When viewing specific Personnel you can view their Personnel Schedule and basic Entitlement, which are based on the specific Region Code of Personnel. Region Codes are set in Regional Settings by System Administrators.

Skills of each individual can be added either manually or via the person’s Job Title assignment. You can search for personnel by specific skills to assist with Project Management and other business decisions.

Absences can also be managed via the Personnel unit.

Edit an Existing User as Personnel

1. Go to Packages > HR Automation > Personnel.
2. Click on an existing person. Users that have been previously added already have a Personnel record
3. To edit click on the Pencil Icon
4. Fill in the Basic Info fields:
   • First/Last Name: Personnel full name
   • Job Title, Job Activity, Job Group, Service: The Job Title list will bring also related Job Activity, Job group, and Service fields. Service holds the pre-defined Sales Rates and Costs for that specific Job Title. Job Title holds the pre-defined Job Activity, Job group, and Service if any. Service may be a different one.
   • Account & Category: These will be the related Account and Account’s Category that may be associated with the Personnel (where a type of Personnel is Customer, Partner, Contractor, etc.)
   • Branch, Office, Department: Free text fields that refer to the location information of Personnel within the Organization
   • Division: The existing Division that the person is a member of. The Division the person is in plays an important role in choosing the default timezone for the person and helping in Project Management (Project creator division is important in terms of Expenses – division’s currency – calculations)
   • Contractual Location & Location: The existing office that the person will be contracted with and the actual location that they will work in
   • Specialty & Education: You can select from a list for these fields or add new options
   • Region Code: The Regional Settings which will be applied will give a standard Schedule (working hours and public holidays setup) and a maximum Entitlement (Absence types entitlement) for this person
   • Resource Manager & Manager: A person can have a resource manage and a line manager. See the scenarios below:
     • Whether a person will participate in a Project, by approving the Project’s booking request (Resource Manager)
     • Whether a person will take an Absence in a specific date range (Manager)
     • A general application or request made by a person (Manager)
     • Tasks performed by a person (Manager)

If a person’s Resource Manager field is left blank their line manager will be responsible for approving their participation in a Project.

5. Complete the Contact info and Personal Details:
   • Phone, Email, and Website
   • Address, City, County, Postcode, Country
   • Date of birth, Interests, Social Media accounts
6. Fill in the Employment/Working assignment information:
   • Adjusted hire date can be used to note the date an offer was accepted by the person for example and the contract start date is the date the person starts working; these will play an important role in conditional entitlements
   • Withdrawal Date, Contract end dates
7. Picture: Click to upload an image or delete a previously uploaded image
8. Select the Save button or cancel

Manage Personnel

1. Go to Packages > HR Automation > Personnel
2. Click on a person you wish to manage
3. On Summary – you will see Personnel Basic Info, Contact, and Organizational/Working details. For example, view the length of service for an Active Person. Vacation, Sickness Entitlements and Days taken are also viewable. Attachments can be uploaded directly from your Desktop or attach a File URL. Click on a file that has been uploaded to Open it (downloading and previewing of current and previous versions are available). You can rename or delete any file.

1. Click on Form Answers to see all responses or complete a new response in a Survey that has been created
   • Select the survey, the editor from the user’s drop-down menu and the access rights of the response i.e. private, public, internal
   • Select the desired Save option (refer to Quick Reference Guide)
2. Click on the Comment Icon to make a comment about a specific person. Users with access to the personnel record will receive a Notification. Comments can be added using the simple or enriched HTML Editor (Open editor). Users can click on refresh to see new comments or click on show more or show less as required
3. Click on Tags to add a new Tag to the person and you can also mark the tag as a private, group, internal or public. You can also manage existing tags. Adding tags to Personnel will help in the grouping, filtering and finding them. Saved filters and tags of grouped Personnel will assist with sending group emails to them
4. Click on Links to add a new Link between the person and another object e.g. a Project, an Event, etc
5. Click on the Actions Icon of Personnel to:
   • Delete – to delete the person. A pop-up confirmation box appears
   • Print – to print the current Personnel View (Summary, Schedule, Absences, etc)
   • Notify – to send a Notification to specific groups, users or external recipients via email ( if you have connected your email in the system)
   • Link with – to add a new Link between the person and another object e.g. a Project, an Event, etc
   • Merge Contact, to merge the person with another Contact
   • Convert to candidate – to convert a person back to a candidate

Schedule of Personnel

Click on the Schedule tab of Personnel in order to:

• Check the Working Schedule that has been automatically added to Personnel, provided that Regional Settings have been applied to them on “Region Code” when creating a person. You can click on the previous year(s) to check the Work hours Schedule(s)
• Click on the Pencil Icon to adjust the Working Schedule and save it

You can prepare the Schedule for a person up to a year in advance from the Actions Icon by selecting Copy Schedule. In the pop-up window choose which year you want to copy the schedule and press Save. Previously created schedules can be found in the Schedule tab of Personnel. Copy Schedule for each person is available from the Personnel unit’s Actions Icon.

Skills of Personnel

• Click on the Summary tab to navigate to the “Job Title” field and add for this person the Skills that have been associated with that Job Title. Click on the [Add Skills] option to do this
• Press the Skills tab of Personnel in order to
  • Check Skills that have been added automatically that are associated with the person’s Job Title
  • Click on a Skill and then click the Pencil Icon
    • Adjust the information, such as Skill, Grade, Certification, Certification Date, Certification Authority. You can upload certification document and add a short description
    • Select the desired Save option (refer to Quick Reference Guide)

• • You can add additional (previously created) skills to that specific person
    • Click on the + icon to add a new skill
    • Select a skill from the list, add the Grade, Certification details (if any) and a short Description
    • Select the desired Save option (refer to Quick Reference Guide)

You can multi-check Skills from a person’s skills to delete them.

Absences and Entitlement of Personnel

1. Go to Packages > HR Automation > Personnel
2. Click on a person to check their Absences or set up their Entitlement
3. Click on the Entitlements created tab of Personnel in order to check any added Entitlement(s) for this person
   • The first time you edit a new person you will see that no entitlement has been created. To set this up:
     • Go to Packages > HR Automation >  Personnel, click on the Absence Management option and select Entitlement Setup in the Unit Title bar
     • In Entitlement Setup, select Functional Group, Division, and Group in the Organizational Chart to see Personnel that is/are a member(s). If you know the name of the person you need to create Entitlement for you can use the search function. Then click display results
     • In the Table below you will see:

A. Previous Year Entitlement for Absences type “Sickness”
B. Previous Year Entitlement for Absences type “Vacancy”
C. Previous Year Remaining Days from Entitlement of Absences of type “Vacancy”
D. Standard Entitlement for Absences type “Vacancy” for current Year
E. Calculated Entitlement that sums up Previous Year Remaining Days (C) + Standard Entitlement for this Year (D)

The calculated entitlement number will be added to the person when the Create Entitlement button is clicked.

To see data in the Entitlement Setup table, you first need to create the Regional Settings Schedule for a Region and then have applied that “Region Code” to the Person. Also, the Contract Start Date is needed.

1. • When you next view a person, you will see that entitlements have been set for them. At this point, you can:
     • Add extra Entitlement for this person. Click on the + Icon, type the number of days, select the Entitlement type (Basic setup, Credit, Overtime, Sickness) and add a description. Add the valid from date, decide whether this Entitlement can be used on Carry Over and click the checkbox. Click on Save or Save and New to proceed.
     • Alternatively, you can select and delete the Entitlements

2. Click on Absences in the left panel to check Absences for the person. You will see all approved absences by Leave type with information about their duration and scheduling

Manage multiple Personnel

You can check or manage multiple Personnel at the same time.

1. Go to Packages > HR Automation > Personnel
2. Select multiple Personnel and perform the following actions:
   • Delete: to delete. A confirmation box will appear
   • Link with: to add a new Link between this Personnel and any other Comidor object e.g. a Project, an Event, etc
   • Tag: add or apply multiple Tags to selected Personnel. Tags can be marked as a private, group, or internal. Press OK to proceed
   • Email a Survey: send a previously created Survey to the person(s) email (note: you will need access to this feature to perform this action)
     1. Select the Sender Email Address from the email addresses you have connected to your account
     2. Add the sender name that will be viewed in the sent e-mail
     3. Choose the previously created Survey from the list
     4. Supervisor, Admin 1 & 2 are automatically taken from the Survey-Process
     5. Put the Subject that will be shown in the Subject line of the Email
     6. Load a specific <Email Template> from your Mailbox or write your message in the <HTML Editor>
     7. Finally, click on Send to send the Email with the Survey
   • Change Status: Change Personnel Status e.g. active, inactive, retired, etc
   • Copy Schedule: Copy a previously defined Personnel Schedule to a future year

3. Choose to view specific Personnel and click on the Actions Icon to:
   • Export: to export either all Personnel or the current page you are viewing in a .xls file
   • Print: to print the current page with Personnel you are viewing. A new tab will open in your browser. Please, follow the browser’s printing procedure
   • Skills Per Person
   • Overtime to Holidays
   • Copy Schedule for every Personnel

Multiple Personnel Skills

You can manage or search for Personnel based on their Skills.

Go to Packages > HR Automation > Personnel.

Search by Skills

1. Click the Search by skills option to search and find specific Personnel, based on Personnel Name, Title, and other advanced criteria
2. On the left side there is an advanced criteria panel in which you can:
   • Search Personnel based on the Name or Service
   • Select Functional Group that Personnel is/are a member of
   • Division that Personnel is/are member(s) of
   • Choose to view Users only
   • Select a Period (From-To) to identify Personnel that have not been booked
   • Select a specific Service and/or Job Title from the list
   • Specify the Cost Min and Max of this person or Job Title and also choose whether this Cost is External or Internal.
   • Select Status of Personnel
   • Click on the + Icon to add a desired skill. A pop-up appears where you can fill in the previously added skill, the minimum grade and any certification with its authority (if any). Click on Save to proceed. You can continue adding different skills and combine them to find a specific resource to use

Results are displayed on the right side of the screen. Choose to see the results in a different Order (by Name, Cost-Ext, Cost-Int), ascending or descending. You can Quickly add a Task to that specific person.

The post Personnel (HR Automation) appeared first on Comidor Low-code Automation Platform.

• Only managers can access their team’s absence requests.
• A user can check their Absences from their User Profile or via HR Automation > Absence Management
• Entitlement must be set up for each user for the current year which will allow for accurate calculation of Absence Days.

Submit a new Absence Request

1. There are two ways to add a new absence:
   • Go to Packages > HR Automation > Absence Management. Click on the + Icon
   • Add a Quick Absence by clicking on the Quick Add Icon on the left side of the screen
2. In the form complete the following fields:
   • Title – the Absence Request title
   • Basic Info – e.g Type of Absence Request (holiday, short term leave, a holiday from overtime, sickness, long service leave, maternity/paternity Leave). Only System Admins have the ability to add an Absence for a person other than themselves.
3. In the Scheduling section of Absence Request, you can see the following:

• • The previously set Entitlement for the Absence types. You can also view the Absence Balance (which are the remaining days) and the Approved days of that type to date
  • Sickness Entitlement refers to previously set sickness entitlement
  • Start and End Dates of Absence Request must be added. For Absence Request of short term leave, you can set the time-frame. For half day Absences, please also specify the time. Public holidays and non-working days (Region Schedule) will have been added through the Business Setup and then each new person will have been assigned to a specific Region Code. The duration of the Absence Request excludes the region’s Public Holidays and non-working days
  • Add a description
  • Select the desired Save option (refer to Quick Reference Guide)

A notification is sent to the user’s Manager who has access to your Absence Request. The user is notified about the decision.

Review Absence Request

In order to review absences,

• Go to Packages > HR Automation > Absence Management

Depending on your managerial role, you can view Absences for the Personnel you manage and whether the requests are approved, pending or rejected. Non-managerial users can only see their absence requests and whether they have been accepted or rejected. Pending in the “approval state” filter is pre-selected. In the table:

• Approved Absence Requests will be Completed.
• Approved but Red Canceled means that it was initially approved by the Manager, but subsequently called-off (rejected) by the Manager.
• Approved but Black Canceled means that it was initially approved by the Manager, but subsequently called-off
• Rejected by the Manager is indicated also as Red Failed

Another option to viewing your Absence Requests (and whether the requests are pending, approved or declined) is from the user profile in the absences link in the left panel.

Users can also view their team Absence Requests (pending, approved, declined) from Absence Calendar and Absence Report.

Accept or Decline an Absence Request

When an Absence Request is submitted a System Notification is sent to the Manager of the person with information about the request.

The manager can then act upon the absence request.

1. In the form that opens in the Absence Request summary tab, check the basic info of the Absence Request
2. Check the scheduling of the Absence Request. This gives information on the duration, the entitlement and balance of that specific type of Absence Request. A description of the Absence Request will appear here
3. The manager can check Assigned Tasks, Work Packages and Projects for that person for that specific time frame. This allows the manager to make an informed decision on whether to approve or reject the Absence Request
4. The manager can also see more information about past or scheduled Absences for the person from the user Absence Report tab.
5. There is an option to communicate with the person by using Notes-Notifications via the discussion board

6. The manager can Approve or Reject the Absence Request by using the green/red buttons on the top right. However, the manager cannot delete an Absence Request unless they are a Data Manager user or have actually created that Absence Request

When the Absence Request is approved or rejected, the person who submitted it will receive a System – Notification with the decision.

Rejected Absence Requests are turned automatically to Failed Processes, approved Absence Requests are turned to Completed and Absence Requests that have been initially accepted but then called-off, are turned from Completed to Cancelled Processes.

Where a person has been assigned a task during the period of the Absence, a pop-up will appear for the manager asking him to confirm whether this Absence will be Approved and that this Task will be re-assigned or Rejected.

A System – Notification will be sent to the assigner of the task to inform them of this approved Absence Request which will impact the task scheduling.

Edit an Absence Request

A user who has requested an Absence and any “Data Manager” can view, edit or delete the user’s Absence Request. 

Click the pending Absence Request you want to edit from the list of Absence Requests.

1. Click on the Pencil Icon to edit the form
2. Amend any information as required
3. Select the desired Save option (refer to Quick Reference Guide)

Cancel an Absence Request

A manager of a User that has requested an Absence can call-off (reject) a previously approved Absence Request.

1. Click on the approved Absence Request you want to cancel from the list of Absence Requests
2. Click on the Cancel Request button on the top right of the Absence Request view

A Notification will appear confirming that the Application has been canceled.

Delete an Absence Request

A user that has requested an Absence and any “Data Manager” can view, edit or delete the user’s Absence Request.

1. Click on the pending Absence Request you wish to delete from the list of Absence Requests
2. Click on the delete button on the top right of the Absence Request view

A confirmation box will appear.

Manage an Absence Request

1. Click on the Absence Request you wish to manage from the list of Absence Requests
2. Click on Absence Approvals in the left panel to check the decision information, e.g. who acted upon the request, date and time of the action, etc
3. Click on the tags link to add a new tag to that Absence. You can also manage existing tags that have been previously added. Adding tags to Absences will help in grouping, filtering and finding them
4. Click on the links tab to add a new link between this Absence Request and any other Comidor object e.g. a Project, an Event, a Job Title, etc

Manage Absence Requests

Click on Packages > HR Automation > Absence Management

Depending on your role you can view Absences and their approval status for yourself and your team.

Multi-check Absence Requests to link them with any other Comidor object e.g. a Project, an Event, a Job Title, etc.

Absence Calendar

1. Click on the Absence Calendar option on the Unit Title bar.
2. You will see Absences per personnel. In the filters section you can select between Business Organization filters (Functional groups, Divisions, Offices), User filters (User Name, Team Name – from the ones you are a member of) and Absences filters (Leave type, Approval status). You can also choose to hide empty rows
3. Click on execute to check the calendar or on clear to clear up filters
   • Green with green line – Approved Absence Requests
   • White with red line – Rejected Absence Requests
   • White – Pending Requests
   • Red with green line – Approved Requests subsequently canceled by a Manager
   • White with green line – Approved Requests subsequently canceled by the requestor
4. Navigate to previous or future weeks with the arrows, click on the small calendar icon to select a date or navigate back to the current date

Absence Report

There, you may see depending on your managerial role, yours and your team’s Absence, approved, pending or rejected. Personal Absence Report is available also through your User Profile.

1. Click on the Absence Report option on the unit title bar
2. Choose up to which Year you want to see the Absence Report results and then:
   • Selecting Absence Type, specify the Absence Request type to view a report with all Personnel’s Balance, Entitlement and Requested Absences by each month
   • Selecting Status (Pending, Approved), you can specify the Absence Request Status to view a report with all Personnel’s Balance, Entitlement and Absences for that status by each month
   • Selecting Personnel you can specify the user to view a report with all Personnel’s Balance, Entitlement and Absences, by each month
3. Click Fetch to view the report

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