Getting Started Guide for Managers
Contents
Initial Account Setup
03
Dashboard
12
Settings
17
ShiftPlanning
23
Staff
30
Time Clock
33
Leave
37
Reports
38
Training
41
Initial Account Setup
First and foremost - Welcome to Humanity! Follow this brief guide to learn about Humanity's key functionalities. Step 1: Account Registration Once you have registered your free trial, we will send you an activation email. Click the activation link found within the email to activate and start setting up your account.
Once the setup process has been initiated, you'll be taken through a quick, four-step process to help you set up your account and start creating your first shifts. 3 / GETTING STARTED GUIDE FOR MANAGERS
Step 2: Add Business Locations & Positions Locate the Staff module on the main menu tab located on the left side of the platform and click on it. This is where you will begin adding locations, positions and staff members to your account.
Click on the Locations & Positions tab up top. The company name you gave when registering will be set as your primary business location. Click on the Add New Position link to start creating positions for your business. Depending on your business, positions could be: Departments such as Sales, Marketing, Finance Job Roles such as Cook, Waiter, Server Titles such as Neurologist, Head Nurse, Receptionist
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Step 3: Add & Invite Staff Switch to the Employees tab up top and then click the Add Employees button to begin adding staff members to your account.
You also have the option to upload a CSV/XLXS file to quickly enter an already existing employee list of yours.
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Step 4: Assign Staff to Locations & Positions In order to ensure that your scheduling process is going to run as smoothly as possible, you should make sure that you have assigned all your staff members to their appropriate locations and positions.
You can either click on each individual employee profile to assign positions one by one or click the arrow next to the Add Employees button to assign positions to more than one employee at once.
You're now ready to start scheduling your staff! 6 / GETTING STARTED GUIDE FOR MANAGERS
Create First Shift Creating a shift in Humanity is incredibly easy. Click on the ShiftPlanning module and then click on the date for which you want to create your shift. Type the end and start times for the shift and then press Enter on your keyboard. That's it!
If you'd like to edit your shift further and include more details, click on it to open the advanced options.
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Humanity Modules Let's take a quick look at the key modules that make up the Humanity platform. Dashboard The Dashboard is the central module of your Humanity account. All of your most important company information can be found here. The Dashboard serves as a main hub for viewing important notifications and a gateway for accessing other parts of the platform.
ShiftPlanning The ShiftPlanning module is the scheduling part of the platform. This is where you will be creating shifts for your team. It's also where you will be able to see a clear overview of every work shift that has been assigned and customize your schedule view according to your preferences.
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Time Clock The Time Clock module will be used by your employees to clock in and out of their shifts. You will be able to see and manage all employee timesheets and clock times from here.
Leave The Leave module makes it easy for you to manage any and all staff requests for taking time off work.
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Staff The Staff module enables you to easily manage and organize your staff. You can add employees to your team, edit individual employee profiles and easily manage locations and positions from here.
Reports The Reports module enables you to run incredibly detailed, dynamic reports related to just about every aspect of your scheduling and general employee management process and export them with one click.
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Settings The Settings module is where you'll find all of Humanity's administrative features and settings which allow you to customize your account in a vast number of ways. It's neatly divided into Settings, Billing, Business and Integration settings and further sorted by Frequently Used and Advanced Settings.
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Initial Account Setup Dashboard
The Dashboard is the central module of your Humanity account. All of your most important work information can be found here. It serves as a main hub for viewing important notifications and a gateway for accessing other parts of the platform.
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Upcoming Shifts Your most immediate upcoming shifts are listed on the Dashboard. Clicking on the notepad icon next to each shift opens up the shift details.
Who's On Now / Late for Work The Dashboard also gives you a list of employees who are currently clocked in and employees who are late for their shifts.
On Leave Today / Upcoming Birthday You can also see which employees are off today and which staff members have upcoming birthdays.
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One of the Dashboard's coolest features is the notifications widget on the left side of the page. Clicking on any of the notification tiles will take you directly where you need to be in the platform in order to complete any of the following actions: Acknowledge Shifts Trade Request Approval Shifts Approval Time Sheets Approval Staff Activation Staff Assignment Availability Approval Open Shifts Work Units
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After clicking on any of the notification tiles, the additional details you need to perform that specific action will be shown.
Message Wall The Message Wall enables you to post company-wide communications for all your staff to see.
Messaging Humanity also includes an email-like messaging system that allows you to send messages to individual staff members or groups of employees.
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As you can see, the interface is very similar to a typical email client. You can easily send messages to groups of staff members according to their positions and locations, or to individuals.
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Settings
Initial Account Setup
The Settings module is where you will be able to fine-tune every feature and setting of your Humanity account according to your specific business needs. The module is divided into four sections: Settings, Billing, Business and Integrations. Each section is further divided into Frequently Used and Advanced Settings.
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From the Settings section, you'll be able to adjust settings for Humanity's core features and modules: Account Settings Under Account settings, you'll find the following: Local- This is where you can localize your account and set your country, time zone, date format and more. Notifications- This is where you can decide what notifications you and your employees will be receiving.
Staff Settings- This sections allows you to define various permissions within the platform for your staff.
Communication Settings- Here you can define messaging permissions for your staff.
Login Options- Here you can enable or disable options for allowing your staff members to connect their Humanity accounts with a variety of third party applications.
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ShiftPlanning Settings All settings related to the ShiftPlanning module and your scheduling processes can be found here. Hovering over any of the settings gives you a detailed explanation of that option.
Time Clock All settings related to the Time Clock module and your time and attendance monitoring processes can be found here. Hovering over any of the settings gives you a detailed explanation of that option.
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Leave & Availability All settings related to the Leave module and your vacation/time off processes can be found here. Hovering over any of the settings gives you a detailed explanation of that option.
Payroll All settings related to the Payroll module and your payroll processes can be found here. Hovering over any of the settings gives you a detailed explanation of that option.
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Business This settings section features your company event log and file sharing sections. Event Log Whenever an action occurs within the platform, it's tracked as a unique event and detailed information on each event is recorded in the Event Log. You can use this feature to verify your company records.
Shared Files Here you'll see a list of all files that have been shared within your Humanity account. You can upload a large variety of document types to Humanity and share them with your employees.
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Integration This is where you can manage any third party applications that you have integrated with our platform.
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ShiftPlanning
Initial Account Setup
The ShiftPlanning module is the central, most powerful and vital part of the Humanity platform. This is where you will be creating, editing and viewing all your company shifts and schedules.
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Timeline View You can adjust your schedule view to show your shifts for one day, one week, two weeks or an entire month at a time.
Visual Views You can further customize your schedule view by Employee, Positions, or see your shifts in Visual or List mode.
Filters Under the small calendar, you'll see options for applying a variety of filters to further refine your schedule view.
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Create Shifts Creating employee shifts is incredibly easy in Humanity. It's easiest to start in either week or month view. Simply click on a cell, type the start and end times of the shift and press Enter on your keyboard.
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Drag and Drop If you'd like to move a shift to another date or employee simply drag and drop it. To copy a shift, press and hold C on your keyboard and then drag the shift to another day. Editing Shifts Clicking on any shift you have created will open up the shift edit window, which provides you with a huge variety of options for customizing and specifying shift details.
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Publish Once you are happy with the schedule you have created, click the Publish button to confirm the shifts and notify your staff members of the newly published schedule.
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Schedule Conflicts With Humanity, creating scheduling conflicts is practically impossible. Any time you do schedule conflicting shifts, a warning will appear next to the Publish button.
Clicking on the conflict warning shows you the exact details of the conflict and allows you to easily resolve it. Schedule Actions Click on the arrow icon found next to the Publish button to see a list of additional, powerful scheduling features. Print & Save Use this option to either print out a hard copy of your Humanity schedule or save it as a PDF, CSV or XLSX.
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Copy Shifts If your business has regular shifts that tend to repeat week in and week out, you don't have to create them from scratch every time. Use the copy shifts feature to copy a single shift, entire day, week or month to another timeline.
Schedule Wizard Schedule on auto-pilot with the help of Humanity's Schedule Wizard. Autofill existing empty shifts, create new schedules based on older templates and more. The Schedule Wizard brings smart-scheduling to life by assigning only employees who are available and never assigning shifts that would create overtime.
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Import Schedule Were you using spreadsheets to schedule your staff before Humanity? You can import the information from those sheets into our platform to get a head start.
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Staff
The Staff module allows you to easily manage your business locations, positions and, of course, staff members. If you have already followed the account activation and setup instructions at the beginning of the guide, you should be familiar with most of the module's main functions.
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Manage Skills Humanity allows you to assign skills to your employees, making it easy for you to schedule the right people to work the right shifts. For example, healthcare organizations can list certifications their staff members hold and even set reminders to let them know when the certifications need to be renewed.
Custom Fields You can also create custom fields to immediately see the employee information that's most important to you.
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Staff Profiles Click on the profile of any employee to manage their company details. Here you can edit their contact information, location and position, skills, availability, notifications, permissions and more.
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Time Clock Initial Account Setup
The Time Clock module makes it easy for you to manage and monitor your staff's time and attendance data.
Clocking In and Out Both you and your staff members will use the Time Clock module to clock in and out of your shifts. You will also see a list of your most recent timesheets to the right.
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Multiple Timezones Humanity can be used by businesses that manage locations in multiple time zones. No matter what time zone you are in, the platform will adjust your schedule and notifications to accurately display your shift information. Add Clock Time If you prefer to manually add clock times instead of asking your staff to clock in and out of shifts, you can do that as well. Managers can also give their employees permission to add their own clock times.
Upload Time Sheet You can also upload and import timesheets from spreadsheets. Managers can enable their employees to use this feature to import multiple clock times at once.
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Manage Time Sheets To get a closer look at all your employee timesheets, manage, upload and edit them, click on Manage Time Sheets under the Management tab.
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Clocked In List Here you can see a list of all your currently clocked in employees along with the date and time they clocked in. You can manually clock them out by clicking the Clock Out button.
Clock Locations If you want to restrict the locations from which your employees can and can't clock in and out from, you can set up a Time Clock terminal.
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Leave Initial Account Setup
The Leave module allows you to easily manage all employee requests for taking time off so that you always know who is scheduled to work and who is unavailable to work. All leave requests will be sent to managers to either approve or reject. Employees will be notified via email when managers either approve or reject their requests.
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Reports
The Reports module allows you to create and export detailed reports on just about every aspect of your Humanity account. You can run dynamic reports to keep track of and analyze your scheduling practices, staff time and attendance habits and much more. The most commonly used reports are listed on the main screen along with explanations for each.You can also browse reports by the categories listed on the left.
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Each report type is dynamic and can be easily filtered.
Print / Export You can print or export any report you create in Humanity.
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Custom Reports You also have the option to create fully customized reports with the exact information you want to see.
Payroll Reports Humanity also offers payroll reports that allow you to customize rate cards in order to calculate things like overtime pay very accurately and easily.
Payroll Provider Exports Humanity also makes it incredibly easy for you to export your payroll reports and send them over to your payroll provider of choice automatically. Our payroll reports are integrated with most of the world's top payroll services. 40/ GETTING STARTED GUIDE FOR MANAGERS
Training
Humanity's innovative Training module allows managers to save time and money by providing onboarding, training and employee education within the platform. To enable the Training module, head over to Settings > Account > Training. This module allows you to create and assign training topics for your staff and follow their progress in completing these tasks.
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Sections You can think of Sections as the folders in which you organize the various training topics that you create.
Topic The topics are the actual training assignments that you create and assign to your employees to complete.
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Edit Click on the topic title to edit it. You can then start either creating your training content from scratch or simply upload a file if you already have training material that has been prepared beforehand. For example, you can upload a document on company leave policies and assign new employees to the topic to make sure they read it.
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Advanced Options The Training module can be further customized by way of advanced options. Digital Signature: Allow your staff members to digitally sign off on training assignments once they have been completed. Download PDF: Allow staff to download your training topics as PDFs. Comments: Enable both managers and staff to comment on training topics once they have been completed. Homework: This option allows you to give out homework assignments to selected employees and create permissions that define which employees and managers can see these assignments. Tutorial: Help onboard your staff onto Humanity by assigning Humanityrelated tutorials for them to read and study. Add Quiz: Create quizzes to test your employees and see whether they learned what they were supposed to learn from the assigned training topics. Assign Topics: You can easily assign training topics to your employees by position, group, skill or individual users.
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Topic Completion You can easily see which staff members have completed the assigned training topics and which have not. There will be a green check next to the names of the people who have completed the training topic.
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