In this article:
Step 5: Set up Approval Flows & Managers
Appogee HR is highly configurable, so you can make it fit with your business requirements and organization structure. Below are our top tips for getting your Appogee HR set up. They have been split into 5 key stages and can be done in any order, however it's a really good idea to get everything configured before you add your employees.
Step 1: Configuration
Please note, only users with the Admin role have access to the configuration settings of Appogee HR.
Categories & Fields Configuration
A Category is a section within an HR Process and Fields make up the data within the Category. Categories are grouped by the HR Processes supported in Appogee HR - Personal, Employment, Performance, Learning & Assets. Every employee has access to these categories by using the navigation bar down the left side of Appogee HR.
Go to Profiles > Admin & Config > Categories: Records & Fields.
Take a look through your current Employee Profile Categories & Fields to ensure you have the fields and security you require. It is important to do this as a first step, especially if you go on to add Employees and Field information using the CSV import as the CSV reflects your configuration.
Take a look at our support articles on Categories and Field Configuration and Employee Profiles for more information.
You may also find it useful to look at how to Re-organise your Profile structure.
Company Document Types
Company Documents are documents or files that are related to the company and can be shared by all employees, or at a team level. A Company Document can be a file, link or note that you wish to make available to multiple employees for acknowledgement.
Go to Company Docs > Config.
Company Documents can be categorised by Company Document Types for ease of access and navigation. We've set up some default Types - Company Policies, Office Documents, HR Documents & Employee Templates. Feel free to use these if they work for you, or alternatively create your own. You can add as many as you need and access is controlled within each Company Document Type. For more information, take a look at our support article on Company Documents.
Leave & Sickness Types
You can configure which types of Leave & Sickness employees request by setting up Leave & Sickness Types.
Go to Leave > Admin & Config > Leave Types.
We have a range of default Leave & Sickness Types, which you can import and use, or add your own Types. Leave & Sickness Types can be set up as deducted or non-deducted, so they can affect an employee's allowance or not. Have a look at the support article on Configuring Leave & Sickness Types.
Public Holidays
You can configure public holidays which will be marked as non-working days in the calendar.
Appogee HR has a number of Public Holidays set up as defaults. Select one for your country or create your own. You can find out how to do this by taking a look at Managing Public Holidays.
Step 2: Teams
Please note that only HR Managers & Admins have access to add and update Teams.
Setting up Teams
Go to Organization > Teams.
Setting up Teams is the next logical step in setting up Appogee HR. Team structure builds your Org Chart, as well as enables leave approval flows and general Team management. Every Employee must belong to a Team, however they can manage a Team and be part of a different Team themselves.
Take a look at Creating & Editing Teams, Configuring your Org Chart and Deleting users & teams for more information.
NOTE: if you're following these steps, it's likely you haven't added any employees yet. You will not be able to set up Managers or approval flows without adding users to the system. It is however important to do this later, see step 5 for more information.
Step 3: Work Profiles
Please note that only HR Managers & Admins have access to add and update Work Profiles.
Go to Leave > Admin & Config > Work Profiles.
The Work Profile defines the working hours and allowances for a group of Employees. Every Employee must belong to a Work Profile, you may only need one for your organisation or you may need multiple to cater for all eventualities.
Have a look at our guide on Work Profiles.
Step 4: Add Employees
Please note that Employees can be added by HR Managers & Admins only.
There are 4 possible ways to add Employees to Appogee HR. Manual Registration, CSV Import or by one of our integrations with Google Workspace (G Suite) or Office 365. All of these give you the option to get your Employees into Teams, assigned to Work Profiles and have optional access to Appogee HR and Appogee Leave. There is a separate CSV file which allows you to bulk update employee information - this can be done once you've set the system up.
Manual Registration
The manual registration allows you to add Employees using a simple form to add individuals to Divisions (if configured) Teams and Work Profiles. You can also set the Employees Job Title, and Start Date.
You can see more information on this here: Manual Employee Registration.
Google Workspace (G Suite) / Office 365 Import
If you are integrated with either Google Workspace or Office 365 you will have the option to import users from your domain straight into Appogee HR. The wizard will take you through selecting Employees, Assigning Teams, Setting Work Profiles and Configuring the Log in.
If you use Google Workspace or Office 365 and are not yet integrated, there is information on setting this up at the bottom of this page.
You can find further information on this here: Importing Employees from Google Workspace / Office 365.
CSV Import
To add your employees in bulk via CSV, go to Add Employee > CSV Import. There is further information on the CSV import in this guide: CSV Upload Guide
Step 5: Set up Approval Flows & Team Managers
Now that your employees have been added to the system, you can assign which of them are Approvers & Managers.
Approvals are set up within Approval Flows - you can create as many different Approval Flows as necessary, Approval Flows can be assigned to Teams or Employees.
To create your Approval Flows go to Leave > Admin & Config > Approval Flows.
Once you've set up your Approval Flows, you can assign these to your Teams or employees.
To do this, go to Organization > Teams.
Select a Team and then go to Leave, Approvals & Calendar > Approval Flows. Select the Approval Flow from the list and optionally click to override the Approval Flow for certain individuals.
Next, you'll need to assign Team Managers. These could be the same as your approvers, or you could select different Managers. From the Team page, go to the Managers tab and add the managers in.
Approval Flows could also be assigned per employee. To do this, go to Organization > Employees.
Select an Employee then go to the Approval Flows tab.
Override Team Approval Flows and set as required to a different one or create a new if needed. In this method, you can change the Approval route directly for just that person.
Additional Set Up Options
Integrations
Set up integrations with Google Workspace, Microsoft Office 365 & Xero Payroll using the below links.
Google Workspace Integration.
Office 365 Integration.
Checklists
Appogee HR has Checklist functionality to enable you to set up clear actions to take to complete key processes across your business. You can also use these to set up workflow automation for Joiners and Leavers Checklists.
If you would like to see more information on how Checklists work and how to configure these, please take a look at our Checklist Guide.
Reporting
Appogee HR has reporting for both Employee Profile information and Leave reporting. The HR Reports match your Employee Profile configuration, allowing you to report on exactly what you choose to keep in Appogee HR. The Leave Reports allow you to look into all types of absence across the Company, by Team or Individual. You can view these in a series of tables, charts or exports.
We have a guide for HR Reporting and an additional guide on Leave Reports. *
Notifications
Appogee HR Notifications allow you to stay in control of all dates your store within Employee Profiles, Employee Records or Company Documents. Set Notifications so you always know when the next Performance Review is, when a Record needs reviewing or when an Employee is reaching their employment anniversary.
This Notifications Guide will take you through how to configure date Notifications across Appogee HR.
Step 6: Time Configuration
Assign Roles in Time by going to Roles & Access > Project Management.
The Project Admin role will be assigned to the user who set up the account. Additional Project Admins and Project Managers can be added on the Roles & Access page. For a detailed overview of the Roles and what they mean, take a look at the following article: Time: Roles & Access.
Users with the Project Admin role will be able to create Customers, Projects & Tasks.
Go to Time > Config to set these up.
For more information about Projects, Customers & Tasks, take a look at the following article: Customers, Projects & Tasks.
If you'd like to track the Costings/Billings & Actuals of a Project, you may wish to set up Project Roles. This will determine how much your employees are billed for, and how much they cost and gives you an understanding of the total Project Actuals.
For more information and how to set up Project Roles, take a look at the following article: Project Roles