Staff Accounts - Human Resources tabs
This article provides detailed information relating to the Human Resources tabs in a Staff Account. It includes details about the Contacts, Availability, Training, Documents, Reviews, Goals, Journal and Learning Centre Log Tabs.
When creating a Staff Account, login details and access is granted in the 'User Details' tab, however, this article focuses on the tabs to the right-hand side of this which is known as the 'Human Resources' functionality within SupportAbility and primarily relates to information managed by Human Resources and/or Management Staff.
Information in these tabs is not mandatory for completion, however, may provide additional benefit for providers as a place to record & manage personnel-related information. Additional privileges are required to access this information.
Audience: Authorised Representatives and anyone tasked with completing the set up of Staff Accounts.
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections :
- Renewal Prompts on the Dashboard
- Human Resources
- Contacts
- Availability
- Training
- Documents
- Reviews
- Goals
- Journal
- Learning Centre Log
Renewal Prompts on the Dashboard
The Renewal prompts on the Dashboard will only show for Staff with the TL or HR privileges, therefore, it is recommended to only set this to Staff with these privileges to ensure this is displayed on the Dashboard:
Human Resources
The Human Resources tab contains information relating to Employment information such as working hours, qualification/award levels, volunteer status, employment dates, contact details, etc.
Prerequisites
To access a Staff member's Human Resources tab:
- The Human Resources privilege at the Site/Service level or the global Human Resources For ALL Staff privilege is required
Restrict HR Information
Additionally, if your organisation wishes to limit access to a particular Staff Account, for example, due to sensitive information, this can be achieved through a setting on the 'Human Resources' tab of that Staff Account called 'Restrict HR information':
When this setting has been applied, ONLY Staff with the 'Human Resources For ALL Staff' Security privilege can access the Human Resources information for this Staff member.
Staff with the 'Human Resources' privilege for the Site/Services this Staff member works at, will not be able to access the Human Resources information for this Staff Account when this setting has been applied.
N.B. While the 'Human Resources Details' section displays three phone numbers for the Staff Member, when performing a Staff Account Search only the 'Work Mobile Number' will populate in the Search results.
Contacts
The Contacts tab of a Staff Account contains information relating to the names and contact details for Emergency and important contacts of the Staff member.
To access a Staff members Contacts tab:
- The Human Resources privilege at the Site/Service level or the global Human Resources For ALL Staff privilege
Staff require a valid Emergency Contact to be set in the Contacts tab of their Staff Account, a first name and phone number is required as a minimum. Incomplete Staff Member warnings will be displayed if no valid Emergency Contact is available.
The Staff Account Search is a useful tool for identifying those Staff members whose Staff Account does not contain a valid Emergency Contact.
More information regarding this Search is available in the Staff Accounts Search article, linked below.
Availability
Contains information relating to the Standard Availability times for the Staff member for each day of the week, along with Availability Exception information, and is where Leave Exceptions may be approved or declined.
To access a Staff members Availability tab:
- Requires the Human Resources OR Team Leader privilege at the Site/Service level, or one of the global privileges - Human Resources For ALL Staff OR Team Leader for ALL Services.
Standard Availability
Availability Exceptions
When creating Activities, SupportAbility understands Staff Availability based on the following factors:
- Standard Availability
- Leave Exceptions
- Clashes
Training
The Training tab is where information relating to training undertaken by the Staff member can be entered including details of cost, renewal dates, Staff member set to notify, a link to related Staff Documents, and Notes added.
To access a Staff members Training tab:
- Requires the Human Resources ORTeam Leader privilege at the Site/Service level, or one of the global privileges - Human Resources For ALL Staff OR Team Leader for ALL Services.
Training
The list of selectable options for Training Type can be configured by your organisation in System Preferences::Lists::Staff:Training Type.
Assuming Training Document files have been uploaded on the Documents tab of the Staff Account, relevant Documents (e.g training certificates) can be linked here.
Qualifications
Qualifications can also be listed on the Training tab of the Staff Account:
Training Search
The Staff Training Search report accessed via Reports::Staff Reports, can be used to search for training information such as Training Types, Scheduled Dates, and Renewal Dates, etc.
Documents
Relevant and compulsory Documents may be uploaded to the Staff members Documents tab. A 'Due/Review Date' and person to 'Notify' may be set for each Document. Notifications will then appear on the Dashboard for this individual and the Document Search report may also be used to locate and review Staff Documents.
To access a Staff members Documents tab:
- The Human Resources privilege at the Site/Service level or the global Human Resources For ALL Staff privilege is required
Reviews
The Reviews tab of the Staff Account is where information relating to Performance Reviews may be recorded including review date, review score, renewal date, renewal person to notify.
Assuming Review Document files have been uploaded on the Documents tab the relevant documents e.g performance reviews can be linked here.
To access a Staff members Reviews tab:
- The Human Resources privilege at the Site/Service level or the global Human Resources For ALL Staff privilege is required
Goals
The Goals tab of a Staff Account is where information relating to Staff goals may be entered including Start/End dates, notes about the Goal, Company Strategy and Staff Responsibilities.
To access a Staff members Goals tab:
- The Human Resources privilege at the Site/Service level or the global Human Resources For ALL Staff privilege is required
Journal
The Journal tab of a Staff Account is where notes relating to the individual may be recorded. Staff Journal Types may be customised in System Preferences. Please see the Configuring Journals article linked below for more information.
To access a Staff members Journal tab:
- The Human Resources privilege at the Site/Service level or the global Human Resources For ALL Staff privilege is required
Learning Centre Log
Contains information relating to the videos the Staff member has viewed in the Learning Centre, displaying the number of views, dates viewed, and a Viewing Heat Map indicating the most frequently viewed areas of each video.
To access a Staff members Learning Centre Log tab:
- TheTeam Leader or Human Resources privilege at the Site/Service level, or one of the global privileges -Team Leader for ALL Services or Human Resources For ALL Staff is required
