You can grant your employees access to the employee self service (ESS) portal (this will, in turn, also grant them access to the EH Work app) as well as configure the settings that will be available to your employees when they log in to the ESS portal and EH Work.
A short video on this setup can be found here.
To do this, follow these steps:
- From the Payroll dashboard, go to Payroll Settings.
- Click on Portal Settings.
- Under the settings tab, you will be presented with the below options. Tick each option according to the permissions you would like to grant your employees.
NB: There are a couple of differences with what an employee can edit in the EH Work app when some of the below settings are selected:
- Employees can edit their own bank accounts.
The Bank Accounts section in the employee's profile of the EH Work app is not editable.
- Employees can edit their own Superannuation details.
The Superannuation section in the employee's profile of the EH Work app is not editable. - The next section relates to configuring the level of access an employee has in reference to timesheets. These settings apply for when an employee is logged in to their employee portal and/or EH Work.
The full list of options are:
- Not access timesheets. Employees will have no access to view timesheets.
- View their own timesheets. Employees can view all their timesheets but cannot edit them.
- Only edit their own timesheets. Employees can only create and edit timesheets created via their employee portal or EH Work app. They cannot edit timesheets created via the kiosk, Clock Me In or the clock in/out functionality within the EH Work app.
- Only edit timesheets created via the kiosk. Employees can view all their timesheets however can only edit timesheets generated from the Kiosk or Clock Me In. They will not be able to create timesheets via the employee portal or EH Work. They can however still use the clock in/out functionality in EH Work if this setting has been selected (explained further below).
- Only edit EH Work clock in/out timesheets. Employees can only create and edit timesheets generated from clocking in and out of EH Work. Employees will not be able to create timesheets via the employee portal or add timesheets via other means in EH Work.
- Only edit timesheets created via the kiosk or EH Work clock in/out. Employees can only create and edit timesheets generated from clocking in and out of EH Work, the kiosk and/or Clock Me In. Employees will not be able to create timesheets via the employee portal or add timesheets via other means in EH Work.
- Create and edit all timesheets. Employees will be able to create and edit all their timesheets, whether generated from the employee portal, EH Work, kiosk and/or Clock Me In.
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The next section relates to clocking in and out using EH Work.
NOTE - an employee will need to be enabled to use timesheets in order to be able to clock in/out via EH Work. This can be done from the employee file > Pay Run Defaults page > select either of the following options - 'Use timesheets to submit all time worked' or 'Use timesheets for exceptions only'Warning
If you use an HRIS in addition to payroll, instead, you will see 'Employees can clock in/out using EH Work." Please ignore this instruction as you will need to continue to use EH Work for Clock in/out.
If the clock in/out functionality is activated, an additional list of settings will appear (as shown above). They are:
- Capture employee photo when clocking in/out. Employees would be required to take a photo as part of the clock in/out process when starting/ending work as well as taking breaks. An employee will not be able to complete the clock in/out unless the photo has been captured.
- Allow employees to select a higher classification when clocking in. This option is only applicable if a business is using Employment Agreements. If so, it will allow an employee to select a higher classification when clocking in for a shift on a day where the employee is required to work higher duties.
- Allow employees to apply rostered start/finish times when clocking in/out. This setting relates to giving the employees the option of using their rostered start/stop times as their clock in/out times rather than the time they actually clocked on. For example, if an employee's rostered start time is at 9am but they have clocked in early at 8.50am they can choose to select the 9am start instead. The option will only appear if the employee clocks in/out within the timeframes defined as part of this setting, hence the sub-settings "Employees can apply the rostered start time up to 'x' minutes before their shift is due to start" and "Employees can apply the rostered end time up to 'x' minutes after their shift ends". Using the example above where the option will appear within 30 minutes of the employee's rostered time, an employee's shift will commence at 8.30am however they clock in at 8.14am. Their rostered details will appear on the screen as follows:
When they tap on "Continue" they will be given the option of clocking in using their actual clock in time or their rostered time.
- Send employee reminder notifications. This setting will activate sending a push notification to an employee if they have not yet clocked out 'x' minutes after their rostered end time.
- The final setting is regarding notifications sent to employees when their personal, bank account, or superannuation details are updated. If this is enabled, (and the employee has portal access) an email notification will be sent to the employee with a link to the portal to log in & look at the changes (there are no specifics about the changes in the email). In addition, a EH Work push notification will be sent to the employee's devcie IF the employee is logged into EH Work. If the Employee Portal Setting "Send employees a notification when their personal, bank account or super details are updated" is NOT enabled the employee won't receive an email or a push notification.
Click on Save.
Once you have finalised the employee portal settings, click on the Access tab and here you can grant bulk portal access to your employees.
By default, a list of all your active employees will be displayed. You will then be presented with a list of your employees. Using the tick boxes to the left of the employee's name, you can individually grant the employee access to the employee portal. To bulk grant access, click on the checkbox to the left of "Name" at the top of the table. This will select all employees eligible for portal access.
You can also revoke access, either individually or in bulk, from this screen. Follow the same instructions as per granting access, however, click on "Revoke Access".
From this screen, you will also be able to identify any employees who are yet to provide their email address. These employees will be unable to be granted employee portal access until an email address is supplied. You can add and/or edit an employee's email address from this screen by clicking on the pencil icon within the "Email" column.
If you need to change your employee's email due to a typo or no access to their old email, you can reset the email used for your employee's portal access by following the below instructions:
Open your payroll file and select Payroll Settings Employee Portal Settings Access. Locate the relevant employee in the list, tick the check box next to their name and then select Revoke Access. This will remove the employee access through the old email address.
You can now click on the pencil icon and enter the new email address.
Once you have saved the new email address, tick the employee again and select Grant Access. An email invite will be sent to the employee's new email.