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HR Essentials: Set Up Guide

Applicable packagesLeaveTimeHR EssentialsHR Success


Required RolesTeam Manager HR Manager AdministratorADU Manager


In this article: 

Step 1: Configuration

Step 2: Teams

Step 3: Work Profiles

Step 4: Add Employees

Step 5: Assign Managers

Additional Set Up Options


Appogee HR is highly configurable, so you can make it fit with your business requirements and organization structure. Below are our top tips for getting your Appogee HR set up, they have been split into 5 key stages and we strongly advise that you complete the steps in the order below.



Step 1: Configuration


Categories & Fields Configuration


A Category is a section within an HR Process and Fields make up the data within the Category. Categories are grouped by the HR Processes supported in Appogee HR - Personal, Employment, Performance, Learning & Assets. Every employee has access to these categories by using the navigation bar down the left side of Appogee HR.


Go to Process Config > Categories: Records & Fields


Take a look through your current Employee Profile Categories & Fields to ensure you have the fields and security you require. 

It is important to do this as a first step, especially if you go on to add Employees and Field information using the CSV import as the CSV reflects your configuration. 

Take a look at our support articles on Categories and Field Configuration and Employee Profiles for more information. You may also find it useful to look at how to Re-organise your Profile structure.




Company Document Types


Company Documents are documents or files that are related to the company and can be shared by all employees, or at a team level. A Company Document can be a file, link or note that you wish to make available to multiple employees for acknowledgement.


Go to Process Config > Company Document Types


Company Documents can be categorised by Company Document Types for ease of access and navigation. We've set up some default Types - Company Policies, Office Documents, HR Documents & Employee Templates. Feel free to use these if they work for you or alternatively create your own. 

You can add as many as you need and access is controlled within each Company Document Type. For more information, take a look at our support article on Company Documents



Leave and Sickness Types


You can configure which types of Leave & Sickness employees request by setting up Leave & Sickness Types. 


We have a range of default Leave & Sickness Types which you can import and use or add your own Types. Leave & Sickness Types can be set up as deducted or non-deducted, so they can affect an employee's allowance or not. 


To set these up, go to Process Config > Leave Types or Process Config > Sickness Types


For more information, take a look at the support article on Configuring Leave & Sickness Types.




Public Holidays


You can configure public holidays which will be marked as non-working days in the calendar.


Appogee Leave has a number of Public Holidays set up as defaults. Select one for your country or create your own. 


To set these up, go to Leave Admin > Public Holidays.


If you need more information,  take a look at Managing Public Holidays.


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Step 2: Teams


Setting up Teams    

            

Setting up Teams is the next logical step in setting up Appogee Leave. This is where you will set up your approval flows for Leave & Sickness. 

 

Every Employee must belong to a Team, however they can manage a Team and be part of a different Team themselves.


Teams are set up under the Organization option in the menu. 


NOTE: if you're following these steps, it's likely you haven't added any employees yet. You will not be able to set up Managers or approval flows without adding users to the system. It is however important to do this later, see step 5 for more information. 


Take a look at Creating & Editing Teams, Configuring your Org Chart and Deleting users & teams for more information. 


Step 2: Work Profiles


The Work Profile defines the working hours and allowances for a group of Employees. Every Employee must belong to a Work Profile, you may only need one for your organisation or you may need multiple to cater for all eventualities. 


Set these up under Leave Admin > Work Profiles.


For more information, take a look at the following article: Work Profiles.



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Step 3: Teams


Setting up Teams    

            

Setting up Teams is the next logical step in setting up Appogee Leave. This is where you will set up your approval flows for Leave & Sickness. 

 

Every Employee must belong to a Team, however they can manage a Team and be part of a different Team themselves.


Teams are set up under the Organization option in the menu. 


Take a look at Creating & Editing Teams, Configuring your Org Chart and Deleting users & teams for more information. 




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Step 4: Add Employees


There are 3 possible ways to add Employees to Appogee Leave. 

  1. Manual Registration
  2. CSV Import 
  3. Through an integration
    1. Google Workspace (G Suite)
    2. Office 365
    3. Xero 


1. Manual Registration

The manual registration allows you to add Employees using a simple form to add individuals to the system. 


You will be prompted to provide: 

  •  Full Name
  • Work Email Address
  • Job Title
  • Team
  • Work Profile
  • Employee Status
    • Joining or Active
  • Employment Start Date
  • Access to the system


You can see more information on this here: Manual Employee Registration.



2. CSV Import


The CSV import enables you to add Employees to Appogee HR in bulk. Use this option if you have a lot of Employees to add at once for set up purposes. 


There is further information on the CSV import in this guide:CSV Upload Guide



3. Integrations

You will need to enable your Integration before being able to import your employees through this method. 


Take a look at the following articles to set up an integration of your choice:


Google Workspace

Microsoft 365

Xero 


Importing your employees through Xero can be done as part of setting up the Xero integration. 


To import through Google Workspace or Microsoft 365 use the import wizard, which will take you through selecting employees from your domain then: 

  • Assigning Teams
  • Setting Work Profiles 
  • Configuring Login


You can find further information on this here: Importing Employees from Google Workspace / Office 365.




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Step 5: Set up Approvers/Managers


Now that your employees have been added to the system, you can assign which of them are Approvers & Managers. 


When you add an approver, they will automatically become a Manager, and you can add further Managers from the Manager tab of the team. 


To configure your approvers, go to Organization > Teams > Select a Team > Leave Options & Approvals > Leave Requests.


To set up your Approvers & Managers, take a look at the following article: Setting up Approvers




Additional Setup Options


Backfill 


You may wish to use the Backfill feature within Appogee Leave to import your employees' historic requests. This will allow you to use the system as a single source of truth for the full Leave year, regardless of when you implement the feature. 


There are two ways you can use Backfill - manually or in bulk using a CSV template. 


Requests submitted through the Backfill tool will be added to the system as approved, therefore bypassing the approval process. If you would like these requests to be approved in the system, you can add them manually, or ask employees to add them in themselves. 


Go to Leave Admin > Backfill


This will take you to the manual Backfill element of the tool, to use the CSV template, change the option from the top level menu. 



Manually adding Backfill: 

To manually add Backfill, enter the email address of the user, followed by the dates of the request & reason, then click Create Request.


Repeat this process for all requests for all your employees. 


Adding Backfill in bulk: 


Go to Leave Admin > Backfill from CSV.


Download the CSV template and complete it with the employee names, dates of requests & reasons. 




Save the template as a CSV file and upload it to the system. 


            


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Checklists


Appogee HR has Checklist functionality to enable you to set up clear actions to take to complete key processes across your business. 


If you would like to see more information on how Checklists work and how to configure these, please take a look at our Checklist Guide.



Reporting


Appogee HR has reporting for both Employee Profile information and Leave information. The HR Reports match your Employee Profile configuration, allowing you to report on exactly what you choose to keep in Appogee HR. 

The Leave Reports allow you look into all types of absence across the Company, by Team or Individual. You can view these in a series of tables, charts or exports.


See the following guides: 




Notifications


Appogee HR Notifications allow you to stay in control of all dates your store within Employee Profiles, Employee Records or Company Documents. Set Notifications so you always know when the next Performance Review is, when a Record needs reviewing or when an Employee is reaching their employment anniversary.


This Notifications Guide will take you through how to configure date Notifications across Appogee HR.




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