Appogee HR: Employee Directory

These features are only available to users with the HR MANAGER role.

The Employee Directory can be disabled for users who are not HR MANAGERS.

The Employee Directory is where the management of Employee Profiles takes place. This includes the following features (click to view the relevant section):

 Skip to:

  1. Register New Employees
  2. Export Employee Profiles
  3. Manage Employee Records
  4. View & Manage the Organisation Chart
  5. Manage Teams
  6. Manage User Roles
  7. View Archived Employees
  8. Manage Employee Profiles
    • Send Welcome Emails
    • Send Password reset Email
    • Change Team 
    • Change Email address
    • Disabled login
    • Archive employee profile

 


 

Register New Employees

There are a few ways to register an employee who is not currently in the the Appogee HR system:

1. Manually register a single employee

2. Import one or more employees via a CSV file upload of employee profile data

3. Import one or more employees via Google Apps Import (requires Google Apps installation & permissions)

 


 

Manually register a single employee:

You will need to have the Team which the employee is a member of already created in Appogee HR. 

  1. Click on HR MANAGER > Employee Directory
  2. Click on the "New Employee" button on the right:

  3. In the Registration page that follows, enter or select the following required details about the employee:
  4. You will then need to select the following Employee Login Options:
    • Appogee HR Self Service: whether to allow the employee to log in to Appogee HR. Disabling this will remove the Send Welcome Email option below.
    • Activate Appogee Leave: whether to allow the employee to log in to Appogee Leave & submit requests
    • Send Welcome Email: whether to send out an email introducing them to Appogee HR and providing a link to log in to Appogee HR
  5. If you have selected the Activate Appogee Leave option, you will need to select an Employment Profile for the employee in the Appogee Leave Options section. 
  6. Click on the Register Employee button to complete the registration. 

 

Back to top


 

Import one or more employees via a CSV file upload of employee profile data

You will need to download and prepare your CSV file for upload as you work through these complete the steps. If the employee(s) in the CSV file already exist, their details will be updated in Appogee HR.

  1. Click on HR MANAGER > Employee Directory
  2. Click on the "New Employee" button on the right:

  3. In the Registration page that follows, click on CSV Import:

  4. Click on the template download link. You will need to download a new one with each upload to ensure that you have the latest version as the CSV file headings are based on the Profile Fields configured by your administrators.

  5. When you have downloaded the CSV file, you will need to add the employee profile data to it. Please ensure that your CSV file has been prepared according to our documentation or you may experience errors when uploading the file. 
  6. When you have prepared your CSV file and entered the employee data to it, you may then upload it. Click on the Browse button and select the CSV file from your machine. Click on Upload & Import to begin the CSV upload.

If you encounter any issues, check our CSV upload troubleshooting guide.

 Back to top


 Import one or more employees via Google Apps Import

This option is only available to Google Apps domains.

You will need to ensure that Appogee Leave is able to communicate with your Google Apps domain. 

You will need to prepare your Teams & optionally Employment Profiles in order to use this feature.

  1. Click on HR MANAGER > Employee Directory
  2. Click on the "New Employee" button on the right:

  3. Click on Google Apps Import:

  4. A list of available users from your Google Apps domain will be listed on the page. Use the checkboxes on the left to select the employees you want to import/update from Google Apps:

  5.  Select the Teams & optionally the Employment Profiles from the dropdown lists. Enter the Job Title and optionally the Job Start Date. 
  6. At the bottom of the page you will have the option to Allow Login. Select this if you wish for the employees selected in step 4 to be able to log in to Appogee HR. 
  7. If you selected Allow Login above, you may then select Send Welcome Email to have introductory emails sent to the employees you selected in step 4. 
  8. Click on Import Selected to complete the import.

 Back to top


 

 Export Employee Profiles

You can also export a Team's Employee Profiles

  1. Click on HR MANAGER > Employee Directory
  2. Click on the Export tab:

  3. From the Export page, you can view and download previous exports or generate a new one. Click on the Export Profiles button:

  4. Select the Team(s) you wish to Export. You can also use the Select All option to quickly select all Teams to download:

  5. Click OK to start the export process.
  6. Your exports will be generated in the background and you will receive an email with a link to the CSV file when it is ready to be downloaded.

 Back to top


 

 Manage Employee Records

Skip to:

 

Viewing & Downloading Employee Records

You can only download Employee Records which are files. Links can be clicked on to open the link resource.

 

  1. Click on HR MANAGER > Employee Directory
  2. Search to find the Employee whose Records you wish to modify or view and click on the name of the Employee to view their Employee Profile.
  3. On the Employee Profile, click on Records
  4. Select a Record Category or Record Type on the left to filter the Employee's Records and download or select the Record you wish to view. For links, you can click on the link to open it.
  5. Alternatively you can download the Employee Record from the Employee Record page by clicking on the name of the Employee Record and clicking on the Download button:

 

 Back to top

Creating Employee Records

  1. Click on HR MANAGER > Employee Directory
  2. Search to find the Employee whose Records you wish to modify or view and click on the name of the Employee to view their Employee Profile.
  3. On the Employee Profile, click on Records
  4. Click on the Create New Record button

  5. Enter or select:
    • the Record Name
    • the Record Category to which the Record belongs

  6. Select the Record Type - this can be a file, an internal note or a Link
    • for a File, select the file from your machine
    • for an Internal Note, type it in the large text field

    • for a Link enter a valid URL

  7. Enter the Record's Review Date - when it should next be reviewed
  8. The Use default security option let's you chose if the Record should inherit the security options of the Record Category or if you would like to specify new security options for this Record.
    • Leave the box checked to inherit the Record Category security settings.
    • Uncheck the box to specify new security options.
      • Select the access settings for Employee Self Access 
      • Select the access settings for the Employee's Manager(s)
      • Select the access settings for HR Managers
  9. Click on Create Employee Record. The newly created Record will now be visible on the Employee Profile.

  Back to top

Modifying Employee Records

Remember to use the Save button at the top right to save your changes. 

  1. Click on HR MANAGER > Employee Directory
  2. Search to find the Employee whose Records you wish to modify or view and click on the name of the Employee to view their Employee Profile.
  3. On the Employee Profile, click on Records
  4. Select a Record Category or Record Type on the left to filter the Employee's Records and click on the Record you wish to modify.
  5. On the Employee Record page, you can modify the Record Details:
    • Name
    • Description
    • Category
    • For files, you will be able to modify the file name
    • For links you will be able to modify the URL
    • For internal notes you will be able to modify the note
    • Remember to use the Save button at the top right to save your changes.
  6. In the Access tab you can modify the security access settings for:
    • Employee Self Service - the Employee
    • Employee Manager(s)
    • Remember to use the Save button at the top right to save your changes.
  7. In the Review tab you can modify the:
    • Record Owner - email address of the record owner who will be assigned an action notification to review the Record on the Review Date specified
    • Next Review Date 
    • Review Frequency - select an option to enable or disable automatic revision of the Review Date. For example a Monthly Review Date will result in a review action being assigned to the Record Owner on the same date every month
    • Remember to use the Save button at the top right to save your changes.
  8. In the Acknowledgements tab, you can:
    • view Acknowledgement Requests
    • create Acknowledgement Requests for this Employee Record (see Acknowledgement Requests)
    • Remember to use the Save button at the top right to save your changes.
  9. In the Notifications tab, you can view & create Notifications for this Employee Record. Remember to use the Save button at the top right to save your changes.
  10. The Audit tab shows changes made to this Employee Record. You can use the Audit tab to find track changes and updates to the Employee Record.

 

 Back to top

Deleting Employee Records

  1. Click on HR MANAGER > Employee Directory
  2. Search to find the Employee whose Records you wish to modify or view and click on the name of the Employee to view their Employee Profile.
  3. On the Employee Profile, click on Records
  4. Select a Record Category or Record Type on the left to filter the Employee's Records and click on the Record you wish to modify.
  5. Click on the Delete button at the top and confirm to permanently delete the Record.

 

Back to top


View & Manage the Organisation Chart

The Employee Directory can be disabled for users who are not HR MANAGERS.

To get to the Organisation Chart (Org Chart), click on HR MANAGER > Org Chart 

The Organisation Chart (Org Chart) can be built to reflect your Organisational hierarchy. The hierarchy is based on Teams and their Parent Teams. For example in the Org Chart above, the Development, Marketing and Sales team share a Parent Team called Management, and therefore the structure is built to reflect this.

The article HR MANAGERS: Setting Up Teams describes how to assign a Parent Team to a Team so that you can build your Org Chart.

Back to top

 


Managing User Roles

You can View  User Roles and Grant the HR Manager or Admin roles to Employees. 

The Manager role cannot be assigned here, it must be assigned in the Team. 

To View User Roles:

  1. Click on the HR MANAGER dashboard
  2. Click on Employee Directory
  3. Click on Roles
  4. You can filter the list of Employees using the Select Role to view Employees with the Specified Role or Filter by which Team they belong to:

 

 To Grant HR Manager or Admin User Roles

  1. Click on the HR MANAGER dashboard
  2. Click on Employee Directory
  3. Click on Roles
  4. Select the role you wish to grant an Employee

  5. Enter the name or email address of the Employee into the Assign Role field

  6. Click on Grant Role.

  

Back to top

 


View Archived Employees

  1. Click on the HR MANAGER dashboard
  2. Click on Employee Directory
  3. Click on Archived

     

  4. A list of Archived Employees will be shown. You can:
    • show the salary data
    • restore the Employee Profile

 

 

Back to top


Manage Employee Profiles

  1. From the Org Chart, the Directory or any page showing a list of users, click on an Employee's name. This will take you to their Employee Profile.
  2. You can edit or view profile fields as per their access settings that are configured by your Administrator. If you make an edit, don't forget to Save.
  3. In the Options menu, you can:
    • Re-Send Welcome Emails
    • Send Password Reset Email
    • Change Email Address
    • Change Team
    • Disabled Login (refers to Appogee HR login)
    • Archive employee profile

 

Back to top


Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

  • Avatar
    Nancy Wilson

    How can you add the teams so that it becomes an org chart?

  • Avatar
    Lucky

    Hi Nancy,

    You will need to define the parent of a sub level team, this can be achieved by going to your Employee Directory -> Team -> Click on a sub level team -> Define the parent team.