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. 

Adding an employee with no email address

by Lee Porter 19. July 2018 17:26

When adding a new employee who will NOT be accessing the site, or you don't yet know their email address you can click on the 'Set as NoEmail' button to make the system add a pretend or temporary holding email address for them.  It will initially be set as NoEmail+ToBeCreated@ewassist.co.uk but this will change to NoEmail+surname.inital.lettersandnumbers@ewassist.co.uk once you add them.

You can make sure existing Employees who don't have an email address are set up correctly by going to their Work/Edit page and clicking the 'Set as NoEmail' button and clicking Submit.

This ensures that the email address is unique in our database and most importantly, if an email is inadvertently sent to this address it will arrive somewhere and not bounce.  Bounced emails tend to imply that the sender may be a spammer and with enough bounced email we may be listed as an email baddie.  This will make it harder for us to make sure you get the emails you expect to recieve. 

Report engine and new reports

by Lee Porter 13. July 2018 15:11

A new report engine has been added to support the new Microsoft Edge browser along with all the other browsers such as Chrome, IE and Safari.  The new reports engine doesn't just look better, it also allows you to select a date easier with the calendar icon, find data in the reports and zoom the report to make it fit on the screen better.

Two new reports have also been added. 

The first report shows some key statistics for your leave absence.  A company statistical report is first shown but this can be reduced to just show a single department or an individual.  This report is found at reports > Leave > Users Leave > Leave Stats.

The second report shows a calendar view of leave and sickness information overlaid over the employees work pattern.  This report is available at Reports > leave > calendarised > Work/Leave/Sick

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. 

Keeping your training records right

by Lee Porter 20. May 2016 10:44

Our Training management software (part of CompanyControls.net and EW Assist) now offers the ability to have multiple training modules within a training course that can be individually completed over time before completing the master training course.  This would be useful for long term training or training that has a number of elements connected to it.  Examples of training that would benefit from this type of approach would be induction training, on the job experience training or College courses.

Not only does this offer a better view of outstanding training but it also shortens the list of training for the employee so as not to have long and confusing lists of individual elements but a clear view of training achieved.

Take a look for free here

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.

New Leave Year Tasks

by Lee Porter 6. January 2015 11:27

WORKING YEAR CALENDAR 

When a new leave year approaches you will want to make sure a working year calendar exists to cover the period of time.  You can do this by going to Admin > Settings > Calendars > Your Calendars and click on the name of each working year calendar (NOTE: there may be more than one but you only need to consider calendars that have users using them (shown by the 3rd column of 'Num Users')).  Once the calendar is open you should check to see that the next leave year is covered by the Calendar Set Periods (i.e. the years).  If you need to add another year you should increase the 'Num Periods' by 1 (e.g. from 4 to 5) and submit.  This will add the next year to the Calendar Set Periods.  You should check that the Public Holidays, if any are added, are correct and you can remove and add more if needed.

Not having a working year calendar for a year will STOP ANY LEAVE BEING BOOKED THAT FALLS IN THAT YEAR. 

MANDATORY HOLIDAY CALENDAR

This is a similar task to the above but instead of bank holidays and non working days it holds leave days that are forced booked for anyone who uses that Mandatory Calendar.  It is good practice to have a year in the Mandatory calendar added for each year in the working year calendar, even if there are no mandatory dates in the calendar.

LEAVE CYCLES

When a working year calendar is available, then just by booking a leave request will automatically add the leave year if it doesn't already exist.  If you would prefer to add all the leave years for all staff you can do so by going to Admin > System Functionality > Leave > Leave Cycles > Next Year.

MISC

A few jobs to consider:

Any leave rules that work across dates such as management meetings (Admin > System Functionality > Leave > Absence Rules)

Cancel any draft leave thats not needed (Admin > System Functionality > Leave > Current Draft Requests)

Approve or reject any leave that is waiting for approval that's in the past

Add any manual adjustments to individuals leave years for things like extra days for length of service

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