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Appogee HR: Top Tips for Preparing for a New Year

Applicable plans Leave HR Essentials HR Success


Required Roles Team Manager HR Manager Administrator ADU Manager


When approaching the end of a year, HR Managers may consider reviewing the following to ensure a smooth transition into the new Leave Year. Follow the steps below to ensure your account is ready for the following year. 


In this article: 

Appogee Leave

Appogee HR Essentials

Appogee HR Success



Appogee Leave



Active Leave Years


You can enable or disable staff to submit requests in any year by managing the Active Leave Years.  It is important to ensure your have the correct Leave Years activated, and this can be done either for the whole organization, or on individual Team Profiles. 


NOTE: Only users with the Admin role can access the System Config menu to control Active Leave years for the whole organization.


To enable a Leave Year for all users, head to System Config then General Settings. Under the Leave Tab go to Active Leave Years. 



Tick the box for next year and then Save Changes, this will enable next year for all active users. Changing these settings will only affect employees in teams where this setting has not been overridden.  


To override the Active Leave Years on a Team basis go to Organization > Teams. 


Click on the team you wish to edit and in the Leave Options & Approvals tab, click Override System Defaults then select the year you'd like to switch on. 



To see what Active Leave Years exist in your organization you can go to the Organization  menu, click on Teams, and click the Columns drop down and tick Active Leave Years.  You will then see a new column appear on that page and it will help you see if you have inconsistent settings across you teams.  If you want to manage Active Leave Years consistently across the organization, go into each team and adjust the team settings so they are consistent.  You can then manage all Active Leave Years on the System Config setting as shown above.



Allowances

Ensure allowances are configured correctly on your Work Profiles. 


Go to Leave Admin > Work Profiles and select your Work Profile, then go to the Default Entitlement section of the Leave Settings tab. Check all allowances on this page are correct.



Take a look at the work Profiles guide here


 NOTE: Allowances are allocated within each Leave Year and carry over will only happen on the first day of the new leave year. Requests submitted for the following year will not use the current year's allowance and vice versa. This is the same for accruals - if you have 20 days for this year, but have not accrued any days next year, you will not have enough allowance until carry over has run. 



Carry Over

Carry Over occurs automatically at the start of a new Leave Year. Please ensure Carry Over and Carry Over Debt settings are configured correctly as per the above screenshot. 



NOTE: If your carry over is not configured at the turn of the Leave Year, you will have to adjust employees' allowance manually.



Public Holidays

Ensure Public Holidays for the new Leave Year have been configured, this is done on the Main Details section of your Work Profiles. Go to Work Profiles > Main Details > Configure Public Holidays. 


For more information, please see our support article here




Approve any pending requests

Remind managers to approve requests for the current year before Carry Over is automatically triggered. If requests are approved after Carry Over, the Carry Over amount may be invalid. You can check which requests are in pending state via the Request History page.




Appogee HR Essentials


Upload Company Documents

As it's a new year, you may be looking to upload new Company Documents.  


Go to Company Documents and click the Create button. 



Follow the steps through and choose whether to just notify your employees of the new document or ask for their acknowledgement of it. You can set up different acknowledgement rules for each document if you wish. 



Once requested, you can keep an eye on all your document acknowledgements in one place, and nudge employees who might not have done it yet. 



Create a new version

There may be Company Documents that are already in the system, but you'd like to create a new version for the new year. You could be adding or removing some information, or just updating the dates within it. 


You can use the Review and Revise function to archive the current document and re-request acknowledgement of a more up to date version. 


Find the document you'd like to update and click edit. Go to the History tab and click Review & Revise. If you want to create a new version, select 'No, the document is no longer valid - create a new version', alternatively you can choose to just archive it and not create a new version, or review it with no changes necessary. 



The review will allow you to add comments and a change log, which can be seen by other HR Managers for audit purposes. 


When you have completed the review, you can send another acknowledgement request to those who had access to the previous version. 




Appogee HR Success


The New Year is probably a good time to be thinking about new company, team and personal objectives. Head to Performance > My Goals to set up some new goals. 



You can choose who needs to approve these goals, and once approved, who they will be shared with. 



It's good practice to share your Company goals with all employees, to help everyone stay focussed and on track, but you don't need to do this if you'd prefer to keep things restricted. The Goals section allows for lots of flexibility. 






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