Managing Employees


This step outlines the process of how to edit/manage “Registered” employees within the system.

Login to the Employer Panel from the myjoboffer.com.au home page located at https://www.<yoursubdomain>.myjobhub.com.au.
Navigate to the Employee Administration menu and click to expand.
Select “Manage Employees”

You are then presented with a list of current employees in the system. Click on an employee's name to manage their profile.

Offer Delivery Status column
The "Offer Delivery Status" shows the status of a contract in the approval process.

If the column says "No Offer", this means an offer has not yet been generated and sent for this employee.

If your organisation does not have Contract Approvals enabled, this column will always default to "Approved" after a contract is sent.

If your organisation does have Contract Approvals enabled, the column will say either "In Review", "Approved" or "Declined". An offer will be in "In Review" status until the relevant approved approves or declines the contract. Once it has been reviewed, it will move into "Approved" or "Declined" status, depending on which the approver has chosen, along with the name of the approver. If the request has been declined, you can click on the "Declined" button to read the feedback left by the approver.

For more information about Contract Approvals, go to Contract Approvals.

Editing an Employee
Go the Actions column, and select View/Edit/Delete accordingly.


Edit an employee field definitions


 Field name  Description Tips and information 
Full Name

This is the first name of the employee. Each organisation will determine their own taxonomy for recording the Name of an employee

Some areas of the system use the name field to sort employees. 
Last Name This is the last name of the employee.   
Email address

This is the email address of the employee. This field is used by the system to send the initial login information to the employee.
Username

This is the username that the employee will enter to gain access to the system. Each organisation will determine their own taxonomy for recording usernames.


Mobile number

The mobile number you enter here will be set as the employee's initial password (excluding the country code)


The country code is set by default as 61 (for Australia). You can change the country code if the employee does not have an Australian mobile phone number

By default, the standard shared secret is the employee’s mobile phone number that they used at the time of application.


myjoboffer.com.au communicates the password as a shared secret “i.e. the password is displayed as “Your password is your mobile phone number”
Hiring Manager email address        Input the employee's manager’s email address here (Optional field)

Providing the email address for the hiring manager will allow you to send notifications to them when their employee accepts their offer.
Offer expiry This is the date the new employee needs to accept their offer by.  The offer will expire if not accepted by this date and the new employee will not be able to accept it without first contacting you. To extend the offer expiry date to allow the new employee to accept their offer, go to Employee Administration > Manage Employee and change the offer expiry date.
Require password reset
This field is used to require the employee to reset their password on first login.

It is recommended that this field be set to “Yes” in initial setup allowing the employee to change their password from the shared secret to a password of their choice. The system will not allow the employee to set their password back to the shared secret. This is the only opportunity an employee has to set their own password.
Block this user
Should you wish to prevent a user revisiting the myjoboffer.com.au platform
click on Yes next to Block this User.  

Click Next until you reach the Actions menu.  Click Save.
  
Reset forms
When a user has completed and submitted their forms, they no longer have access to make changes to their forms submission. This is to ensure the user does not make changes to their forms after the manager has downloaded the user's forms and information. From time to time a Manager may wish to provide the user with access to amend their forms and information. The Manager is able to put the user’s forms into an edit state, allowing the user to make amendments and resubmit their forms information.

Select Yes and continue to click Next until you reach the Actions menu. 

Click Save & resend the Welcome email & SMS notification to advise the employee.  
Caution: When a Manager has granted the user access to amend their forms, any changes to forms re-submitted by the user overwrites the previous Forms submission pdf document. If the Manager requires access to the previous version of the user forms submission, the user’s forms pdf file should be downloaded prior to completing this step.

Offer Delivery Email Notification enabled If defaulted to Yes, this means when the employee was originally created, an Welcome Email was sent to them.

If defaulted to No, this means when the employee was originally created, an Welcome Email was not sent to them. 		Important: When delivering another offer, it is a good idea to check this is defaulted to Yes, otherwise the employee will not receive a Welcome Email, as this was not how they were originally communicated with.  
If you need to send a Welcome Email, simply change this to a Yes, and click Next until you can select Resend Welcome Email.  Upon completion, click Save.
SMS enabled for this user If defaulted to Yes, this means when the employee was originally created, a SMS Message was sent to them.

If defaulted to No, this means when the employee was originally created, a SMS Message was not sent to them. 		  Important: When delivering another offer, it is a good idea to check this is defaulted to Yes, otherwise the employee will not receive an SMS message, as this was not how they were originally communicated with.  
If you need to send a SMS message, simply change this to Yes, and click Next until you can select Resend Welcome SMS Message.  Upon completion, click Save.

Custom fields

Custom Fields allow you to input additional employee information that you can export into a report along with employee specific information format once the employee completes their on boarding. Details to configure custom fields can be found Custom Settings - Custom Field Settings.

To set up custom fields, go to Global Site Configuration > Custom Settings > Custom Field Settings in your platform


2. Onboarding tasks

Onboarding Tasks field definitions

Field name
 Field definition
 Tips and information                                                
Select the form
This is where you select the group of forms which you want to deliver to this employee. 
You can set up form goups in Module Manager > Forms in your platform                                                                                    
Select the notifications
to send                
This is where you select the email notifications which apply to this employee.  Details to configure  email notifications are located at Notification Centre.
You can set up email notifications in Global Site Configuration > Notification Centre in your platform.
Select documents
to upload                   
This is where you select the documents you request the new employee to upload during the onboarding process. Details to configure document upload requests are located at Document Upload.
You can set up document uploads in Global Site Configuration > Document Upload Centre in your platform                                                                                                                                                 
What policy
group applies to
this employee?              
You are unable to change the policy group which has been orignally set up in the create a new employee. 

If you need to deliver a new set of policies, you will need to delete the user and re-create a new user and assign the new policy group accordingly.                                                               
You can set up policy groups in Module Manager > Add a new Policy> Manage Policy List in your platform.                                                                                        
What day one experience do you want to apply to
this employee?            
This is where you select the day one experience you want to deliver to the new employee.  You can design different day one experiences based on role, location, division etc.  Details to
configure day one experiences are located at Day One.
You can set up Day One Experiences in Module Manager > Manage Day One Experience in your platform
What brand will
this employee
work for?                   
This function is ideal for those companies that have a portfolio of brands.  You can assign the 
brand you want and present different brand elements to your employees. Customisable brand elements include different text, logos and banners to the employees.  Details to configure multi brands are located at Multi Brand Centre. 
You can set up Multi Brands in Global Site Configuration > Multi-Brand Centre in your platform




3. Actions


Action field definitions

Field name                             
 		Field definition
 		Tips and information
Ready to export checkbox
 If the FTP Upload Feature (Exports Plus) has been enabled for your organisation, the "Ready to export" checkbox will appear. Tick this box if this employee's data should be included in automatic export reports. For more information about this feature, including how to enable for your organisation, go to FTP Upload Feature (Exports Plus).
Save Upon completing any changes to an existing Registered user, always click Save before sending any communication or resetting passwords for the new employee.  
Reset Password This is where you reset the user's password to their mobile number.                                                                           If a user changes their mobile number, update the Edit the Employee tab.  Click Next until you arrive at the Actions tab.  
Click Save > Reset Password. Note: To resend a SMS to their new mobile phone number, proceed to Actions Tab > Resend welcome SMS.
Resend welcome email This is where you resend the users a welcome email.   If a user changes their email address, update the email address located on the Edit the Employee tab.  

Click Next until you arrive at the Action Tab.  Click Save > Resend Welcome email.  If the user has not changed their email address and simply asked for the welcome email to be resent, proceed to the Action Tab, and click Resend Welcome Email.
Resend welcome SMS This is where you resend the user's SMS notification.     If a user changes their mobile phone number, update the mobile phone number located on the Edit the Employee tab.  

Click Next until you arrive at the Action Tab.  Click Save > Resend Welcome SMS.  If the user has not changed their email address and simply asked for the SMS notification to be resent, proceed to the Action Tab, and click Resend Welcome SMS.