When you upgrade your account from our Appogee Leave tier to Appogee HR Essentials, you'll be given access to the following additional areas:
Some of these areas may not appear on your account initially - they are also switched off for all employees until you are ready to go live.
To add the HR elements to your own profile so you can set up the HR Essentials features, go to Roles & Access > Login & Access and tick the required areas in the Access column for your account.
- HR - this will give you Company Docs, Profiles & Checklists
- Clock in - this will give you access to the clock in & out feature for timesheets
- Location - this will give you access to the Location module for employee working location tracking
This article will take you through the key configuration options for the HR Essentials package.
Company Docs
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.
Company Documents are categorised into Company Document Types for ease of access and navigation. To set these up or configure the ones already here, go to Company Docs > Config.
Once your Company Document Types have been set up, you can upload your documents. When you upload a document into the system you can set up Acknowledgement Rules, which send requests to employees to confirm to you that they have read the document.
You can read more about Company Docs and Acknowledgements in the following articles: Company Docs and Company Document Acknowledgements.
Profile
Employee information is held within the Profile area. Within Profile, you will see the high level areas of Personal, Employment, Performance, Learning and Assets.
Within each process area, you will see categories and fields - this is where you can input employee information. You can customise these categories and fields so that the data you store about your employees is displayed in the way you would like. Additionally, you can choose what level of access Employees & Team Managers have to each of these fields.
To customise the Profile area, go to Profile > Admin & Config > Record Categories & Fields.
You'll see each of the HR Process areas here, along with the Categories. Click on any of these to customise it as you choose.
You can read more about the customisation options within the Profile in the following articles: Categories & Fields and Making changes to Categories & Fields.
Clock in / out
The Clock in / out module allows employees to mark when they have started and finished working, as well as track when they've taken breaks. Clock in and out times are then automatically added into Timesheets.
Within the Timesheets, there will be expected working hours for your employees. These are derived from the Work Profiles you already have for Leave. If you'd like to amend any of these, you can set up separate Time Working Rota in each of your Work Profiles.
You may also wish to set up Clock in notifications to remind employees that have not clocked in. This can be done by going to Clock in / out > Config.
You can read more about the Clock in / out options in the following article: Timesheets.
Location
Location is where employees can plan and mark where they are working from. You can set up different Office Locations and Zones within these, as well as set capacities in any of these areas for further location management.
In order for employees to start making use of this feature, you'll need to set up Office Locations. This can be done by going to Organization > Office Locations.
Office Locations can either have an address or not (in the case of home workers), as well as optional Zones within the Office Locations.
As part of the set up, you can also identify whether the Locations & Zones have capacities - the number of spaces available for employees to book.
You can read more about Location Planning and Capacity Management in the following articles: Office Locations and Location Recording.
Checklists
A Checklist is a list of items or tasks that an employee must complete, related to a process in your business. The most common types of Checklists are for Onboarding and Offboarding, but you can use them for many other processes.
Your Checklists can be created as templates and then assigned either automatically or manually. If you go to Checklists > Checklist Templates you will find some sample Checklists we have provided for you.
You're welcome to create your own templates here or edit the Sample ones we have provided.
Once you're happy with the Checklist content, you can set them up to automatically assign, either from the Auto Assign tab within the Checklist or by going through your HR Notifications. You can find out more about HR Notifications later in this document.
You can read more about Checklists in the following article: Checklists.
HR Reporting & Notifications
HR Reporting allows you to collate your employee data from the Profile areas in one view. You can save report templates so that you can run them on a regular basis without having to recreate them each time. Saved reports can also be set up to automatically generate on a weekly or monthly basis.
You can create a report by going to Reporting > HR Report Builder. Use the various filters and sorting to achieve the result you want.
Alternatively, we have provided you with some example Reports you can either edit or run, by going to Reporting > HR Reports.
You can read more about HR Reporting in the following article: HR Reporting.
HR Notifications allow you to be informed when a change occurs on an Employee Profile. You can choose whether the notification goes to users with certain roles or specific employees. Notifications can either be triggered when a Profile is updated - either information is added or changed - or relative to a date occurring, e.g. 1 month before Right to Work Expiry Date.
We have provided you with some HR Notifications already which you can find by going to Profile > Admin & Config > Notifications. This is also where you would go to create your own.
The page is split into 2 tabs - one for Field Change Notifications and the other for Relative Date Notifications.
You can also view which fields have HR Notifications associated with them when you look at the Edit mode in Field Config.
You can read more about HR Notifications in the following article: HR Notifications.