Staff Account - Human Resources

This article outlines the various information which is recorded on the Human Resources tab of a Staff Account, such as the Staff Member's Employment, Payroll, and Personal Contact details along with the Site/Services where this Staff Member works.

It also provides information about the places in SupportAblity where this information is utilised.

Privilege: Human Resources at the Site/Service level or 'Human Resources For ALL Staff'

Audience: HR Specialists


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


Who can access this tab?

The Human Resources tab of a Staff Account is only accessible to those with the 'Human Resources' privilege for the Site/Services this individual works in, or the global 'Human Resources For ALL Staff' privilege.

Staff with access to the Staff Account but who do not have either of these privileges will see the following notification displayed after selecting the 'Human Resources' tab; 

' Sorry, you do not have sufficient privileges to view or edit human resources information for this staff member':

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What information is recorded on the Human Resources tab?

The Human Resources tab of a Staff Account comprises 4 sections as follows:

  • Human Resources Details - contains information relating to the Staff Member's Employment and Personal Contact details.
  • Clinical Details - Staff Member's Provider Number (if relevant)
  • Payroll Details - Payroll System Category and Identifier
  • Sites where this staff member works (+ Hourly Rate Details) - Site/Services where this Staff Member works and their Hourly Rate

Information on each of these sections is outlined in more detail below.

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Human Resources Details

'Human Resources Details' is split into two sections:

  • Employment Information
  • Personal Contact Details

More information on each of these sections is outlined below.


Employment Information

The first section is where employment information is recorded:

Job Title

This is a free text field where the relevant Job Title for this Staff Member may be entered:

Restrict HR information

When selected only Staff with the 'Human Resources for ALL Staff' privilege can access the HR details for this Staff Member: 

More information on this is outlined below.

Tags

Tags are useful for grouping Staff Accounts with common attributes, and as Tags are an available filter in the Staff Account Search, similar Staff may be more easily identified when this feature is used.

To add a Tag to a Staff Account select the plus icon: 

This will open a window displaying a list of options to select from:

Staff Tags are configured on the Tags tab in System Preferences.

This is an available search filter in the Staff Account Search.

Timezone

This is pre-configured in the 'Installation Options' section of the 'Settings' tab in System Preferences and cannot be modified here:

Default State

This is pre-configured in the 'Installation Options' section of the 'Settings' tab in System Preferences and cannot be modified here:

SupportAbility ID

This is the unique identifier for this Staff Account which is automatically assigned by SupportAbility when a new Staff Account is created:

The ID number is also incorporated in the URL of the Staff Account as shown below:
https://provider.supportability.com.au/systemuserEdit.php?id=32&tab=Human+Resources

Working Hours

Enter the relevant quantity of 'hrs' and select the relevant period:

The available options for the period are day, week, fortnight, month, and other. This is a preconfigured List and cannot be modified. 

When 'Other' is selected a second field will populate where the relevant timeframe may be entered:

Qualification/Award Level

Select the relevant Qualification/Award Level from the list of available options e.g. Qualified:

The 'Staff: Qualification and Award Levels' List may be configured on the Lists tab in System Preferences to include the options relevant to your organisation.

Employment/Volunteer Type

Select the relevant  Employment/Volunteer Type from the list of available options e.g. Permanent Part Time:

This is an available search filter in the Staff Account Search.

The 'Staff: Employment Type' List may be configured on the Lists tab in System Preferences to include the options relevant to your organisation.

Works 7 Day Roster

This checkbox may be selected to indicate the Staff Member works a 7 day roster:

Volunteer

This checkbox may be selected to indicate the Staff Member is a Volunteer:

This is an available search filter in the Staff Account Search.

Proposed Client Case Load

The relevant quantity of 'cases' may be entered here to indicate the Proposed Client Case Load:

Proposed Employer Case Load

The relevant quantity of 'cases' may be entered here to indicate the Proposed Employer Case Load:

Start and End Date

The 'Start Date' and 'End Date' of a Staff Member's employment with your organisation may be entered here by selecting the calendar icon in each of the fields:

These are available search filters in the Staff Account Search.

N.B. When a Staff Member leaves an organisation, in addition to entering the End Date on the Human Resources tab of their Staff Account, and deactivating their Account, several actions are required to be completed by your organisation in SupportAbility as part of managing the exit process. These are outlined in the Deactivating a Staff Account article, linked below for reference.

Contract Renewal Date

The Staff Member's 'Contract Renewal Date' may be entered here by selecting the calendar icon:

This is an available search filter in the Staff Account Search.

Appraisal Renewal Date - the Staff Member's 'Appraisal Renewal Date' may be entered here by selecting the calendar icon:

 This is also an available search filter in the Staff Account Search.

N.B.  If recording Staff Reviews/Appraisals on the Reviews tab of Staff Accounts, it is worth keeping in mind that the 'Renewal Date' there is for the purpose of triggering a reminder Notification on the Dashboard of the person set to Notify and functions independently of the 'Appraisal Renewal Date' entered on the Human Resources tab.

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Personal Contact Details

The second section of 'Human Resources Details' is where a Staff Member's personal contact details are recorded:

View Address Type

Selecting either the Street Address or Postal Address button will toggle between the two allowing both addresses to be recorded:

Street Address

This is a free-text field where the relevant Street Address may be entered:

Suburb

This is a free-text field where the relevant Suburb may be entered:

State

This is a preconfigured List. Select the relevant option:

Post Code

The Post Code may be entered here if known, or alternatively, once the Suburb and State have been entered, selecting the magnifying glass icon will automatically populate the corresponding postcode in the 'Post Code' field:

Selecting the Australia map icon will open a new tab with the address pinpointed in Google maps.

Home Phone and Fax

Enter the Home Phone Number and or Fax number if relevant:

Personal Mobile Number and Work Mobile Number

If the 'Work Mobile Number' is the same as the 'Personal Mobile Number' and a number has been entered in the 'Personal Mobile Number' field, selecting the 'Same as Personal Mobile Number' checkbox will automatically duplicate the number here:

N.B. While the 'Human Resources Details' section includes three phone numbers for the Staff Member (Home, Personal, Work), when performing a Staff Account Search only the 'Work Mobile Number' will populate in the onscreen search results.  All numbers are included in the Staff Records CSV download file.

Personal Email Address

Enter the Staff Member's Personal Email Address here:

Selecting the mail icon next to the personal email address will open your usual email program with the email address automatically populated in the 'To' field.

N.B. the Staff Member's work email address is entered on the 'User Details' tab of the Staff Account as part of the 'Individual Security Details'. 

Date of Birth and Age

Select the calendar icon to enter the Staff Member's Date of Birth:

Once the 'Date of Birth' has been entered the  Age is automatically calculated and displayed.

Gender

Select the relevant  Gender from the list of available options e.g. Male:

The 'Client:Gender' List may be configured on the Lists tab in System Preferences to include the options relevant to your organisation. This List applies to Clients, Client Contacts, Staff, and Shared Contact records.

Unique Student Identifier (USI) 

This is a free-text field where the Staff Member's Unique Student Identifier may be entered:

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Restrict HR Information

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. 

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Clinical Details

Clinical Details allow for a Provider Number to be entered where relevant, which is included in Clinical Invoices:

Please see the Managing Clinical Non-NDIS Funding article linked below for more information. 

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Payroll Details

The Payroll Details section includes the following information:

Payroll System Category

Select the relevant  Payroll System Category from the list of available options e.g. Base Hourly DIRECT:

The 'Staff: Payroll Category' List may be configured on the Lists tab in System Preferences to include the options relevant to your organisation.

Payroll System Identified

This is a free-text field where the unique identifier for this Staff Member as listed in an organisation's Payroll System may be entered here:

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Sites where this staff member works (+ Hourly Rate Details)

The Site/Services where this staff member works information, including if they have been granted 'Team Leader' access for those Site/Services, is entered on the 'User Details' tab of the Staff Account, which is accessible by Staff with the 'Edit User Accounts' privilege.

This information is displayed on the Human Resources tab for reference but cannot be updated there:

The Hourly Rate, however, is entered and updated on the 'Human Resources' tab:

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Where is the information entered on the Human Resources tab utilised?

Many of the fields of information on the Human Resources tab are included in the following Searches and Exports:

Staff Account Search

The Staff Accounts Search which is accessed via the Dashboard menu can be filtered by the following HR information:

  • Gender
  • Tag
  • Age
  • Start Date
  • End Date
  • Volunteer
  • Employment Type
  • Contract Renewal Date
  • Appraisal Renewal Date

While limited information is displayed in the onscreen results List, the 'Download Staff Records' CSV file export contains all of the information entered on the Human Resources tab, other than 'Clinical Details'.

Detailed information about this Search is available in the Staff Accounts Search article, linked below for your reference.


Time Sheet Batch Export

The following information which has been entered on the Human Resources tab is included in the Detailed Time Sheets export, which is accessed via the 'Actions' menu of a Time Sheet Batch:

  • Employment Type
  • 7 Day Roster
  • Payroll Identifier
  • Payroll Category
  • Working Hours
  • Working Hours Unit


Invoice Batch Exports

The Clinical Details i.e. Provider Number is included in the 'Description' column of the various Invoice Batch exports. e.g. Xero.

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