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A: To access your employee information, you must have been given an admin privilege to edit employee information. From your Dashboard>>>Employee Records>>>>Employee listing>>>>Search for Employee (You can search by name, employee number and by category)>>>Select employee>>>Edit>>>choose which employee form to edit>>>Submit.
A: The process of onboarding an employee on Smartace is the easiest and effective. The Onboarding processes consists of you creating all the necessary fields, from departments, locations, job roles, grade-level benefits, and other system options. To add an employee, from your Dashboard>>>Employee Records>>>Manage Simple Employee>>>Add Single Employee>>>Fill in the necessary forms (Start by filling Employee profile) >>>Submit Adding a new employee to the system will also go through an approval workflow that you have set. The new employee will only be added on the system if it passes through all the available approval workflow
A: The Application provides you with the option of confirming employees, depending on the rules set on when new employees should be confirmed. The application generates a ‘CONFIRMATION DUE’ list to remind the HR Admin based on the speculated time for confirmation. As an HR Admin, you can generate this ‘CONFIRMATION DUE’ list and initiate confirmation. To generate this list, from your dashboard>>>Employee Records>>>Confirmation>>>from the filter tab, select CONFIRMATION DUE>>>Search. The list of all employees due for confirmation would be generated for you to initiate. You do not need the CONFIRMATION DUE list to confirm employees, you can search for an employee individually to initiate confirmation. Instead of filtering for confirmation duelist, click on SEARCH FOR EMPLOYEE using any of the search parameters, then Initiate confirmation.
A: Smartace allows you to manage admin user privileges on the portal, to do this you will need to create your admin users and assign privilege mapped to a role to such user. To do this please click on Administration>>User mangement>>Add user>>Fill Form>> Click on Create.
A: The Smartace HR has a large database that can take more than 20,000 employees with no need for you to worry about slow processes. You can also process payroll for this number of employees in 15minutes.
A: The Smartace HR application understands the need for security and also access control, the application comes with a transactional and audit trail module where you get to keep track of how each access level performs different tasks on the application. You can filter the transactional log by module, date and also what action was performed. To check this, from your Dashboard>>Administration>>Transactional log. You can filter by action type, who performed the action, Date, Module. You can also export this report to PDF or EXCEL format.
A: The Smartace HR has a large database that can take more than 20,000 employees with no need for you to worry about slow processes. You can also process payroll for this number of employees in 15minutes.
A: To view the employee list, Kindly click as follows: Employee records>> Employee listing
A: To update an employee profile as regards to Documents upload, Pensions, HMO, Contract, NOK, Employee Address, or any other detail, etc. kindly click as follows: Employee records>> Employee listing>> Search for the employee>> Click on action Button>> Edit>> Update the particular detail and click on save to send for approval before its effect.
A: To view all employee profiles managed on Smartace, Kindly click as follows: Employee records>> Employee Profile>>Search employee>> click on view.
A: To activate an employee self-service kindly click as follows: Employee records >> Employee profile>>search Employee>>Click on Activate or Deactivate
A: To manage any employee event on smartace kindly click as follows: Employee records>> Manage single employee>> Events/notes>> Search employee>>Click on manage event>>Add event >> Fill the form and click on save.
A: To spool employee records report kindly click as follows: Report master>> Select report type (nominal roll)>> Select Mode>>Click on run Report.
A: It is very simple and quite fast. Click as follows: Payroll module>>>Payroll>>>Payroll types>>select the payroll month and confirm employee population>>>Run payroll>>>View summary to generate payroll report and see payroll breakdown.
A: Go to the payroll module once again, kindly click as follows: Payroll module>>>Employee contract>>>Search for the employee>>>Select payslips>>>Check details for the interested month.
A: To add a new pay element to the system, kindly click as follows: Payroll module>>>Elements management>>>Add new element>>Enter the name of the new element>>>select the type of element (Earnings or Deductions)>>>Select the element start and end date>>>Save the new element.
A: To deactivate an element, kindly click as follows: Payroll module>>>Elements management>>>Edit element>>>Set the element end date to the last date of the previous month>>>Save
A: To deactivate an element per employee, click as follows: Payroll module>>>Employee contract>>>Search for the employee>>>Manage element links>>>Unroll the interested pay element.
A: To generate employee payslips in bulk, kindly click as follows: Payroll module>>>Payroll>>>Payroll run log>>>Quick view>>>View summary>>>Bulk HTML payslip(from the drop-down at the upper right of the page)>>>Save as PDF.
A: To create payroll types and schedules to suit your needs, kindly click as follows: Payroll module>>>Payroll>>>Payroll types>>>Create new>>>Enter the name and all requirements>>>Create
A: To add a one-time payment/deduction, kindly click as follows: Payroll module>>>Elements>>>Element management>>>Create new>>>Enter the new element requirements>>>Set the element end-date to the last date of the present month>>>Save
A: To view all created payroll schedules, kindly click as follows: Payroll module>>>Payroll>>>Payroll types>>>Run payroll.
A: It is quite easy. Please kindly click as follows: Payroll module>>>Payroll>>>Payroll run log>>>Quick view on the interested month>>>View summary>>>Click on the drop-down at the upper right side of the page>>>Download report in an excel format.
A: To view payroll reports for different months, Please click as follows: Payroll module>>>Payroll>>>Payroll run log>>>Quick view (Selected month)>>>View summary>>>Click on the Bank schedule drop-down to view all payroll reports.
A: To access your employee query, you must have been given an admin privilege to access Employee Queries. From your Dashboard>>>Employee Records>>>>Employee Queries>>>>Manage Queries >>>> Search for Employee (You can search by name, employee number and by category)>>>Select employee>>>Add New>>>choose which Type of Query (Misconduct or Performance)>>>Submit.
A: To access your Employee Queries List. From your Dashboard>>>Employee Records>>>>Employee Queries>>>>Query List >>>>Start Date>>>>Stop Date >>>> Search by Category, By Status>>>View
A: To access your Employee Queries List as an admin, once you’re logged in click as follows: Employee Records>>>>Employee Queries>>>>Search Queries >>>> Input Reference Number >>>> Search
A: To access Approval Workflow. As an Admin kindly click as follows: Administration >>>> Approval Workflow >>>>Create New >>>> Name (Head Of Department, Head Of Trainng, Accountant etc.) >>>> Set SMS OTP (True/False) >>>> Save Process
A: To access Edit of Approval Workflow. From Dashboard >>>> Administration >>>> Approval Workflow >>>> Checklist For Created Name >>>> Edit >>>> Approval Process Steps >>>> Privilege (e.g. Can Approve Leave) >>>> Step in The Approval process (Step 1, Step 2 etc.) >>>> Add Step
A: To access Approval Workflow. From Dashboard >>>> Administration >>>> Approval Workflow >>>> Checklist For Created Name >>>> Edit >>>> Approval Process Steps >>>>Remove
A: an act of asking politely or formally for something.
A: You can make different types of requests e.g.
· Employee Information Request
· Work Tool Request
· Salary Complaint
· Change of Name
· Leave Issues
A: This is very much possible From Admin Dashboard >>Click on Requests & Complaints>> Click on Make a Request>>search for employee>>Select the Request Type e.g. Work tool request>>Put a Title Description and/or File(s) Attachment>>Click SUBMIT
A: From Employee Dashboard>>Click on Requests & Complaints>>Click on All Requests>>Add a period>> Select a request status type>> Click on the search button to view log. PS; you can also download the report to excel for further processes.
A: To access Approval Workflow. As an Admin kindly click as follows: Administration >>>> Pending Approval >>>> Filter Box (All, Promotions, Deployments, Payroll etc.) >>>> Select Date >>>> Search
A: To access Approval Workflow. As an Admin kindly click as follows: Administration >>>> Pending Approval >>>> Filter Box (All, Promotions, Deployments, Payroll etc.) >>>> Select Date >>>> Search >>>> Review >>>> Approval Log Info >>>> Comments (Optional) >>>> Upload File (Optional) >>>> Approve
A: To access Approval Workflow. As an Admin kindly click as follows: Administration >>>> Pending Approval >>>> Filter Box (All, Promotions, Deployments, Payroll etc.) >>>> Select Date >>>> Search >>>> Review >>>> Approval Log Info >>>> Comments >>>> Upload File (Optional) >>>> Reject
A: To access Approval Workflow. As an Admin kindly click as follows: Administration >>>> Pending Approval >>>> Filter Box (All, Promotions, Deployments, Payroll etc.) >>>> Select Date >>>> Search >>>> Review >>>> Approval Log Info >>>> Comments >>>> Upload File (Optional) >>>> Send Back
A: To access the Approval Workflow. As an Admin kindly click as follows: Administration >>>> Pending Approval >>>> Filter Box (All, Promotions, Deployments, Payroll etc.) >>>> Select Date >>>> Search >>>> Review >>>> Approval Log Info >>>> Comments >>>> Upload File (Optional) >>>> Reassign >>>> Add Email Address/Contract No. >>>> Comment >>>> Save
A: To access the Approval Workflow. As an Admin kindly click as follows: Administration >>>> Pending Approval >>>> Select Process >>>> Reject All Selected
The Smartace leave Management Module allows you to set up leave days depending on your employee grade level. The admin when setting up the Leave entitlements can set up different leave types and assign leave entitlements to these leave types based on grade level. Every employee who falls on this grade level will automatically Inherit the leave days as they are fully Onboarded. To set up leave entitlements based on grade level, you must have set up your different grade levels and assigned employees to their specific grade level. To set up the Grade-level leave entitlement; From your dashboard>>LEAVE ADMINISTRATION>>SETTINGS>>GRADE-LEVEL ENTITLEMENT>>ADD ENTITLEMENT>>SELECT GRADE>>SELECT LEAVE TYPE>>ENTER NUMBER OF DAYS>>SAVE You can do this for as many grade-levels as possible
One of the most unique features about the Smartace Leave Management module is the provision the application makes for gender-based leave type. All employees who fall in that particular gender will be assigned that particular leave type. For example, to set up a Maternity leave, From the Dashboard>>LEAVE ADMINISTRATION>>SETTINGS>>LEAVE TYPE SETUP>. {Enter the leave type and while setting up select what gender you wish to assign the leave type to or you can select both}
Yes, as an admin you can set up Holidays on the application for the employees to see when they login to their self-service. To do this, From your Dashboard>>LEAVE ADMINISTRATION>>SETTINGS>>HOLIDAY SETUP>>SELECT THE LEAVE YEAR>>ENTER THE DATE OF THE HOLIDAY>>ENTER THE HOLIDAY DESCRIPTION>>CREATE. The Holiday will appear on employee’s self-service when they check their self-service
A: Yes, it is possible for you as Admin to apply for leave on behalf of an employee. To do this, From your Dashboard>>> LEAVE ADMINISTRATION>>>BOOK LEAVE>>> ENTER THE EMPLOYEE’S STAFF NUMBER (The application will automatically generate the employee’s name)>>> SELECT THE LEAVE YEAR>>>SELECT LEAVE TYPE>>>ENTER A START DATE>>>ENTER NUMBER OF DAYS>>ENTER A COMMENT>>>SELECT A RELIEF OFFICER>>>ATTACH A DOCUMENT BACKING THE LEAVE REQUEST>>>CREATE LEAVE The leave request will go through approval workflow and once it is approved it would be deducted from the number of days assigned to the employee on that particular leave type.
A: Yes, you can download a leave report on the application. The application makes provision for you to filter the type of report you want to generate. You can filter by LEAVE YEAR, LEAVE TYPE, BY APPROVAL STATUS, BY DEPARTMENT AND BY LOCATION. To download a leave report, from your Dashboard>>LEAVE ADMINISTRATION>>LEAVE REPORT>>FILTER BY USING THE CRITERIA AVAILABLE>>SEARCH You can download it to Excel or PDF format.
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