Custom Employee Fields

by Lee Porter 24. October 2018 11:08

Custom Fields can now be added to record imformation about your staff that is important to your business.

To make use of this valuable feature you should first turn it on by going to Admin > System Functionality > Set Functionality Required and tick 'Extra User Fields'.

Then you will want to add the new fields by going to Admin > System Functionality > Extras.  Here you can add the fields that you want.  There are 10 each of the following data types:

  • Title - text and headings to define sections 
  • Bit - a true/false option presented as a checkbox
  • Date - with date picker
  • Decimal - to 4 decimal places
  • Int - whole numbers
  • Varchar - short text
  • VarCharMax - multiple lines of text

Each extra field can be set to be completed by management only or management and the employee themselves.  The display order of each field can be controlled to suit your needs.  Client Admin access to these fields is People > Employee name > Extras and employees can find them at My details > Extras.

Features still to come include custom help files for each custom field, facility to build dropdown menus and a report to see the extra fields at a company level.

Document e-signatures and review

by Lee Porter 5. October 2018 12:48

A file can be uploaded, accessible by everyone in your Company such as your Company Handbooks or by an individual employee such as their Contract of employment.  Until now this was a library of files that the employee/HR could access for reference.  Any access they made was logged.

In addition to this you can now set that the employee is REQUIRED to read and/or accept them with a digital signature.  This might be amendments to their contract or new versions of an important Company document.  Any document that still needs read or signed will be highlighted on the employees Dashboard.  HR have access to a list of documents where these actions are still outstanding.

New way to add tasks

by Lee Porter 28. September 2018 16:15

You have always been able to add tasks to yourself, another employee or a group that can then be collected by an employe in that group or assigned by the manager.

We have now added a new way to add a task for everyone in the company, a task to everyone in one or more groups or a task for a selection of people.  Basically this means you can add one task to more than one person.  It might be to read the newly drafted Company Handbook or sign off a document or submit expenses.

To use the ToDo module it should be turned on in Admin > System Functionality > Set Functionality Required and the tasks can then be added by going to Actions > ToDo's > ToDo Menu. 

GDPR Update - 25th May 2018

by Lee Porter 24. May 2018 11:50

Our software is designed to assist the recording and management of information both during the time of the individual's employment with your Company and after it has ended for the benefit of the Company.  Your employer is required by law to keep this information and the employee is obliged to provide it ,usually contractually.

A number of updates have been made to the system to meet the new GDPR legislation that is coming into effect on the 25th May 2018.  A summary of the major changes are:

  1. If your company DOES NOT use its own GDPR system and records your staff's consent - then you may enable the GDPR consent feature in this system by going to Admin > System Functionality > Set Functionality Required. It is turned OFF by default.
     
  2. A new functionality role of GDPR Admin/DPO has been added. At least one employee should be given this role in order to manage the new data processing features listed below.
     
  3. A new GDPR menu can be found in the top menu of the Dashboard.
     
  4. Each member of staff has the option to Accept or Withdraw their consent to have their data recorded in this software.  Consent is initially set as given for all existing employees and employees added in the future to minimise disruption.  The withdrawal of consent will send an email to the GDPR Admin/DPO informing them of the decision and remove the employee's access to the software.  Future access can be regained by accepting the use of your data in this software. Withdrawing your consent will severely limit your ability to use the software but other staff such as your manager and your Human Resource team will still be able to use the software on your behalf.
     
  5. The GDPR Admín can withdraw and accept your data to be used on your behalf and can upload documents to show acceptance has been given outside of this software.
     
  6. A history of the employee and the DPO's choices are kept and the latest decision from either party takes effect.
     
  7. Personal information for the employee can be Removed upon request by the GDPR Admin.  This includes data such as personal addresses, bank details, birth date, personal email addresses and medical information etc.  This does not include company information such as training records, expenses, leave, sickness and injury records etc.
     
  8. An individual employee's data or your entire recorded history can be exported from the software by the use of the reports.
     
  9. An officially written request can be made to delete your site completely.  This will destroy ALL of your data FOREVER.

Mobile Companion site

by Lee Porter 27. April 2018 16:19

There is now a mobile-friendly site to complement its big screen brother for on the go actions.  These include requesting leave, approving leave, record an injury, add an expense claim and individual claim lines/receipts, request training, add a task and search your internal directory.  You can find this site from links on the main page's login screen or by adding /mobile to the end of our URL e.g. https://ewassist.co.uk/mobile.

Make sure you bookmark the site on your phone so you can use it on the go. 

Super filter improvements

by Lee Porter 17. May 2016 11:42
The super filter on the People page now offers a filter to show staff coming near their start date anniversary and their birthdays as well as the end of their probabtion periods.

NEW FEATURE: Visitor Log

by Lee Porter 11. September 2015 09:29
Visitor logging is now available by going to Directory > Visitors.  Your staff can prebook their visitors and give reception a better idea of who to expect or book as they walk through the door.  It also gives you a clear view of who is still in the building for fire regulations.

Recent Improvements

by Lee Porter 19. September 2014 17:30

New Expense Management Module

Expense claims can be raised by your employees and include catergorised expenditure, mileage, advances and returns.  Receipts and invoices etc can be uploaded to support the claim.  Once complete employees can submit the claim to be approved by their manager or returned to the employee for alteration with manager notes.  Once happy the manager can sign them off to be processed by accounts.  Accounts can adjust the VAT element and clear the claims for payment in batches.  Claims marked for payment are reflected as such for the employee.  Claims are fully searchable.  

Claims can be raised for any currencies (set in the admin area) and claim lines in any currency and then converted to the claim currency with up to date exchange rates.

Claim lines can be categorised and reported on.

Comprehensive reports provide a detailed view of the expenses including a payroll report for cleared expenses.

Recent improvements

The punch clock (in/out) has been overhauled to provide a better experience with more choices of punch terminal.

A new Functionality Role of Emergency Contact Admin allows employees to see the home address and next of kin information of all staff.  This is useful for a simple users of EW Assist to have access to this information when the Client Admin is away from the office.

A new report has been added to show the status of staff appriasals at Reports > Performance.

Support Documents can be uploaded and shown to an employee when completing their appraisal.  The document is uploaded at Admin > Files and linked to the appropriate apprasial.

Training can be cancelled after it has been set as current by the Training Admin more easily. 

 

New document/file management system

by Lee Porter 6. July 2014 15:00

Document management system

We have added a smart and reliable system that allows for files and documents to be uploaded against their relevant records or for an individual.

Files such as xls, pdf and doc and others can be uploaded to all staff (such as a Company Handbook), for a specific employee (such as a Contract of Employment) or to support other information (such as an employees passport or the certificate for a training course).  All files can log their downloads to show who has read them and when, with a report to show this information at Admin > Files > Download Access logs. All files will keep track of their versions and clearly present the latest version and the software will keep historical files for compliance purposes.  No documents will be deleted - only replaced with the newer version.

...TO ALL STAFF

Client Admins can upload files (Admin > Files > Files (dropdown) > Add...) under the existing categories (such as Company Handbook) that will then be available to staff at My Details > Files > Company.  An email should be sent if the file is to be viewed rather than being uploaded for availability purposes only.  The access logs will let you know who has seen the file.

...FOR A SPECIFIC EMPLOYEE

Personal documents such as Contract of employment or Letter of engagement can be transferred by Client Admins, Group Managers and the employee themselves. 

Client Admin:

Go to People > employee name > Files

Group Managers

Go to My Details > Groups > Employee name > Files

Employees

Go to My Details > Files > Personal Company. 

**These areas are protected and must be unlocked to access them.**

...TO SUPPORT OTHER INFORMATION

Furthermore supporting documents can be added to specific records with in the software.  For instance uploading a scanned copy of an employees passport or insurance documents on the Work Documents page for a member of staff.  While we have added some of the types of documents you might consider adding others against a particlar record, and you can do so by going to Admin > Files -> 'Bulk File Headers - Add New'.  For instance you could select Salary and add a salary review document or add a new personal document such as the employees dimensions for their company uniforms.

In addition to the above, templates can also be added to support a process that requires written letters or information that can't be collected from the system alone.  These can be added on the Admin > Files > Add... page or from the modules that they belong and the first example of this will be the disciplinary and grievance module that is soon to be made available.

All files are stored on our secure file server and within your own client folder for added security and clear seperation of data.  The system automatically creates a folder heirachy depending on the class of files being uploaded, e.g. Sick notes, training certificates etc.  All files are backed up on a daily basis.

The document management system comes ready to use with 10MB of storage which is enough to test with or to add your high level documents such as your Company Handbooks.  If you want to upload documents to specific staff or to support other information you will want to increase your storage.  See below for pricing:

10MB 0.5GB 1GB 2GB
Free £99 £179 £299

All prices are charged annually and subject to VAT at 20%

System documents such as upload templates are also available to support the system but these do not count against your allocated storage.

For further information please contact Lee Porter on 02891823001

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

 

General

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


Sickness

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)

 

Leave

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


ToDos

Tasks have been styled to allow better presentation of the information


Training

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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