WorkForce People

Home Screens: Employee Dashboard and File Dashboard

WorkForce People comes with two Dashboards that can be switched using tabs placed at the top of them to view different information relating to Employees and Files:

Employee Dashboard

As the system is populated with more Employee data and Files, these dashboards will be able to provide more insight about the organisation using this solution.

The Employee Dashboard displays several topics and allows for quick access to the Employee list by clicking ‘View Employee List’ from the Head Count Point in Time section on screen.

Setup of WorkForce People

The setup process of this module is very important to be able to create the correct circumstances for inserting relevant employee data, documents, and notes into the system.

It is recommended that HR or Administration teams discuss the data requirements for employees in this system before running the setup process, as this will allow for the system to be used efficiently.

User Groups

User groups can be created so that different groups users can have access to view and/or manage different items within the following modules of WorkForce People:

• Filing System,
• Recruitment,
• Onboarding,
• Surveys,
• Performance Appraisal and
• Offboarding

To access the user Groups section, click on the ‘Setup’ section in the left-hand side menu to expand the section, and then ‘User Groups’. The administrator will be presented with a form to create new User Groups together with a list of all User Groups already set within the system.

Custom Tabs

In addition to the standard Payroll, Leave and Timekeeper tabs, the WorkForce HR engine il People allows you to create any type of database entry so you can keep track of any type of employee data that is important for your company.

Creating Customs Tabs

A Tab is the name for a collection of Groups (that contain fields) which users of WorkForce People can populate with employee data. This process allows for WorkForce People administrators to create the different Tabs that will appear for each employee within the ‘Employee’ section of WorkForce People.

Examples of Tabs can include:

Medical Information, Qualifications, Drivers Licence Information, and any other data topics that would be of interest for an organisation to file in relation to their employees.

To start the process of creating a Tab, start by expanding the ‘Setup’ and ‘Tabs’ sections, then click ‘Add’:

General Information

After a Tab Name is added, the next steps required are to select a User Group that can access and update this Tab, and to add a description of the tab shown above. Next, click on View User/User Group Permissions to open the lightbox shown below and to select a user group created earlier that will have access to this Tab as shown below.

Groups

A Group is a name for a collection of fields which users of WorkForce People can populate with employee data.

Example: If you are creating a Tab for Medical information, the groups under this Tab that can be included are:

• Blood Type
• Has High Blood Pressure?
• Emergency Contact
• Allergies
• Medical Training

Setting up a Group and creating fields:

Click the tab titled ‘2. Groups’ and the ‘Add New Group’ link to start setting up a group within a Tab and provide a group name and description as shown below. This process can be run multiple times to setup as many Groups as required.

Edit Group

Once a Group name and description have been added, the Administrator is required to click the ‘Save’ button and can create additional Groups withing the Tab by re-running this process.

Once all necessary Groups have been created and save, the Administrator can now click the ‘View fields; links to configure the fields within each group accordingly.

After clicking ‘View Fields’ for a Group, a new page will appear on screen and Administrators would need to click the ‘Add New Field’ link shown below, to start creating custom fields.

A lightbox will appear allowing the Administrator to populate:

• The name of a Field
• Select the size of the Field (sizes are available by clicking the icon next to title of column)
• Select the Field Data Type (Data Types are explained below)
• Data Settings (This will only appear when selecting the Collection Data Type)
• Whether the Field is required or not

Once populated, the Administrator can press the ‘Save’ button to create the Custom Field.

In the example shown below, a Custom Field has been created to store Blood Type information.

Note: In some cases, the Field Size would need to be updated for the Fields within a tab to be displayed well.

Data Type Details

Below are explanations of each Data Type available for custom fields to help Administrators understand how to use each custom field accordingly:

• Text: A text field that can be populated with any unique text needed
• Number: A field that will accept unique numerical data
• Date: A field that allows the user to select a date
• Boolean: A checkbox that will appear next to the Field name set
• Dropdown List: A dropdown list that would allow for a user to be able to select one of several pre-set items
• Time: A field that would allow the user to select a time
• List: A group of fields that would allow for several items listed above to be combined into one field module

From the fields setup in the screenshot below within a group, using all of the above within the exception of a List:

These set custom fields, will be displayed within an employee’s data set:

Categories

Categories are required when adding new Files to the system and are used to define a retention period for Files and additionally allow for another method of segregation. To access the Categories section, click on the ‘Settings’ section in the left-hand side menu, followed by ‘Categories’ and there the administrator can create Categories.

Managing Departments

Departments can be created when creating an employee of through the Manage Departments in WorkForce People.

How to create Departments

Click ‘Add New Department’ at the bottom of the Departments section. A lightbox will appear, populate fields, and click ‘Add’. The newly added Department will appear in the section as per above.

Creating Sub-Departments of Teams

On the Manage Departments List View, click the ‘Explore’ button which is in line with the Department that requires a Sub-Department or Team.

Click the ‘Add new Department/Team’ and a lightbox will appear as per below:

As a ‘Type’ Administrators can select Department which represents a Sub-Department, or Team which represents a Team within a Department. Fill in the Sub-Department or Team name and also you can choose a supervisor for that team so that this employee can approve Leave and Timekeeper for their team and click the ‘Add’ button to finalise.

How to edit Departments

Simply click the ‘Edit’ button that is in line with a Department and the details panel on the left-hand side of the page will show all the details of a Department that can be edited.

How to edit Sub-Departments or Teams

Click ‘Explore’ next to a Department that contains the Sub-Department or Team that requires editing. Click the ‘Edit’ button of the Sub-Department/Team that requires editing and the details panel on the left-hand side of the page will show all the details of the Sub-Department/Team that can be edited.

Note: To add employees to Teams, visit the Employees section.

Organisational Chart

WorkForce People contains an organisational chart which allows for Departments, Sub-Departments and Teams to be edited, by clicking on the boxes shown on the right-hand side and they can be moved by dragging and placing items accordingly.

HR Calendar

In this software module the HR Calendar displays Reminders created with:

• Notes
• Files
• Birthdays
• Work anniversaries
• File Expiry dates
• HR Dates (Work Permit Expiry, Contract Expiry, Probation Expiry, Termination & Training)

These calendar items will help the HR management and team make plans.

Setup iCalendar

WorkForce People allows for the calendar information to be populated on user’s Outlook Calendars. Administrators can simply select a user from the left-hand side of the page, which will create a unique code that can be sent by email to the users to import the data into Outlook. This can be accessed from Settings>iCalendar.

To search for more information on how to use WorkForce, please visit: https://workforce.com.mt/documentation/