Human Resources

You will be offered a list of all created users at the bottom in the Human Resources agenda. A person's detail will be displayed at the top after clicking on a specific user. It is necessary to state, for each employee, the beginning and (possibly) the end of employment. Click Add to add a new user. If you want to add more users at the same time, you can also perform a mass import.

Buttons and filters

After clicking the Human Resources agenda, the user is offered a tab with an overview of the employee. The agenda contains a list of all current and former employees.

A new employee record can be created using the +Add (1) button.

If the employee no longer performs work activity and it is not necessary to record his/her record in the Human Resources agenda, it is always recommended to set only the date in the End of employment field. If you decide to permanently Delete (2) the record, please note that you will delete all records associated with this account (attendance records, etc.). Once deleted, this action cannot be undone. You also have the option to permanently delete only specific employee records (profile photos, applications, attendance) using the Delete function by clicking the arrow next to the Delete sign.

After filling in the work email (tab 2 Contact), you have the option to Send email (3) to the employees.

Once you have completed the employee's work email, you can Send system access invitation (4) to them. They will be sent an email with a link to create their login details.

In the individual print reports, which are available after pressing the button Print (5), you can export the list of employees, the list of permissions, or QR codes used to identify the user.

After the specified End of employment period, the employee's record is hidden. If you wish to view the record again, just click the Show only currently employed (6).

In the Human Resources agenda, you can search by the relevant column of the employee record. Therefore, if you click in any row in the “Surname” column in the upper right corner, a search by surname is available in the Search field (7). This function is available for each column of the table and the filtering parameters can be combined.

EXAMPLE: You want to search for all employees from the Expeditions centre who have a main employment contract.

  • Click in any row in the Department column - type Expedition in the search box and press Enter
  • Then click in any row in the Employment Type column - type Main employment contract in the search box and press Enter

This will give you a list of employees from Expedition who work on the Main employment contract.

Departments and sub-departments

It is possible to create a new department with the Add button by clicking in the department field in the 1 Basic card. A sub-department will be created if you have already clicked on a created department in the list and pressed the Add button.

Each user can be assigned to one or more departments once the departments are created. It is possible to specify user permissions according to the departments.

TIP: You can also assign users to departments in bulk. Simply mark specific people in the user list with checkmarks. Then, in the details of any person on tab 1 Basic, click on the magnifying glass icon next to Departments and select which department (or multiple departments) to add all of the checked ones to. Save your changes.

How to add a tag to your users

A lot of settings in the system are tied to departments or tags. Users can be tagged directly in HR, either individually or by bulk editing.

  1. In the HR agenda, use the checkboxes in the list of users to select the users to whom you want to add a new tag.
  2. On the 1 Basic tab, click in the Tags field and type any word(s) without spaces. Press Enter and the tag will be created next to the Tags field.
  3. Save your changes.

Once a tag has been created for someone, it will appear in the menu for other users.

An arrow can be clicked in the Tags field to display all tags used in the system. Click on a specific tag to make a selection. You can then save the changes.

TIP: You can also assign users to departments in bulk. Simply mark specific people in the user list with checkmarks. Then, in the details of any person on tab 1 Basic, click on the magnifying glass icon next to Departments and select which department (or multiple departments) to add all of the checked ones to. Save your changes.

How to assign PINs, chips, or fingerprints

If you want to assign PINs, chips, or fingerprints on your computer or on Attendance clocks, go through the instructions here.

Proceed as follows if you use QR codes for user identification

  1. In the Human Resources agenda - 5 Attendance card - It is necessary to manually enter at least one number in the Attendance PIN, chip, QR code 1 field for each user which will be used for a QR code creation afterward. 
  2. Click on the Print button at the top after filling in this information and select the print report QR codes of employees for their generation.