Category: FAQ - Personnel Processes

How can I delete a personnel record for someone who I inadvertently added twice?

Click on the Archive Personnel button.  There are options to delete or to archive.  Deleting will remove the employee’s record from the  system.  Archiving will just mark the employee’s record as archived where it is still accessible and can be “re-instated” if the person returns.

If you have entered a person in error when their record is already in PeopleWerksHR, there is no process available to combine their records so before you delete the entry, review the data to determine if it needs to be re-entered under the previous employee’s record.

Is there a recommended timing of when to do certain processes in PeopleWerksHR?

PeopleWerksHR does not define your process but rather helps you with your HR processes throughout the year.  Here is a list of reminders based on general calendar timing:

  • July – Set your system to the new school year in System Settings under Operational Settings.  Re-select from the drop-down list the Scholastic (July –June) option.  It will update the Current and Next Year dates.
  • July – For people who have left, you should do two steps.  First, change their status to one of the inactive ones such as Retired, Resigned, etc.  Second, Archive the person’s record.
  • August – For your “New Hires”, change their status to an active status.
  • October – Run the Service Record Creation process in the Annual Updates section to take a snapshot of your staffing picture for reporting in the future.  This process can be done at any time when you feel your staff is the most stable.  Many run this in March before the hiring season.
  • February – Start planning for the next school year for contracts, salary schedules, salary updates.
  • March – Update contract templates as necessary in Letters.
  • April – Run the process in the Annual Updates section of giving credit for the years’ experience – years in job and years in organization.
  • April – Enter new employee contract information for the next school year using the worksheet “Contract Mgmt-Current_Future”.
  • April – As people communicate that they are not returning for the next year, change their status immediately to “Active – leaving”.  This will notify others of the change and will allow you to filter  these people out when working on staff updates for the next year regarding contracts and salaries.
  • April – Update salary schedules for next year in the Next Year schedule section.
  • May – Enter next year salary details for staff.
  • May – Generate employee contracts.
  • June – Run any final reports for the current school year.
  • July – Run the year end processes for rolling forward contracts and salaries that have been set up in “Next Year.

How do I get someone out of the archive?

Edit the person’s record, use the “Reinstate” button to take them out of the archive and then change their status.