Table of Contents
1. Introduction
HR allows you to keep track of your employee absences throughout the year. It also allows you to store important contact details, documents, qualifications and training for each employee.
2. Settings
The settings options allow you to define the working year for your company and how holiday entitlement and roll over works for each year that you add. You must have a year defined in HR to be able to add in absences for employees so it is the best place to start.
To be able to use HR you must have a payroll subscription.
2.1 Year details
First, you will need to set up the details of your HR year on the Settings > Year > Manage menu.
On the 'Year details' tab select 'Create year' in the 'Editing year' drop down box, enter the working day length, the start and end date of the year, the holiday entitlement and the max number of holiday rollover days.
If employees have used more holiday than they were entitled to, you can use the 'Negative rollover' check box to account for this or not in the next year.
The 'Email notifications' check box allows absence emails to be sent to the relevant manager.
If you would like bank holidays to be added to the holiday entitlement tick the 'Bank holidays' check box.
On the 'Working week' tab you can specify the number of working days for a specific year.
2.2 Company settings
You can set the default email address that all absence requests are sent to on the Settings > Company menu. This email address also determines where the newsletter will be sent to if you have Weekly newsletter check box ticked.
Set the type of roll over days as either cumulative to roll over days built up over previous years or alternatively you can choose to roll over holidays from the previous year only.
2.3 iCal
On the Settings > iCal menu you can generate an iCal link which can then be imported into any calendar application to synch all employee absences.
3. Employees
The employees section allows you manage your employees with options to add contact details, documents, qualifications and training. You can also create teams that your employees are part of and appropriate employees as managers of these teams.
You can view a list of all your employees on the Employees > Employees > List menu which can be filtered by year, leavers and team. This list can be exported as either CSV or PDF.
3.1 Add Employees
Add new employees on the Employees > Employees > Add menu. The required fields are Forenames, Surname and Date started.
3.2 Export Employees
You can export your employees details to a CSV file on the Employees > Employees > Export menu. The export tool allows you to specify which employee details to export as well as whether you would like to export your current employees or all employees ever added.
3.3 Employee Documents
You can add documents for an employee such as contracts, NDAs, proof of ID on the Employees > Documents > Add menu. Upload the file using the Browse button and then just select the employee, whether you would like the employee to be able to view this document, a document name and any appropriate tags.
You can view, edit or delete all documents on the Employees > Documents > View menu.
3.4 Employee Qualifications
If you would like to add any qualifications types to be added to particular employees for reference you can do so on the Employee > Qualifications > Settings menu by clicking on the 'Add' tab.
Once you have added your qualification types you can apply them to employees on the Employee > Qualifications > Add menu.
You can now view, edit or delete all qualifications applied to employees on the Employees > Qualifications > View menu.
3.5 Employee Training
If you would like to add any training types to be added to particular employees for reference you can do so on the Employee > Training > Settings menu by clicking on the 'Add' tab.
Once you have added your training types you can apply them to employees on the Employee > Training > Add menu.
You can now view, edit or delete all training applied to employees on the Employees > Training > View menu.
3.6 Teams
Clear Books allows you to create teams which can consist of any number of employees.
To add a team head to Employees > Team > Manage and Enter a name in the box provided and click on the 'Add' button.
From the same menu you can edit/delete Teams by clicking on the appropriate icon beside the team name. You can quickly add employees to a team by clicking on the box below the team name and selecting them from the drop down list.
Now on the Employees > Team > Employee List menu you can assign employees to a list in bulk by selecting the appropriate checkbox under the correct team column. You can export this list as a PDF.
3.7 Managers
You can also update an employee as a manager of a particular team on the Employees > Managers > Manage menu.
A manager of a team (or individual employee) will receive all absence requests.
You can now view a list of all your managers on the Employees > Managers > Team List menu and can assign them to multiple teams using the appropriate check box. You can export this list as a PDF.
You can also view a list of all your employees on the Employees > Managers > Employee List menu and can assign them to multiple managers using the appropriate check box. You can export this list as a PDF.
4. Absences
The absences menu allows you to manage the types of absences that employees take. You can also add absences on behalf of an employee or absences for yourself and can view all employee absences on the calendar. Absences can be approved and rejected by a manager of the employee.
4.1 Absence Types
You can view the default absence types in a list on the Absences > Type > Manage menu by clicking on the 'View types' tab. There are 4 fixed absence types which cannot be deleted (Holiday, Sick, Late, Bank Holiday).
You can add to this list on the 'Add type' menu.
4.2 Absence Calendar
You can view an absence calendar on the Absences > Team absences > Calendar menu. Don't forget you can generate an iCal link in Settings to synch these absences in your own calendar application.
4.3 Absences
All employee absences are listed on the Absences > Team absences > View menu and can be filtered as appropriate. If you are a manager of a team only the employees of the team will be listed. You can approve or reject any absence requests from this menu.
Add your own absences or absences for an employee on the Absences > Team absences > Add menu.
5. Home
The Home > Dashboard displays a number of widgets which show important employee dates such as staff on holiday, other absences, staff leaving, birthdays and new joiners. Any employee with access to HR will be able to view these dates.
6. Permissions
All users with the HR administrator permissions will be able to access all of HR. Users who have been associated with an employee will only be able to view their own profile in HR. Users who have been associated with an employee and have been set as a manager will be able to view their own profile and manage the employees they are in charge of.
To add permissions and assign an associated employee head to the Home (building icon)> Manage users menu. The HR Administrator permission gives a user access to all sections of HR.
When inviting a user, the 'Admin (predefined)' role will include the HR Administrator permission by default. The 'User (predefined)' role or even the 'Employee (predefined role)' can be edited to include the HR Administrator permission. Alternatively, you can create a new role and include the HR Administrator permission.
If you want an employee to be able to log in to HR and add their own absences or manage the absences of their team only then you will need to set an associated employee in the 'Employee (if applicable)' drop down list when inviting them into Clear Books. This will link them to an employee you have created for them in HR.
