Add a new employee (myProtime)

#description#

What?

When a new employee joins the company, they have access to myProtime via the procedure below. The new employee must first be added in ProTime. Only then are they visible on myProtime and the steps can be executed.

#summary#

How?

  1. Create the employee in ProTime.
  2. Add the employee as a member to the organisation chart in myProtime.
  3. Add the employee with a role in the organisation chart (if necessary).
  4. Link classification(s) to the employee on the profile page (if necessary).
  5. Link policy(ies) to the employee on the profile page (if necessary).
  6. Add connection(s) to the employee on the profile page (if necessary).
  7. Invite the employee.

How? (extended version)

  1. Create the employee in ProTime if this has not yet happened.
    In order to give the employee access to myProtime, the following fields must be filled in:
    • Surname and first name,
    • Valid and unique email address (this may not be the same as from another employee in ProTime),
    • Employment commencement date.

  2. Add the employee as a member to the organisation chart in myProtime.
    By connecting an employee as a member in the organisation chart, he/she receives certain rights. In addition, members from the same group are automatically displayed on the team calendar.

    #warning#

    After all, an employee can only be a member of one team. It is possible to change teams. See Adding or moving an employee as a member in the organisation chart

    • Open the Configuration page from the main menu at the top.

      U4_-_1a_ENG.png


      U4_-_1b_ENG.png

    • Open the organisation chart using the option in the Organisation block.

      U4_-_2_ENG.png

    • Click on the group you want to add the employee to.

    • Click on 'Add a member'.

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    • Click on the right employee in the side panel. It is easy to designate several people at the same time. Via the search bar you can find your employees faster.

      #info#

      If you want to add multiple members at the same time to a group, this can also be done via a group action on the People page. See Adding an employee as a member in the organisation chart

    • At the bottom you can change the start date. If necessary, a end date must be filled in.

    • Click on ‘Add’.

  3. Add the employee with a role in the organisation chart (if necessary).
    If the employee exercises a role on other employees, link the employee with his/her role at the right place in the organisation chart. The method is similar to adding an employee as a member to the organisation chart.

    #info#

    What is a role? See Adding an employee with a role to the organisation chart

    An employee can perform several roles in one or more teams in the organisation chart.

    • Click on 'Add a role'.

      U4_-_4_ENG.png

    • Click on the right employee in the side panel. It is possible to to designate several persons at the same time. Via the search bar you can find your employees faster.

    • Indicate the correct role in the selection list.

    • You can change the start date. If necessary, an end date can be can be filled in.

    • Click on ‘Add’.

  4. Link classification(s) to the employee on the profile page (if necessary).
    If used in the policies for absences, counters, etc. classifications in order to give more or different rights to certain persons, these classifications shall be linked to the employee.

    • Open the People page from the main menu at the top.

      U4_-_5a_ENG.png

      U4_-_5b_ENG.png

    • Click on the employee to open the profile page.

    • Open the menu on the right next to the profile photo and click on 'Assign a classification'.

      U4_-_9_ENG.png

    • Indicate the classification (s) at the top. Below you can see the start date. If necessary, an end date can be entered.

    • Click on 'ADD'.

      #info#

      If you want to assign a classification simultaneously to multiple employees this can be done via a group action on the People page.
      See Link a classification to an employee

  5. Link policy(ies) to the employee on the profile page (if necessary).
    Usually policies are linked at a high level in the organisation chart so that they can be applied to all employees who are linked as members on the same basis or at a lower level in the organisation chart. If there are policies to be linked that apply at a personal level, you can do so via the profile page.

    • Open the menu under Policies on the profile page of the employee and click on 'Assign policy'.

      U4_-_7_ENG.png


    • Click on the type of policy you want to add (absences, counters, etc.).

    • Indicate the correct policy.

    • At the bottom you can change the start date. If necessary, an end date can be filled in.

    • Click on 'ADD'.

    • Repeat these steps to link other policies (if necessary).

  6. Add connection(s) to the employee on the profile page (if necessary)
    Connections shows the people who play a role over the employee. Individuals can play a role in the organisation chart through connecting an employee, and via the profile page it is possible to create additional connections. These can apply a role to this employee via the organisation chart, if the role is the same.

    • Open the menu at Connections and click on 'Add connection'.

      U4_-_8_ENG.png

    • Click on the person.

    • Indicate the correct role in the selection list.

    • Adjust the start date (if necessary).

    • Click on 'SAVE'.

    • The connection is added and overwrites the persons with the same role obtained from the organisation chart. Refresh the page (for example press F5) to see the adjustment.

  7. Invite the employee.
    By inviting the employee, he/she receives an activation email. The employee can then activate his/her account by clicking on the button in this activation email and set a password.

    • Open the menu to the right of the profile picture on the profile page and click on 'Edit account settings'

      U4_-_6_ENG.png

    • Select the option 'Access to myProtime'.

      U4_-_10_ENG.png

    • Click on 'SAVE'.
      The activation email is sent to the employee. This is valid for an unlimited time but can only be used once to create a password.

      #info#

      Other methods to invite an employee via the People page:

      - via the menu next to the name of the employee
      - via a group action (useful to invite multiple employees at the same time).

      See Invite/activate a new employee

#info#

You can upload a profile photo for an employee. This is visible in several places in myProtime, including in the team calendar and the organisation chart.
See Adding or changing a profile picture of an employee