Employees
As an admin or manager, onboard employees, configure, and maintain their system access.
By Relu1 author201 articles
- Approve a new employmentYou can approve or reject a new employment using the traffic light system, covering how to identify pending approvals and what to do if no approver is available.
- Reset passwordYou can reset your password as an employee or manager. This covers the Access Evo sign-in path, sending a reset link to an employee's email address, and manually updating a…
- Terminate an employmentYou can terminate an employment when someone is leaving your organisation, so you can complete the offboarding steps and keep records accurate
- Remove employee from the systemYou can remove an employee from the system only in specific situations, because it permanently erases their history and can’t be undone.
- Manage section permissionsYou can manage section permission so you can control exactly who can see, edit, or delete each section and its rotas, so people only access what they need,
- Enable self‑service for terminated staffYou can enable self-service for terminated staff so they can still access their payslips and P60 after they leave, without needing to come back into the office or rely on…
- Change an employee number in the systemYou cannot change an employee number once created but there is a workaround.
- Transfer an employee to a new postYou can transfer an employee to a new post when their role changes and you need their profile to reflect a different position.
- Manage missing employees on a rotaIf you have a missing employee on a rota, you can easily resolve this.
- Match unmatched payslips to employeesYou need to make sure each payslip is linked to the right person record, so employees can access the correct payslip, and your payroll records stay accurate.
- Use time worked in lieuYou can use time worked in lieu it to let employees record extra hours they’ve worked beyond their normal contracted schedule, and then take that time back as time off…
- Borrow an employeeYou can borrow an employee if you need someone to work at a different site for a short period for example, a week so the rota is properly staffed.
- Re-employ a past employeeYou can re-employ a past employee so you can keep their original employment history separate and start a fresh employment record rather than undoing the termination.
- Change an employee's payrollIt’s important to change an employee’s payroll so they’re set up under the correct payroll record, which helps avoid payroll and HMRC submission issues.
- Update roles on post or employmentYou can add and remove roles from a post or person, as it controls what someone can access in our system, and it makes sure access stays correct when people…
- Add an adjustment to an employee on the rotaYou can add an adjustment on the rota because it’s how you record extra pay like overtime or a bonus for a specific rota day, so it gets picked up…
- Change employee's clock in PINYou can change an employee's pin, when they need a new one to clock in and out for example, if they’ve forgotten it, it’s been shared, or you want to…
- Set an employee to show on the rotaYou can set an employee to show on the rota, so they appear in rota schedules and so key rota and leave features work correctly for them.
- View employee audit logYou can view employee audit log o see a clear history of what changed on their profile, when it happened, and who made the change.
- Amend an employee's contract end dateYou can edit an employee's contract end date to fix leave calculations and reporting when a contract end date has been added by mistake.
- Amend an employee's start dateYou can amend an employee's start date, when it’s been entered incorrectly, or when you need to correct it for a new starter, so everything calculates from the right date.
- Borrowing salaried staff and costing optionWhen you borrow a salaried employee, this lets you quickly add someone to another site’s rota when you’re short staffed, without moving them permanently.
- Update an employee's full-time hoursYou can change an employee's full-time hours, whenever their working pattern changes, so their pay and entitlements stay accurate.
- Set up a notification for employee's probation end dateYou can set up a notification for employees' probation end date, so you get an automatic reminder when someone’s probation is due to finish, so you don’t miss it and…
- Edit an employee's payslip delivery methodYou can edit an employee's payslip delivery method, so they can actually access their payslips in our system.
- Set a maximum average hours to pay for employee's holidayYou can set a maximum average hours to pay for employee's holiday to cap how many hours the system uses when calculating holiday pay, so an employee’s holiday pay doesn’t…
- Re-submit new starter notificationYou can now resubmit an ATS or employment approval notification when you need to resend the approval request to the right approver, or when the original notification needs to be…
- Manage additions and deductionsYou can place an addition or deduction on an employee, so you can set up recurring pay changes for an employee, like a permanent allowance or a regular deduction for…
- The holiday cost reduces the wage cost forecastThe wage cost forecast value does not reduce when a salaried paid employee takes holiday.
- Manage new starter emailsIf you are adding an employee with a future start date and do not wish them to log before their start date, you can easily resolve this.
- Ensure new employees have permissions in Access EvoYou can add a new employee directly in Access People Hospitality as they’re automatically created in Access Evo as a member.
- Change an employee's usernameYou can change an employee's username so you can fix or customise login details.
- Correct an employee's loan balanceIf you need to correct an employee's loan balance, there are several scenarios that you need to be aware.
- Amend employee contract hoursYou can amend an employee's contract hours if their working pattern changes or if their pay record needs correcting, so it remains accurate.
- Turn off the title for an employeeYou can make the title for an employee as optional, so that employees don't have a title like Mr, Miss, Ms, etc. recorded in the system.
- View an employment when the individual holds multiple jobsYou can see an employment when the person has multiple employments so you can better understand why employees can appear more than once in reports
- Grant employees access to update their personal detailsYou can edit your contact details to ensure the right people can reach you when needed and that your information in the system stays accurate.
- Correct the address on an employee's payslipIf an employee has the incorrect address listed on their payslip, there are 2 ways to correct this.
- Change a terminated employee’s work emailYou can't change a terminated employee's work email address, however, there is a workaround.
- Add a historic training courseYou can add an historic training course to an employee when the training wasn’t completed in your system, but you still want it visible on the employee’s profile.
- Access to admin tab on employee profileYou need specific permissions to access the admin area of employee's profile.
- Set up a new employee to auto approveYou can set up a new employee to auto approve, so you can reduce your admin work.
- Remove borrowed employeesYou can remove the borrowed employee from the rota that they've been borrowed into so you can keep your rota and payroll data accurate.
- Give an employee access to a vacancyYou can give an employee access to a vacancy, so you can control who can see a specific job.
- Manage profile pictures as a managerAs a manager, you can add a profile picture so you can quickly recognise them in the system.
- Update an employee's tronc valueYou can update an employee's tronc value so you can fairly distribute tips across your team.
- Manager's wage cost incorrect on detailed rota reportIf the manager's wage cost is showing incorrect figures on the detailed rota report, you can resolve this by refreshing their pay record.
- Amend the date of birth for an employeeYou can update or add an employee's date of birth so you can keep their record accurate.
- Employees breaks deductionIf you don't pay for the breaks there are options available within the system.
- An employee has changed payroll, but this is not showing in PayWise+If an employee has changed payroll and this is not showing in PayWise+, you nee to send it again to Paywise+
- See receipts submitted for expense claimsYou can see the receipts attached to an employee's expense claim when you need to check the evidence attached to a claim before approving or reviewing it.
- Pension type changesYou need to process pensions changes for employees with payroll agent or provider.
- Locate employee formsYou can locate employee forms and use them to collect information from staff in a structured way.
- Change an employee from inactive to active on the systemYou can change an employee from inactive to active on the system, so you can control the system's access.
- Change employee contract daysYou can change employee contract days so you can update employee’s actual working pattern changes or when the current value is incorrect.
- Preferred name appear on rotasYou can enable a preferred name to appear on the rotas by adding it in the employee’s profile.
- Add comments to an employee's profileYou can add comments to an employee's profile so you can keep securely any important notes about your employees.
- Set terminated employee status to do not re-employYou can change terminated employee status to do not re-employ if you want a permanent block on re‑employment for a specific employee.
- Set employee's primary employmentYou can set employee's primary employment when they have more than one employment on the same profile, so you know which role is their main one.
- Remove or restrict an employees accessYou can remove or restrict an employee's access so that each employee has only the access they need.
- Postgraduate loan deduction for an employeeIf an employee has incorrectly had a postgraduate loan deduction in their payslip, you'll need to contact your payroll officer.
- Populate the training course on an employee's profileYou can populate the training course for employees in a few easy steps.
- Onboarding a returning an employee through ATS is creating a new profileIf when you onboard a returning employee through ATS and is creating a new profile, you need to check their set up.
- Employee who is not shown on the rota to clock in and outYou can have an employee who is not shown on the rota to clock in and out with some restrictions.
- Make staff leavers on flow but keep them live in HR until a later dateIf you need to remove employees access to flow, but still require them to be live in hr you need to contact Flow.
- Amend passport expiry dateYou can edit an employee passport expiry date, so you can keep eligibility to work details up to date in their profile.
- Change an employee's eligibility to work documentYou can change an employee's eligibility to work document, so you can keep the employee’s right‑to‑work record accurate.
- Book an appraisals meetingYou can book an appraisal meeting so you can keep performance conversations organised and documented.
- An employee has no balance to withdraw on PayWise+If your employees are displaying a zero balance for withdrawal on PayWise+, you can resolve this in a few easy steps.
- See changes on an employee's profileYou can see changes to an employee's profile, so you who and what changes were made.
- View which role the employee's timesheet relates toYou can view which role the employee's timesheet relates to, in a few easy steps.
- Use working pattern option to be checked by default for employees booking leaveThere is no setting to check the use working pattern option when an employee is booking leave.
- Run a HR export for an individual employeeYou can run a HR export for an individual employee, in a few easy steps.
- Restrict what payroll claims an employee can seeEmployees with access to the payroll claims tab can view all payroll claims for the sections they have permission to access.
- Pin employee profilesYou can pin an employee profile so you can access any profile quicker.
- Move an employee from a section to another section or subsectionYou can move an employee to a different section or subsection to keep your organisational structure accurate when their work area changes.
- Mileage claims expensesYou can set up an employee so they can get reimbursed for work-related travel.
- Manage employee meetingYou can manage employee meeting so you can keep a clear, organised record of what’s happened with an employee.
- Create a task within self-serviceYou can create a task within self-service so you can assign or track something that needs doing.
- Give access to troncYou can give access to tronc, in a few easy steps.
- Change the brand an employee is assigned toYou can change the brand an employee is assigned to when the information shown on their payslips or payslip enquiries needs to match a different brand setup.
- Add commute miles to an employeeYou can add commute miles to an employee if you want to record the distance they normally travel between home and work.
- Access tabs on an employee's profile with the no symbolYou can access tabs on an employee's profile with the no symbol, in a few easy steps.
- When to borrow or second an employeeYou can borrow or second an employee in various scenarios.
- Use zoom in Google ChromeYou can zoom in or out in Google Chrome based on your preference.
- Update an applicant via the talent poolThe talent pool in the recruitment module is to hold applicants who have previously shown interest in joining the organisation.
- Turn off vacancy notifications for applicantYou can turn off vacancy notifications for applicant, in a few easy steps.
- Payroll claim going straight to 3rd level approverIf your payroll claim is going straight to 3rd level approver, you can resolve this in a few easy steps.
- Add a mileage scheme to an employee profileYou can add a mileage scheme to an employee profile, in a few easy steps.
- Set up expenses to be automatically approved in the systemYou can set up expenses to be automatically approved in the system, in a few easy steps.
- Enter the current number of miles an employee has already used from their 10000-mile allowanceIf you need to add a value in to prevent us from overpaying employee mileage based on the HMRC guidance, you can easily resolve this.
- Edit terminated employee detailsYou can edit terminated employee details in a few easy steps.
- Change the continuous service date for an employeeYou can change the continuous service date for an employee in a few easy steps.
- Change employee clock in pins in bulkYou can't change employee clock in pins in bulk but there is a workaround.
- Change a probation dateYou can change a probation date in a few easy steps.
- Change a primary employmentYou can change a primary employment in a few easy steps.
- Change a notice periodYou can change a notice period in a few easy steps.
- Best profile photo dimensionsYou can see the best profile photo dimensions.
- Backdate an employee's addition or deductionYou can backdate an employee's addition or deduction, in a few steps.
- Approve a new starter when the approver is on leaveYou can approve a new employment when the approver is on leave in a few easy steps.
- Add a new address for an employeeYou can add a new address for an employee, in a few easy steps.
- Useful pay features for the festive periodYou can use useful pay features for the festive period.
- View a newly added employee in my team pageYou can view a newly added employee in my team page in a few easy steps.
- Set up key staffingYou can set up key staffing on the rotas, in a few easy steps.
- Set up a zero-hour contractYou can set up a zero-hour contract for an employee.
- Set approval limits for expense claims for approversYou can add claim approval limit for approvers in a few easy steps.
- See leave auditYou can see who actioned a leave in a few easy steps.
- See employee MOT or driving license while being uploadedYou can't see employee documents while being uploaded but you can review the uploaded documents.
- Search employees via preferred nameYou can now search users based on preferred forename field within an employee's profile.
- Restore a terminated employee onto a rotaYou can restore a terminated employee onto a rota, in a few easy steps.
- Remove someone from a training eventYou can remove someone from a training event, in a few easy steps.
- Remove employee secondary bank accountYou can delete a second bank account of an employee if you follow the steps within this article.
- Remove a favourite journeyYou can remove a favourite journey, in a few easy steps.
- Record assets monetary valueYou can use the asset screen to record the monetary value of assets directly against an employee’s record in a few easy steps.
- New starter who hasn't officially started access the systemYou can give a new starter access to the system before their start date.
- Need employee contributions to complete benefit formYou can find out the employee contributions to fill out any benefit form.
- Manage temporary staffYou can process temporary staff by following the simple steps within this article.
- Manage an employee's access settings for their postYou can manage an employee's access settings for their post in a few easy steps.
- Flag employee as a directorYou can flag an employee as a director for taxes purposes.
- Employees permission to view rotas but not edit shiftsEmployees with access to review rotas will also have the ability to edit shifts.
- Add pronounsYou can add pronouns to an employee's profile in a few easy steps.
- Additions and deductions processYou can place an addition or deduction on an employee, in a few easy steps.
- Add hours to an employee without a rotaIf a rota is not available, there is no option to record worked hours.
- Add employment to a terminated employeeYou can add employment to a terminated employee, in a few easy steps.
- Complete the festive end of year tasksCheck our collection of articles to be prepared for the festive end of year.
- Add or revert a secondmentYou can add and revert a secondment so you can formally record any temporary role change.