HR Guide - Absences

You'll be setting up a HR Channel shortly and will require a Content Security Right for your staff to access this Channel.

Step:

Create a Content Security Right for users to be able to access the absence request forms, e.g. HR Content Security Right

In order to access the HR suite, you'll need to create a HR Channel and Responsive Skin with Prime Content area.

Steps:

Create a Skin, a simple, generic one will do. It must have a Prime Content Design Element on it, preferably set at 100% width.

Create a Channel of HR channel type, assign the above Skin and previously created Content Security Right. Select the 3 Hide options, Hidden, Hide From Site Search, Hide From Search Engines on the Channel.

Notes:

You do not need a separate Channel for Timesheets, Absences, Skills. All HR Elements will be displayed under the same Channel

You will need to create a main Absences topic lists with the following sub-topics: Sickness Questions. Within each of these, add questions required

It may look something like:

Default Topic Lists

• HR Absences
  • Sickness Questions
    
    • 1. Was your absence due to an injury at work?
    • 2. Was your absence related to work in any way?
    • 3. Did you visit a doctor regarding your absence?
    • 4. If yes, were you issued a medical certificate?
    • 5. If yes, have you attached a copy?

Note: You could also use the Topic Import to create this structure. All topics need to be unique, however you could assign multiple parents to each topic.

This is the place to configure your Absence component for your company

Steps:

Under Security, you should see HR Profiles. If you do not see this and have the correct system security, HR Administration, try logging out and back in and then refresh the left hand navigation (bottom left, there is a refresh icon)

Add a HR Profile

Name [Enter a name for this profile]

Introduction [This introductory text is displayed to staff on the main HR channel once staff have logged in]

HR Options [This allows you to display the components you wish to enable within the HR Suite. tick the Absence option.

Under the Absence panel, provide the following information:

Default Holiday Entitlement

[The default holiday entitlement sets the staffs holiday entitlement. Each staff may have different entitlement. This can be set at the contact's record, which will override this value].

Approval Administrators

[Select the Contacts that will be able to access all staff's absences. This does not need to include Line Managers as this is set on individiual's Contact record. Approval Administrators can approve/reject/cancel all absences in addition to the staff's Line Manager (e.g. HR Administrators). They will also receive all absence request emails notifications].

Sickness Absence Questions

Select the Topic that defines the Sickness Absence Questions. This means you can ask a number of questions when a user selects the Sickness request option. The questions must have yes/no answers.

Help Information [Displayed on the bottom right of the absence, provide guidance to your staff on how to use this component]

Note:

You only need one HR Profile to configure Timesheets, Absences and Skills

Once the HR Profile is created and configured, you'll need to tie this to the zone.

Steps:

Scroll down to the Profiles panel under Zones

Select the HR Profile created

For each Contact there is a HR Panel, update the following information for your staff

• Commenced Date
• Primary Line Manager
• Secondary Line Manager
• Holiday Entitlement

Commenced Date is displayed throughout the HR Components

The Primary and Secondary Line Managers receive notifications and can administer of Timesheets, Absence forms and Skills

Holiday Entitlement is used in the Absence component to override the default Entitlement set in the HR Profile

Display Side

Staff who have the assigned content security right should be able to access the HR channel created

e.g. www.yourwebsite.com/hr

You will then see a button which takes you to the Absence forms.

Steps to submit an absence request:

Select a Type of Absence:

• Holiday
• Sickness
• Parental Leave
• Training
• Other

Provide a reason in the text box below

Select the Start Date and End Date

[If an absence falls across non-working days such as a weekend, the user can add a second row with further dates, e.g.

Row 1: Thursday/Friday (week 1)

Row 2: Monday/Tuesday (week 2)

This will calculate 4 days absence, assuming weekends are non-working days]

Click Save. This will send an email notification to the Line Manager and Approval Administrator. The absence will be recorded in the Submitted tab as pending approval.

Display Side

Steps to approve/reject an absence:

The Line Manager and Approval Administrators will received an email notification of an absence request. This will contain a link to the Contact's record. Approve/Reject buttons are available to manage this absence.

Provide a reason for Approval/Rejection

Click the Approve or Reject button

An email notification will be sent to the user and the Submitted tab will be updated with the appropriate status

Control Side

Line managers and HR Administrators who have the correct System Security Right should also be able to access a contact record and see an additional HR tab which details the absences submitted and approved for each staff member.

They should also view the HR Absences component to manage the absences for the company.

Note: Only Approval Administrators will be able to cancel an absence.

Using the HR Absences Control-side component, you can easily search for and manage absences

You can filter absences by the following criteria:

• Year
• Contact
• Absence Type
• Start Date
• End Date
• Status

If you are an administrator, you can jump straight to the Absence request and Approve / Reject the request.

Absence results can be exported to a CSV file. Simply go to HR Absences, filter by your required criteria and click the Export button

This will provide the following information:

• Year
• Name
• Absence
• Description
• Start Date
• End Date
• Period
• Total
• Comments
• Status