Adding a New Employee

Note: You might not have access to add employees if your company manages this centrally.

Here's how to add a new employee to the system:

Creating the Employee Record

Step 1

From My Dashboard, click on "Pick workspace" and select the site where you want to add the employee.

Step 2

From the site inbox page click the 'Switch to Manage Mode' button

Step 3

Click 'All Employees' on the manage sidebar:

Step 4

Hit the '+New' button at the top right of the page.

Step 5

Fill in the Employee Information fields.

Make sure to select the right roles, as this determines their training, E-learning, and checklist requirements.

You can tick multiple roles if required.

Note - you may have some supplementary roles available which usually have a + prefix e.g. '+Fire Marshall'. Add these as appropriate.

The more options (...) to the right of the roles will show you the requirements each has when you hover over them.

Step 6

You will see a 'Located at' section but depending on your site configuration you may only have one option. If not choose the employees main place of work.

Step 7

Then click 'Save employee' at the bottom of the page.

Configuring Site Access

(Do not skip this part!)

WARNING: Employees without any site access will not show to site managers, nor will their tasks show in any site inbox

Step 8

Employee Access

After creating an employee record you will be directed to the Employee Access page.

To configure the employee's access click on the Edit button

Step 9

Authorisations & tags

Grant the relevant authorisations or tags if the employee needs them (you can only configure this if you possess the tag yourself).

authorised/health - Assigning this tag to an employee will grant them authorisation to access sensitive health data (e.g., Health Surveillance corrective actions) for the employees they manage.

(By default, all sites will have the authorised/health tag that can be applied to an employee, but depending on your site configuration you may have more.)

Step 10

Own employee record access

Configure if this employee has the ability to manage their own record or not (by default, it is set to user)

user - Has the ability to fulfil employee-scoped tasks such as their own E-learning completion. Cannot open their own confidential tasks unless assigned.

manager - Has the ability to change their own requirements & deal with their own confidential tasks even when not assigned.

Step 11a

Site Access

Choose which site you want the employee to access whether as a user or manager. You do this via the drop-down menu. To remove access select the ' - ' option.

Note: Granting user access automatically gives user access to assets so that employees can report defects and view asset documentation, as well as complete checklists if it is their responsibility.

Step 11b

(Only if multi-sited)

If you have multiple sites you can jump up a level to give access higher up your organisational hierarchy. Just click on the double up arrows next to the site name to give access to other sites, regions or your entire organisation.

Tip: If you have multiple sites and want someone to access all of them, make them a manager at the top level, and the access will cascade down. You can do this at a regional level too if your organisation is structured that way.

Step 12

Once you have made the changes, click on the 'Apply changes' button.

Now that you've added an employee, you may want to register them if you want them to log in to access the system.

Report abuse