Central location

by Lee Porter 19. August 2014 21:44

Having dispersed information across the business is unhelpful.  Each employee has a different way of recording information and interpreting it.  Employee come and go and the replacement has to find and understand the previous employees records.  Three good reasons why it is better to centralise your efforts.

Our software allows everyone to record their information in one place with the same rules and management processes as each other.  It is better to have one available pot of information than a selection of spreadsheets, wall planners, notebooks and memories.

Employee files via our software rather than Email

by Lee Porter 19. August 2014 20:52

Our software can be used to store the Employee document or make it available for the employee to read.  Either way it is a far better solution than that of email.  Firstly there is no certainty that an email has been read, even if the read reciept is requested it doesn't have to be sent by the recipient of the email.  Even with that sent there is no confirmation that the attachments on the email have been read.

Emails are notorious for being lost in transit, either before they reach their destination in spam filters or sent to the wrong address or missed in the volumes of emails that everyone recieves or deleted or mis-filed in the wrong email folder.  Even if the email arrives in the inbox it soon disapears off the first page.  Emails are not the registered post they once were.

Our software does use emails as notifications and alerts but their purpose is to direct the recipient to the system rather than impart too much information there and then.  For one reason the email is out of date as soon as it leaves our servers.  The only up to date information is in the software.

Our general premise is that an action takes place by one or more employees and when another employee logs in those actions are waiting and can be further actioned or completed.  You should think of our software as the pot of information that everyone can dip in to (securely and with proper access permissions).  When someone else logs in there may be a leave request waiting, an accident report to complete, a training course request to organise and so on.

Documents follow the same approach.   Documents are uploaded to our secure servers and are available for the employee to read as and when they are able to.  Your Company Handbook, guidance during Apprisals or Location information for training courses is on hand in an available location.  In short its available to refer to when it is needed.

Our software quietly keeps track of who has read which documents and when so in the case of an employee not seeing a memo or a revision to the handbook, you can check.

Emails simply do not offer the same access, controls, security or availability as we can offer. 

Document Management Module

by Lee Porter 15. July 2014 15:11

This module weaves its way through the entire system allowing you to upload the relevant documents/originals directly against the records they support.  Documents can also be uploaded for a particular employee (such as their terms of employment) and furthermore company wide documents can be made available to everyone (such as Company Handbooks).  A complete log is kept of when someone opens a document and security is provided for private documents.  This module is active on all accounts but with a small amount of storage to allow for testing which can be increased. NOTE: 0.5Gb can hold around 2500 PDF documents.  [READ MORE] 



ToDo Module

by Lee Porter 15. July 2014 15:11

A number of other modules utilise the ToDo system to raise tasks and keep track of jobs but enabling this module allows you free rein to issue tasks to yourself, your colleagues or a department.  Others have to accept tasks (or reject them which can then be re-issued to someone else by the originator).  They can also be returned to the originator, when set as complete, to be signed off or to trigger the next step.



Equality and Diversity Module

by Lee Porter 15. July 2014 15:11

Keeping this information can be time consuming but We makes it easy to capture.  The questions and possible answers, which are available to edit and add to, are only available to your employees.  The reporting of this information is at a company level.  This is particularly important as the answers to these questions are often very personal.  The questions cover length of service, age, sex, Ethnicity, Disability, sexual orientation and religion.



In/Out Module

by Lee Porter 15. July 2014 15:10

Our In/Out module can let employees record their whereabouts making a today's out report available to all staff which includes leave and sickness information.  There is also the benefit of an online punch clock offering complete time and attendance information.  This can be combined with a wall-mounted punch clock to allow punches at a point of entry to your business locations with cards or fobs.



Disciplinary and Grievance Module

by Lee Porter 15. July 2014 15:10
Dealing with the employee disciplinary and grievance process is a complex area often requiring legal knowledge and representation and this is one of the main areas where legal advice is crucial.

One of the essential requirements of this complex process is ensuring that your record keeping of incidents, staff meetings,  investigations etc. are accurately maintained. This is where the program can provide invaluable assistance guiding you through the process and recording each event in as much detail as is necessary and provide a clear recorded history of each dispute.

Access to these records are securely restricted to only authorised personnel who need access or to personnel who are required to add to the investigation, e.g. to provide witness statements and then only to the relevant  parts of the program.


Appraisals Module

by Lee Porter 15. July 2014 15:09

The software can take your existing appraisals and issue them to your staff/managers for completion online.  The system provides employee development plans and objectives for review at  the next appraisal. The appraisal can be printed off for 1-2-1s and can be digitally signed off for future reference.

New starter/leaver questionnaires and other forms can also be added. 



Training Module

by Lee Porter 15. July 2014 15:09

A training management system that allows you to list available courses for your employees to undertake should they need or require further training .  Additional controls can be added, e.g. making courses mandatory such as induction training or by job title to accommodate your training requirements.

This program will record all training undertaken by your employees, if and when they need to be up dated and record and ensure all employees undertake all training specific  to them and/or  their role within your company.



Recent Improvements

by Lee Porter 6. July 2014 15:00

After a busy period of development we have made live the changes which are primarily there to make the software easier to use.  An exciting new addition is the new document/file management system which lays across the whole site and supports other areas.


New Modules

Document/file management system Read More



Newly added employees can now be added with their work pattern, working year calendar and mandatory leave calendar.

Edit links have been added to People, Groups and Areas making it quicker to reach the edit page

A Notes area is now available to add your own messages and reminders about each employee in People > Person

A development plans page is now available in the footer of the site which gives details of currently available modules and future ones

Better controls have been added to help the system decide where best to go from one page to another

The People page has moved the licence information to one side and included the employees first name

The layout of some fields have been adjusted to provide a better user experience

The Calendars now include a list of the employees who are using them and allow for an employee to be moved from one to another, in a similar way to the work patterns

Welcome emails can now be sent to all site roles including Client Admins from the Resend welcome email link in their People > Person > Edit page

Messages can now be presented from the development team via the login page

Navigation though the site has been improved

'Specific to' has been removed from the work pattern > Add page


The sickness interview now starts in a state where it can be closed immediately on completion rather than having to start the interview first

Expected return to work dates highlight red in the dashboard when they fall in the past.  This date should be either updated or the actual return to work date should be added (if the employee has returned)



Added a totaliser form to the leave year page for an employee which allows you to specify exactly how much you want the total entitlement to be and the software works out what the adjustment should be.  This will be particularly useful when rounding up or down for a new starter.

Mandatory leave that is zero days due to the employee not working on that day is now not shown in their leave list

Added a button to trigger the recalculation of mandatory leave when a new date has been added to an existing year

Hours and days are better represented across the system

The Leave Year page includes the average working day information to help with certain adjustments

Leave Years are created in one step - no need to refresh the page

The urgent warning when recreating a leave year has been removed


Tasks have been styled to allow better presentation of the information


Criminal Records Bureau checks (CRB) have been replaced with the new Disclosure and Barring Service (DBS) although CRBs can still be recorded for the sake of historical records

Records for the Training Courses Attended (TCA) are styled to allow better presentation of the information


HR Lite/Equality and Diversity

Sex and date of birth can now be completed by the employee themselves at My Details > Work

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