GDPR Update - 25th May 2018

by Lee Porter 24. May 2018 11:50

Our software is designed to assist the recording and management of information both during the time of the individual's employment with your Company and after it has ended for the benefit of the Company.  Your employer is required by law to keep this information and the employee is obliged to provide it ,usually contractually.

A number of updates have been made to the system to meet the new GDPR legislation that is coming into effect on the 25th May 2018.  A summary of the major changes are:

  1. If your company DOES NOT use its own GDPR system and records your staff's consent - then you may enable the GDPR consent feature in this system by going to Admin > System Functionality > Set Functionality Required. It is turned OFF by default.
     
  2. A new functionality role of GDPR Admin/DPO has been added. At least one employee should be given this role in order to manage the new data processing features listed below.
     
  3. A new GDPR menu can be found in the top menu of the Dashboard.
     
  4. Each member of staff has the option to Accept or Withdraw their consent to have their data recorded in this software.  Consent is initially set as given for all existing employees and employees added in the future to minimise disruption.  The withdrawal of consent will send an email to the GDPR Admin/DPO informing them of the decision and remove the employee's access to the software.  Future access can be regained by accepting the use of your data in this software. Withdrawing your consent will severely limit your ability to use the software but other staff such as your manager and your Human Resource team will still be able to use the software on your behalf.
     
  5. The GDPR Admín can withdraw and accept your data to be used on your behalf and can upload documents to show acceptance has been given outside of this software.
     
  6. A history of the employee and the DPO's choices are kept and the latest decision from either party takes effect.
     
  7. Personal information for the employee can be Removed upon request by the GDPR Admin.  This includes data such as personal addresses, bank details, birth date, personal email addresses and medical information etc.  This does not include company information such as training records, expenses, leave, sickness and injury records etc.
     
  8. An individual employee's data or your entire recorded history can be exported from the software by the use of the reports.
     
  9. An officially written request can be made to delete your site completely.  This will destroy ALL of your data FOREVER.

Expense Management

by Lee Porter 7. October 2014 17:28

Managing your expense claims takes considerable time, both for the employee to compile and submit them, your managers to approve and Accounts/payroll to process.  Our software makes this whole process much simpler and faster while keeping everyone informed at all stages.  The expense module is configurable to meet your needs but the following describes the general process:

EMPLOYEES

Employees that submit expense claims can do so online.  Monthly claims can be raised and completed throughout the month or in one go.  The claims can hold expenditure, mileage, cash advances and returns.  Expense claims can be raised in any currency with exchange rates converting expense items back into the employees own currency.  All expense items are categorised according to your own category choices.  Receipts and invoices can be uploaded with the claim to support the individual items. Once complete the claim can be digitally signed by the employee to make it available to the manager.

MANAGERS

This stage gives the departmental manager or a company-wide expense approver the chance to check the expenses and return the whole claim to the employee if there are any queries.  If there are no queries it can be digitally signed to take the claim to Accounts.

ACCOUNTS

Claims can be checked and either returned to the employee with any queries or cleared for payment.  Cleared claims are then grouped into the same currency to be scheduled for payment.  Previously paid groups of claims payments can be viewed and particular expense claims (at all stages) can be searched for and reviewed.

A comprehensive expense report is available which shows the individual claims, the expense items in those claims, any money transactions, the payroll payment summary for each employee and a category summary showing totals for areas such as travel, meals and lodgings.

 

Read more about How to get started using Expenses with your free trial 

New document/file management system

by Lee Porter 6. July 2014 15:00

Document management system

We have added a smart and reliable system that allows for files and documents to be uploaded against their relevant records or for an individual.

Files such as xls, pdf and doc and others can be uploaded to all staff (such as a Company Handbook), for a specific employee (such as a Contract of Employment) or to support other information (such as an employees passport or the certificate for a training course).  All files can log their downloads to show who has read them and when, with a report to show this information at Admin > Files > Download Access logs. All files will keep track of their versions and clearly present the latest version and the software will keep historical files for compliance purposes.  No documents will be deleted - only replaced with the newer version.

...TO ALL STAFF

Client Admins can upload files (Admin > Files > Files (dropdown) > Add...) under the existing categories (such as Company Handbook) that will then be available to staff at My Details > Files > Company.  An email should be sent if the file is to be viewed rather than being uploaded for availability purposes only.  The access logs will let you know who has seen the file.

...FOR A SPECIFIC EMPLOYEE

Personal documents such as Contract of employment or Letter of engagement can be transferred by Client Admins, Group Managers and the employee themselves. 

Client Admin:

Go to People > employee name > Files

Group Managers

Go to My Details > Groups > Employee name > Files

Employees

Go to My Details > Files > Personal Company. 

**These areas are protected and must be unlocked to access them.**

...TO SUPPORT OTHER INFORMATION

Furthermore supporting documents can be added to specific records with in the software.  For instance uploading a scanned copy of an employees passport or insurance documents on the Work Documents page for a member of staff.  While we have added some of the types of documents you might consider adding others against a particlar record, and you can do so by going to Admin > Files -> 'Bulk File Headers - Add New'.  For instance you could select Salary and add a salary review document or add a new personal document such as the employees dimensions for their company uniforms.

In addition to the above, templates can also be added to support a process that requires written letters or information that can't be collected from the system alone.  These can be added on the Admin > Files > Add... page or from the modules that they belong and the first example of this will be the disciplinary and grievance module that is soon to be made available.

All files are stored on our secure file server and within your own client folder for added security and clear seperation of data.  The system automatically creates a folder heirachy depending on the class of files being uploaded, e.g. Sick notes, training certificates etc.  All files are backed up on a daily basis.

The document management system comes ready to use with 10MB of storage which is enough to test with or to add your high level documents such as your Company Handbooks.  If you want to upload documents to specific staff or to support other information you will want to increase your storage.  See below for pricing:

10MB 0.5GB 1GB 2GB
Free £99 £179 £299

All prices are charged annually and subject to VAT at 20%

System documents such as upload templates are also available to support the system but these do not count against your allocated storage.

For further information please contact Lee Porter on 02891823001

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