Category: General Use and Navigation

Navigation Overview

PeopleWerksHR is structured using a menu bar across the  top of the page.  Many of the menu options have sub menus to select from.

The Home button shown as a house returns you to the Home page.  Use the Log Out button to exit the system.  By clicking on your name on the right side, you can see your own personnel record, your System Preferences, Help Documentation and a link to Technical Support.  The question mark is a link to the online user documentation.

Searching options are generally found at the top of the pages,

Color coding is used to help differentiate people, data and processes.

  • Action buttons are generally in the black ribbon at the bottom of the pages with additional action links in orange.
  • Substitutes are highlighted in yellow and Volunteers are highlighted in orange in personnel lists.
  • Archived people are designated in italicized purple font.
  • Employment status is color coded in green to indicate which status types are considered “active”; in red to indicate “termination types”; and ” blue to indicate “new hire” types.  Click here for more details on types of  Employment Status.
  • Next year salary-related data shows in red if different than current year data.
  • Work email address shows in red if there is a duplicate in the system.
  • System Integration tab in the personnel record is highlighted in red to indicate no integrations set.

My Preferences

In the top menu bar is information for your account.  Click on your name to view the four options and select My Preferences.

User Setup Information – Your work email address, login user ID, and permission group is displayed for information only.

Default Employee Group – In the Employees section of the Personnel menu, you have the option to see more than just the employee records as the default group.  By clicking on the Substitute and/or Volunteer boxes, you will be able to see these other groups of people in the list, too. This can be a timesaver so that you do not need to navigate to the other sections of the Personnel menu to see the  other types of personnel.

Custom Report Export Preference – When exporting custom reports, you have the option to export in Excel or CSV format.  If you choose the Excel format, there will be no field names included as part of the export, only the data.  If you choose the CSV format, it will include the field names but when you open the CSV in Excel, you should save it as Excel file in order to keep various changes you may have made to it.

Key for Special Display Fields – Enter a special key for displaying the SSN which is encrypted in the system.  If this is blank and you are authorized to view the SSN, you will need to ask for the key from an HR user and enter it or contact PeopleWerksHR Support.

Notifications – You can manage your own notifications in this section.  You can edit your current notifications subscriptions or can add new notifications by clicking on the Add icon next to the Notification Title.

If you change any of your preferences, click on the Update Prefs button at the bottom of the page to activate them.  If you do not click this button, then will not be activated until you log out and log back in.

Online Screen Sharing Support

Contact PeopleWerksHR Support to set up a support session using the screen-sharing option. To utilize screen sharing support, click on the Tech Support option  in your user section at the top of your screen.

This will launch a Zoom session with PeopleWerksHR Support.  If you do not have Zoom on your computer/device, click on the Zoom download button.  A meeting password will be required which you will be given from PeopleWerksHR Support.

Training Video – Navigation Overview

User Documentation

The online User Documentation can be accessed anytime either by clicking on the question mark at the top of the page or by clicking on your name in the top menu bar and choosing Help Docs.

You can type in a search word to help find articles about your topic.

After viewing a particular article, you can print it by using the Print feature in your browser to print to paper or to PDF.

My Account

In the top menu bar is information and settings for your account.  Click on your name to view the four options.

My Record – shows the data in your own personnel record.  If you have system permissions to edit your own data, then you can do so, otherwise, the information is for read only.

My Preferences – provides options for various defaults in addition to allowing you to subscribe to electronic notifications.  The “Key for Special Display Fields” is used for displaying the SSN which is encrypted in your system.  If this is blank and you are authorized to view the SSN, you will need to ask for the key from an HR user and enter it or contact PeopleWerksHR Support.

Help Docs – takes you to the online help documentation system.

Tech Support – links to Zoom for screen sharing with PeopleWerksHR Support who will provide a meeting passcode.

Notifications

When a user changes or adds certain data in the system, notifications are automatically generated to people who need to know about them.  This is a very useful communication feature of PeopleWerksHR.  These notifications are shown on the system Home page but they can also be sent as emails to people who are not users of PeopleWerksHR.

There are over thirty different notifications covering additions or changes in the following types of information:

  • Name
  • Contact Information (address, email address, phone #, etc.)
  • Emergency Contact
  • Employment Status
  • Job Assignment
  • Job Salary
  • Job Contract
  • Demographics
  • Education Hours
  • Background Check Dates
  • Leave Requests

The list of notifications on the Home page can serve as an action item list.  You can view the notification and when you do not need it any more, just delete it.  You can also select one or more notifications to print or export.

To subscribe to additional notifications, click on the My Preferences section in the My Account menu.

To subscribe others to get notifications, click on the Notification Assignments section in the Admin/Config menu.  Click here for more information.

Announcements

The system home page includes a section for announcements and alerts.  These include information about upcoming releases and new features, reminders for performing certain tasks, tips and help videos for effective system  usage, and more.  The most recent announcements will be highlighted in red.

To view the announcement, click on the view icon.

Sorting Lists

Many of the lists of data such as the Employee listing in the Personnel menu can be sorted in a different order by simply clicking on the column heading.  Clicking once will sort it either ascending or descending order and clicking again sorts it in the reverse order.

 

Searching

Searching for individuals or groups is easily done using the search options found at the top of the screens.  There are three categories of searches:

  1. Advanced Search – includes all system search fields.
  2. Quick Search – includes limited search options designed for a  particular list of data.
  3. Free Search – allows for user to type in a name

In the Personnel menu, there is a special search feature found in the Quick Search area to allow you to search the entire system, including the archive, for a person’s name, ID, or SSN.This search feature should be used before adding a new person into the system just to make sure their record is not already in PeopleWerksHR.

When searching for groups of people, if you think that someone is missing in the list, clear your search and execute the search again to make sure the criteria is correct.  If a person is still not in the list, check their record and compare your search criteria to the data in their record.  Typically, the record just needs to be updated with the missing or inaccurate data.

In the Advanced Search, note all the tabs across the top with the different data categories.