Setting up a new Agenda

The basis of the HR system is Agenda. After the creation of a company account, agendas such as "Property records", "Accident book" and several others are automatically pre-created and each company can modify the agendas or create its own.

Setting up a new Agenda

You can manage the agendas in Menu User > Administration > Custom agendas. By clicking on the Add > Custom Agenda button you can add a new agenda named, for example, Property Records, or edit one of the existing ones. For each agenda you can select its name, icon, colour or location.

Agenda fields

Each custom agenda has some Fields that you manage in the "Agenda Fields" tab.

By default, a field has a single value (for example, the "Holder" of an asset can be a single Employee), but you can also add a field with multiple values (for example, the "Injury Witness" field in the Injury Log has the "Number of Values" option set to "Multiple Values").

You can check the "Field is part of the record description" option for the field. Then, when the record for this agenda is displayed elsewhere in the application (for example, in a list in a drop-down box), the values of the fields that have this option turned on will be displayed. For example, for the Injury Book, you enable this option for the Date and Injured Employee fields. Elsewhere in the application, records such as 2023-08-01 John Smith will appear in the list of injuries.

An Identifier is automatically created for each field in the template. For example, for a field named Training Date, it will look like {{record.datumtraining}}. You will use this identifier when you auto-populate documents.

Cards

Once you have created the fields for your new agenda, you can place them in the individual tabs that will be available in that agenda. By clicking on the tab, you can drag and drop the fields here to select their location in the web application.

When designing, you can also place fields in columns of two or three.

Agendas with a small number of fields can have all the fields in a single tab, while more complex agendas can have the fields divided into multiple tabs.

Notifications

You can add notifications to each agenda in the Notifications tab. For example, the Fleet agenda will benefit from a notification to let you know when the anniversary of the value in the "Last Technical Inspection Date" field is approaching.

Reports

For each agenda, you can upload your own Word documents as templates for print reports in the Reports tab. You can use Field Identifiers in these Word documents, for example, so {{record.datecollege}} and the system will then populate your Word document with the Giriton data for that record at the time of export. For more information, see the chapter on creating documents.

Calendars

You can create Calendars from each agenda, and you can do this in the Calendar Sources tab. For example, from the Medical Appointments agenda, you want to create a calendar called "Scheduled Appointments" that will display events from that agenda according to the value of the "Next Appointment Date" field. You can also export this calendar as a shared ical calendar.

Documents (and digital signing)

For each agenda, you can activate the "Show Documents tab" and "Enable digital signing of documents" functions in the Documents tab. In this case, you can attach documents (PDF, Word, Images, ...) to the records of the agenda (for example, the Accident Book) or digitally sign these documents.

Displaying agenda records in HR

Let's say you are using the Property Records, Medical Examinations and Accident Book agendas. Let's say you want to select a specific user and see their company assets, their medical appointments and their injuries in one place.

In the User menu - Manage - Custom Agendas menu, select the particular agency whose records you want to see in HR. On the Agenda Fields tab, select the Employee type field (for example, in Property Records, it will be the "Holder" field) and then on the Integration tab to the right, turn on the View Agenda Records option in HR. When you now open the HR agenda, you will also see the tabs "Property records", "Medical appointments" and "Accident book", where you will always see only the records for the currently selected user.

User permissions

For each agenda, you can manage the permissions of individual users to view or edit records in that agenda. For more information on managing permissions, see this chapter.