Onboarding your company with HRSimplified involves key steps to ensure all employees are added to the system, leave structures are set up correctly, and the company structure is properly organized. This guide will walk you through the entire process, from setting up company structures to importing employees and configuring their leave settings.

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Step 1: Setting Up Company Details #

• Go to Company > Company Details to enter your company’s basic information, including name, registration details, and address.
• Set up Company Structures (Branches, Departments, Teams, and Group Companies) under Company > Company Structures.
  • If you’re manually adding employees, create these structures beforehand. If you’re using the Bulk Import, these structures are created automatically based on the import sheet.

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Step 2: Importing Employees #

• Use the Bulk Import Tool under HR Administration > All Employees > + Upload Employees. Download the sample file to fill in the necessary employee details.
• Important: Avoid importing employees multiple times as this can create duplicate records. If you experience any issues with the import, please reach out to support@hrsimplified.org for assistance.
• If you already created company structures (like branches or departments) manually, and their names differ from those in the import file, new structures will be created during the import. To avoid this, ensure that your spelling and naming conventions match in both areas.

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Step 3: Configuring Employee Leave Settings #

• Under Company > Company Details > Leave Management, you can set up the default leave structure for your company (e.g., cycle duration, leave days per cycle). When a new employee is added it will be applied, it will how ever not automatically update existing employees.
• For individual employee leave settings, go to HR Administration > All Employees > Employee Record > Leave Information Tab. Here you can set up their specific leave entitlements, like annual leave, sick leave, study leave, etc.
  • Important: Sick leave, study leave, and special leave are reset after the cycle, but annual leave accrues based on the cycle duration and employee start dates.

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Step 4: Activating Employee Logins #

• After importing employees, visit their employee records under HR Administration > All Employees. Enable the Generate User Login toggle to activate their system access.
• Employees will receive login credentials via email once their accounts are activated. Make sure to assign the appropriate role (e.g., Employee, Manager, HR Admin).

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Step 5: Assigning Managers #

• Ensure that each employee is assigned a manager by going to HR Administration > All Employees > Employee Record and selecting their reporting manager in the Job Information tab.

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Step 6: Uploading Company Policies #

• Upload company policies under Company > Organizational Shared Documents. Choose to request acknowledgment from employees if necessary. Each uploaded document triggers an email notification to all employees.

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Step 7: Reviewing Employee Records #

• Use the Employee Extract Report under HR Administration > Reports to download a full list of employees. This helps verify that employee data was imported correctly and allows for any necessary adjustments.

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Step 8: Reviewing Data in HR Insights #

• Check employee statistics and company structure in HR Administration > HR Insights. Ensure the counts match your expectations.
• Review the Org Organogram under HR Insights to check if reporting structures are correctly configured. Make any necessary updates in All Employees.

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Step 9: Staggering Employee Activation #

• To ensure smooth adoption, activate employees in phases rather than all at once. This helps manage the organizational change and prevents resistance from employees unfamiliar with the system.

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Step 10: Employee Training #

• Direct employees to the Help section, where they can access training videos tailored for Employees, Managers, and HR Executives. Encourage them to explore the Product Documentation for further learning.

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Additional Important Notes: #

1. Avoid Importing Employees Multiple Times: If an import does not work as expected, avoid re-importing as this will create duplicate employee records. If issues arise, contact support@hrsimplified.org for help.
2. Matching Company Structure Names: If company structures like branches, departments, or teams are manually created with different names or spellings from those in the import file, the system will create new structures during the import. Double-check naming conventions to ensure consistency and avoid duplicates.