Use the “Settings” menu item to manage your company profile, contact details and package subscription. Settings also allows system administrators to custom configure certain elements of the organizations Passport 360 data requirements.
To access the applicable menu items as mentioned below, navigate to “Settings” on your dashboard.
Use “People” to configure custom documents that are required from your internal Employees and Service Provider’s Employees. Also use this function to add custom mandatory demographic fields to an individual’s profile.
Select get Started.
1) Add Custom Documents
Select "Get Started"
Select the Add Custom Document button.
Fill in the name of your document.
Fill in a short description of the document.
Select if this document will require and expiry date to be added at the time of the upload.
Select if this document will require a commencement date to be added at the time of the upload.
Take note when selecting your permissions users as this will determine which users within your organization will be able to view the uploaded documents.
All Users: Anyone can view the uploaded document.
User Group: Only individuals added to a specified and selected user group will be able to view the uploaded documents.
User Role: Only users with the specified user access rights will be able to view the uploaded documents.
If you select a User Group permission, an additional dropdown will appear whereby you will be required to select the User Group that will have permission to view the individual documents.
If you select a User Roles permission, an additional dropdown will appear whereby you will be required to select the User Role that will have permission to view the individual documents.
The documents added will display to the right of your screen in a list format.
To view the uploaded documents of the individuals, navigate to People Manager.
Note: Keep in mind that you must be part of the user permissions to view the document at initial document creation.
Open an individual’s profile by selecting the view button.
Select Custom Documents.
The status of the document will be indicated for easy referral.
To view the document, select the view button.
Another screen will open for you to view the uploaded document.
To delete the document, select the delete button.
Note: You will require Administrator user rights to delete the document.
2) Add Custom Mandatory Fields.
Fill in the name of the custom field and use the dropdown selection available to stipulate if these mandatory fields are applicable to internal, external employees or both types.
Indicate whether the data should be a mandatory collection when adding an employee profile and if the data should be visible to all users or only to those with HR actions.
When you are complete, select save.
Your custom fields will display in a list format for you to manage.
The added fields will show in your Own Employees profiles as well as Service Provider Employee profiles that are linked to the selected Corporate Client project.
2.1) Fill in the Custom Mandatory Fields
When viewing an individual’s profile, you will see a caution note displayed on the individual’s profile.
You will be able to access these required fields by viewing the employee’s demographic information.
Select the manage button that displays on the individual’s profile.
Scroll down to Employee custom fields and highlight the applicable filed.
Select the edit button.
Using the free text field available, fill in the response details.
When you are complete, select save.
3) Time Management
Select the Get Started button on Time Management.
You can select two check boxes or either one of the two options.
Individual Time Management
Force collection of hours on contractors
If you click on “individual time management” box, secondary fields will appear.
Using the dropdown selection available, select the required frequency.
weekly, fortnightly, or monthly.
In the secondary dropdown, select the applicable user group that will be responsible for collecting internal individual time records on a set frequency. The notification will be sent to the applicable user group as a reminder to capture the employees time records.
If the Client requires the forced collection of time records to be applied to their Service Providers, you will be required to select the Force collection of hours on contractor’s tick box.
3.1) Capture Time Records
Navigate to the required individual profile in People Manager.
Select the Time Management option in the “Select Section” field.
Select the “Date From” using the calendar button and the “Date To.”
The next step is to add the hours worked, so you will add your normal hours worked per day and you will need to add your overtime worked if it is applicable.
When you are complete, select the add hours button.
A record of your hours worked will appear in a list format below your individual time management grid.
If a contractor is required to add their employees time records, a popup message will appear on the individual’s profile when their profile is viewed to remind them to collect their hours.
3.2) Configure the hours recorded to a Pack Item
If a Corporate Client wants to configure the hours recorded to a pack item, this will be managed in pack requirements.
When adding the pack line item, select the Time and Attendance item in “General Pack Items”
This will be a system generated document and will appear as below.