mode: Select “All” to report on all selection types (see below) or “Selection” to select a sub set of the current selection type
Selection Type: This determines the items that will be shown when selection mode is set to “Selection”
You may filter the result further by entering relevant filters for Name (Employee Name), Job Title, Department, Location and Job Categories. Apply your filter by pressing the “Search” button, otherwise click “Clear” to clear the filters
Next Button: Click this button to move to the next step
Cancel Button: Click this button to cancel the report creation process

Step 2

Filter by name or component type if required
Select the Payroll components you want to include in the report up to a maximum of 30 items
Next Button: Click this button to move to the next step
Cancel Button: Click this button to cancel the report creation process

Step 3

Set the report parameters as required
Name: A unique name for the report, this name is also shown on the report header
Report Type: The type of report you want
- Detailed: Shows aggregate information for all relevant employees
- Summarised: Shows aggregate information by the currently selected “Summarised Item”
Group Employees: Determines whether employees are grouped by location and departments or just listed. This only applies to the detailed report type
Summarised Item: The determines how relevant employees are summarised i.e. by department, job title etc.
Move Up: Use this button to move up the currently selected item in the “Report field order” box up one level
Move Down: Use this button to move up the currently selected item in the “Report field order” box down one level
Export Report Button: Click to run the report in the selected format
Save Report Button: Click this button to save the report for later use
Close Button: Click this button to end the report creation process

Deleting Payroll Report

To delete a Payroll Report, navigate to this screen by clicking Payroll > Reports > Payroll Reports. Select the checkbox beside the Payroll Report(s) you want to delete and the click the “Delete” button.

Running Payroll Report

To run a Payroll Report, navigate to this screen by clicking Payroll > Reports > Payroll Reports. Locate the report you want to run and the click the name of the report. Follow the instructions in “Creating new Payroll report” above to complete the process. Note: Some options will be unavailable when you try to run an already saved report. To change unavailable options, create a new report.

Exporting Salary Schedule Report

Payroll admins can export salary schedules with employee bank details included. Exported files now show "Bank Name", "Account Number", and "Account Name" alongside salary information, making payment processing faster and more accurate.
To generate this report:
Step 1: Navigate to People> Reports> Payroll Report.
Step 2: Click on the Salary Schedule

Salary Components

2019-10-03T12:19:13.3200000

This section allows the management of salary components contained in an employee’s pay package. Salary components can be viewed as building blocks with which simple and complex pay packages can be built. From this screen you can add, edit and delete salary components

Creating Salary Components

To create a Salary components, navigate to Admin > Job > Salary Components, Click on “Add” and fill in the necessary fields using the information below

Component Name: This is the unique name of the salary component
Country: This specifies which country the component applies to. If this is set to “All” then it will apply to all countries otherwise it only applies to the selected country
Type: This specifies the component type as detailed below
- Income: This component will increase the employee’s pay package
- Deduction: This component will decrease the employee’s pay package
- Calculation: This component will derive its value from the summation of selected calculation components. Use this component type to calculate sub totals where required. Note: Calculations do not directly increase or decrease the employee’s pay package and are not shown on the payslip.
- Calculation Item: This component can be used for any value which is part of a calculation but does not need to be shown on the payslip. Note: If the value type for this component is “Amount”, it will be editable from the “Earning History” screen and will be pro-rated same way as income. This value is used as is and not cumulated for YTD calculation purposes
- Progressive Tax: This component is used for calculating income tax and other taxes.
- Tax Refund: This component is used for refunding over paid tax back to an employee, it can also be used to deduct underpaid tax from an employee by providing a negative value for the component.
- Tax Allowance: This component is used for tax allowances / deductions which can be used in calculating income tax. Note: Tax allowances do not directly increase or decrease an employee’s pay package but instead used to decrease an employee’s taxable income.
Cost to Company: This specifies whether a deduction is partly or wholly paid for by the company
Company Percentage: This specifies the portion of the deduction amount that is payable by the company
Proration excluded: This specifies if an income item will be subject to proration where applicable or not
Value Type: This specifies the method by which the component derives its value
- Amount: The value of the component will be typed in
- Percentage: The value of the component will be derived by applying the specified percentage to the selected base component’s value
- Approved Leave Count: The value of the component will be the total approved leaves which are “eligible for leave allowance” in the current month (or payroll period.
- Aggregated Month Calculation Item: The system automatically aggregates monthly amounts for accurate year-to-date calculations so cumulative deductions such as rent reliefs receive correct relief percentages during payroll processing.
Base Component: This is an existing component to which a specified percentage is applied to derive the value of a “Percentage” type component or whose value is added to derive the value of a “Calculation” type component.
Minimum Tax (%): This determines the minimum tax percentage for “Progressive Tax” components
Minimum Tax Basis: This is the component to which the minimum tax percentage will be applied to determine the minimum tax value for “Progressive Tax” components
Minimum Monthly Wage: This applies only to Nigeria and determines the monthly wage on below which tax payable will be zero
Calculation Components: This contains the components whose values will be summed up to derive the value of a “Calculation” type component.
Add Component Button: Adds the currently selected base component to the calculation components list.
Remove Component Button: Removes the currently selected calculation component from the list.
Tax Band Type: This specifies the current band position when creating a progressive tax component
- First: Use this for the very first tax band
- Next: Use this for all tax bands except the first
- Above: Use this after all “Next” bands have been entered
Band Value: This is the amount to be taxed in the current band
Band Percentage: This the percentage to be applied to the current band
Add Tax Band Button: Adds the current tax band to the list of tax bands
Clear Tax Bands: Clears all tax bands on the list
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Reset Defaults for all Employees: Click this button to reset the value for this component to the set default across all employees

Change Password

2025-11-19T09:45:09.4070000

Changing User Passwords

This screen allows users with a straightforward way to change employee passwords when access needs to be updated or restored.

To change a password, go to Admin > User Management > Users. Select the employee’s username to open their profile, then choose Edit. In the profile settings, enable the Change Password checkbox, enter the new password, and confirm it in the second field. Once completed, click Reset Password. A confirmation message will appear—select YES to finalize the update.

After a password reset, the employee will be prompted to create a new password at their next login. This ensures their account remains secure and aligned with their organization’s password policies. If the user’s profile has Password Never Expires set to Yes, they will not be required to change the password automatically.

This process helps maintain secure account access, supports quick recovery for locked-out users, and ensures users remain in full control.

Erp Payroll Journal Mapping

2025-10-03T23:42:16.5030000

ERP Payroll Journal Mapping

The system allows seamless integration with Microsoft Dynamics Business Central ERP to manage payroll journals efficiently.

To configure the integration, navigate to People > Payroll > ERP Payroll Journal Mappings. From this screen, you can select the relevant salary components and push them directly into your ERP system. Once submitted, the system displays a confirmation prompt indicating that the journal has been successfully pushed.

The ERP Payroll Journal Mappings screen also provides full control over your journal settings. You can add new valid journal mappings when needed or remove/delete outdated journal mappings to maintain accuracy and consistency.

This integration ensures that payroll information flows directly into your ERP reducing manual entry and improving data accuracy across finance and HR processes.

Background Process/Task Clean-up

2025-03-14T14:27:36.3170000

This feature lets you filter for “PaymentRunStatusUpdate” and returns a maximum of 2 tasks.

Payment Run

2024-12-19T22:05:58.5470000

This feature allows the user to create a salary payment run which will make payments from a funded wallet to employees in the selected pay cycle based on their individual payslips. Important: This screen will only show approved pay cycles. Please ensure the payslips have been thoroughly checked before creating a payment run as this action cannot be reversed.

Payment run list

To view the list of payment runs, navigate to People>Payroll>Payment Runs and select the relevant pay cycle. You will be presented with a list of payment runs for the chosen pay cycle

Create payment run

To create a payment run, navigate to People>Payroll>Payment Runs

Select a pay-cycle period
On the ensuing screen, click Create Payment Run button. You will be presented with a information about the funding requirements
- Total Payment Run Cost: This is the total amount to be paid to employees for the selected pay cycle
- Current Wallet Balance: This is the current balance in the Bizsoft HRM wallet
- Available Wallet Balance: This is the amount available for salary payments
- Funding Requirement: This is the amount of funds required to be deposited in order to successfully pay all the employees for the selected pay cycle. This figure will be zero if the available balance is greater than the Total payment run cost
Enter a description, and click “Confirm”

View payment run

To view a payment run, navigate to People>Payroll>Payment Runs

Select a pay-cycle period
On the ensuing screen click the payment run you are interested in

You will be presented with the following information about the payment run

Projected Total Payment: This is the total amount expected to be paid based on the payslips in the pay cycle
Actual Payment: This is the actual payment that has been made at the present time. Actual payment will be different from projected total payment if one or more payments have not been made or have failed.

The individual payments will be listed on this screen, use the search fields to filter the list and click the close button when done.

Payment Run Transaction Charge

Each payment run includes a ₦100 transaction charge. This fee is automatically applied per run and deducted from your wallet balance at the point of processing. The charge supports transparent fee tracking and ensures accurate wallet balance reconciliation.

You can view the transaction charge in:

The payment run items list.
Your wallet transaction history list after processing

Ensure your wallet balance covers both the total payment amount and the ₦100 processing fee before initiating a payment run.

To view a payment run transaction charge, navigate to People>Payroll>Payment Runs. Select the approved paycycle month, then click on "create payment run" and fill in the payment description.

Notification Templates

2024-12-19T21:35:06.9430000

This feature is designed to allow the customisation of various notifications sent by the system. To customise a notification template, navigate to Admin > Notifications> Notification Templates then follow the steps below

Identify any of the existing template you intend to change and click its name
On the ensuing screen, click the “Edit” button to begin modification
The available placeholders are contained in the placeholders dropdown
Edit the message as required ensuring that you use the placeholders as required (select a placeholder and click the “copy to clipboard” button, then paste it in the desired place within the message)
Select the message type
- Plain Text – This supports plain text with no formatting
- HTML – Supports rich text formatting and small image.

Wallet

2024-12-19T19:45:34.1770000

This screen allows you to create and manage your Bizsoft HRM wallet which can be used to receive funds for salary payments. Once created, this wallet account number and bank will be displayed, and funds can be transferred to it just like you would any other bank account.

Create Wallet

To create a wallet (this is done only once)

Navigate to People>Payroll>Wallet
Click on the Activate Wallet button and on the ensuing screen fill the form
- Company Name: This is the name of the company which will be shown on bank transactions
- Registered Company Number: This is the company number with the CAC
- Incorporation Date: This is the company’s incorporation date
- Company address: This is the company address registered with the CAC
- Linked BVN: Provide any BVN linked to the company account
- Contact Email Address: This is the email address where OTPs and bank transaction notifications will be sent
- Company Telephone: This is the contact telephone number
- One-Time Password (OTP) – Enter the OTP received via email after you click on the “Request OTP” button
- Request OTP button: Click on this button to request an OTP. Note: You can request a total of 5 OTPs in 1 hour.
- Save Button: Click this button to submit the form and create your wallet
- Cancel Button: Closes the form without submission

Once the wallet is created, you will receive an email with a bvn verification link. Follow the instructions to verify the bvn and once this is done, the wallet will be ready to use.

Manage Wallet

Once the wallet is created, you can view and manage the wallet details by navigating to People>Payroll>Wallet. This screen will now display the wallet information detailed below

Cleared Wallet Balance: This is the wallet balance that is available for salary payment
Fund Account: This is the wallet account number to be used for funding. Note the account is domiciled at VFD Bank.
Payee Name: This is the name which will be shown on bank payments (company name)

The list of wallet transactions are displayed, use the search fields to filter the transaction list.

Companies

2021-03-24T21:58:12.9300000

This section allows the management of company within a group of companies, where each company represents a member of the group. From this screen you can add and delete Companies

Creating Companies

To create a Company, navigate to Admin > Organisation > Companies, Click on “Add” and fill in the necessary fields using the information below

Company Name: This is the unique name for the Company
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Deleting Companies

To delete a Company, navigate to Admin > Organisation > Companies. Select the checkbox beside the Company(s) you want to delete and the click the “Delete” button.

Roster Sequences

2020-10-10T08:51:16.6000000

The Roster Sequences screen allows the user to add a sequence of workshifts while specifying the number of days each workshift will be allocated for. This feature is used by the “Auto Assign feature on the roster screen which randomly assigns employees to workshifts based on the selected sequence.

Creating Roster Sequences

To create a Roster Sequence, navigate to Admin > Job > Roster Sequences, click on “Add” and fill in the necessary fields using the information below

Sequence Name: This is the unique name of the Roster Sequence
Description: Enter a brief description of the Roster Sequence
Workshift: Select the relevant workshift
Days: Enter the number of days for which the workshift will be allocated
Add Workshift Button: Click this button to add the current workshift to the list
Remove Workshift Button: Click this button to remove the currently selected workshift from the list
Save Button: Click this button to saves changes.
Cancel Button: Click this button to cancel changes.

Editing Roster Sequences

To edit a Roster Sequence, navigate to Admin > Job > Roster Sequences. Click on a Roster Sequence and change the information as required (See Creating Roster Sequences). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Roster Sequences

To delete a Roster Sequence, navigate to Admin > Job > Manage Roster Sequences. Select the checkbox beside the Roster Sequence(s) you want to delete and the click the “Delete” button.

Employee Center

2020-06-05T13:32:25.9830000

Employee Center

The Employee Center is designed to provided quick information regarding the common employee data points in the organisation. Navigate to this screen by clicking Others > Employee Center. By default, it shows information for the currently logged in employee, but managers can also view permitted information for all employees accessible to them. To view information for another employee, type part of the employee’s name in the “Employee” field and then click the “Search” link. If a single match is found, the information for that employee is shown otherwise, the information of the first matched employee is shown with a dropdown allowing you to select other matches.

This screen contains various sections which are explained below

Profile Summary: This section shows basic information about the employee such as name, department, phone number etc. Click on the “View Full Profile” button to view the full employee profile
Performance Appraisals: This section contains a chart showing the average yearly completed appraisal scores for the last 3 years. The history shows the last 5 appraisals within the same period. Click the “View Accessible Performance Appraisals” to see more.
Leave Balances: This section shows information about leave balances for the current period. The history shows up to 5 leave types and their balances. Click the “View Accessible Leave Balances” to see more.
Leave Applications: This section shows information about Leave Applications for the current period. The history shows up to 5 leave applications and their statuses. Click the “View Accessible Leave Balances” to see more.
Attendance Records: This section shows information about Attendance Records for the current period including punctuality and attendance percentage. The history shows up to 5 most recent attendance records and their durations. Click the “View Accessible Attendance Records” to see more.
Disciplinary Cases: This section shows information about Disciplinary Cases for the last 3 years. The history shows up to 5 most recent cases and their statuses. Click the “View Accessible Disciplinary Record” to see more.
Digital Applications: This section shows information about Digital Applications for the current period. The history shows up to 5 most recent applications and their statuses. Click the “View Accessible Digital Applications” to see more.
Training Courses: This section shows information about Training Courses for the last 3 years. The history shows up to 5 most recent training entries and their statuses. Click the “View Accessible Training Courses” to see more.
Company Assets held: This section shows information about up to 5 assets currently held by the employee and their assignment date. Click the “View Accessible Assets” to see more.

Importing Employee Survey Questions

2020-06-05T13:30:27.6570000

The system supports bulk importation of employee surveys questions from a CSV file, this provides a way to quickly create or modify existing surveys questions without having to do so one after the other.

From this screen, you will be able to import employee surveys questions using the provided CSV file, you will also be able to download existing employee survey questions. Follow the steps below to upload employee survey questions.

Navigate to the import employee survey questions screen by clicking News & Docs > Employee Surveys > Import Employee Survey Questions
Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section.
Fill in the fields using the field description below
- Survey Name: This is the full name of the Survey. This field is compulsory
- Question Name: This is the unique name for the question. Note name must be unique within the same Employee Survey
- Display Text: This is the full question text which will be shown to the respondent
- Question Type: Valid options are “Single Response”. “Multiple Response” and “Open Ended”
- Required: This can be a “Yes” or “No” to specify if the question must be answered before the form can be submitted.
- Values: Enter the selectable options separated by semi-colon (;). This is oly required for single and multiple response type questions
Save the file to a location of your choice
From the Import Employee Survey screen, click the “browse” button
Select the save file from the chosen location
Click the “upload” button

My Employee Surveys

2020-06-05T13:29:04.2500000

Completing an Employee Surveys

To complete an Employee Survey, navigate to News & Docs > Employee Surveys > My Employee Surveys. Click on the relevant uncompleted survey name and complete the survey as required. You may save the survey and come back to view it later or you can submit the Employee Survey to complete the process

Manage Employee Surveys

2020-06-05T13:27:05.0000000

Manage Employee Surveys

This screen allows the management of surveys for employees. Employee Surveys provides a means getting feedback from your employees in an easy to use survey. From this screen, you will be able to create, edit and delete Employee Surveys.

Creating Employee Surveys

To create a Employee Survey, navigate to News & Docs > Employee Surveys > Manage Employee Surveys. Click on “Add” and fill in the necessary fields using the information below

Name: Enter the unique name for this survey
Deadline: This is the date by which the Employee Survey must be completed by the respondent, the Employee Survey will no longer be available after the deadline date
Survey Instruction: Enter a brief instruction which will be show to the respondent before commencement of the survey
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Preview: This shows you a preview of the survey
Manage Respondents: This shows the “Manage Respondents” screen where you can add or remove respondents (See Managing Survey Respondents)
Send to Respondents: Click this button to send out the survey to respondents. Note: You must have at least one respondent and one question in a survey before it can be sent out

Editing Employee Surveys

To edit an Employee Survey, navigate to News & Docs > Employee Surveys > Manage Employee Surveys. Locate the relevant Employee Survey then click on the Employee Survey, on the ensuing screen, click the “Edit” button and change the information as required (See Creating Employee Surveys). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Employee Surveys

To delete a Employee Survey, navigate to News & Docs > Employee Surveys > Manage Employee Surveys. Select the checkbox beside the Employee Survey(s) you want to delete and then click the “Delete” button.

Managing Employee Survey Questions

Before you can issue a survey, you must add at least one survey question

Adding Employee Survey Questions

From the employee survey manage screen (You get to this screen by adding a new survey or editing an existing one), click on “Add” and fill in the necessary fields using the information below

Question Name: This is the unique name for the survey question
Display Text: This is the actual question text that will be displayed to the respondent
Question Type: Select “Single Response”, “Multiple Response” or “Open Ended”
Values: Enter the options in this field separated by semi-colon (;)
Required: Select “Yes” to make this question compulsory otherwise, select “No”
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Employee Survey Questions

From the employee survey manage screen (You get to this screen by adding a new survey or editing an existing one), locate the relevant survey question then click on the survey question, on the ensuing screen, click the “Edit” button and change the information as required (See Adding Employee Survey Questions). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Employee Survey Questions

From the employee survey manage screen (You get to this screen by adding a new survey or editing an existing one), Select the checkbox beside the survey question(s) you want to delete and then click the “Delete” button.

Note: Questions can no longer be modified once a survey has been issued (sent to respondents)

Digital Application Reports

2020-06-05T13:22:47.0630000

This screen lets you run Digital Application related reports quickly and easily. From this screen you will be able to build Digital Application related reports showing the fields you require then run them or save for later use. Note: The maximum number of Digital Application items that can be reported upon is 10.

From this screen you can.

Create or Delete a report
Run or save a report

Creating a Digital Application report

Navigate to the Digital Application Report screen by clicking News & Docs > Digital Application Forms >Digital Application Reports, click on the New button and follow the steps below

Step 1

From: Select the start date for the report
To: Select the end date for the report
Application Status: Select the status for applications to be included in the report
Selection Mode: Select “All” to report on all selection types (see below) or “Selection” to select a sub set of the current selection type
Selection Type: This determines the items that will be shown when selection mode is set to “Selection”
You may filter the result further by entering relevant filters for Name (Employee Name), Job Title, Department, Location and Job Categories. Apply your filter by pressing the “Search” button, otherwise click “Clear” to clear the filters
Next Button: Click this button to move to the next step
Cancel Button: Click this button to cancel the report creation process

Step 2

Select the relevant digital application
Filter by name or component type if required
Select the Digital Application components you want to include in the report up to a maximum of 30 items
Next Button: Click this button to move to the next step
Cancel Button: Click this button to cancel the report creation process

Step 3

Set the report parameters as required
Name: A unique name for the report, this name is also shown on the report header
Move Up: Use this button to move up the currently selected item in the “Report field order” box up one level
Move Down: Use this button to move up the currently selected item in the “Report field order” box down one level
Export Report Button: Click to run the report in the selected format
Save Report Button: Click this button to save the report for later use
Close Button: Click this button to end the report creation process

Fig 12.26 – Digital Application report builder Screen

Deleting Digital Application Report

To delete a Digital Application Report, navigate to this screen by clicking News & Docs > Digital Application Forms >Digital Application Reports. Select the checkbox beside the Digital Application Report(s) you want to delete and the click the “Delete” button.

Running Digital Application Report

To run a Digital Application Report, navigate to this screen by clicking News & Docs > Digital Application Forms >Digital Application Reports. Locate the report you want to run and the click the name of the report. Follow the instructions in “Creating new Digital Application report” above to complete the process. Note: Some options will be unavailable when you try to run an already saved report. To change unavailable options, create a new report.

Manage Workmate Appraisals

2019-12-04T12:46:57.5300000

This screen allows the management of Workmate Appraisals for employees. Workmate Appraisals provide a means of getting other employees to appraise the employee being evaluated, it helps provide what is known as a 360 degrees review when combined with the performance appraisal (See Performance Appraisals). From this screen, you will be able to create, edit and delete Workmate Appraisals.

Creating Workmate Appraisals

To create a Workmate Appraisal, navigate to Performance > Workmate Appraisals > Manage Workmate Appraisals. Click on “Add” and fill in the necessary fields using the information below

Employee: Select the name of the employee being appraised. Enter part of the name then click the “Search” link to match the name from saved records.
Appraisal Name: Once the name of the employee is found (after clicking the “Search” link), the appraisals relevant to that employee will be listed, select one from the list
Appraisal Deadline: Once an appraisal is selected, the relevant deadline for the appraisal will be shown here.
Deadline: This is the date by which the Workmate Appraisal must be completed by the respondent, the workmate appraisal will no longer be available after the deadline date
Respondent: Enter the name of a respondent and click the “Search” link to match the name from record. If the respondent is external, enter their full email address instead.
Add / Remove Respondent Button: Use these buttons to add or remove a respondent. You can add up to a maximum of 20 respondents per workmate appraisal
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Workmate Appraisals

To edit a Workmate Appraisal, navigate to Performance > Workmate Appraisals > Manage Workmate Appraisals. Locate the relevant Workmate Appraisal then click on the Workmate Appraisal and change the information as required (See Creating Workmate Appraisals). When done, click the “Save” button to save changes or the “Cancel” button to discard changes. Note: Certain fields are restricted after a workmate appraisal has been issued. No further edit is possible once the main appraisal related to the workmate appraisal is completed.

Deleting Workmate Appraisals

To delete a Workmate Appraisal, navigate to Performance > Workmate Appraisals > Manage Workmate Appraisals. Select the checkbox beside the Workmate Appraisal(s) you want to delete and then click the “Delete” button.

Sending Appraisals

Draft appraisals can be issued with one click of a button by navigating to Performance > Workmate Appraisals > Manage Workmate Appraisals. Tick the check boxes next to each relevant appraisal and click the “Send to Respondents” button.

Automatic generation of respondents

The system supports the ability to randomly select respondents based on set criteria for workmate appraisal which have not being issued (draft status), this further increases the objectivity of the process. To use this feature, follow the steps below

Navigate to Performance > Workmate Appraisals > Manage Workmate Appraisals, select the relevant workmate appraisals by ticking the check box next to it.
Click the “Generate Respondents” button.
On the ensuing screen, fill out the information required
- No of Respondents: This is the total number of respondents that will be added to the appraisal
- Respondent Type: Use this option to determine which type of respondent will be added ie Subordinates, Managers, Peers etc.
- Clear Existing Respondents: Select “Yes” to clear existing respondents before adding the randomly selected ones. Selecting “No” will keep the existing respondents in place and add the randomly selected ones subject to the value entered for the “No of Respondents” field. Note: If the existing respondents equals or is greater than the No of Respondents, no new recipients will be added.

Export Workmate Appraisal

The Workmate Appraisal report shows the analysis of the responses contained in relevant appraisals using easy to understand charts. Access the report by navigating to Performance > Workmate Appraisals > Manage Workmate Appraisals. Use the filter fields to filter the results if required, select the export document type and then click the “Export Report” button

Clone Workmate Appraisal

The system allows a user to clone an existing workmate appraisal. To do so, access the report by navigating to Performance > Workmate Appraisals > Manage Workmate Appraisals. Locate the relevant Workmate Appraisal then click on the “Clone” link and fill in the relevant information on the ensuing screen (See creating workmate appraisals)

Resend Workmate Appraisal Link

Once an appraisal has been issued, a notification will be sent to all respondents containing a unique link for completing the appraisal. However, in some cases, it may be necessary to resend the appraisal link to a specific respondent. To do so, access the report by navigating to Performance > Workmate Appraisals > Manage Workmate Appraisals. Locate the relevant Workmate Appraisal then click on the “Resend Link” link. On the ensuing screen, select the relevant respondent and then click the “Send” button to resend the respondent’s unique link to their email address. Note links can only be resent for uncompleted workmate appraisals which have not expired.

Leave Rules

2020-04-03T07:24:26.3000000

Leave Rules

This screen allows the creation of Leave Rules which can be assigned to Leave Types. A Leave Rule defines the characteristics of the Leave Rule(s) to which it is assigned i.e. unit type, who can assign the leave type, whether units can be carried forward etc.

From this screen you can add, edit or delete Leave Rules

Creating Leave Rules

To create a Leave Rule, navigate to Leave > Configure > Leave Rules, Click on “Add” and fill in the necessary fields using the information below

Rule Name: This is the unique name for the Leave Rule
Leave Unit Type: This specifies whether Leave Units are measured in days or hours
Assignment: This determines the user roles which assign units from the associated Leave to an employee.
Entitlement Managers: This determines the user roles which can manually assign the associated Leave to an employee in a situation where the Leave Type is not automatically assigned.
Enable Accrual: This determines whether Leave accrual is calculated. When leave accrual is enabled, total leave is accrued linearly throughout the period.
Enforce Accrual: This determines if assigning leave units which are greater than the amount accrued will be prevented.
Enable Proration: This determines if the total leave days for the year is prorated or not in instances where an employee’s hire date is after the start of the current leave period.
Proration Reference Date: This specified which date is used as the effective start date for employee leave proration.
Enable Carry Forward: This determines if it will be possible to carry unused leave forward
Job Title Eligibility: This determines eligibility for the associated leave type. If set to “All” then all employees are eligible otherwise only selected job titles will be eligible.
Job Category Eligibility: This determines eligibility for the associated leave type. If set to “All” then all employees are eligible otherwise only selected job categories will be eligible.
Department Eligibility: This determines eligibility for the associated leave type. If set to “All” then all employees are eligible otherwise only selected departments will be eligible.
Location Eligibility: This determines eligibility for the associated leave type. If set to “All” then all employees are eligible otherwise only selected locations will be eligible.
Gender Eligibility: This determines eligibility for the associated leave type. If set to “All” then all employees are eligible otherwise only employees with selected gender will be eligible.
Enable Half Days: This determines if half days can be taken.
Maximum Carry Forward: This determines the maximum number of units that can be carried forward.
Minimum Notice Period: This determines the minimum number of days required between the leave application date and the start of the leave being applied for. Setting this to 0 means that the leave application can be made on the same day as the day the leave is due to start.
Manager can override notice: Set this to “Yes” to enable a manager assign a leave to an employee regardless of the required notice period otherwise, set this to “No”.
C/F Expiration: This determines the number of months in the new leave period after which brought forward leave entitlements will no longer be available for use
Minimum Year of Service: This specifies the minimum number of years in which the employee must be employed by the organisation in order to qualify for the associated leave. Note: Leave as zero to remove this restriction
Maximum Years of Service: This specifies the maximum number of years in which the employee must be employed by the organisation in order to qualify for the associated leave. Note: Leave as zero to remove this restriction
Max Consecutive Days: This specifies the maximum number of days that can be assigned or applied for at a time. Note: Leave as zero to remove this restriction
Min Days Between Applications: This specifies the minimum number of days that must elapse between the end of the last leave application and the start of the current leave application.
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Leave Rules

To edit a Leave Rule, navigate to Leave > Configure > Leave Rules. Click on a Leave Rule, and change the information as required (See Creating Leave Rules). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Leave Rules

To delete a Leave Rule, navigate to Leave > Configure > Leave Rules. Select the checkbox beside the Leave Rule(s) you want to delete and the click the “Delete” button.

Cloning Leave Rules

This functionality allows you to copy all the settings of an existing rule under a new name. To clone a Leave Rule,

Navigate to Leave > Configure > Leave Rules.
Locate the Leave Rule(s) you want to clone and the click the “Clone” link.
On the ensuing screen, make the relevant change(s) and save the new rule.

Import Workmate Appraisals

2019-12-06T16:52:11.0630000

Importing Workmate Appraisals

The system supports bulk importation of employee Workmate Appraisals from a CSV file, this provides a way to quickly create or modify existing Workmate Appraisals without having to do so one after the other.

From this screen, you will be able to import employee Workmate Appraisals using the provided CSV file, you will also be able to download existing Workmate Appraisals. Follow the steps below to upload Workmate Appraisals.

Navigate to the import Workmate Appraisals screen by clicking Performance > Appraisal > Workmate Appraisals > Import Workmate Appraisals
Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section.
Fill in the fields using the field description below
- Employee Name: This is the full name of the employee namely, first, middle and last name. This field is compulsory
- Appraisal Name: This is the name of the appraisal for the Workmate Appraisal
- Deadline Date: This is the date by which a Workmate Appraisal need to be completed
- Respondents: This is the full name of respondents separated by a semi-colon. If the respondent is external, then use their email address.
- Question Name: This is the unique name for the question. Note name must be unique within the same workmate appraisal
- Display Text: This is the full question text which will be shown to the respondent
- Question Type: A question can be positive or negative. A negative question flips the response value. For example, a “disagree” option could mean 1 normally while an “agree” option could mean a 3. However, if the question is negative, then a “disagree” will mean a 3 and an “agree” will mean a 1
- Required: This can be a “Yes” or “No” to specify if the question must be answered before the form can be submitted.
Save the file to a location of your choice
From the Import Workmate Appraisal screen, click the “browse” button
Select the save file from the chosen location
Click the “upload” button

The file will now be processed, and you will be invited to download a file containing the result of the operation.

Downloading Workmate Appraisals

This feature allows the user to download the list of Workmate Appraisals which can be modified and then loaded back up. This feature makes it easier to make modifications to the Workmate Appraisals and supports bulk updates.

My Workmate Appraisal

2019-12-04T12:55:38.4070000

This screen allows an employee to view responses for his / her workmate appraisal. From this screen, you will be able to view your own Workmate Appraisals.

Viewing Workmate Appraisal Comments

To view Workmate Appraisal comments, navigate to Performance > Workmate Appraisals > My Workmate Appraisals. Click on the relevant Workmate Appraisal’s name to view the modal responses. Note: Modal responses refer to responses that were selected by majority of the respondents for each question.

Employee Workmate Appraisal

2019-12-04T12:50:41.8600000

This screen allows an employee to enter comments for employee Workmate Appraisals that has been assigned to him / her. From this screen, you will be able to comment on employee Workmate Appraisals assigned to you.

Completing an Employee Workmate Appraisals

To complete an Employee Workmate Appraisal, navigate to Performance > Workmate Appraisals > Employee Workmate Appraisals. Click on the relevant Appraisal name and complete the survey as required. You may save the appraisal and come back to view it later or you can submit the workmate appraisal to complete the process

Performance Reports

2019-12-02T19:58:24.4700000

This section contains the following screens

Employee Objectives Report – Use this report to view a summary of employee objectives. This report shows the goal, KPI, deadline etc. and can be useful for viewing objectives at a glance
Employee Objectives Progress Report – Use this report to view a summary of employee objectives and comments. This report shows the goal, KPI, deadline, employee comments etc. and can be useful for periodic evaluation of employee goals
Employee Appraisal Summary Report – Use this report to view a summary of employee appraisals. The report shows relevant appraisal name, employee, start, end, deadline, final ratings and status. This report is useful for seeing appraisal results for relevant employees at a glance.
Employee Appraisal Average Report – Use this report to view the average summary of employee appraisal across a defined period.
Appraisal History Report – This report compares the yearly performance of each employee, department, location or job title for the selected period
Performance Grouping Report – This report groups relevant employees so that it is easy for management to see how the employees stack up
- Top 20^th Percentile: These employees are the best performing employees based on the performance distribution of all relevant employees
- Average: These employees performed like most other employees based on the performance distribution of all relevant employees
- Bottom 10^th Percentile: These employees are the worst performing employees based on the performance distribution of all relevant employees
Performance Appraisal Analysis Report – This report shows the performance of the employee in each KPI Group for the objective scorecard and evaluation sections of the performance appraisal. The report has two viewing options
- Default - The regular report with charts and formatting
- Plain - simple report without charts which makes for easier analysis using Microsoft Excel

Employee Appraisals

2019-10-18T14:32:58.0230000

This screen allows the management of performance appraisals for employees. From this screen, you will be able to create, edit and delete performance appraisals and objectives. Note: A user is only able to view the performance appraisals for their direct reports unless they have the “Manage Appraisals” permission in which case they can view all accessible employees

Creating Appraisals

To create an Appraisal, navigate to Performance > Appraisals > Employee Appraisals. Locate the relevant employee and click the name, from the ensuing screen click on “Add” and fill in the necessary fields using the information below

Name: This is the unique Appraisal name
Period Start: This the beginning of the period covered by the appraisal
Period End: This is the end of the period covered by the appraisal
Deadline: This is the date by which the appraisal must be completed
Comment: Enter any comment you want shown with the appraisal
Load attachments: Click the “Browse” button and then select the relevant attachment, click “update” button to attach the file
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Objectives Button: Load the Objectives screen (See Objectives)
View Appraisal Form Button: Loads the Performance Appraisal Viewer (See Entering Comments for Performance Appraisals)

Editing Appraisals

To edit an appraisal, navigate to Performance > Appraisals > Employee Appraisals. Click the relevant employee, locate the relevant Appraisal and then click its name. Click on an appraisal and change the information as required (See Creating Appraisals). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Appraisals

To delete an appraisal, navigate to Performance > Appraisals > Employee Appraisals. Click the relevant employee, select the checkbox beside the Appraisal(s) you want to delete and then click the “Delete” button.

Deleting Multiple Appraisals

To delete multiple appraisals, navigate to Performance > Appraisals > Employee Appraisals. Click the “Set appraisal status manually” button, select the checkbox beside the Appraisal(s) you want to delete and then click the “Delete” button.

Packages

2019-11-27T10:36:15.2330000

This screen allows the management of the Course Packages. Course packages are used to group related courses so that they can be added by an employee as a group instead of individually. From this screen, you can create, edit or delete Packages.

Creating Packages

To create a Package, navigate to Training > Packages, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Package

Description: This is a brief description of the Package

Status: Specifies the current status for the package i.e. Active or InActive. Select the relevant option from the list

Save Button: Click this button to save changes.

Cancel Button: Click this button to cancel changes.

Make Active/InActive: Click this button to make a package Active or InActive

Archive: Click on this button to set the package status to Archive

Editing Packages

To edit a Package, navigate to Training > Packages. Click on a Package, and change the information as required (See Creating Packages). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Packages

To delete a Package, navigate to Training > Packages. Select the checkbox beside the Package(s) you want to delete and the click the “Delete” button.

Adding courses to a package

To add course(s) to a package, from the Add Packages screen, click on “Add” and select the relevant course(s). Click on “Add Course(s)” button when done.

Delete courses from a package

To remove course(s) from a package, from the Add Packages screen, select the checkbox beside the course(s) you want to remove and the click the “Delete” button.

Creating Packages

To create a Package, navigate to Training > Packages, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Package

Description: This is a brief description of the Package

Status: Specifies the current status for the package i.e. Active or InActive. Select the relevant option from the list

Save Button: Click this button to save changes.

Cancel Button: Click this button to cancel changes.

Make Active/InActive: Click this button to make a package Active or InActive

Archive: Click on this button to set the package status to Archive

Editing Packages

Deleting Packages

To delete a Package, navigate to Training > Packages. Select the checkbox beside the Package(s) you want to delete and the click the “Delete” button.

Adding courses to a package

To add course(s) to a package, from the Add Packages screen, click on “Add” and select the relevant course(s). Click on “Add Course(s)” button when done.

Delete courses from a package

To remove course(s) from a package, from the Add Packages screen, select the checkbox beside the course(s) you want to remove and the click the “Delete” button.

Course Rating Report

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This report shows information regarding the ratings given to the course by the trainees and shows the most common rating for each session and each course.

Trainee Rating Report

2019-11-26T15:36:50.0300000

This report shows information regarding the ratings given to trainees by the trainer and shows the most common rating for each trainee

Course Registration Report

2019-11-26T15:31:01.2200000

– This report show detailed information on available course sessions including Date, Session Name, Course Name, Trainer Name, Delivery Method, Trainee Name, Trainee Job Title, Trainee Department and Trainee Registration status.

Import objective

2019-11-20T08:29:42.1530000

The system supports bulk importation of employee appraisal objectives from a CSV file, this is provides a way to quickly create or modify existing objectives without having to do so one after the other.

From this screen, you will be able to import employee appraisal objectives using the provided CSV file, you will also be able to download existing objectives. Follow the steps below to upload appraisal objectives.

Navigate to the import objectives screen by clicking Performance > Appraisal > Import Objectives
Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section.
Fill in the fields using the field description below
- Employee Name: This is the full name of the employee namely, first, middle and last name. This field is compulsory
- Appraisal Name: This is the name of the appraisal for the objective
- Objective Name: This is the unique name of the objective to be created. If the objective name already exist, it will be edited instead
- Goals: This is the details of the objective which will be shown on the appraisal form. If this field is left blank, the suggested objective text for the relevant KPI will be used.
- Effective Date: This is the date from when the objective will be shown on an appraisal form.
- Deadline Date: This is the date by which an objective need to be completed
- Objective Type: This set the objective type (see creating objectives)
- Individual Weight: This sets the weight for this objective. By default the objective will use the weight set for the KPI group which its KPI belongs to. However, by setting this field, the KPI group weight is overridden
- KPI: This is the name of the KPI to which the objective is attached. Note: The KPI must already exist on the system.
Save the file to a location of your choice
From the Import objective screen, click the “browse” button
Select the save file from the chosen location
Click the “upload” button

The file will now be processed and you will be invited to download a file containing the result of the operation.

Downloading Appraisal Objectives

This feature allows the user to download the list of appraisal objectives which can be modified and then loaded back up. This feature makes is easier to make modifications to the appraisal objectives and supports bulk updates.

Import appraisal

2019-11-20T08:25:08.3570000

The system supports bulk importation of employee appraisals and objectives from a CSV file, this is provides a way to quickly create employee appraisals and objectives without having to do so one after the other.

From this screen, you will be able to import employee appraisals and objectives using the provided CSV file. Follow the steps below to appraisal upload records

Navigate to the import appraisal screen by clicking Performance > Appraisal > Import Appraisals
Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section.
Fill in the fields using the field description below
- FullName: This is the full name of the employee namely, first, middle and last name. This field is compulsory
- AppraisalName: This is the name of the appraisal to be created. If the appraisal name already exist for the employee, it will be edited instead.
- AppraisalDeadlineDate: This is the deadline date for the appraisal
- PeriodStart: This is the start date of the appraisal
- PeriodEnd: This is the end date of the appraisal
- ObjectiveName: This is the unique name of the objective to be created. If the objective name already exist, it will be edited instead
- ObjectiveDeadlineDate: This is the deadline date for the objective
- DisplayText: This is the details of the objective which will be shown on the appraisal form. If this field is left blank, the suggested objective text for the relevant KPI will be used.
- KPIName: This is the name of the KPI to which the objective is attached. Note: The KPI must already exist on the system.
Save the file to a location of your choice
From the Import appraisal screen, click the “browse” button
Select the save file from the chosen location
Click the “upload” button

The file will now be processed and you will be invited to download a file containing the result of the operation.

Downloading Performance Appraisals

This feature allows the user to download the list of performance appraisals which can be modified and then loaded back up. This feature makes is easier to make modifications to the performance appraisals.

General

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This screen provides access to configuration related to the performance module which can be accessed by navigating to navigate to Performance > Configure > General. The fields and settings are described below

Manager Review Only: Set to “Yes” in situations where the employees do provide perform self-rating and comments otherwise, set to “No”
Jump to employee comments for new appraisals: Set to “Yes” to jump to direct to “Pending Employee Comments” when an appraisal is created.
Skip final comments: Set to “Yes” to skip the “Pending Employee Final Comments” and “Pending Manager Final Comments” stages.
Maximum Rating: This is the maximum rating that can be selected when rating an objective
Minimum Rating: This is the minimum rating that can be selected when rating an objective
Rating Description: This allows you to specify a description for each relevant rating
Final Rating Grading: This section allows you to specify the grading bands which will be used to determine an employee’s final rating.
Final Rating Split: This section allows you to specify the split between the scorecard items, the evaluation items and the workmate appraisal. If only one type is being used, then set the split for that type to 100 and the split for the other types to 0
Scorecard heading customisation: This section allows you to customise headers for the appraisal form scorecard section.
Edit Button: Click this button to make changes to the configuration options and again to save
Reset Button: Click this button to set the configuration options to their default values

My Applications

2019-11-18T13:46:46.8870000

This screen allows the currently logged in employee to view the progress of their job applications and also apply for vacancies.

Viewing application progress

To view the progress of job applications for the currently logged in employee, navigate to Recruitment > My Applications.

Applying for a new vacancy

To apply for a vacancy, navigate to Recruitment > My Applications. Click on “View Vacancies, select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)

Click on “View Vacancies” button
Select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)
Read the information about the vacancy
Click on “Apply for Vacancy” and fill in the application form
Close Button: Use Close buttons to cancel the process and return to the previous screen

Vacancy Report

2019-11-18T13:37:09.7470000

This report allows you to view information about vacancies in the organisation (use the Search section to select appropriate filters and then click the “Search” button) including the number of current positions, total applications, shortlisted applicants, applications scheduled for interview, applicants hired and applications rejected.

Jobsite Sync

2019-11-18T13:29:30.4030000

The system includes an external job application module which is installed at a different URL (web address), this module allows external applicants register and manage their job applications (See Appendix C). The Jobsite Sync screen provides a means by which vacancy and job application information are passed between the main system and the external job application module (external site).

Use this screen to synchronise information between the main system and the external site. A description of the fields and buttons on this screen is provided below

External site URL: This is the web address where the external site is located. If you have chosen to host your external site on the Bizsoft Cloud then this address will have been provided to you by your Bizsoft representatives, if you are hosting with an external provider then they will be able to provide you with the correct address. The address should be in the following format “<<External site URL>>/Upload”
Corporate introduction: Paste information about your company which you want the applicant to see on the jobsite here.
Edit Button: Click this button to make changes to the external site URL, click again to save changes.
Cancel Button: Click this button to cancel any pending changes
Synchronise external site Button: Click this button to download external applications and update the external site with vacancies and application status updates.

Note: Once a synchronisation is performed, the system will automatically schedule a bi-hourly synchronisation with the jobsite as long as there is at least one published vacancy.

Import Records

2019-11-18T13:08:50.5900000

The system supports bulk importation of employee attendance from a CSV file, this is provides a way to integrate the data provided by external time management systems such as magnetic cards or contactless cards where employees touch / swipe in and touch / swipe out as the leave the company premises. The system can process up to 1,000 individual attendance records at a time and such data is automatically validated and integrated into the system.

From this screen, you will be able to import attendance records using the provided CSV file. Follow the steps below to import attendance records

Navigate to the import attendance screen by clicking Time > Attendance > Import Records
Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section. Note: If you have data extracted from a magnetic card reader or biometric device, you should download the “import file generator” instead. Once the file opens in Excel you must enable macros for it to work properly.
Fill in the fields using the field description below
- FullName: This is the full name of the employee namely, first, middle and last name. This field is compulsory
- PunchInDate: This is the attendance start date. This field is compulsory
- PunchInTime: This is the attendance start time. This field is compulsory
- PunchInNote: Any related notes to the punch in event
- PunchOutDate: This is the attendance end date. This field is compulsory
- PunchOutTime: This is the attendance end time. This field is compulsory
- PunchOutNote: Any related notes to the punch out event
Save the file to a location of your choice
From the Import attendance screen, click the “browse” button
Select the save file from the chosen location
Click the “upload” button

Configuration

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This screen contains configuration settings specific to the Time module. From this screen you can change the following settings

Employee can change current time during punch in and punch out: Set this to “yes” to allow the time to be changeable when employees are using the Punch In / Punch Out screen otherwise set this to “no”.
Require employee location: Set this to “yes” to obtain the user’s location when they Punch In or Punch Out otherwise set this to “no”. Setting this option to “yes” adds a few seconds to the Punch In and Punch Out process and is set to “no” by default.
Timesheet basis: This determines how the time available for assignment among projects and task on the timesheet is determined. Select “Actual Hours” to base it on the actual hours recorded for the employee, otherwise it will be based on the total contracted hours for the employee calculated using the start and end times of the employee’s current shift.
Auto Clock-Out after: This is the maximum number of hours which an employee is allowed to stay clocked-in before being automatically clocked out. The default is 18 hours.
Remote Clock-in/Clock-out Confirmation: Set this to yes if you want the system to send a confirmation message to the employee once they have been successfully clocked in or out outside of the portal i.e. finger print machine, App etc
Lateness Alert: Set this to “yes” to alert relevant recipients when a user clocks-in late and outside of the grace period
Before Hours Alert: Set this to “yes” to alert relevant recipients when a user clocks-in before resumption time and outside of the grace period
After Hours Alert: Set this to “yes” to alert relevant recipients when a user clocks-in after closing time and outside of the grace period
Grace Period: This is the extra time (in minutes) within which an alert will not be sent for the relevant alert.
Automatically generate lateness query: Select “yes” to enable this feature which allows the system to automatically issue a lateness query to an employee once the conditions specified by the relevant settings (see the fields below this setting) are met.
Message: Enter the body of the query you want sent to the relevant employee when a query is automatically issued.
Deadline Days: This specifies the deadline for responding to the query from the query issue date
Issuer Type: Select “First Line Manager” to set the issuer as the relevant employee’s first line manager, otherwise set to “Specific Employee” to set the issuer to a specific employee
Issuer: When the issuer type selected is “Specific Employee” enter part of the relevant employee’s name in this field and click search to match the employee name
Lateness Threshold: Enter a value here for the number of times an employee must be late to trigger an automatic query
Send Attendance Alert To: Set to 1^st Level Managers” to send alert to the employee’s immediate managers, “1^st and 2^nd Level Managers” to send alert to the employee’s immediate managers and the managers of each manager.
Other Recipients: Add recipients to the list who will get notification when an employee’s attendance alert is triggered. Enter part of an employee’s name and click the search button to search for the employee. Once found, click the “Add Recipient”

My Timesheets

2019-11-18T12:37:25.1370000

This screen displays all timesheets created for the currently logged in employee.

From this screen you can add, edit or delete a Timesheet Detail. You can also delete or submit a timesheet.

Creating Timesheet Details

To create a Timesheet Detail, navigate to Time > Timesheets > My Timesheet, locate the relevant timesheet and then click its name. Click on “Add” and fill in the necessary fields using the information below

Client Name: Select the relevant client from the list. Note: A “General” is created by default which can be used to allocate time spent on non-specific client
Project Name: Select the relevant project from the list
Activity Name: Select the relevant activity from the list
Days of the Week: Input the relevant time spent for each day in the appropriate field. Note: The total hours recorded for the day is shown to the right of each field as a guide. You cannot enter a figure in the relevant field higher than the total hours recorded for each day. The hours are expressed in decimals not in hour and minutes i.e. 5 hours 30 minutes will be expressed as “5.50 Hrs” and this is how it should be entered in the relevant fields
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Fig 9.12 – Add Timesheet Detail screen

Editing Timesheet Details

To edit a Timesheet Detail, navigate to Time > Timesheets > My Timesheet, locate the relevant timesheet and then click its name. Click on a Timesheet Detail and change the information as required (See Creating Timesheet Details). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Timesheet Details

To delete a Timesheet Detail, navigate to Time > Timesheets > My Timesheet. Select the checkbox beside the Timesheet Detail(s) you want to delete and the click the “Delete” button.

Submitting Timesheet

A timesheet must be submitted and approved before being included in a pay cycle. An employee can submit his / her timesheet for approval by his / her manager. To submit a timesheet, navigate to Time > Timesheets > My Timesheet, locate the relevant timesheet and then click its name. Click the “Submit” button to complete the process.

Timesheet Comments

Comments can be added to a timesheet to give more information about the activities filled in on the timesheet. To add or edit timesheet comments, navigate to Time > Employee Timesheets > My Timesheets, locate the relevant Timesheet and then click its name. Click the “View Comments” button and on the next screen, click the “Edit” button to make changes. Note: Comments can no longer be modified once the timesheet is submitted.

Applying for leave

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Navigate to the leave application screen by clicking Leave > Apply for Leave. Click on Add and fill in the details as described below

Leave Type: Select the relevant leave type from the list
Leave Period: Select the relevant leave period from the list
Unit Type: Displays the unit type for the currently selected leave type i.e. Hours or Days
B/F Leave: Leave units brought forward from previous year
Current Period: Leave units for the current period
Leave Balance: This is the total number of leave units left unassigned
Accrued Leave: This is the total number of leave units accrued to date
Start Date: Enter the start date for the current leave assignment
End Date: Enter the end date for the current leave assignment
Half Day: Specifies whether the leave is just for half a work day or not
Leave Taken: This is the current number of leave units to be taken calculated based on the current Start and End dates
Comment: Any relevant comments
Handover notes: Click the “Browse” button and then select the relevant handover notes, click “update” button to attach the notes
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Calculate Leave: Click this button to calculate the Leave taken field.

Note: Use the “Manage Leave Application” button to view all leave applications by the user on the leave list screen from where they can perform various actions with respect to the leave applications.

Editing Leave application

A leave application can be modified before it is approved. To edit an assigned leave unit, navigate to Leave > Apply for Leave. Click on a leave application and change the information as required (See Applying for leave). When done, click the “Save” button to save changes or the “Cancel” button to discard changes. Note: When a leave application includes handover notes, two links will be displayed at the bottom of the screen just above the “Save” button. The first link will allows the download of the attached notes while the second will clear the notes.

Assign Leave Units

2019-11-18T12:08:14.9330000

This screen allows the management of assigned leaves (both automatically and manually assigned) taken by an employee. When a leave entitlement is assigned to an employee, leave units relating to the assigned entitlement can now be assigned to the employee. Use this screen to assign units to employees.

From this screen you can add, edit or delete Assigned Leaves

Assigning Leaves Units

To assign leave units, navigate to Leave > Assign Leave, click on the relevant employee name and then click on “Assign” and fill in the necessary fields using the information below

Leave Type: Select the relevant leave type from the list
Leave Period: Select the relevant leave period from the list
Unit Type: Displays the unit type for the currently selected leave type i.e. Hours or Days
B/F Leave: Leave units brought forward from previous year
Current Period: Leave units for the current period
Leave Balance: This is the total number of leave units left unassigned
Accrued Leave: This is the total number of leave units accrued to date
Start Date: Enter the start date for the current leave assignment
End Date: Enter the end date for the current leave assignment
Half Day: Specifies whether the leave is just for half a work day or not
Leave Taken: This is the current number of leave units to be taken calculated based on the current Start and End dates
Comment: Any relevant comments
Handover Notes: Click the browse button to select an attachment and the click the upload button.
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Calculate Leave: Click this button to calculate the Leave taken field.

Editing Assigned Leave Units

To edit an assigned leave unit, navigate to Leave > Assign Leave. Click on an assigned leave unit, and change the information as required (See Assigning Leave Units). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Assigned Leave Units

To delete an assigned leave unit, navigate to Leave > Assign Leave. Select the checkbox beside the Assign Leave unit(s) you want to delete and the click the “Delete” button.

Leave Balance Report

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This report lets the user view a list of employees leave entitlements and corresponding balances. The screen shows the following information for each leave type

Leave Type: This is the leave type for which entitlement and balance information is being shown
Entitlement: This is the total entitlement for the leave type for the current period
Balance: This is the absolute balance of entitlement for the leave type for the current period

Leave Entitlement and Usage Report

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This report lets the user view a list of all employee leave applications grouped by leave type. The screen shows the following information for each leave type

Entitlement: This is the total entitlement for the leave type for the period
Pending Approval: This is the number of days contained in a leave application which has not been approved and have a future date
Scheduled: This is the number of days contained in a leave application which has been approved and have a future date
Taken: This is the number of days contained in a leave application which has been approved and have a date in the past
Expired: This is the number of days contained in a leave application which has not been approved and have a date in the past
Balance: This is the absolute balance of entitlement for the leave type (Entitlement – Pending Approval – Scheduled – Taken – Expired = Balance)

Note: Expired leaves units are deducted from employee entitlement, to add the leave units back, the expired leave should be deleted if indeed it was not approved and not taken by the employee.

Unconfirmed Employees Report

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This report allows a user to see the number of employees who have their confirmation dates in the future or have no confirmation dates at all. The user can click the name of the relevant employee to view their detailed profile.

Head Count / Leavers and Joiners Report

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This screen shows the number of employees employed by the organisation and details of turnover grouped by gender, department and location, this information can be filtered to give specific results. Only categories which have information will be shown and any employee who has not been assigned a department will be shown as “Unassigned”. You can export either the Leavers and Joiners report or the Head Count report by selecting the appropriate report option and the required format then clicking the “Export” button.

Variance Report

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This report allows a user to select two periods and up to two components which can then be compared in order to see the variance for the component(s) between the two selected periods. The process of managing a variance report is like that of the Payroll report (See above)

Dashboard Configuration

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The text metrics on the dashboard which the user sees once logged in shows vital information about the workforce, it employs a visual colour scheme known as the RAG system (Red, Amber, Green). This system makes it easy for the user to determine if a metric requires attention or not. Below is a description of the RAG system

Green: This means the metric is normal and no action is required
Amber: The metric should be watched as it has deviated from normal conditions
Red: This metric requires attention and should be considered

The system operates the RAG system based on defaults set. However, some organisations may want different thresholds for each of the RAG categories, this screen allows a user to set such thresholds to meet their organisational needs

The thresholds can be set using the information below

Red When < : The relevant metric will be red when its value is less than this figure
Amber When >= : This figure is the lower threshold for the Amber colour and it is automatically set
But <: The relevant metric will be amber when its value is less than this figure
Green When < : The relevant metric will be green when its value is less than this figure

Note: Only two colours can have thresholds set for each metric, the threshold for the third colour is automatically determined by the system based on the two thresholds set by the user.

Location Exclusion

This setting allows you to select one or more locations which will be excluded when the system calculates headcount, turnover rates, leavers and joiners. It also affects the following metrics on the dashboard; Total Employees, Unconfirmed Employees, Staff Turnover and 1^st year leavers.

The setting has the following options

None: This excludes not location
Selected: Excludes the selected locations

Themes

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Bizsoft HRM employs themes as a way of presenting a consistent look and feel across the various screens of the software. This screen allows you to change the current theme applied across the system. Below is a description of the settings available from this screen

Current Theme: This is the theme currently applied
Preview: This is a preview of what the currently selected theme looks like
Edit Button: Click once to allow theme changing and again to apply the selected theme.

Background Task

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Background tasks is a very powerful feature of Bizsoft HRM which allows long running tasks to be performed automatically in the background by the background agent without requiring the user to wait for the task completion. This screen allows authorised users to view, suspend, resume or remove scheduled tasks. Below is a description of some of the information contained on this screen

Task Name: This is the name of the background task
Creator: This is the user whose action created the task
Type: This is the task type as explained below
- System: These are tasks generated automatically by the system or as a result of user action. System tasks cannot be deleted, suspended or otherwise modified.
- User: These are tasks generated as a result of a user action. User tasks can be modified, suspended or removed by their creator or an Admin user.
Frequency: This is the frequency with which the task is performed, it can be once, daily, weekly, monthly or yearly.
Status: This is the current status of the background task
- Scheduled: This task is waiting to be performed and will be run the next time the background agent polls for tasks after its runtime stamp
- Suspended: This task is currently suspended and will not be run until resumed
- Running: This task is currently being performed
- Completed: This task has been completed
- Notified: This task has been completed and the creator has been notified. Note: Not all tasks can have this status.
Runtime Stamp: This is the time when the task is scheduled to run, the task will run the next time the background agent polls for task and the runtime has been passed.
Start & End Time: The time the task was actually run and completed respectively
Result: The summary result of the task.

Below is a description of the buttons on this screen and what they do.

Resume Button: This button resumes a suspended user task by changing its status to “Scheduled”
Suspend Button: This button prevents a user task from running by changing its status to “Suspended”
Reschedule: This button allows the user to reschedule a failed notification task. A notification task is one that send a notification to a user usually through email, it also includes tasks which handles scheduled reporting. Rescheduling allows the system to attempt to send email or notification again in a case where it previously failed usually due to connectivity issues
Remove: This button removes a user task
Clear Notified: This button removes all completed tasks that have notified their creator or cannot have the notified status.

Updates

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The system has the ability to be updated automatically (or manually) with new functionality and enhancements to existing functionality thus ensuring that your software remains relevant and keeps up with new technologies. This screen allows the setting of the automatic update schedule and also allows a user to manually update the system. Below is a description of the settings on this screen

Automatic Updates: This enables automatic updates when set to “On” and disables it when set to “Off”. Important: Bizsoft solutions will provide updates to the software from time to time to fix identified issues, update or introduce functionality and it is strongly advised that you leave automatic updates enabled. Note: Some updates may be required to ensure that the software continues to operate properly.
Update Installation Time: This is the approximate time of day when the Bizsoft servers will be checked and an update installed if one is found. It is advised that this is set to a time when usage is light and internet connectivity is available.
Edit Button: Click once to edit update configuration and again to save
Check for Updates Button: Click to immediately check for updates, if an update is found, the button changes to “Update Now” and clicking it will schedule the update for installation.
View Update History: This loads the “Update History” screen (see below)

Update History

This screen provides information on the changes in the current version of the software and changes in previous versions. Click the close button when done to return to the update screen

Backup and Restore

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The system allows the automatic (and manual) backup of data even while the system is being used, it also allows data recovery using the previously created backup file in order to minimise the risk of data loss. This screen allows the backing up and restoring of data, it also allows the setting of the backup frequency, time and location. Access the screen by Navigating to Admin > Configuration > Backup and Restore

Below is a description of the settings contained in this screen

Backup Frequency: This is the frequency with which backup is performed, it can be set to daily, weekly or monthly.
Backup Time: This is the approximate time of day when the automatic backup operation will be performed. It is recommended that this is set to a time when usage is light.
Backup Location: This is the location to which the backup data is saved and restored. Currently, only the default location is available (speak to your Bizsoft representative if you need to move the file from the backup location)
Edit Button: Click once to edit backup settings and again to save
Backup Now Button: Click this button to perform a backup operation immediately
Restore Button: Click this button to perform a restore operation. Ensure as much as practicable that no one is using the software (it is recommended that the server on which the software resides is restarted to be sure) otherwise the restore operation may fail. Note: If the restore operation was performed as a result of data loss as opposed to a roll back (performing a restore operation where no data loss has occurred) you will need to recreate employee logins (see next bullet point) and you will also need to inform your Bizsoft representative so that your subscription can be updated.
Recreate Logins Button: Click this button to create logins for all users registered on the “Users” screen using the default password (this password will have been provided by your Bizsoft representative during installation, if not speak to your representative)

Note: If restore operation fails due to data being accessed, log out of the system and ensure no one is using the system and try again in around 10 minutes

subscriptions

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This screen shows information relating to the current subscription and also allows individual modules be turned on or off. Access the screen by Navigating to Admin > Configuration > Subscriptions

Below is a description of the settings contained in this screen

Subscription Information

Application ID: This is the unique identification number for your installation. Note: This number will be re-generated if a fresh installation of the software is done and if this happens then contact your Bizsoft HRM representative as your subscription will need to be updated with the new ID.
Software version: This is the current version of the software
Subscription Level: This is the current subscription level for the current installation. The subscription level determines which modules are accessible as explained below.
- Disabled: This means no valid subscription has been found for the installation and all modules will be unavailable except the following to which the user will have read-only access
  - Admin
  - PIM
  - MyInfo
  - Dashboard
  - People

Note: In this mode, no addition, modification or deletion is possible, the user will only have view permissions to modules which his/her current role allows access to. In addition to the aforementioned restrictions, the user will only be able to view employees who directly report to them.

Basic: This subscription level allows access the following modules
- Admin
- PIM
- MyInfo
- Dashboard
- People

The exact access which is granted to the above modules will be based on the current user role.

Professional: This subscription level allows access to the modules at the basic level and in addition to that, the following
- Leave
- Time
- Org Chart
- Asset

Enterprise: This is the highest subscription level and it gives access to the modules at the professional level and in addition to that, the following
- Recruitment
- Performance
- New & Docs
- Training
Maximum Employees: This is the maximum number of employees that can be created under the current subscription
Expiry Date: This is the expiration date of the current subscription
Last Refresh: The last time the subscription information was refreshed. Important: The system needs access to the internet at least a few minutes daily in order to refresh the subscription. If the subscription information cannot be checked, an attempt will continue to be made but if the subscription can still not be updated after 3 days, the subscription level will be set to disabled until the subscription can be refreshed once again.

Modules

Depending on the current subscription level, an admin user can turn off particular modules so that no access can be gained to them even though they are included in the current subscription. To make a module available, set the option beside it to “On” and set it to “Off” to make it unavailable. Note: Any module not included in the current subscription will be disabled and can neither be turned on or off.

Click “Edit” button once to edit the module settings and again to save it.

Click “Refresh Subscription Information” button to immediately refresh the subscription information. Note: If the software is installed locally and internet access is not always available, the “Refresh Subscription Information” button can be used to immediately refresh the subscription once a day.

Manage Documents

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A Document entry can contain document attachments which can be viewed by all employees or employees with specific roles. From this screen you can add, edit and delete Document entries.

Creating Document entries

To create a Document entry, navigate to Admin > Documents > Manage Documents, Click on “Add” and fill in the necessary fields using the information below

Document Name: This is the unique name for the Document entry
Description: A detailed description of the Document entry
Category: This is the document category by which the document entry will be grouped
Targeted roles: This determines whether all employees will have access to the document or just employees with selected roles. Select “All” to make the document available to all employees, otherwise select “Selected” and the tick all the relevant roles.
Targeted Job Titles: This determines whether all employees will have access to the document or just employees with selected Job Titles. Select “All” to make the document available to all employees, otherwise select “Selected” and the tick all the relevant job titles.
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Publish Button: Click this button to publish the document so that it can be seen by employees. Note: Documents are marked as “unpublished” by default when created and will not be viewable by employees until it is published.
Archive Button: Click this button to mark the document as archived. It will still be viewable by employees but only by searching for “Archived” documents.

Editing Document

To edit a Document entry navigate to Admin > Documents > Manage Document. Click on a Document entry and change the information as required (See Creating Document entries). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Document entries

To delete a Document entry, navigate to Admin > Documents > Manage Document. Select the checkbox beside the Document Category entry(s) you want to delete and the click the “Delete” button.

Licenses

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A License entry represents a license possessed by one or more employees across the organisation. From this screen you can add, edit and delete License entries.

Creating Licenses

To create a License, navigate to Admin > Qualifications > License, Click on “Add” and fill in the necessary fields using the information below

License Name: This is the unique name for the License
Description: A brief description of the License
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Licenses

To edit a License navigate to Admin > Qualifications > License. Click on a License and change the information as required (See Creating Licenses). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Licenses

To delete a License, navigate to Admin > Qualifications > License. Select the checkbox beside the License entry(s) you want to delete and the click the “Delete” button.

A License entry represents a license possessed by one or more employees across the organisation. From this screen you can add, edit and delete License entries.

Education

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An education entry represents an educational qualification possessed by one or more employees across the organisation. From this screen you can add, edit and delete Education entries.

Creating Education entries

To create an education entry, navigate to Admin > Qualifications > Education, Click on “Add” and fill in the necessary fields using the information below

Education Name: This is the unique name for the education entry
Description: A brief description of the education entry
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Education entries

To edit an education entry, navigate to Admin > Qualifications > Education. Click on an education entry and change the information as required (See Creating Education units). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Education entries

To delete an education entry, navigate to Admin > Qualifications > Education. Select the checkbox beside the Education entry(s) you want to delete and the click the “Delete” button.

Skills

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Skills are abilities that one or more employees possess across the organisation, it could be a soft skill like conflict resolution or a technical skill like IT skills. From this screen you can add, edit and delete Skills.

Creating Skills

To create a Skill, navigate to Admin > Qualifications > Skills, Click on “Add” and fill in the necessary fields using the information below

Skill Name: This is the unique name for the Skill
Description: A brief description of the Skill
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Skills

To edit a Skill, navigate to Admin > Qualifications > Skill. Click on a Skill and change the information as required (See Creating Skill units). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Skills

To delete a Skill, navigate to Admin > Qualifications > Skill. Select the checkbox beside the Skill(s) you want to delete and the click the “Delete” button.

Work Shifts

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This section allows the management of Work Shifts available in the organisation. From this screen you can add, edit and delete Work Shifts

Creating Work Shifts

To create a Work Shift, navigate to Admin > Job > Work Shifts, Click on “Add” and fill in the necessary fields using the information below

Workshift Name: This is the unique name of the Work Shift
Start Time: This is the start time for the workshift
End Time: This is the end time for the workshift
Lunch Duration: This is the lunch time applicable to this workshift expressed in minutes
Workshift Type: Select “Work Day” to specify that this workshift represents period at work else select “Non Work Day” to specify that this workshift represents period away from work
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Work Shifts

To edit a Work Shift, navigate to Admin > Job > Work Shifts. Click on a Work Shift and change the information as required (See Creating Work Shift). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Work Shifts

To delete a Work Shift, navigate to Admin > Job > Work Shifts. Select the checkbox beside the Work Shift(s) you want to delete and the click the “Delete” button.

Personal Details

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Navigate to this screen by clicking Personal Details on the side navigation panel

Employee ID: This is the unique employee ID which can be used to identify the employee across the organisation. Note: The system automatically generates a new employee ID based on the last ID found on the system. However, where multiple employee ID series exist, the system may not pick the correct series. Enter an employee ID in the correct series and attempt to save, if the ID is taken, the system will show the next available ID in the series
Title: This is the professional or social title for the employee i.e. Mr, Mrs, Dr etc
First Name: This is the employee’s first name
Middle Name: This is the employee’s middle name
Last Name: This is the employee’s last name
D.O.B: This is the employee’s date of birth
Marital Status: This is the employee’s marital status
Nationality: This is the employee’s nationality
Sex: This is the employee’s gender
Employee photo: Select a photograph for the employee by following the steps below
- Click Browse
- Select the right photo using the file system
- Click Upload
Hired Date: This is the date on which the employee was hired
Confirmation Date: This is the date on which the employee’s employment was confirmed (or due to be confirmed)
Save Button: Click to save the employee information

Appendix D

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PIM Report sources

This is the source from which data will be extracted. Below is a description of each available source

Personal Details

This provides source of data for employee personal details and below are the available fields

First Name

Employee ID

Middle Name

Last Name

Full Name

Marital Status

DOB

Sex

Nationality

Hired Date

Termination Date

Termination Reason

Family Members

This provides source data for employee family members and below are the available fields

Family Member Name

Relationship

Family Member DOB

Employee Memberships

This provides source data for employee memberships and below are the available fields

Membership

Subscription Paid By

Subscription Amount

Membership Currency

Membership Commencement Date

Membership Renewal Date

Passports & VISAs

This provides source data for employee’s passport and VISA information and below are the available fields

Document Type

Document Number

Document Issued Date

Document Expiry Date

Document Eligible Status

Document Country of Issue

Document Eligible Review Date

Document Comments

Appendix C

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External Job Application Module

This module allows job applicants external to the company apply for positions within the company. The module is synchronised with the main system using the “Jobsite Sync” functionality (See Jobsite Sync).

Registration & Login

Registration

An applicant must register before getting access to the module. Follow the steps below to register on the site

Navigate to the job site
Click “Register as new user link”
On the ensuing screen, fill in the relevant information using the field descriptions below
- Username: This is the unique username for the applicant
- Email: This is the applicant’s email address. Note: The applicant must have access to this email address as they will be required to verify their email address otherwise password recovery will not be possible.
- Password: This is the password with which access will be gained to the site. Note: Passwords must be at least 6 characters, must have at least one non letter or digit character, must have at least one digit ('0'-'9' and must have at least one uppercase ('A'-'Z').
- Confirm Password: Re-Enter your password
- Fill in the personal details as required. Note: The information entered here will be used to automatically fill in relevant fields in an application form so please fill in as much information as possible.
Click the “Register” button to complete the process.

Login

Enter the username and password provided during the registration process to login to the system.

Confirming your registration

Once registration is complete, a confirmation email will be sent to the email provided. Click on the link provided in the email to complete the registration process.

Retrieving your password

If you forget your password, click on the “Forgot my password?” link and follow the instructions. If successful, an email will be sent with instructions on how to reset your password.

Applying for a vacancy

Once logged in, you will be able to view your job application history and any updates therein. Use the search functionality to filter the job applications as required.

To apply for a vacancy, navigate to Recruitment > My Applications. Click on “View Vacancies, select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)

Click on “View Vacancies” button
Select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)
Read the information about the vacancy
Click on “Apply for Vacancy” and fill in the application form
Close Button: Use Close buttons to cancel the process and return to the previous screen

Appendix B

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Subscription Levels

Bizsoft HRM uses a subscription based model and depending on your subscription level, some modules described in this manual may or may not be available.

Payroll and Attendance

This subscription is geared towards companies who want to track their staff attendance with the ability to know who has resumed for work and who hasn’t at any point in time.

Admin
PIM
Dashboard
Time
People
My Info

Professional

This subscription is geared towards small and medium sized companies who not only want to computerise their employee records but also want painless employee leave and time management.

Basic Subscription Modules
Leave
Timesheet
Assets
Org Chart

Enterprise

This subscription is geared towards small and medium sized companies who need all their human resource management tools in one easy to use location as opposed to scattered across many systems.

Professional Subscription Modules
Recruitment
Performance
News & Docs
Training

Custom

This subscription gives the greatest flexibility to companies who want great control over their subscription modules. Companies can pick the exact modules they are interested in meaning they only pay for what they actually want.

PIM – Personnel information and Payroll
Admin – System settings and user access control
Dashboard – Notifications and alerts
My Info – employee information
Any combination of modules as required

Appendix A

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Admin Role Permissions

Screen Name	Module	Section	View Permission	Add Permission	Edit Permission	Delete Permission
Computer Software	Admin	N/A	Yes	Yes	Yes	Yes
Manage News	Admin	N/A	Yes	Yes	Yes	Yes
Nationalities	Admin	N/A	Yes	Yes	Yes	Yes
Audit Trail	Admin	Audit Trail	Yes	Yes	Yes	Yes
Background Processes	Admin	Configuration	Yes	Yes	Yes	Yes
Backup and Restore	Admin	Configuration	Yes	Yes	Yes	Yes
Email Configurations	Admin	Configuration	Yes	Yes	Yes	Yes
Subscriptions	Admin	Configuration	Yes	Yes	Yes	Yes
Themes	Admin	Configuration	Yes	Yes	Yes	Yes
Updates	Admin	Configuration	Yes	Yes	Yes	Yes

My Assigned Assets

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My Assigned Assets

This screen shows the asset assigned to the currently logged in employee. From this screen you can view assigned Assets

View Assets

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This screen allows the management of Assets owned by the organisation. From this screen you can add, edit and delete Assets

Creating Assets

To create an Asset, navigate to Assets > View Assets, Click on “Add” and fill in the necessary fields using the information below

Asset ID: The identification number assigned to the Asset
Serial Number: This is the asset’s serial number
Assigned To: This is the employee to which the asset is assigned if applicable. Enter the employee’s full name or part of the name and then click the “Search” link. If more than one match is found then select the appropriate employee from the list.
Assigned Date: This is the date on which the asset was assigned. Note: This field is required only if the asset is assigned
Location: This is the asset’s current location. Select the appropriate entry from the list
Description: This is a brief description of the asset
Brand: Select the relevant asset brand from the list
Category: Select the relevant asset category from the list
Model: Enter the asset’s model name
Vendor: Select the relevant asset vendor from the list
Purchase Date: This is the date on which the asset was purchased
Warranty Start: This is the start date for the asset’s warranty if applicable
Warranty End: This is the end date for the asset’s warranty if applicable
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Return Asset Button: Click this button to when the asset is return to mark it as unassigned
Adding Asset Image: To attach an image for the asset use the information below
- Asset Image: This is the location of the asset image
- Browse Button: Click this button to select an image using the file system
- Upload Button: Click this button to upload the file to the server
Adding attachments: To attach a document such as receipt or warranty papers
- Attachment: This is the location of the attachment
- Browse Button: Click this button to select an attachment using the file system
- Upload Button: Click this button to upload the file to the server

Editing Assets

To edit an Asset, navigate to Assets > View Assets. Click on an Asset and change the information as required (See Creating Asset). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Assets

To delete an Asset, navigate to Assets > View Assets. Select the checkbox beside the Asset(s) you want to delete and the click the “Delete” button.

Importing assets

To import multiple assets, navigate to Assets > View Assets, click the import button and follow the upload steps..

Brands

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This screen allows the management of Brands for assets owned by the organisation. From this screen you can add, edit and delete Brands

Creating Brands

To create a Brand, navigate to Assets > Brands, Click on “Add” and fill in the necessary fields using the information below

ID: The identification number assigned to the Brand
Name: The Unique name for the Brand
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Brands

To edit a Brand, navigate to Assets > Brands. Click on a Brand change the information as required (See Creating Brand). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Brands

To delete a Brand, navigate to Assets > Brands. Select the checkbox beside the Brand(s) you want to delete and the click the “Delete” button.

Vendors

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This screen allows the management of Vendors for assets owned by the organisation. From this screen you can add, edit and delete Vendors

Creating Vendors

To create a Vendor, navigate to Assets > Vendors, Click on “Add” and fill in the necessary fields using the information below

ID: The identification number assigned to the vendor
Name: The Unique name for the vendor
Contact No: This is the contact number for the vendor representative(s)
Email: This the contact email for the vendor
Website: This is the website address for the vendor
Address: This is the contact address for the vendor
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Vendors

To edit a Vendor, navigate to Assets > Vendors. Click on a Vendor and change the information as required (See Creating Vendor). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Vendors

To delete a Vendor, navigate to Assets > Vendors. Select the checkbox beside the Vendor(s) you want to delete and the click the “Delete” button.

Org Chart

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This screen allows you to view the employee hierarchy and the departmental structure of the organisation.

Viewing Employee Structure

To view the employee structure, navigate to Org Chart, if “Departmental Structure” is currently shown then click the “View Employee Structure” and use the search functionality to locate the relevant employee. The following are the sections shown on this screen

Managers: This section lists all the managers for the relevant employee showing the Job title, department, telephone number and contact email for each manager. Clicking a manager’s name will show you their manager and subordinates.
Employee: This section shows the details of the relevant employee including Job title, department, telephone number and contact email
Subordinates: This section lists all the subordinates for the relevant employee showing the Job title, department, work telephone number and contact email for each manager. Clicking a subordinate’s name will show you their manager and subordinates.

Viewing Departmental Structure

To view the employee structure, navigate to Org Chart, if “Employee Structure” is currently shown then click the “View Departmental Structure” and use the search functionality to locate the relevant department. The following are the sections shown on this screen

Parent Departments: This section lists all the parent departments for the relevant department showing name and description for each department. Clicking a department’s name will show you their parent and child departments.
Department: This section shows the details of the relevant department including the name and description
Child Departments: This section lists all the Child departments for the relevant department showing name and description for each department. Clicking a department’s name will show you their parent and child departments.

People

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This is the corporate directory which lists all employees in the organisation including their job title, department, work telephone and contact email. You can use the search functionality to locate the required employee with ease.

You can optionally view the employee on Organisational Structure by clicking the “View in Employee Structure” link. This displays the organisational structure allowing you to view the employee’s manager and subordinates (See “Org Chart” for details)

Dashboard

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The dashboard provides quick access to items which require the logged in employee’s attention and it also contains notifications relevant to him / her. The dashboard also contains useful information about the health of the organisation. The following items will be visible depending on the employee’s access permissions

Staff at work: Shows total staff logged in for the current day
Staff on leave: Shows total employees on leave for the current day
Staff turnover: Shows the rate at which employees have left the organisation in the current year
Staff turnover in first year: This shows the proportion of total turnover attributable to leavers leaving in their first year
Total Employees: The total number of active employees in the organisation
Unconfirmed employees: The total number of active employees who don’t have a confirmation date on record
Average attendance rate: This is the total attendance days in the month expressed as a percentage of total contracted days in the month
Average punctuality rate: This is the total lateness recorded in the month expressed as a percentage of all attendance days recorded in the month
Staff Distribution: This shows staff employed per department expressed as a percentage of total employees
Leave Distribution: Shows the number of approved leaves per leave type
Lateness Distribution: Shows the number of lateness recorded in the period per department
Length of service: Shows company employees in bands depending on how long they have been employed by the organisation
Recent Employees: This shows employees who have been employed within the last 3 months
Imminent birthdays: This shows employees who have birthdays coming up within 2 weeks from current date
Quick Links: This contain links to screens which are commonly used on the system
Recent News: This shows news articles added within the last 7 days
Pending Leaves: This shows the leaves pending approval applied for by accessible employees. The employee must have access to the “Assign Leave” screen for this item to be visible
Pending Timesheet: This shows timesheets submitted by accessible employees requiring approval. The employee must have access to the “Employee Timesheets” screen for this item to be visible
Pending Trainings: This shows training course applications by accessible employees requiring approval. The employee must have access to the “Employee Training” screen for this item to be visible
Scheduled Interview: This shows scheduled interviews to which the currently logged in employee is an interviewer. The employee must have access to the “Job Applications” screen for this item to be visible
Passport / Visa Expirations: This shows passports and visas for accessible employees with 30 days or less left before expiration. The employee must have access to the “Passport and VISAs” screen for this item to be visible
Membership Expirations: This shows memberships for accessible employees with 30 days or less left before expiration. The employee must have access to the “Memberships” screen for this item to be visible
License Expirations: This shows Licenses for accessible employees with 30 days or less left before expiration. The employee must have access to the “Qualifications” screen for this item to be visible
Notifications: This shows all notifications for the currently logged in employee, you may choose to clear an individual notification or clear all notifications

Note: If the employee has “Manage Employee” permission, they may see items for employees which they do not directly manage.

My Info

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This screen provides PIM (See PIM) information about the currently logged in user. You will be able (depending on your permissions – See Appendix A) to make changes to your information by going to the relevant section.

Configuration

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This screen allows the management of Entry & Exit task configuration settings. From this screen you will be able to turn individual system tasks on or off, you will also be able to set the deadline days for each system task. With respect to “Leave Monetisation” task, you will be able to set the “Monetisation basis” which will determine what salary component is used to calculate the amount due for used leave days for leaving employees.

System Task

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This type of task is automatically generated by the system (depending on the configuration settings – See configuration section). There are five system tasks in all as detailed below

Missing Info

This is a system generated onboarding task which tracks important parts of an employee’s information. The information tracked are address, bank details, department, employment status, job category, job title, location, mobile phone number, reporting lines, salary package, work email and work shift.

Onboarding Training

This onboarding task tracks onboarding training for which the new employee is registered. This task will be automatically marked as completed once all training has been completed by the new employee. Note: Any training for which the employee is registered with a starting date within one month of the new employee’s hired date will be classed as onboarding training.

Assets Held

This offboarding task tracks assets assigned to the exiting employee which are yet to be returned. This task will be automatically marked as completed once all assets held by the exiting employee has been returned.

Deductions

This offboarding task tracks deductions attributable to the exiting employee which are yet to be fully amortised (in the case of amortised deductions) or have an expiration date which is later than the exiting staff’s termination date (in the case of fixed deductions). Clicking on this task will show you details of each outstanding deduction and the monetary value of such deduction. Note: You can aggregate the total values of all the outstanding deduction and create a one-off deduction which will be taken out from the employee’s final salary after which all the other deductions can be marked as expired.

Leave Monetisation

This offboarding task tracks the unused days for leaves marked as “monetised” to which the exiting employee is entitled to (See adding leave types). The number of unused days is multiplied by the monetisation basis (See onboarding / offboarding configuration) to get the total amount payable to the employee because of the unused days

User Tasks

This type of tasks are created by an authorised user and assigned to an employee who will then be expected to complete the task.

Creating Entry & Exit User Tasks

To create an Entry & Exit User Task, navigate to Entry & Exit Mgt > Onboarding & Offboarding, Click on the relevant onboarding or offboarding task then Click on “Add” in the ensuing screen and fill in the necessary fields using the information below

Name: This is the unique name for the Entry & Exit User Task
Description: This is a brief description of the Entry & Exit User Task
Owner: This is the employee to whom this task will be assigned. Type part of an employee name and click on the search link button to search for the employee
Deadline: This is the date by which this task must be completed by the owner
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Entry & Exit User Tasks

To edit an Entry & Exit User Task, navigate to Entry & Exit Mgt > Entry & Exit User Tasks. Click on an Entry & Exit User Task, and change the information as required (See Creating Entry & Exit User Tasks). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Entry & Exit User Tasks

To delete an Entry & Exit User Task, navigate to Entry & Exit Mgt > Entry & Exit User Tasks. Select the checkbox beside the Entry & Exit User Task(s) you want to delete and the click the “Delete” button.

My Tasks

This screen allows a user to view the task which are currently assigned to him / her. From this screen, you will be able to mark a task as “Not started”, “In progress” or “Completed” depending on the status of the task.

Onboarding & Offboarding

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This screen allows the management of onboarding and offboarding (Entry & Exit) task for employees joining or leaving the organisation. From this screen you can view onboarding and offboarding tasks or delete them

Viewing Entry & Exit Tasks

To view an entry or exit task, navigate to Entry & Exit Mgt > Onboarding & Offboarding. Click on a task to view the task details. Click the “Close” button to when done to return to the previous screen.

Deleting Entry & Exit Tasks

To delete a task, navigate to Entry & Exit Mgt > Onboarding & Offboarding. Select the checkbox beside the task(s) you want to delete and the click the “Delete” button.

My Training Survey

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This screen allows an employee to complete a triggered training survey. Employee will be able to click on a survey name and complete the survey from this screen

Employee Training Survey

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This screen allows a user to view and manage training surveys which have been triggered for each employee. From this screen you will be able to View completed training surveys, manually trigger, edit or delete training surveys

Creating Employee Training Surveys

To create a Training Survey, navigate to Training > Training Evaluation > Employee Training Surveys. Click on “Add” and fill in the necessary fields using the information below

Training Survey: Type the name of the survey or part of the name then click the “Search” link
Deadline: This is the date by which the survey must be completed
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
View Survey Button: Click this button to view the completed survey form and its responses

Editing Employee Training Surveys

To edit a Employee Training Survey, navigate to Training > Training Evaluation > Employee Training Surveys. Click on an Employee Training Survey and change the information as required (See Creating Employee Training Surveys). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Employee Training Surveys

To delete a Employee Training Survey, navigate to Training > Training Evaluation > Employee Training Surveys. Select the checkbox beside the Employee Training Survey(s) you want to delete and the click the “Delete” button.

Training Survey Questions

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This screen allows the management of the training survey question pool. The questions in the pool will be available for addition to training survey forms. From this screen you can add, edit or delete a Question.

Creating Questions

To create a Question, navigate to Training > Training Evaluation > Training Survey Questions. Click on “Add” and fill in the necessary fields using the information below

Question Name: This is the unique Question name
Display Text: This is the question display text which will be shown to the applicant
Answer Type: Specifies the type of answer required for this question. Note: This field only applies to the “Textbox” field type
- Single Response: This will generate radio buttons which will allow the respondent select only one answer from the options list
- Multiple Response: This will generate check boxes which will allow the respondent select more than one answer from the list
- Open Ended: This generates a textbox in which the respondent can type anything they want.
Values: Specify the options to be provided to the applicant in the checkbox or radio button list. Separate each value with a semi-colon (;) i.e “Yes;No;N/A” will provide 3 options namely “Yes”, “No” and “N/A”
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Questions

To edit a Question, navigate to Training > Training Evaluation > Training Survey Questions, locate the relevant Question and then click its name. Click on a Question, and change the information as required (See Creating Questions). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Questions

To delete a Question, navigate to Training > Training Evaluation > Training Survey Questions. Select the checkbox beside the Question(s) you want to delete and the click the “Delete” button

Manage Training Surveys

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A Training Survey is a request for feedback from an employee who has been on a course. It could be immediate to debrief the employee or set at a future date to see how the employee has applied the lessons from the course. From this screen, you can add, edit or delete Training Surveys.

Creating Training Surveys

To create a Training Survey, navigate to Training > Training Evaluation > Manage Training Surveys. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Training Survey
Course: Type the name of the course or part of the name then click the “Search” link
Trigger Interval: Enter the number of days after which the system will create a survey for the relevant employee following course completion.
Deadline from Trigger: This is the number of days within which the employee must complete the survey after it is created
Header: Enter the desired heading for the survey form
Footer: Enter the desired footer for the survey form
Status: Select the status for the survey ie. Active
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Preview Survey Button: Click this button to preview the survey form and its questions

Editing Training Surveys

To edit a Training Survey, navigate to Training > Training Evaluation > Manage Training Surveys. Click on a Training Survey and change the information as required (See Creating Training Surveys). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Training Surveys

To delete a Training Survey, navigate to Training > Training Evaluation > Manage Training Surveys. Select the checkbox beside the Training Survey(s) you want to delete and the click the “Delete” button.

Adding Survey Questions

To add survey questions, Click on “Add” from the “Add Training Survey” Screen and fill in the necessary fields using the information below

Select the relevant questions
Add Question(s) Button: Click this button to add selected questions to survey
Close Button: Click this button to go back to the previous screen.

Removing Survey Questions

To remove question(s) from the survey, select the checkbox beside the question(s) you want to remove and the click the “Delete” button.

Changing Question Rank

Questions are shown on the survey form in the order in which they were added but you can use the “Update rank” dropdown to change the order. Select any position from the list and the system will move up all questions preceding that position one rank up

Note: By default questions on the survey form are not compulsory but you can make a question compulsory by using the “Required” drop down.

Training Calendar

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The Training Calendar screen is used to view the Training status for employees. The results can be filtered by location, by month, by year and by department.

Viewing a Training Calendar

Navigate to this screen by clicking Training > Training Calendar. Use the search fields to change filter settings and then click the search button

Training Status Explanation

Approved (E): Employee is enrolled for Training course

Pending (P): A training application pending approval

Taken (R): A rejected training application

Expired (T): A training course that has been marked as attended

Reports

This section contains various reports relating to employee training.

This section contains the following screens

Course Registration Report – This report show detailed information on available course sessions including Date, Session Name, Course Name, Trainer Name, Delivery Method, Trainee Name, Trainee Job Title, Trainee Department and Trainee Registration status.
Course Rating Report – This report shows information regarding the ratings given to the course by the trainees and shows the most common rating for each session and each course.
Trainee Rating Report – This report shows information regarding the ratings given to trainees by the trainer and shows the most common rating for each trainee

My Training

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This screen allows an employee to manage his / her training requirements. Employee will be able to browse course and packages, add them to his / her planner for later or enrol for courses. Note: This screen will only show sessions which are “Active”. If you have previously enrolled for a session which has now been made “InActive”, such registration will not be shown on this screen.

Viewing available courses

Navigate to Training > My Training, click on the “Courses” button, from the ensuing screen, click the checkbox next to each relevant course (Note: you can use the search function to filter courses). View details of a course by clicking its name and once relevant course have been selected, you can add them to your planner by clicking the “Add to Planner” button. You can also enrol for a course directly by clicking on the checkbox beside the course (multiple course selection is not supported) and clicking the “View available sessions” button.

Viewing available packages

Navigate to Training > My Training, click on the “Packages” button, from the ensuing screen, click the checkbox next to each relevant package (Note: you can use the search function to filter packages). Once relevant package(s) have been selected, you can add all course contained in them to your planner by clicking the “Add to Planner” button.

Deleting course

You may be able to delete a course for which you have enrolled by checking the checkbox beside the relevant course and clicking “Remove Course” button on the My Training screen so long as you were not enrolled for the course by someone else thus making it mandatory.

Planner

The planner contains courses which have been saved by clicking the “Add to planner” button. From this screen you will be able to view the details of listed courses and enrol for each relevant courses.

Removing Course from planner

You can drop a course from your planner at any time by checking the checkbox beside the relevant course and clicking “Drop Course” button.

Enrolling for a course

To enrol for a course, you must find a valid session for that course and you do this from the “Planner” screen or from the “Course” screen. From either of this screens, check the checkbox beside the relevant course and click the “View available sessions” button. From the ensuing screen, check the checkbox beside the relevant session and click the “Register” button to enrol for the course. Note: If the course requires approval, then your enrolment will be pending your manager’s approval.

Employee Training

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This screen allows a manager to approve pending training requests for his or her employees. By default this screen only shows pending training request but you can use the search functionality to show all request. You can view the course details before deciding to approve or reject by clicking on the course name, click on “Close” button when done.

Approving / Rejecting Training request

Navigate to Training > Employee Training. Check the box beside relevant training request and click the “Approve” button to approve the training request otherwise click reject. When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Sessions

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This screen allows the management of the training Sessions. Each Session requires a training Session which employees can enrol for. There can be multiple training Sessions for a Session to give flexibility to employees to choose the one that best suits them. From this screen, you can create, edit or delete Sessions.

Creating Sessions

To create a Session, navigate to Training > Sessions, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Session
Description: This is a brief description of the Session
Course: Specifies the course attached to this session. Enter the name of the course or part of the name and click the “Search” link to select from the list.
Trainer Type: Specifies whether the trainer is internal or external.
Trainer: Enter the name of the trainer in this field. If the trainer is internal, use the “search” link to search or validate the name.
Trainers: This is the list of trainers attached to this course
Start Date: Specifies the date on which te training session begins
Date / Expiry Date: Specifies the date on which the training session ends or the date till which the session is valid (Usually for online courses).
Start Time: The start time for the training session if applicable
End Time: The end time for the training session if applicable
Location: This is the physical location for the course if applicable
Add Trainer Button: Click this button to add the current trainer to the trainer list
Remove Trainer Button: Click this button to remove the currently selected trainer from the list
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Make Active/InActive: Click this button to make a Session Active or InActive
Archive: Click on this button to set the Session status to Archive

Editing Sessions

To edit a Session, navigate to Training > Sessions. Click on a Session, and change the information as required (See Creating Sessions). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Sessions

To delete a Session, navigate to Training > Sessions. Select the checkbox beside the Session(s) you want to delete and the click the “Delete” button.

Adding Trainees to a Session

To add Trainee(s) to a Session, from the Add Sessions screen, click on “Add Trainee” and select the relevant Trainee(s). Click on “Add Trainee(s)” button when done. Alternatively, you can click on the ‘Add All Trainees” button to add all the trainees that match the current search criteria.

Delete Trainees from a Session

To remove Trainee(s) from a Session, from the Add Sessions screen, select the checkbox beside the Trainee(s) you want to remove and the click the “Delete Trainee” button.

Marking a Trainee as Attended

When a trainee has attended a course, he / she needs to be marked as attended. To mark Trainee(s) as having attended a session, from the Add Sessions screen, select the checkbox beside the Trainee(s) you want to mark and the click the “Mark as Attended” button. Note: Trainees registered for a course with “Online” delivery method will automatically be marked as attended once they click on the course link. This functionality only applies to courses with “Online” as their delivery method

Importing sessions

To import multiple sessions, navigate to Training > Sessions, click the import button and follow the upload steps.

Rating a Trainee

Once a trainee has been marked as having attended a training session, a rating can be assigned by Clicking on the trainee’s name from the “Add Sessions” screen and entering the relevant information on the ensuing screen. Select the relevant rating and enter any relevant comment in the provided fields.

Courses

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This screen allows the management of the training courses. Training courses can be delivered in the classroom or online, internally or externally. From this screen, you can create, edit or delete Courses or load the LMS application (if configured).

Creating Courses

To create a Course, navigate to Training > Courses, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Course
Coordinator: Enter the full name for the employee responsible for coordinating the Course. Alternatively, you could enter part of the employee’s name and then click the “Search” link to search for matching employees.
Course Provider: This is the name for the external Course provider if applicable.
Course Cost: This is the cost of the training Course
Course Currency: This is the currency in which the cost of the Course is denominated
Course Duration: This specifies the Course duration
Duration Type: This is the unit in which the course duration is expressed i.e. Minutes, hours or days
Delivery Method: This specifies the method by which the Course will be taught. Select the relevant option from the list.
Description: This is a brief description of the Course
Approval Required: This specifies whether an employee can enrol for this Course without approval or will require approval of their manager. Select the relevant option from the list.
Status: Specifies the current status for the Course i.e. Active or InActive. Select the relevant option from the list
Course Link: This specifies a URL (Unique Resource Locator) which provides access to the Course. This is usually relevant to online Courses but can be used for all Courses to provided related online Course resources.
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Make Active/InActive: Click this button to make a Course Active or InActive
Archive: Click on this button to set the Course status to Archive

Editing Courses

To edit a Course, navigate to Training > Courses. Click on a Course, and change the information as required (See Creating Courses). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Courses

To delete a Course, navigate to Training > Courses. Select the checkbox beside the Course(s) you want to delete and the click the “Delete” button.

Refreshing LMS Courses

LMS courses are created and managed on your external learning management system (LMS). Normally the HRIS will automatically download changes made on the LMS at midnight daily. However, there may be instances where you want to see the changes sooner and, in such instances, click the “Refresh LMS Courses” button and the HRIS will update the necessary changes in the background while you can carry on with other things.

Managing LMS Courses

LMS courses cannot be managed directly on the HRIS but instead on the external LMS application. To load the LMS application preconfigured, click the “Manage LMS Courses” button. Note: The LMS will be opened in a separate tab so you will need to allow popups from the HRIS.

Importing courses

To import multiple courses, navigate to Training > Courses, click the import button and follow the upload steps.

Adding attachments

To attach a document, Click on “Add” and fill in the necessary fields using the information below

Attachment Description: This is the unique name for the attachment
Description: A brief description of the document
Attachment: This is the location of the attachment
Browse Button: Click this button to select an attachment using the file system
Upload Button: Click this button to upload the file to the server
Save Button: Click this button to save changes.

Cancel Button: Click this button to cancel

Packages

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Creating Packages

To create a Package, navigate to Training > Packages, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Package
Description: This is a brief description of the Package
Status: Specifies the current status for the package i.e. Active or InActive. Select the relevant option from the list
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.
Make Active/InActive: Click this button to make a package Active or InActive
Archive: Click on this button to set the package status to Archive

Editing Packages

Deleting Packages

To delete a Package, navigate to Training > Packages. Select the checkbox beside the Package(s) you want to delete and the click the “Delete” button.

Adding courses to a package

To add course(s) to a package, from the Add Packages screen, click on “Add” and select the relevant course(s). Click on “Add Course(s)” button when done.

Delete courses from a package

To remove course(s) from a package, from the Add Packages screen, select the checkbox beside the course(s) you want to remove and the click the “Delete” button.

Trainee Ratings

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This screen allows the management of the trainee ratings which are available for assigning to trainees once they complete their training course. From this screen, you can create, edit or delete Trainee Ratings.

Creating Trainee Ratings

To create a Trainee Rating, navigate to Training > Configuration > Trainee Ratings, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Trainee Rating
Description: This is a brief description of the Trainee Rating
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Trainee Ratings

To edit a Trainee Rating, navigate to Training > Configuration > Trainee Ratings. Click on a Trainee Rating, and change the information as required (See Creating Trainee Ratings). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Trainee Ratings

To delete a Trainee Rating, navigate to Training > Configuration > Trainee Ratings. Select the checkbox beside the Trainee Rating(s) you want to delete and the click the “Delete” button.

Course Delivery Methods

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This screen allows the management of the various delivery methods for courses such as classroom, online etc. This screen also lets the user select supported learning management system (LMS) software from the list and manage the employee roles for the LMS. From this screen, you can create, edit or delete course delivery methods, you can select support LMS from the list and you can create, edit or delete LMS roles

Selecting an LMS software

To select supported LMS software, navigate to Training > Configuration > Course Delivery Methods. Select your LMS from the list (If your LMS is not on the list, speak to your Bizsoft representative to see if support for your LMS can be added). Once the LMS is selected, you will need to fill in the LMS URL and LMS API Key fields and then click the “Update LMS Settings” button. Note, the LMS URL and LMS API key values can be obtained from your supported LMS provider.

Creating LMS Roles

To create an LMS role, navigate to Training > Configuration > Course Delivery Methods, Click on “Manage LMS Roles” and on the ensuing screen, click “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Course Delivery Method
Description: This is a brief description of the Course Delivery Method
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Deleting LMS Roles

To delete an LMS role, navigate to Training > Configuration > Course Delivery Methods. Click the “LMS Roles” button and on the ensuing screen, select the checkbox beside the LMS Role(s) you want to delete and the click the “Delete” button.

Creating Course Delivery Methods

To create a Course Delivery Method, navigate to Training > Configuration > Course Delivery Methods, Click on “Add” and fill in the necessary fields using the information below

Employee Name: This is the name of the employee. Type part of the employee name and click the search button to search through the employee list
Role Type: This is the relevant LMS role to assign to the employee
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Course Delivery Methods

To edit a Course Delivery Method, navigate to Training > Configuration > Course Delivery Methods. Click on a Course Delivery Method, and change the information as required (See Creating Course Delivery Methods). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Course Delivery Methods

To delete a Course Delivery Method, navigate to Training > Configuration > Course Delivery Methods. Select the checkbox beside the Course Delivery Method(s) you want to delete and the click the “Delete” button.

News

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This screen allows the viewing of organisational News and any associated attachments or links. Navigate to this screen by clicking News & Docs > News. A News article could be targeted at all employees or selected roles. An employee will only be able to view an article if he / she matches the targeted readership.

Viewing more information and document attachments

If the article contains an external link, then it will have a “more” link next to it, click on this link to view the external site.

Articles which contains an attachment will have a “View Attachments” link next to it. Click on the link and from the ensuing screen, click on the relevant attachment to view or save.

Documents

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This screen allows the viewing of organisational documents and any associated attachments. Navigate to this screen by clicking News & Docs > Documents. A document could be targeted at all employees or selected roles and / or job titles. An employee will only be able to view a document if he / she matches the targeted readership.

Viewing document attachment

Any document which contains an attachment will have a “View Attachments” link next to it. Click on the link and from the ensuing screen, click on the relevant attachment to view or save.

My Digital Applications

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This screen allows an employee to create and view his / her digital applications. From this screen an employee can add new Digital Applications and view existing ones.

Making a new application

To create a new Digital Application, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Click the “Start New Application” button and click on a digital form name and on the ensuing screen, fill in the necessary details and click the “Submit” button otherwise click the “Cancel” button

Withdrawing an application

If an employee no longer needs his / her application considered, they may withdraw the application before final approval or rejection is given. To reject an application, navigate to News & Docs > Digital Application Forms > My Digital Applications. Click on a digital application name and on the ensuing screen, click the “Withdraw” button

Sending reminders for an application

An applicant can send reminders to an application’s approver if the approval is not given within a reasonable timeframe. To send a reminder, navigate to News & Docs > Digital Application Forms > My Digital Applications. Click on a digital application name and on the ensuing screen, click the “Send Reminder” button

Exporting Digital Applications

An applicant may want to print or otherwise save a copy of their application, to export a Digital Application, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Select the checkbox beside the Digital Application(s) you want to export and then click the “Export” button.

Manage Digital Applicatons

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This screen allows the management of Digital Applications and the viewing of associated attachments. From this screen you can add, edit, delete, approve and reject Digital Applications

Creating new Digital Applications

To create a Digital Application on behalf of an applicant, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Click the “Add” button and click on a digital form name and on the ensuing screen, select the name of the applicant and then click “Begin Application” button and on the application form fill in the necessary details and click the “Submit” button otherwise click the “Cancel” button. If you want to complete the application later, click the “Save” button to save the application.

Editing a saved application

To edit a previously saved application, navigate to News & Docs > Digital Application Forms > Manage Digital Applications or News & Docs > Digital Application Forms > My Digital Applications. Locate the relevant application and click the name, from the ensuing screen, continue with the application. When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Adjusting Digital Applications

In some instances, it may be necessary to adjust some number values (usually for payment forms) before giving approval.

Add Digital Application Adjustment

To add a Digital Application adjustment, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Click on an application name and on the ensuing screen, scroll towards the bottom to the “Adjustment List” section. Click “Add” and fill the following information

Description: Enter the reason for the adjustment
Type: Select Increase to increase the adjusted value, otherwise select Decrease
Field: Select the field to be adjusted from the list. Note: Only number fields are shown
Current Value: This shows the current value for the selected field
Adjustment: Enter the adjustment value (Note the adjustment figure is absolute, negative figures are taken as positive)
Click the Save button to save changes, otherwise click the Cancel button

Deleting a Digital Application Adjustment

To delete a digital application adjustment, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Select the checkbox beside the Digital Application Adjustment(s) you want to delete and the click the “Delete” button.

Approving / Rejecting Digital Applications

To approve or reject a Digital Application, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Click on an application name and on the ensuing screen, read through the application and click the “Approve” button to approve the application otherwise, click the “Reject”

Deleting Digital Applications

To delete a Digital Application, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Select the checkbox beside the Digital Application(s) you want to delete and the click the “Delete” button.

Exporting Digital Applications

Applications can be printed as displayed on screen for record purposes. To export a Digital Application, navigate to News & Docs > Digital Application Forms > Manage Digital Applications. Select the checkbox beside the Digital Application(s) you want to export, select the export format and then click the “Export” button.

Digital Application Forms

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This screen allows the management Digital Application Forms. From this screen, you will be able to create, edit and delete Digital Application Forms.

Creating Digital Application Forms

To create a Digital Application Form, navigate to News & Docs > Digital Applications > Digital Application Forms. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique Digital Application Form name
Description: This is a brief description of the form
Type: Select the application type
- Loan: Use this for forms used for loan applications. When applications made using this form are approved, it automatically creates a loan entry
- Expense Reclaim: Use this for forms used for expense reclaim applications. When applications made using this form are approved, it automatically reimburses the expense to employee at the next paycycle
- Bill: Use this for submitting bills for payment with salary, the bill will be subject to tax
- Salary Item Payment: Use this for payment of a salary item which needs to be paid along with salary but needs approval such as leave allowance
- Other: Use this for any other form
Loan Amount Restriction Type: This option is visible when the "Loan" type is selected and it determines how the maximum loan obtainable through the form is determined
- Fixed Amount: Selecting this means the maximum loan is based on the value in the Maximum Loan Amount Restriction field
- Percentage of Salary Component: With this selection, the maximum loan is based on the value in the Maximum Loan Amount Restriction field as a percentage of the selected salary component selected in the "Base Salary Component" drop down
Base Salary / Salary Component: This option is only visible when
- “Loan Amount Restriction Type” is set to "Percentage of Salary Component". Select the relevant salary item from the list.
- “Salary Item Payment” is selected as the form type. Select the relevant salary item from the list.
Prevent Duplicate Application: This option is only visible when “Salary Item Payment” is selected as the form type. Set this option to “Yes” to prevent an applicant for making an application using this application form more than once in a tax year otherwise set this option to “No”
Include in payroll: This only applies to “Loan”, “Bill”, “Salary Item Payment” and “Expense Reclaim” types and it determines whether the application total is handled through the payroll
Restrict Applicants: Select this application to “Yes” to restrict the applicants who can use this application form
Restrict By: Select the appropriate restriction group.
- Job Categories: Select this option to restrict by job categories, then tick the relevant job categories from the list of tick boxes
- Job Titles: Select this option to restrict by job titles, then tick the relevant job titles from the list of tick boxes
- Custom Field: Select this option to restrict by dropdown type custom fields. Select the relevant custom field and then select an option from the custom options dropdown
- Salary Component: Select this option to restrict by a salary component. Select the relevant salary component to restrict by, then select an operation i.e. “Greater Than”, “Greater than or equal to” etc. Finally select the criteria (number) for the restriction.

My Tracker

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This screen allows an employee to view comments for his / her performance. From this screen, you will be able to view comments on own Trackers.

Viewing Tracker Comments

To view Tracker comments, navigate to Performance > My Trackers. Click on the relevant tracker’s name to view the comments associated with it.

Reports

This module contains reports which help you easily and quickly get appraisal information as required.

This section contains the following screens

Employee Objectives Report – Use this report to view a summary of employee objectives. This report shows the goal, KPI, deadline etc. and can be useful for viewing objectives at a glance
Employee Objectives Progress Report – Use this report to view a summary of employee objectives and comments. This report shows the goal, KPI, deadline, employee comments etc. and can be useful for periodic evaluation of employee goals
Employee Appraisal Summary Report – Use this report to view a summary of employee appraisals. The report shows relevant appraisal name, employee, start, end, deadline, final ratings and status. This report is useful for seeing appraisal results for relevant employees at a glance.
Appraisal History Report – This report compares the yearly performance of each employee, department, location or job title for the selected period
Performance Grouping Report – This report groups relevant employees so that it is easy for management to see how the employees stack up
- Top 20^th Percentile: These employees are the best performing employees based on the performance distribution of all relevant employees
- Average: These employees performed like most other employees based on the performance distribution of all relevant employees
- Bottom 10^th Percentile: These employees are the worst performing employees based on the performance distribution of all relevant employees

Employee Trackers

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This screen allows an employee to enter comments for employee trackers that has been assigned to him / her. From this screen, you will be able to comment on employee trackers assigned to you.

Commenting on Employee Trackers

To comment on an Employee Tracker, navigate to Performance > Employee Trackers. Locate the relevant employee and click the name, from the ensuing screen click on the relevant tracker’s name and fill in the necessary fields using the information below

Comment Type: Specify whether the comment is positive, negative or neutral. Select the relevant option from the list.
Comment: Enter detailed comments in this field.
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Manage Trackers

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This screen allows the management of performance appraisal trackers for employees. Trackers provide a means of obtaining comments from other employees (anonymously received) about the employee being evaluated, it helps provide what is known as a 360 degrees review when combined with the performance appraisal (See Performance Appraisals). From this screen, you will be able to create, edit and delete trackers.

Creating Trackers

To create a Tracker, navigate to Performance > Manage Trackers. Locate the relevant employee and click the name, from the ensuing screen click on “Add” and fill in the necessary fields using the information below

Tracker Name: This is the unique Tracker name
Description: This contains the question that will be shown to the employee providing comments for the Tracker.
Reviewer: Enter the full name of a tracker reviewer and then click the “Add Reviewer” button. Alternatively, you can enter part of the reviewer’s name and then click the “Search” link, select the appropriate reviewer from the list and then click the “Add Reviewer” button
Reviewers: This list contains the reviewers for the current tracker
Deadline: This is the date by which the tracker response must be received
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Trackers

To edit a Tracker, navigate to Performance > Manage Trackers. Click the relevant employee, locate the relevant Tracker. Click on the Tracker and change the information as required (See Creating Trackers). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Trackers

To delete a Tracker, navigate to Performance > Manage Trackers. Click the relevant employee, select the checkbox beside the Tracker(s) you want to delete and then click the “Delete” button.

Tracker Report

The Tracker report allows the viewing and printing of employee tracker information in various formats. The tracker report shows the date, tracker description, comment and comment type. Access the report by navigating to Performance > Manage Trackers. Click the relevant employee and locate the relevant Tracker. Click on the Tracker and from the ensuing screen, click the “View Tracker Report” button

My Appraisals

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This screen allows the management of performance appraisals for employees. From this screen, you will be able to create, edit and delete performance appraisals and objectives.

Own Appraisal

Employees can set/create their own objectives and complete self-appraisals directly within the platform, promoting autonomy and simplifying the performance review process.

Entering comments for Performance Appraisals

Load the Performance Appraisal Form for the currently logged in employee by navigating to Performance > Appraisals > My Appraisals. Locate the relevant Appraisal and then click its name, if the status of the appraisal, requires comments from the employee, then you will be able to enter comments. Below is an explanation of the fields which can be found on this screen.

Completion Date: This is the date on which the objective was completed by the employee
Employee Comments: This field should be used by the employee to enter comments related to the relevant objective
Employee Final Comments: This field should be used by the employee to enter final comments related to the current appraisal
Save Button: Click this button to save a draft copy of the form. Note: The form must be saved before any other action can be taken on it.
Submit /Agree: This button’s function varies depending on the current performance appraisal stage. In each case, clicking this button will perform the action shown on the button

Exporting Performance Appraisals

You can export the Performance Appraisals in view to Adobe PDF. To do this, from the My Appraisal screen, click the “Export” button.

Objectives

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This screen allows the management of performance appraisal objectives. From this screen, you will be able to create, edit and delete Objectives.

Creating Objectives

To create an Objective, navigate to Performance > Appraisals > Employee Appraisals. Locate the relevant employee and click the name, from the ensuing screen click on an appraisal and click on the “Objective” button. From the ensuing screen, click on “Add” and fill in the necessary fields using the information below

Name: This is the unique Objective name
Goals: This is the details of the goals of this objective
Effective Date: This is the date by which the objective takes effect. The objective will only show up on an appraisal with a review period which covers the effective date.
Deadline: This is the deadline for completion of this objective
Objective Type: This determines the way the objective is appraised
- Scorecard: Select this type for a quantitative objective which can be measured objectively
- Evaluation: Select this type if the objective is of a subjective nature
- Developmental Needs: Select this type to obtain comments from the appraisee such as developmental needs. This objective will not be rated.
Target: This is the target score for a “Scorecard” objective
Target Type: This affects how the objective score is calculated
- Percentage: Use this for objectives with scores measure in percentages
- Number: Use this for objectives where scores are measured in absolute terms
Grading Type: This determines how the “Scorecard” objective is graded
- Higher is better: Select this where a higher score for the objective is desired
- Lower is better: Select this where a lower score for the objective is desired
Individual Weight: Enter the objective’s weight in this field. If the weight is set to 0 then the system will use the weight attached to the KPI group linked to the objective.
KPI Group: This is the group from which a KPI will be selected
KPI: This is the KPI to which this objective is attached
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing Objectives

To edit an Objective, navigate to Performance > Appraisals > Employee Appraisals. Locate the relevant employee and click the name, from the ensuing screen click on an appraisal and click on the “Objective” button. From the ensuing screen, click on an Objective and change the information as required (See Creating Objectives). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Objectives

To delete an Objective, navigate to Performance > Appraisals > Employee Appraisals. Locate the relevant employee and click the name, from the ensuing screen click on an appraisal and click on the “Objective” button. From the ensuing screen, select the checkbox beside the Objective(s) you want to delete and then click the “Delete” button.

Entering comments for Performance Appraisals

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Load the Performance Appraisal Form by navigating to Performance > Appraisals > Employee Appraisals. Click the relevant employee, locate the relevant Appraisal and then click its name. From the ensuing screen, click the “View Appraisal Form” button. If the status of the appraisal, requires comments from the manager, then you will be able to enter comments and rate each objective depending on the current appraisal stage. Below is an explanation of the fields which can be found on this screen.

Objective Scorecard

Total Items measured: This is the total number of items being considered for a percentage type objective
Outcome: This is the actual outcome achieved by the employee in relation to the objective.

Example: If an objective requires the employee to have 1% returned sales, and the employee sold 100 items and 5 were returned, the Total items measured in this example is 100 and the outcome is 5

The system displays "Objective Name" as the header label for scorecard sections on the appraisal form and reports. This enhances consistency throughout the platform and provides employees with clearer context when navigating the performance appraisal form.

Scorecard Objective Scoring

Percentage-based objectives grant their full assigned weight once the target is achieved. Targets met receive complete credit, ensuring individual scores reflect true performance and aggregate scorecards remain fair and accurate.

Subjective Evaluation

Completion Date: This is the date on which the objective was completed by the employee
Employee Comments: This field should be used by the employee to enter comments related to the relevant objective
Manager Comments: This field should be used by the manager to enter comments related to the relevant objective
Employee Final Comments: This field should be used by the employee to enter final comments related to the current appraisal
Manager Final Comments: This field should be used by the manager to enter final comments related to the current appraisal
Objective Rating: This specifies the rating for the current objective, select the relevant rating from the list.
Add Evidence: This button (when available) allows the employee to attach evidence to support an objective comment
Delete Evidence: This button allows the employee to remove a previously attached evidence to support an objective comment
View Evidence: This button allows the manager to view supporting evidence provided by the employee
Save Button: Click this button to save a draft copy of the form. Note: The form must be saved before any other action can be taken on it.
Submit / Activate /Initiate / Complete Button: This button’s function varies depending on the current performance appraisal stage. In each case, clicking this button will perform the action shown on the button
Return to Employee Button: This button return the form to the employee without advancing to the next stage in the appraisal process. This button can only be clicked by the Manager and should be used for situations where the manager wants the employee to make changes to his / her comments.

Performance Appraisal Stages

Below is a description of the various stages in the Performance Appraisal process

Created: This is the first stage of the appraisal process and each appraisal is assigned this status immediately after it is created
Initiated: This is the second stage of the appraisal process and signifies that the manager is happy with the objectives.
Agreed: The is the next stage in the appraisal process and signifies that the employee is happy with his / her objectives
Active: The next stage once an appraisal is “Agreed” is the “Active” stage where the employee can begin to enter his / her comments for the appraisal
Pending Employee Comments: This stage signifies that appraisal comments can currently be entered by the employee
Pending Manager Comments: This stage signifies that appraisal comments can currently be entered by the manager
Pending Employee Final Comments: This stage signifies that the employee can now enter his / her final comments
Pending Manager Final Comments: This stage signifies that the manager can now enter his / her final comments and assign a rating to each objective
Complete: This is the final stage of the appraisal process and no further change can be made

Note: The system will automatically send out reminders 2 weeks before the appraisal due date, another reminder will be sent a day before due date after which the appraisal status will automatically be set to “Pending Manager Final Comments” if the deadline date passes without submission

KPI Group

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KPI Groups are used to group KPIs (See KPIs for more details KPIs) and more importantly, they are used to weight attached KPI for the ultimate purpose of grading the objective. From this screen, you can add, edit or delete KPI Groups.

Creating KPI Groups

To create a KPI Group, navigate to Performance > Configure > KPI Group. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the KPI Group
Weight: This is the weight for the group. Note: Final ratings for objectives are calculated using a weighted average where the rating assigned to each objective is multiplied by the weighted attached to its KPI’s KPI Group. Consequently, scoring a rating of 4 in an objective with a weight of 20 is less important than scoring 3 in an objective with a weight of 50.
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes

Editing KPI Groups

To edit a KPI Group, navigate to Performance > Configure > KPI Group. Click on a KPI Group and change the information as required (See Creating KPI Groups). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting KPI Groups

To delete a KPI Group, navigate to Performance > Configure > KPI Group. Select the checkbox beside the KPI Group(s) you want to delete and the click the “Delete” button.

General

Configure

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This section contains screens which allow the configuration of KPIs.

This section contains the following screens

KPI
KPI Group
General

KPI (Key Performance Indicator)

KPIs are Key Performance Indicators which are used to help objectively evaluate an employee’s performance. A KPI can be assigned to a performance objective to help group and grade the objective. From this screen, you can add, edit or delete KPIs.

Creating KPIs

To create a KPI, navigate to Performance > Configure > KPI. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the KPI
Suggested Objectives: This are the objectives which are shown by default when this KPI is selected from the performance review objectives screen
Objective Content Type: Select HTML to support rich formatting otherwise select Plain Text
Job Title: This is the job title for which this KPI is available (unless extended to all job titles). Select the relevant Job Title from the list.
Extend to All Job Titles: This specifies that this KPI is available for all Job Titles
Department: This is the department for which this KPI is available (unless extended to all departments). Select the relevant department from the list.
Extend to All departments: This specifies that this KPI is available for all departments
KPI Group: Specifies the KPI group (See KPI Group for more on KPI Groups) to which the KPI belongs. Select the relevant KPI Group from the list.
KPI Status: Specifies whether a KPI is available for use or not. Select “Active” to make the KPI usable otherwise select “InActive”
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

Editing KPIs

To edit a KPI, navigate to Performance > Configure > KPI. Click on a KPI and change the information as required (See Creating KPIs). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting KPIs

To delete a KPI, navigate to Performance > Configure > KPI. Select the checkbox beside the KPI(s) you want to delete and the click the “Delete” button.

Importing KPIs

KPI import functionality allows a user to import multiple KPIs at the same time using an Excel template as opposed to entering them one after the other. To automatically add objectives to appraisals based on selected KPI, navigate to Performance > Configure > KPI. Click the “Import” button and then read the upload steps.

Toggle KPI status

This functionality allows the user to select multiple KPIs at once and change their status from active to inactive or vice-versa. To toggle KPI status, navigate to Performance > Configure > KPI. Select the checkbox beside the KPI(s) you want to status for and the click the “Toggle Status” button. Each relevant KPI will be made inactive if previously active or made active if previously inactive.

Auto-creating Objectives

This functionality allows a user to automatically create appraisal objectives based on selected KPIs across multiple employees in one go thereby removing the need to do so one at a time from the objectives screen. To automatically add objectives to appraisals based on selected KPIs, follow the steps below

Navigate to Performance > Configure > KPI.
Click the “Create Objectives” and fill in the electronic form as follows
- Name: This is the name of the appraisal which will be created as part of the process or to which objectives will be added
- Period Start: This is the start date for the relevant appraisal
- Period End: This is the end date for the relevant period
- Deadline: This is the date by which the appraisal must be completed
- Objective Type: Select scorecard or Evaluation
  - Scorecard: This objective type requires the entry of a target and an outcome after which the system automatically grades the objective thereby removing all subjectivity. It is well suited for quantitative objectives
  - Evaluation: This objective type is better suited for qualitative objectives where performance is a matter of subjectivity. It allows the manager and the employee to grade each objective while providing a justification for their grading.
- Target Type: This is the target group across which the objectives will be created.
  - Select a target type and then select the target
- Click the “Create” button to complete the process
- Advanced Create: Click this button to ger more control over how each objective is created
- Otherwise click “Close” to cancel the process

Note: If the “Name” matches an existing appraisal for a relevant employee, the objectives will be added or updated based on the KPI, otherwise a new appraisal will be created for that employee

Enhanced KPI Objective Form with HTML support

This feature allows you to create visually appealing appraisal forms with formatted objective text such as bold headings, bulleted lists, and other styling elements.

Important: Always view the process result to ensure everything went as expected.

My Application

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This screen allows the currently logged in employee to view the progress of their job applications and also apply for vacancies.

Viewing application progress

To view the progress of job applications for the currently logged in employee, navigate to Recruitment > My Applications.

Applying for a new vacancy

To apply for a vacancy, navigate to Recruitment > My Applications. Click on “View Vacancies, select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)

Click on “View Vacancies” button
Select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)
Read the information about the vacancy
Click on “Apply for Vacancy” and fill in the application form
Close Button: Use Close buttons to cancel the process and return to the previous screen

Job Applications

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This screen allows the management of all job applications received both internally and externally. From here you can change the status of the application i.e. shortlist, schedule for interview etc. View the application form including attachments, you will also be able to print out a report showing the various applications grouped into relevant vacancies among other things

Creating Job Applications

To create a Job Application, navigate to Recruitment > Job Applications. Click on “Add” and fill in the necessary fields using the information below

Fill in the required fields
- Application Type: Select the application type from the list i.e. Internal or External
- Employee Name: If the application is internal, enter the employee’s full name in this field. Alternatively, you can enter part of the name and click the “Search” link to retrieve matching employee names.
Select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)
Read the information about the vacancy
Click on “Apply for Vacancy” and fill in the application form
Close Button: Use Close buttons to cancel the process and return to the previous screen

Updating Job Application Status

Once a job application is submitted, the status should be modified to reflect its progress in the recruitment process. To update a Job Application, navigate to Recruitment > Job Applications, locate the relevant Job Application and then click its name. Update the fields using the field descriptions below.

Current Status: This is the status to which the Job Application will be set once you click the save button. Select the relevant option from the list. The option available will differ depending on the current application status
- Shortlisted: This option is available form submitted applications, it should be used for applications which you want to progress to the next stage in the recruitment process.
- Interview Scheduled: Use this option to schedule an application for interview
- Interview Passed: Select this option once an applicant has attended an interview and passed it
- Interview Failed: Select this option once an applicant has attended an interview but failed it
- Job Offered: Select this option once you decide to offer the applicant the job
- Offer Accepted: Select this option once the job has been offered to the applicant and he / she has accepted the job offer
- Offer Declined: Select this option once the job has been offered to the applicant but he / she declined the job offer
- Hired: Select this option was the decision has been made to hire the applicant. Important: Once an application is marked as hired, an employee record will be created for the applicant using their personal information and the vacancy information. The record will still need to be updated with other relevant employee information. Where the applicant is internal then their job role will be automatically updated with the new role
- Rejected: Select this option to reject the application and end the recruitment process for that particular application.
Interview Stage: Select the relevant interview stage from the list
Interview Date: Enter the date for the interview
Interview Time: Enter the time for the interview
Interviewer: Enter the full name of the employee conducting the interview. Alternatively, enter part of the name and click the “Search link.
Add Interviewer Button: Use this button to add the employee name currently in the “Interviewer” field to the interviewers list. Note: To add multiple interviewers, enter each name and click the “Add Interviewer” button
Remove Interviewers: Click this button to remove the currently selected interviewer (on the interviewers list)
Interviewers: This is the list of interviewers
Comments: Any relevant comment
Save Button: Use this button to save the new Job Application status
Cancel Button: Use this button to cancel the process
View Application Form: Use this button to view the application form for this job application

Updating multiple Job Application Status

This functionality works the same way as above but instead of having to change the status one at a time, you can select all the relevant applications and then click the “Change Status” button. Follow the same steps as above on the ensuing screen. Note: You can only select applications with the same status otherwise you would get an error message.

Deleting Job Applications

To delete a Job Application, navigate to Recruitment > Vacancies > Job Application Pool. Select the checkbox beside the Job Application(s) you want to delete and the click the “Delete” button

Aptitude Test Answers

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This screen allows you to specify model answers to aptitude test questions, this allows the system to automatically determine if an applicant’s answer to a question is correct by matching it to the relevant model answer. From this screen, you can manage Matching Rules.

Managing Aptitude Test Answers

To manage aptitude test answers, navigate to Recruitment > Aptitude Test > Aptitude Test Answers, locate the relevant test and click on the test name. From the ensuing screen, select the appropriate answers which will be matched against the applicant’s answers. Click the “Submit” button once done otherwise click the “Close” button.

Note: The applicant answer must match the model answers recorded to be able to score a point for the relevant question. If a model answer does not exist for a question, then the applicant will be awarded a point for that question regardless of whether they selected the right answers or not.

Applicant Aptitude Test

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This screen allows a user to view and manage Aptitude Tests which have been scheduled for each applicant. From this screen you will be able to View completed Aptitude Tests, view test link, resend test link to applicant or delete Aptitude Tests

Deleting Employee Aptitude Tests

To delete a Employee Aptitude Test, navigate to Recruitment > Aptitude Tests > Employee Aptitude Tests. Select the checkbox beside the Employee Aptitude Test(s) you want to delete and the click the “Delete” button.

Exporting Aptitude Tests

From the “Applicant Aptitude Test” screen, you can download the aptitude test as a summary (export the information shown on screen) or as individual detailed reports on each test. Select “Details” or “Summary” as required from the report type dropdown, select the export format and then click the “Export” button. Note, you need to select the required tests before clicking the “Export” button if the report type selected is “Details”.

Resending Aptitude Test Link

Aptitude test can only be taken by using a link generated by the system. This is link is automatically sent to the relevant applicant when the test is scheduled but if for some reason you need to resend the link to the applicant then click on “Resend Test Link” for the relevant test.

View Aptitude Test Link

Aptitude test can only be taken by using a link generated by the system. The system sends this link to the applicant automatically if the applicant has an email address on file. However, it is possible that a user needs to send this link manually to the applicant and in such cases, the user should click on “View Test Link” for the relevant test to view and copy the test link

View Form

Click this link to directly view the application form completed by the applicant.

Help Discussions

Payroll Reports

Creating a PAYROLL report

Deleting Payroll Report

Running Payroll Report

Exporting Salary Schedule Report

Salary Components

Creating Salary Components

Change Password

Erp Payroll Journal Mapping

ERP Payroll Journal Mapping

Background Process/Task Clean-up

Payment Run

Payment run list

Create payment run

View payment run

Payment Run Transaction Charge

Notification Templates

Wallet

Create Wallet

Manage Wallet

Companies

Creating Companies

Deleting Companies

Roster Sequences

Creating Roster Sequences

Editing Roster Sequences

Deleting Roster Sequences

Employee Center

Employee Center

Importing Employee Survey Questions

My Employee Surveys

Completing an Employee Surveys

Manage Employee Surveys

Manage Employee Surveys

Creating Employee Surveys

Editing Employee Surveys

Deleting Employee Surveys

Managing Employee Survey Questions

Adding Employee Survey Questions

Editing Employee Survey Questions

Deleting Employee Survey Questions

Digital Application Reports

Creating a Digital Application report

Deleting Digital Application Report

Running Digital Application Report

Manage Workmate Appraisals

Export Workmate Appraisal

Clone Workmate Appraisal

Resend Workmate Appraisal Link

Leave Rules

Leave Rules

Creating Leave Rules

Editing Leave Rules

Deleting Leave Rules

Cloning Leave Rules

Import Workmate Appraisals

Importing Workmate Appraisals

Downloading Workmate Appraisals

My Workmate Appraisal

Viewing Workmate Appraisal Comments

Employee Workmate Appraisal

Completing an Employee Workmate Appraisals

Performance Reports

Employee Appraisals

Creating Appraisals

Editing Appraisals

Deleting Appraisals

Deleting Multiple Appraisals

Categories

Creating Categories

Editing Categories

Deleting Categories

Creating Categories

Editing Categories

Deleting Categories

Packages

Course Rating Report

Trainee Rating Report

Course Registration Report