HR administration
Set up and run leave, expenses, loans and performance for the whole company.
Start here
People and settings
- Set up employees and supervisorsAdd each employee with their department, branch, pay grade and line manager, so leave, expenses and appraisals reach the right approver.
- Set up HR settingsCreate branches, departments, job titles and pay grades, mark public holidays, and set rent relief and recruitment email templates in Settings › HR Settings.
Leave
- Set up leaveCreate leave types, decide who approves leave, group leave types for employees and keep yearly balances right.
- Give HR approval for leaveGive final approval to leave requests that supervisors have already approved, or reject them.
- Manage leave requestsFollow every leave request, apply or cancel leave for an employee, see who's away and report on leave.
Expenses
- Set up expensesEverything HR and finance must set up before staff can claim expenses or ask for an advance, in the order to do it.
- Set up expense categories and typesCreate the spend categories staff file each line under, the expense types that set caps and deadlines, and the per diem and mileage rate tables.
- Verify expensesCheck approved claims, requisitions and retirements against the receipts and the policy, set the amount allowed and choose how it's paid.
- Pay out expensesPay verified claims and advances through payroll, by hand or through the Payment service, settle retirements and keep outstanding advances in check.
- Post expenses to the ledgerWhat Expense Management posts to the general ledger when finance verifies a claim or a retirement, what you post yourself, and how to post journals that are waiting.
- Expense reportsSee spend, payouts, advances, policy exceptions and turnaround in Reports & Analytics, download the raw exports, and search every expense document in the All expenses register.
Loans
- Set up loansEverything HR must set up before staff can apply for a staff loan, and how a loan moves from application to the last repayment.
- Manage loan applicationsFind any staff loan application, check its details and history, correct a pending application, change an approved amount, or apply on an employee's behalf.
- Approve loan applicationsApprove or reject staff loan applications in two steps, HR first and then management (the MD), and lower the amount if needed.
- Disburse a loanRecord that an approved staff loan has been paid out, once the employee has accepted the offer, so repayments can start.
- Record loan repaymentsSee how staff loans are repaid through payroll, record a repayment made outside payroll, and settle a loan early.
- Loan reportsSee how many loans were applied for, approved and paid out, how much is still owed, and export disbursements and repayments.
Performance
- Set up performanceThe full performance setup checklist in order, from rating scales and financial years to launching a cycle, plus the HR steps that follow.
- Set up performance settingsSet the rating scale, the KPI and behavioural weights, the behavioural competencies and automatic PIPs that every appraisal uses.
- Set up financial yearsAdd the financial year your appraisals belong to, and keep it active so appraisal templates can use it.
- Set up appraisal cyclesCreate the appraisal cycle with its dates and deadlines, or plan a whole tri-annual year, and understand Draft, Active, Closed and Archived.
- Set up the KPI libraryKeep a company-wide catalogue of KPI definitions with codes, targets, weights and scope, as a reference for KPI templates.
- Set up KPI templatesGroup the KPIs for a role or department into a reusable template with weights that add up to 100%, one at a time, several at once, or from a spreadsheet.
- Set up appraisal templatesBuild the appraisal form for a department and year, fill its KPI section from a KPI template, balance the competency weights, then lock and approve it so it can be assigned.
- Check appraisal eligibilityBefore you assign appraisals, check whether an employee, or a whole department, is due for a probation-confirmation or regular appraisal.
- Set up organisational goalsRecord the company-wide goals for the year, with an owner, target, weight and dates, so department and individual goals can link to them.
- Set up department goalsTurn each organisational goal into goals for the departments that deliver it, each with an owner, target and dates.
- Set up individual goalsGive an employee personal goals that link to a department goal, with a target, weight and dates.
- Launch an appraisal cycleActivate the cycle, then assign the locked appraisal template to employees or whole departments so their appraisals appear in My Performance and Team Appraisals.
- Review appraisals as HRFollow every appraisal in the cycle, then approve or reject each one once the line manager has finished, and see the employee's and manager's sign-off.
- Run a performance improvement planCreate a PIP for an employee who needs to improve, activate it, record check-ins and milestones, and close it with an outcome.
- View top performersSee the ranked list of employees whose approved appraisals were rated Meets or Exceeds Expectations, by department, and export it.
- View employee performanceLook up any employee and open their appraisal history across cycles.
- View performance reportsSee completion, average scores, the rating distribution, appraisal status, department results, trends and PIPs, and export them.