| Term | Definition | Example |
| Acknowledgement (Company Documents) | Acknowledgements are a special class of Action related to Company Documents where confirmation is required that it has been read. Acknowledgements can be assigned individually or to all members in a team or multiple teams by setting up Monitors. | Acknowledge that a specific user has read the “Health and Safety” document. |
| Actions | An Action is a task to be carried out in Appogee HR by the assigned User. An Action cannot be dismissed manually - it is dismissed automatically when the action has been completed. Actions can be found on the User Dashboard, or from the Alerts Panel. HR Managers can also see outstanding Actions from the HR Dashboard. | Completion of the “New Joiners” Checklist; |
| ADU | An Appogee Divisional Unit is a collection of Teams to allow for divisional separation of administration of Appogee HR. ADUs is an advanced feature designed for larger customers or where complete separation of 2 or more administrative groups is necessary. | e.g. a multinational company might have separate ADUs for USA division and a UK division with completely separate Categories for HR policies, procedures and Categories |
| Allowance | The allowance is the leave entitlement to be managed. It can be Annual (full amount given once per leave year), Accrued, or a combination of both. | Full time users are entitled to 20 days paid holday per annum. This is a fixed allowance. |
| Alternate Approver | Alternate Approvers can be added at any level of the approval flow. These will not get notified but can approve absence requests from their Dashboard under My Leave Approvals when they ask for them to be shown. | Emily Wilson is the alternate approver for the Marketing team. |
| Approval Flow | Each Team Profile defines approval flows for each request type (Leave, Sick or TOIL). Any Approval Flow can support multiple levels of approval with multiple approvers at each level. Each level can define how many approvers are required for a request to proceed to the next approval level. Each Approval level will have a Primary Approver designated to action the approval. | The Marketing team have 2 level approval for Annual Leave requests but only a single approval level for Sickness requests. |
| Backfill | Managers have an ability to create pre-approved absence requests on behalf of staff in their team(s). Such requests will normally be retrospective, especially when getting onboard with the service midway through a leave year, but they can also be used to book time off for future dates. | Bill has just been added to Appogee Leave half way through the year His manager adds these dates as backfill requests so he has a complete history for his leave against his annual allowance |
| Carry Over | Carry Over refers to any unused allowance from one leave year and how it should be handled in the following leave year. Each Work Profile configures the rules for whether it is allowed, a maximum value and a use within period. Carry Over Debt refers to how the system should handle a case where an employee has taken more leave than their entitlement in one leave year and whether this deducts from the following year’s allowance. | Bill has 20 days annual leave but only took 15 last year. The system allows carry over, so Bill has 20+5 days annual leave this year. |
| Category | An Employee Profile is subdivided into Categories which can be configured in Process Config. Sub Categories can also be created within a Category | Emergency Contacts Right to Work |
| Checklist Templates | A place to store Checklists so you can ensure all users are following the same process every time. | New Joiners Checklist Template |
| Checklists | A list of items to be performed, and checked off by a (single) specific User to manage a workflow process. Checklists can be created from Checklist Templates, or created from scratch. Only HR Managers can create Templates and assign Checklists. A Configuration setting on each Checklist determines if Managers can assign that Checklists. Checklists specify a due date, and provide reminders relative to that due day. | “New Joiners Checklist for <Bill Jones>” containing list of items to be completed by Bill’s manager |
| Company Documents | Files, Links or Notes that are shared at the company level. Can also be restricted to specific Teams. All Documents are assigned a Document Type. | Health and Safety Policy, Information Security Policy, Pension Plan Link to Intranet |
| Document Format | Any company document or record can exist in one of 4 supported formats - File, Internal Note and Google Drive or One Drive link. Attachment supports uploading of documents (up to 25Mb) which will be stored directly in Appogee HR. A link allows a url reference to a different document store to be used - eg One Drive or Google Drive. A notes allows plain text (up to 1Mb) to be entered directly into the Company Document. | Note Attachment Link Google Drive One Drive |
| Document Type | Company Documents are categorized by Document Type. Document Types can be configured by users with the Admin role from the “Configuration” pages of the application. Company Document Types enable you to set up different shaing permissions for groups of documents. | HR Policies, Employee Benefits |
| Dropdown values | Dropdown values are the items a user can select between when choosing allowed values for a field. | Profile Field for Country which is a dropdown can contain: "United Kingdom, Canada, Japan" |
| Email Templates | Most notification emails for absence requests can be customized by a user with the Admin role under Process Configuration, Email Templates. | Request Approval Email Template |
| Employee Profile | A Profile defines the data about an Employee. This includes all Profile Fields and Employee Records associated with that Employee. | |
| Employee Records | Files Links and Notes about a specific Employee which are organised by Category | “Bill Jones employment contract” file in the Employment Category “Scan of Bill Jones passport” in a Category that may be named Right to Work. |
| Employee Ribbon | The Employee Ribbon will show at the top of any employee focussed page, whether this is you as an employee or someone you manage from a Team Manager or HR perspective. The Employee Ribbon shows you an employee's Team and Job Title. | On first opening Appogee HR this will focus on the logged in user. |
| Employee Switcher | A component of the Employee Ribbon which allows the user to select a team, select an employee within that team or search for teams or employees. | Emily Wison is an HR Manager, she is able to use the switcher to view the profile of Bill Jones |
| Field | A Field is a data item related to an employee. Appogee HR allows for the customization of Fields from Process Config. Fields can be set as mandatory (required) items. Mandatory fields are not enforced on Employee Profile creation but are enforced on Employee Profile edit. | Salary in the Employment Category Address in the Personal Category |
| HR Process | Appogee HR is split into HR processes, which are displayed down the left hand side. Each process provides you further access to functionality in the sub-menu. | Personal, Employment, Performance, Learning & Assets |
| Work Profile | A Work Profile is a configuration which determines the Leave & Sickness allocation and Leave & Sickness settings for a user or groups of users. It defines the working and non-working hours for employees, whether their Leave is accrued or given annually and whether they are entitled to Carry Over and Leave Allowance. | Full time UK Part time UK US Contractors Mon - Weds Australia |
| Leave Types | Leave Types can be customized by a user with the Admin role under Process Config. A collection of defaults is available to be loaded if desired and/or custom values added. These are used when composing a request for absence. Each Leave type is set either to be Deducted (request an absence of this type will reduce the relevant allowance) or Non-Deducted in which case the duration of the absence will have no impact on the user’s allowance for the relevant leave year. | Maternity Leave Working From Home Jury Service |
| Leave Year | This is a 12 month period starting at the defined Leave Year Start Month. | NewCo’s leave year ran from April to March. |
| Length of Service | An Allowance entitlement based upon job start date. This can be prorated. When a Length of Service increment is set an additional tab appears on the Work Profile in which to define the changed entitlement. Multiple Length of Service increments can be specified | Each full time employee is entitled to 20 days, until they have completed 5 years service when they are entitled to 25 days. |
| Notifications | Notifications can be set up to run when data in a field is changed or relative to a date. Notifications are sent by email and recorded in the Employee Dashboard and Alerts Panel. | Emily Wilson has moved house and updated her Address. Gabriel Bernard is due a performance review. |
| Parent Team | The assignment of a Parent Teams determines the hierarchy of an Organization as presented in the Org chart. Changing the Parent Team will update the Org Chart. | “Marketing” is the Parent Team of “PR” |
| Primary Approver | The Primary Approver may or may not be the Primary Manager. They receive approval requests and notifications which relate to the Team(s) they are responsible for. There can be multiple Primary Approvers and they will all receive notifications. | Juliette Smith is the Primary approver for the Marketing team. |
| Primary Manager | The Primary Manager of a team is the person to whom all Team Members report. The Manager is normally not a Team Member of the same Team, but rather a Team Member of the Parent Team. Primary Managers receive any Actions or Notifications which relate to the Team(s) they are responsible for. There can be only one Primary Manager of a team. | Juliette Smith is the Marketing Director. She is configured in Appogee HR as both the Primary Manager of the “Marketing” team and a Team Member of the “Executive” team. |
| Public Holidays Profile | A list of dates which can be added to users' calendars and defined as non-working days. Public holiday profiles are assigned to a Work Profile. Default sets of Public Holidays are available for most countries and always published 2 years ahead. Custom holidays can also be maintained if desired. | France Holidays US Holidays England Holidays |
| Secondary Managers | Any other employee who is assigned access to the Team information. Secondary Managers do not receive any Actions or Notifications. Secondary Managers can see Actions assigned and if they have been given the Editor role on the Team Profile they will be able to complete Actions for the Team assigned to the Primary Manager. | An assistant manager who is able to deputise and so needs access or someone from another functional area where matrix management is in place. |
| Sickness Types | Sickness Types can be customized by a user with the Admin role under Process Configuration, Sickness Types. A collection of defaults is available to be loaded if desired and/or custom values added. These are used when composing a request for absence. | Cold/Influenza Dentist Appointment Food Poisoning |
| Team | A Team is a collection of Employees with the same approval flow. Each Team must have 1 Primary Manager, and can also have Secondary Managers. In most cases a Team will have a Parent Team used to form the Org Chart. | Teams could be Marketing, Finance, Facilities etc. The PR team might have a parent team of Marketing |
| Team Members | Team Members are all Active or Leaving Employees who are assigned to a Team. Users cannot be a member of more than one team. | Bill was in Support but he is transferring to Sales. Adding Bill as a member of Sales automatically removes him from Support. |
| TOIL | TOIL (Time off in Lieu) refers to compensation time claimed by employees (configured on their Team profile), for work done outside normal working time which results in an adjustment to their standard leave allowance. | Bill worked last Sunday to provide emergency cover. Bill has a team profile which allows him to claim so he submits a request for 1 day of TOIL which has the effect of allowing him 1 additional day of leave. |
| Virtual Team | A Team that doesn't really exist within the normal organisation structure, but the concept provides a way to group users from different teams, such as a cross departmental project, or a team that is spread out geographically. | The Social Committee have been put in to a Virtual Team. |
Additional Items related to user interface and navigation:
| Dashboard Panels | Depending on your user role you will see up to 3 Dashboard panels, My Actions, My Team and My Summary |
| My Actions Dashboard Panel | The top panel in the dashboard contains information about any actions outstanding. The actual content will depend on the user role and will show to HR users and Leave Managers. |
| My Team Dashboard Panel | The middle panel in the dashboard is specifically for Managers and contains information about (the currently selected) team. This will only show for users with the Manager or HR roles. Where more than one team is available to the user the Team Selector can be used to switch to a particular team. |
| My Summary Dashboard Panel | The bottom panel in the dashboard is for all users and contains information about the current user. This will always include information about paid time off and other absences. |
| Level 1 menu | The list of primary options for a user to select within arranged vertically on the left of the screen |
| Level 2 menu | A list of sub-menu options that many become available once a level 1 menu item has been selected. |
| User Roles | Appogee HR always supports 4 and sometimes 5 roles: Employee Manager HR Admin ADU Admin [When enabled]All users have the Employee role, and may additionally have one or more of the other roles. The roles determine access to data and access to administration functions within Appogee HR. |