Get started with Employee Self Service
What HR must set up so employees can use the portal, in the order to do it.
Required permission: Self-service setup (ess.configure)
Before you begin
- Employee records, contracts and leave types exist in HR.
- Every person who will use the portal has a user that is linked to an employee (Identity > Users > Employee).
- The person doing the setup holds the self-service setup permission (
ess.configure).
Steps
- Give people their permissions. Each page needs its own permission, and a missing one answers 'You do not have permission for this action.' for that page only:
| Permission | Page |
|---|---|
ess.home | Home, Learning, Assets, My Profile |
ess.attendance, ess.check_in, ess.check_out, ess.attendance_correction | Attendance |
ess.leave | Leave |
ess.requests | Requests |
ess.payslip | Payroll |
ess.tasks, ess.timesheet, ess.expenses, ess.documents, ess.employment, ess.benefits | The page of the same name |
ess.letter_request, ess.profile_change | Letters & Certificates, profile changes |
mss.team, mss.team_attendance, mss.approve_leave, mss.approve_attendance, mss.approve_overtime, mss.approve_timesheet, mss.probation_review, mss.team_documents | Manager pages |
ess.configure | Self-service setup and payroll runs |
- Open Employee Self Service > Configuration > Self-service setup and pick Work locations in the list of masters. Click New for each office. Enter Code, Name and, for geofencing, Latitude, Longitude and radius in metres.
- Open Shifts and click New. Enter Code, Name, Starts, Ends, Break, grace times and the overtime threshold. Tick the midnight option for night shifts.
- Open Attendance policies and click New. Choose the allowed methods (at least one) and tick Require location, Enforce geofence and Allow offline punches as needed. Leave Employee empty for a company-wide policy, or choose an employee for a personal one.
- Open Shift assignments and click New. Choose the employee, the shift, an optional Ramadan shift, the From date and the work location.
- Open Holidays and add the public holidays.
- Open Request workflows and check the approval steps for each request type. Steps run in the order listed (Manager review, HR review, Finance review). Leave, expenses, profile changes and renewals use their own flow and cannot be given steps here.
- Open Country rules and confirm that the starter rules for your country (the GCC pack is created on first use) match your policy.
- Add Announcements, Courses, Assets and Benefits as you need them.
- Ask an employee to sign in, open Employee Self Service > Home and check in as a test.
Important:
The default attendance policy allows only the web and mobile methods. When a browser shares its location, the portal sends the method GPS. If you have no attendance policy at all, such a check-in is refused with 'Your attendance policy does not allow this method.' Create a policy that allows GPS as well.
What happens next
The portal is ready. Managers need their team to report to them in the HR record for My Team to fill. Company switches and field rules are in Customise Home and company settings.
Good to know
- A master that has an Active flag is retired by Remove, so history stays. Others are erased.
- Choosing a record from another company gives 'Choose a employee from this company.'
- Changes to masters are audited.