Getting set up for People Management
To get set up in people management you will need to set up your employees with the correct permissions to use People Management.
You may also have administrators who are not employees who need People Management permissions.
Let's take a look at what this means, and the process to set these up.
Understanding user permissions
Note: Some of the features below are only available to users with the right permissions. If you do not have these permissions, seek assistance from your payroll Main Contact.
There are four user access levels within People Management:
- Master
- Administrator
- Manager
- Employee
Master User
This is the highest access level, providing full visibility and access to all People Management features. No additional permissions are required with this role.
Administrator
Administrators have access to certain People Management features that help to better manage the details of employees, such as deeper employee profiles, tasks and automations, and company and employee files. Administrators can be set up to access all employees, or just those in certain pay groups.
If your Administrator user is an employee you can set their People Management permissions from Settings>Employee Permissions.
If your Administrator user is not an employee you can give them the correct permissions from Settings>Users
Manager
Different types of manager access can be given to enable your
managers to use People Management features for direct and indirect reports:
- View only allows managers to view basic information about employees including viewing tasks.
- Line Manager allows these users to manage employee information as well as assign tasks.
- Senior Manager allows users to manage employee information, assign tasks as well as manage hiring and onboarding (including see pay information).
Employee
By default all employees can see their own employee information as
well as the company and employee documents shared with them and can
complete tasks and automations assigned to them.
Managers and admins are often employees as well as their other user types.
Set up People Management administrators
To create a new admin login for an employee,
1. Go to Settings>Employee permissions, find the relevant employee and click Admin access.
2. Choose the access level you would like the employee to have. E.g. If you want the user to have HR access only, you would toggle on 'Manage people' and leave the other toggles off.
If you are not sure about the access entails, hover over the little information icon for more information.
3. After you have entered all the required information, enter your password to authorise the change and click Save. You will then see the Admin tag next to the select employee’s name.
If the person who you want to create an admin login for is not an employee of the company, simply go to:
1. Settings, Users and Add.
We have not changed how a user is created on the Users screen. It’s the same process, you’ll simply see an additional pop up asking if this admin access is for an existing employee.
2. Click ‘Non-employee’.
3. Add in the required fields such as the username, the person’s name, their email address and assign them a password.
4. Assign them roles and permissions and set which pay groups they have access to.
5. Enter your password at the bottom under 'Authorise user change'.
6. Advise your admin of their username and password. After logging in, they can change their password by clicking on their initials at the top right of the screen.
Set up managers for People Management
1. Go to Settings>Employee permissions.
2. If the employee hasn’t had their employee permissions enabled, please enable them first.
Under the ‘Manage employee access’ tab, enter their email address, username and tick on ‘Enable employee access’.
3. Under the ‘Set permissions’ tab, set what permissions you would like them to have.
- View only - Enables them to view the employee details screen for their direct and indirect reports, excluding bank and tax details.
- Line manager - Enables them to edit the employee details screen for their direct and indirect reports, excluding bank and tax details. Also allows them to create and assign tasks.
- Senior Manager - All the permissions of a line manager, plus access to Hiring. A Senior Manager can initiate the hiring process, see pay information and, select and onboard new employees.
4. Under the ‘Assign approvers and managers’ tab, assign employees to this user.
Please note: The leave approver, timesheet approver and manager for an employee can be the same person or different people.
5. Click Save to save your changes.
6. To activate a user for self-service for the first time, click Set password, then select the employee from the pop-up list. Selected employees will be sent a link to create a password. You will need to advise the employee of their username.
Set up your employees for People Management
All employees will have 'Employee' user level People Management permissions by default. This allows them to review documents shared with them and complete tasks and automations assigned to them.
If you need help setting up your people as employees, see the New employees article which will help you set up their payroll permissions including, leave and timesheet approvers, manager.
Updating your employee profiles to get the most from People Management
People Management gives you deeper options for recording employee data in Smartly, with additional fields and better ways to use existing data. To get the most out of your People Management subscription, be sure to update these parts of the profile for your employees.
Employee Files
People Management gives each employee their own cloud storage system, where you can upload files and documents that relate to an employee. This is a great place to store any documentation related to an employee, including:
- Employment contracts
- Variation letters
- Job descriptions
- Completed tax and KiwiSaver forms
- Proof of identity
- Copies of licences and certificates
Training and compliance records
With People Management enabled, you’ll see the Training and compliance section on each employee’s Employment tab.
You can use this section to assign Assessments, Qualifications and Licences and certifications to your employees.
Having this information up to date in Smartly for your employees makes compliance much easier to track, especially for expiring licences and certifications.
Bulk Uploading records
These can be added manually to each employee, or you can use the Bulk actions tool to complete a simple spreadsheet and upload records in bulk. To do this:
- click Manage>Bulk actions.
- Select Employee records>Import records.
- Then click Download template and open the downloaded file.
- Fill in the spreadsheet with the training records you wish to import,
- Save your changes,
- Then select your saved file for importing.
When completing the spreadsheet, take care to match employee names and dropdown options exactly.
Other employee data
People Management takes existing employee data and uses it in new ways, so you’ll want to make sure you have everything filled in for your employees. In particular:
Manager: If you’ve set up managers to have access to Smartly via the Line Manager or Senior Manager roles, it’s important that employees are set up with the correct reporting relationship. You can set an individual employee’s manager on the Employment tab of their profile, or manage reporting lines in bulk in Settings>Employee permissions.
Team: Teams are useful filters for People Management reports, so if you’ve set up Teams in your dropdown options, make sure each employee is assigned to a team in their People>'Employee Profile'>Employment tab.
Manager and Team are also used to display your company’s Org Chart. Click on People>Org Chart to view a visual display of your company’s reporting lines and teams. This is a great way to ensure that everybody has been correctly updated.
Personal Identification
If you collect passport or driver’s licence data from your employees, you can record this in People>'Employee profile'>Personal and store images in Employee Files as well.
You can also record an employee’s work eligibility. If you have employees with a work visa, it’s important to store the visa type and expiry date. With this filled in, you can use the Visa expirations report to view all visa data and also create an Automation to set reminders and create tasks when visas are approaching expiry.