This guide offers an introduction to myhrtoolkit and highlights some initial areas of interest to Managers.
Myhrtoolkit is an easy-to-use HR software based in the cloud that can help manage items such as holidays, training, appraisals and more. As it is Software as a Service (SaaS), there is no installation or set up required - all you need is a suitable internet connected device.
Myhrtoolkit has 3 levels of access:
- Users – can only see their own information
- Managers – can see information about the employees they manage
- Controllers – can see all information, reset login credentials and change settings
What is Management?
As a Manager, you will gain access to an extra tab in addition to Myhome; Management.
Management is where you can view, edit, add and remove information for the employees you manage. It's also where you can interact with your employees (e.g. approving/declining holiday requests).
You may like to look at the functions below, which can be found on the main management toolbar.
The exact features that you will have access to are set by your Controller.
Message Board is the central area for all notifications relating to your team.
The message board is the central area for all your management notifications that are sent to you; either by a User, Controller or the system. These may include (but is not limited to):
|Holiday Requests||Alerts you when an employee has submitted a holiday request. You can view the request from the message board and then action it.|
|Appraisal Reminders||Alerts you to any appraisals that may be approaching their deadline.|
|Absences||Alerts you when a user has a general or sickness absence entry.|
Within Holidays, you can review holiday requests, booked holidays and more.
'Holidays' contains tools that help you manage your team's holiday information and requests.
Within the system are Holiday Groups and Holiday Managers which are setup by your system's Controller. A Holiday Group is a group of users who submit holiday requests that go to a specific person(s). That specific person(s) is a Holiday Manager and has the ability to approve or decline the requests made by the members of the group.
Because holiday groups are setup seperately from Managers, you may or may not manage the holiday requests for everyone that you line manage directly.
Outstanding Holiday Requests - This is where any holiday requests made by users are stored until actioned by a holiday manager.
Holiday Request History - This keeps a historic record of any holiday requests made by users that you manage the holidays for, as well as any holidays that were entered manually by a Manager or Controller.
Employee Holiday Dates - This keeps a record of any holidays entered onto the system. This is also where holidays can be manually added and deleted.
Calendar - This is where you can view entries for items such as holidays, sickness, general absence and more.
Holiday in lieu/Carried-over - This is where you can add or remove holiday from users in a specific holiday year.
Holiday Entitlements - This is an optional feature that your Controller may give you access to where you can view and amend the annual entitlement for a user that you line manage.
Holiday Reports - This is where you can view the Holiday Entitlement Report and the Remaining Holiday Entitlement Report for users you line manage.
Within the Toolkit are 2 types of absence:
Depending on what settings have been made by your company, within absence you will see navigating tabs for:
General Absence Dates - This is where you can view, add and remove general absence records for users that you line manage. Users cannot request or add general absence.
General absences can be anything that isn't sickness or holiday. E.g. Dentist Appointments or Maternity Leave etc.
Sickness Absence Dates - This is where you can view, add, edit and remove sickness records for your team. Also, you can upload notes and documents to each sickness entry and record whether Contractual or Statutory pay was applicable.
Absence Reports - This allows you to view a range of absence reports for your team.
The Document Library has a range of tabs for different types of documents.
The document library consists of various navigation tabs for different document types that you can upload to your employees. Some tabs within the document library have different methods of uploading.
As a manager, you can check when a document you've sent has been opened. Within the company-wide tabs (Induction, Company Handbook and Other Rules & Procedures), you can also check when each user has confirmed that they've read and understood the document too.
There is no tracking for documents uploaded to the General Documents tab. Anything uploaded to General Documents will be visible to ALL users.
Reports allow you to view and export meaningful day-to-day information about your team.
Almost all reports can be exported to Microsoft Excel for further customisation and can also be filtered by time-frame, location and department.
Here are a few examples of different report categories within the Toolkit:
- Absence Reports
- Holiday Reports
- Performance Management
- Document Reminders
- Staff Numbers
Weekly Update Email
The weekly update email is a feature available to Managers and Controllers whereby the Toolkit will send you an automated email every Friday afternoon containing information about events that have happened throughout the week or due to happen in the near future.
You can access your weekly email update's settings by navigating to 'Settings' > Account > 'Weekly Update Email'. You are then able to choose which elements of the weekly email you'd like to receive. Alternatively, you can opt out of receive the weekly email update altogether.
I don't have all the areas mentioned in this guide, why?
Some menu options and navigation tabs may not be visible as this is dependent on the permissions your system Controller configures for you.
Is it possible to add our own general absence types?
Yes. However, these need to be added by the Controller of your system.
How do I know which users are part of my team?
In the Management area, navigate to Reports > Employee Data > Employee work contact information, this report shows a list of users that are part of your team.
Can I still access the information for a user that has left the company?
If they were part of your team before leaving then yes. You can do this by navigating to Management > Leavers > Archive and selecting 'Actions', then 'Employee File'.