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Weekly Tips & Tricks

Weekly Tips & Tricks

Contact Us: 01908 265111

The Friday Tip - page 2

Once a week we highlight some unique and useful functionality provided by the People Inc. system and send out a related 'tip'. Our aim is to help customers get more from using their People Inc. system.

Buy or Sell Holidays

Buy or Sell Holidays

16th April 2021

Flexibility in the number of holiday days is a worthwhile benefit to offer. Individuals may feel they do not need all of their holiday, or perhaps they would like the flexibility to add to the time they can take off work.

Employees can use an optional ESS feature to submit a request to buy or sell holiday days. Their request is automatically routed to their manager for approval. Once approved, an adjustment is automatically made to their holiday entitlements.

If necessary, the feature can be configured to provide two levels of approval. Other options also allow for limits to be placed on the amount purchased or sold in a single request and also the total amount over a period.

A New Way to Book Holidays

9th April 2021

A new version of the tool used by employees to book holidays has recently been added to People Inc. ESS. This upgrade includes a number of significant refinements.

Staff can book holidays from a calendar-based tool and if necessary they can add notes or adjustments to their request. Requests are passed to their manager for review (done using the same tool within the ESS), and absence records are updated automatically once a request is approved.

Available via PC or mobile phone versions of the ESS, the Absence Request Wizard also enables employees to used to withdraw holiday requests.

Absence Requests, Holiday Bookings

Late for work

I am Running Late

2nd April 2021

People Inc. provides a quick and simple way to let the office know that you will arrive at work a little late. Each member of staff can use the Employee Self-Service module to inform their colleagues that they are running late.

This feature is available on both the PC and mobile phone versions of the ESS. The Late Notifications screen allows an employee to enter the time that they expect to arrive at work. The system will automatically notify their managers via e-mail.

Time Off in Lieu

26th March 2021

This feature allows an employee to register details of any time they have worked outside their normal work-pattern (using their ESS account).

Once reviewed and approved by their manager, the time is automatically credited to a TOIL allowance and can then be booked as leave. Alternatively, the employee can be paid for the extra time they have worked.

Notification e-mails are generated automatically when requests are submitted or reviewed, and the feature can provide two levels of approval if required. Limits can be placed on the total time an employee can register within any period.

Absence Management

A blank canvas and a pallet of paints

Getting Rid of Sickness Forms

19th March 2021

Electronic forms are a great way to speed up the flow of information and free staff up for more productive activities. This optional People Inc. feature enables staff to register and manage sickness absence (via their ESS account). It replaces inefficient paper-based (or e-mail) sickness reporting.

In its simplest format, when staff are sick, line managers can add full records via the Register Sickness screen. Alternatively, line-managers can register sickness absence, but the system then allows employees to update their records themselves when they return to work.

The screen same can also be used from within People Inc. (by system administrators) to add sickness information for employees in bulk.

Doing More to Manage Absence

12th March 2021

The Employee Self-Service module can provide several additional tools to manage absence. Using these features:

  • Staff can request holidays. Requests are passed to their manager for review, and records updated automatically once a request is approved.
  • Employee sickness can be registered (usually by their line-manager) and a return to work form completed for each occurrence.
  • Individuals can register time worked outside their work-pattern; a time off in lieu request is then passed to their manager for approval.
  • Employees can put in a request to buy or sell holiday days. Once again, this is passed to their manager for approval.
  • A member of staff can notify their colleagues via the system when they are running late (on the way to work).

Absence Management

A blank canvas and a pallet of paints

Make the system your own

5th March 2021

The People Inc. system includes around 60 screens, each designed to manage information relating to a specific area of HR. In addition, any number of documents can be attached to records within the screens.

People Inc. users can also customise their system using the Screen Designer. This enables them to change the content and layout of any of the existing screens (adding any number of boxes to manage new types of information). It is also possible to add new screens as required.

This combination of approaches enables users to record virtually any information within the People Inc. system. Furthermore, custom screens and fields can be used in reports and letters, and user-profiles can control who has access to each item of data.

Just pick the phone up...

26th February 2021

Do you need quick, reliable advice on how the People Inc. system works? Our support service is designed to help you with any queries relating to system functionality, They will also help with any system-related issues you experience. Just pick up the phone...

People Inc. users can contact the help desk by telephone, or by e-mail. The telephone service is available during office hours (09:00 – 17:30) on weekdays (but not on English bank holidays). Outside these hours, requests for support can be submitted via e-mail or via our website, but these may not be dealt with until the next working day.

More information on the help desk service can be found here.

People Inc. helpdesk

Two well stocked bookshelves, the lower containing same sized books and the upper an assortment of sizes

Online Resources

19th February 2021

The Resources area of our website provides users with access to comprehensive information about the People Inc. software. This includes user-guides (and other documentation), downloads (installers and add-ons) and a library of frequently asked questions. It is also possible to download People Inc. report templates from this area of the website.

Available free of charge to all system users, individuals will need to register (set up an account) before they access these online resources. It is possible to set up an account using a link on the Resources log-in page. Click here to go to the Online Resources log-in page.

Getting up to Speed.

12th February 2021

The People Inc. system can help manage information relating to all aspects of HR. And while there are comprehensive user-guides that cover the functionality provided by the system, many users prefer to learn by spending an hour on a Zoom or Teams call looking at a particular topic in detail.

Running through different aspects of the system in a series of on-line sessions will give users a good understanding of the features and benefits provided by the system. This type of training also introduces the techniques that ensure users gain maximum benefit from their People Inc. system.

Sessions can be arranged for individuals, or for groups, and often this can be done at short notice. Some users prefer to set up a series of coordinated online training sessions for their team. More information here.

Online training courses for People Inc.

People Inc. webinars

People Inc. Webinars.

5th February 2021

We run regular webinars to help People Inc. users get to grips with new features. Lasting around 20 minutes and available free-of-charge to all system users, webinars are an effective way to learn more about the system. Recently we have run sessions on system health checks, the holiday year end, and on-line attendance records.

The next People Inc. webinar looks at People Inc. reports that were added to the report library recently, how you download reports, and the ESS statistics screen.

Click here for more information about People Inc. webinars.

Seven ways to learn more about People Inc.

29th January 2021

Listed below are 7 ways that you can learn more about People Inc.

  • Review the list of People Inc. features – what is possible? - click here
  • Read the Friday Tip – over 100 hints and suggestions - just scroll down
  • Look up information in the help file – available online
  • Get a People Inc. resources login – for manuals, FAQs, etc. - click here
  • Contact the help desk with your query – by phone or e-mail - click here
  • Attend People Inc. feature webinars - click here
  • Set up some user training – available via online meeting - click here

Please call the helpdesk if you need more information on any of these.

Learn about People Inc.

Environment for learning

Learning to use new features.

22nd January 2021

People Inc. is supplied with two databases: a Personnel database and a Demonstration database. The Personnel database is used to manage live HR records; the Demonstration database has identical screens and features and is an ideal tool for user training and familiarisation.

To switch to a different database, right-click on a database in the Management Console and select All Tasks > Activate Database.

Note that further databases can be added to the system if required (using the System Administration Module). This is useful if information for several different organisations is managed by a single HR team.

Closing Absence Allowances

15th January 2021

Once last year’s holiday bookings have been added users should close the previous year’s holiday allowances. This locks the records and ensures that figures generated at year-end do not subsequently change (if absence records for the year are updated at a later date).

A Wizard designed to close allowances is provided as part of the standard People Inc. system. Note that this Wizard can also be used to close any allowances that remain open in earlier years.

Ensuring that old allowances are closed is particularly important now as the settings for carry-over are likely to need changing this year (to comply with legislation introduced during the Coronavirus pandemic).

Close absence allowances

Regular system health check

Start the year with a System Health Check.

8th January 2021

With the option to manage extensive HR records, and often for hundreds of employees, it is easy to overlook records that should be updated.

A new plug-in is available for the People Inc. system, designed to help you monitor and manage system data. This provides you with an overview of the information held within your system and highlights any areas that should be reviewed or updated.

A system health check generates comprehensive information relating to the records within your HR system and ensures that you are set up and ready for the year ahead.

Click here for more information.

Christmas Look and Feel

18th December 2020

Around 30 themes are available within the People Inc. system. Users can select different themes using one of the mini-buttons at the top of the People Inc. screen. This changes the way the screens look (the colours and images on the screen).

Some of the themes that are available within the system relate to a specific time of year. Loading the Christmas theme adds snowflakes to the screen background and adds snowmen and ribbons to items on the screen.

Wishing you all a Merry Christmas!

People Inc. christmas theme

Regular system health check

Christmas opening hours.

11th December 2020

Our offices will be closed for Christmas from 2.30pm on Thursday 24 December 2020 until 8.30am Monday 4 January 2021.

Help desk support services will be available during this period (please call 01908 265111 or contact the help desk via e-mail). If you have an urgent matter you need to discuss with another member of our team, please contact us via the People Inc. helpdesk.

We would like to wish you a safe and peaceful Christmas and look forward to working with you all in 2021.

Bank Holidays next year

4th December 2020

Are details of next year's Bank Holidays set up within your system? Where holiday bookings need to be adjusted for bank holidays, these dates need to be recorded within People Inc. (added via the Companies screen)

Details of 2021 bank holidays can be found here: UK Bank Holidays

For organisations with offices in more than one region, you will need to add the appropriate bank holidays for each region. This is done by using a different company record for each region.

Furthermore, if you have not yet done so, you should now be thinking about creating 2021 holiday allowances. This is done using the Recreate Absence Allowance wizard.

Bank Holidays next year

Access from a Mobile Phone

Access from a Mobile Phone.

27th November 2020

Where employees do not have easy access to a PC at work, most will have access to a smartphone. These members of staff can use their mobile phone to access the People Inc. ESS. When they log in from a phone, the ESS automatically displays information in mobile-friendly screens.

So employees who do not work at a desk can still view their shift-pattern and overtime, request leave, and access copies of their payslips (using a smartphone).

Where staff are working remotely (during lock-down for example) having access to the ESS from a mobile phone improves communication and makes it easier to keep up-to-date (for example, via the ESS news feature).

ESS Indicators

20th November 2020

The Indicators feature within the People Inc. ESS can be used to highlight outstanding tasks, provide an indication of progress on projects or activities, and give an overview how up to date the employee’s records are within the system.

Any number of Indicators can be added to the system. New Indicators can be added to cover specific needs (for example, the number of HR Policies yet to be signed-off, the number of training feedback forms yet to be completed, the number of holiday requests that need review/approval).

ESS Indicators

More Friday Tips

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