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.

Note: You can use the Quick Add Menu to add a Contact (basic information only).

Create a Contact

1. To access Contacts, go to Workplace > Contacts.
2. Click the + Icon at the right top of the screen to open the Create Contact form.
3. Fill in Basic Info:
   • Add a Title, First Name, and Last Name
   • Connect this new contact with an existing Account
   • Add a Job Title
   • Assign a specific Category to that contact. Categories are part of the List Management feature
   • Add industry, size of the business and region
4. Continue by adding Contact Info:
   • Check if this contact Has given us consent to use personal data based on GDPR European regulation
   • Add Home, Work,  Personal and Internal Phone and Fax details. You are able to utilize phone fields so that end-users can make calls by clicking on the phone number button and using their computer’s default application.
     • Add a website that the contact might have
     • Add any Email addresses for the contact. You are able to incorporate email fields so end-users can view the email address and copy it into their clipboard by clicking on the respective button. Also, an email icon will be displayed next to the field in the form so that end-users can send emails by clicking on the mail button and using their computer’s default application.
     • Also, you can check if this contact wishes to be Unsubscribed, so you can exclude this Contact from your future Campaigns
5. Add Address information:
   • Address, City, Zip Code, Country
6. Give extra Personal Information that may be relevant to the contact.
7. Choose the Ownership of this Contact (Users)
8. Add the Supervisor of the Department and the Responsible Users who will communicate most with this Contact. This means these three users will have access to any communication with contact via company Email. If these fields are left blank, the contact’s creators name will be added
9. Add Remarks for this Contact
10. Select the desired Save option (refer to Quick Reference Guide)

Edit a Contact

1. To access Contacts, go to Workplace > Contacts.

Click on a Contact you wish to edit

2. Click on the Pencil Icon to Edit
3. Edit the information you want
4. Select the desired Save option (refer to Quick Reference Guide)

View and manage a Contact

1. To access Contacts, go to Workplace > Contacts.
2. Click on a Contact you wish to view

3. In the Contact’s summary, you are able to see Basic info, Contact info, Address information, Personal info, and Remarks
4. Click on the Form Answers to see all responses or complete a new response in a Survey that has been created and is related with all Contacts

5. Click on the Action Icon of a contact to perform other actions, such as:

• • Delete – to delete the Contact. A pop-up confirmation box appears
  • Print – to print the current view of the Contact. If the selected tab from the sidebar is “Activity History”, that view will be printed
  • Link – to add a new Link between this Contact and any other Comidor object e.g. a Project, an Event, etc.
  • Notify – to send a Notification to specific groups, users or external recipients via email (provided that you have already connected your Email in the system)
  • Send New Email will open a new email form. Alternatively, click on the Contact’s mail in the Contact’s Summary view
  • Click on Email a Survey to send an existing Survey to the Contact’s Email
    • Select the Sender Email Address from the emails you have connected to your account
    • Add the sender name that will be viewed in the sent Email
    • Choose an existing survey from the list
    • Supervisor, Admin 1 & 2 are automatically taken from the Survey-Process
    • Add the Subject that the recipient will see in the Subject line of the Email
    • Load a specific Email Template from your Mailbox or write your own message in the HTML Editor
    • Click on send to send the Email with the Survey
  • Click on Create Account to successfully convert this Contact to an Account. A pop-up appears prompting you to add the new Account’s name. Click on Create to proceed
  • You can select to add a Contact to Personnel. This means that this Contact will be converted to a Personnel object. Add the status (Candidate, Active, Retired, Fulfilled, Rejected, Hired, to be Approved), select or add Education and a Specialty
  • You can change View Rights in a Contact
    • Selecting the View Rights tab, you can choose to give access to a group that you are a member of or select multiple groups and /or users from the Allow option on the left side of the pop-up box. You can restrict specific users or groups from viewing this Contact
    • Click on Links to add a new Link between this Contact and any other Comidor object e.g. a Project, an Event, etc. Links already created can be found here e.g. all communication messages that refer to this Contact e-mail, any related Projects, Files, etc.
    •  Click on Tags to add a new Tag to that Contact which can be marked as a private, group, internal or public. You can manage tags that have been previously added to that Contact
      • Adding Tags to Contacts will assist in the grouping, filtering and finding them. Saved filters and tags of grouped Contacts will help with ending group emails to them
      • Click on the Comment Icon in the top right to add a comment about a specific Contact. Users having access to that Contact will receive a Note-Notification

• Add a Comment in plain text or open the HTML Editor
• Users can click on Refresh to see new comments; click on Show More or Show Less to see the number of comments they wish

Manage a Group of Contacts

1. To access Contacts, go to Workplace > Contacts.
2. Select the Contacts you wish to manage
3. Select one of the options:

• • Delete – delete the selected Contacts. A pop-up confirmation box appears
  • Link with – add a new Link between these Contacts and any other Comidor entity e.g. a Project, an Event, etc
  • Tag – add or apply multiple Tags to selected Contacts. Tags can be a private, group, or internal. Click OK to proceed
    • Adding Tags to Contacts will assist in grouping them, filtering and finding them
  • Change Category – change Contact Category by selecting another one or adding a new one
  • New email – a new email form opens with the Contacts emails in the recipient field
  • Mail to Group – send a group mail to selected Contacts. Select one of your connected emails, if you need a request read receipt and whether to load an Email Template from the Mailbox or add the Subject and content in the HTML Editor. Press Send to proceed

• • Email a Survey – send a previously created Survey to the Contacts email:
    • Select the Sender Email Address from the emails you have connected to your account
    • Write the Sender Name that will be viewed in the sent Email
    • Choose the survey from the list
    • Supervisor, Admin 1 & 2 are automatically taken from the Survey-Process
    • Add the Subject that the recipient will see in the Subject line of the Email
    • Load a specific Email Template from your Mailbox or write your message inside the HTML Editor
    • Send – to send the Email with Survey
  • Rights – adjust Access Rights of Contacts. Selecting View Rights tab, you can choose to give access to a group that you are a member of or select multiple groups and /or users from Allow options on the left side of the pop-up box. You can restrict specific users or groups from viewing these Contacts.

View a Group of Contacts

1. To access Contacts go to Workplace > Contacts.
2. Select the View you wish to see the Contacts in

• Default View: the pre-defined view of Contacts in a list.
• New View: check more on Data Management on how to create and save your own View
• Choose Between Table or Graph, if you want to get your result in a list or in a graphic view

3. Select to Print the current view from the Actions Icon. Another tab opens with the print preview
4. You can also select to Export in a *.xls file the List with the Names of the current view-page or all pages

Import Contacts

1. To access Contacts, go to Workplace >  Contacts.
2. Click on the Actions Icon on the top left and then select Import
3. In the pop-up window you can import Contacts following these steps:

The post Contacts (Contact Management) appeared first on Comidor Low-code Automation Platform.