Adding an employee with no email address

by Lee Porter 19. July 2018 17:26

When adding a new employee who will NOT be accessing the site, or you don't yet know their email address you can click on the 'Set as NoEmail' button to make the system add a pretend or temporary holding email address for them.  It will initially be set as NoEmail+ToBeCreated@ewassist.co.uk but this will change to NoEmail+surname.inital.lettersandnumbers@ewassist.co.uk once you add them.

You can make sure existing Employees who don't have an email address are set up correctly by going to their Work/Edit page and clicking the 'Set as NoEmail' button and clicking Submit.

This ensures that the email address is unique in our database and most importantly, if an email is inadvertently sent to this address it will arrive somewhere and not bounce.  Bounced emails tend to imply that the sender may be a spammer and with enough bounced email we may be listed as an email baddie.  This will make it harder for us to make sure you get the emails you expect to recieve. 

Report engine and new reports

by Lee Porter 13. July 2018 15:11

A new report engine has been added to support the new Microsoft Edge browser along with all the other browsers such as Chrome, IE and Safari.  The new reports engine doesn't just look better, it also allows you to select a date easier with the calendar icon, find data in the reports and zoom the report to make it fit on the screen better.

Two new reports have also been added. 

The first report shows some key statistics for your leave absence.  A company statistical report is first shown but this can be reduced to just show a single department or an individual.  This report is found at reports > Leave > Users Leave > Leave Stats.

The second report shows a calendar view of leave and sickness information overlaid over the employees work pattern.  This report is available at Reports > leave > calendarised > Work/Leave/Sick

GDPR Update - 25th May 2018

by Lee Porter 24. May 2018 11:50

Our software is designed to assist the recording and management of information both during the time of the individual's employment with your Company and after it has ended for the benefit of the Company.  Your employer is required by law to keep this information and the employee is obliged to provide it ,usually contractually.

A number of updates have been made to the system to meet the new GDPR legislation that is coming into effect on the 25th May 2018.  A summary of the major changes are:

  1. If your company DOES NOT use its own GDPR system and records your staff's consent - then you may enable the GDPR consent feature in this system by going to Admin > System Functionality > Set Functionality Required. It is turned OFF by default.
     
  2. A new functionality role of GDPR Admin/DPO has been added. At least one employee should be given this role in order to manage the new data processing features listed below.
     
  3. A new GDPR menu can be found in the top menu of the Dashboard.
     
  4. Each member of staff has the option to Accept or Withdraw their consent to have their data recorded in this software.  Consent is initially set as given for all existing employees and employees added in the future to minimise disruption.  The withdrawal of consent will send an email to the GDPR Admin/DPO informing them of the decision and remove the employee's access to the software.  Future access can be regained by accepting the use of your data in this software. Withdrawing your consent will severely limit your ability to use the software but other staff such as your manager and your Human Resource team will still be able to use the software on your behalf.
     
  5. The GDPR Admín can withdraw and accept your data to be used on your behalf and can upload documents to show acceptance has been given outside of this software.
     
  6. A history of the employee and the DPO's choices are kept and the latest decision from either party takes effect.
     
  7. Personal information for the employee can be Removed upon request by the GDPR Admin.  This includes data such as personal addresses, bank details, birth date, personal email addresses and medical information etc.  This does not include company information such as training records, expenses, leave, sickness and injury records etc.
     
  8. An individual employee's data or your entire recorded history can be exported from the software by the use of the reports.
     
  9. An officially written request can be made to delete your site completely.  This will destroy ALL of your data FOREVER.

Mobile Companion site

by Lee Porter 27. April 2018 16:19

There is now a mobile-friendly site to complement its big screen brother for on the go actions.  These include requesting leave, approving leave, record an injury, add an expense claim and individual claim lines/receipts, request training, add a task and search your internal directory.  You can find this site from links on the main page's login screen or by adding /mobile to the end of our URL e.g. https://ewassist.co.uk/mobile.

Make sure you bookmark the site on your phone so you can use it on the go. 

Recent Software Improvements

by Lee Porter 12. December 2017 21:39

8th December 2017

 

  • Advanced settings areas to hide optional fields Removed some fields and columns that were superfluous
  • Copy down feature to Annual Increments page
  • Fixed and centered the width of all Calendars to present the data more clearly
  • Added option to set Time Recording Method to be used when adding or importing new employees e.g. None, Time Sheet or Punch In/Out
  • Release Notes added to provide better information of our day to day work
  • Added ground work to add Help snippets to all areas
  • Individual Welcome emails will be sent immediately (no longer a two step process)
  • Added 'Add Next leave year' button to employee leave year list
  • Wider spacing on all rows to aid viewing
  • Better date prediction for Sickness Fields
  • New HELP button (bottom left) replaces the help in the left menu
  • Links to Request Leave and Report Sick on the top menu of the Dashboard have removed as they were duplicated links found elsewhere
  • The header and footer areas of the website have been unified across the site
  • New icons
  • New absence rule added to control usage of earned vs used leave throughout the leave year
  • (Accrued Leave entitlement or to promote more evenly distributed)
  • New leave setting to automatically approve leave of a day or less when it hasn't failed an absence rule (Admin > System Functionality > Leave)
  • Improvements on the login screen
  • Various bug fixes

 

Fire report

by Lee Porter 20. December 2016 12:06

Companycontrols.net and EW Assist both include a fire report that pulls together the work pattern, punch information, whereabouts and leave and sickness information to provide a comprehensive list of all your staff and their location information.  This can be useful at any time but in particular when you need to know who is in your place of work in an emergency.

Any visitors are also included on the report.

This report is available to view by any user of the software and is on hand at a moments notice. 

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Keeping your training records right

by Lee Porter 20. May 2016 10:44

Our Training management software (part of CompanyControls.net and EW Assist) now offers the ability to have multiple training modules within a training course that can be individually completed over time before completing the master training course.  This would be useful for long term training or training that has a number of elements connected to it.  Examples of training that would benefit from this type of approach would be induction training, on the job experience training or College courses.

Not only does this offer a better view of outstanding training but it also shortens the list of training for the employee so as not to have long and confusing lists of individual elements but a clear view of training achieved.

Take a look for free here

Super filter improvements

by Lee Porter 17. May 2016 11:42
The super filter on the People page now offers a filter to show staff coming near their start date anniversary and their birthdays as well as the end of their probabtion periods.

NEW FEATURE: Visitor Log

by Lee Porter 11. September 2015 09:29
Visitor logging is now available by going to Directory > Visitors.  Your staff can prebook their visitors and give reception a better idea of who to expect or book as they walk through the door.  It also gives you a clear view of who is still in the building for fire regulations.

New Leave Year Tasks

by Lee Porter 6. January 2015 11:27

WORKING YEAR CALENDAR 

When a new leave year approaches you will want to make sure a working year calendar exists to cover the period of time.  You can do this by going to Admin > Settings > Calendars > Your Calendars and click on the name of each working year calendar (NOTE: there may be more than one but you only need to consider calendars that have users using them (shown by the 3rd column of 'Num Users')).  Once the calendar is open you should check to see that the next leave year is covered by the Calendar Set Periods (i.e. the years).  If you need to add another year you should increase the 'Num Periods' by 1 (e.g. from 4 to 5) and submit.  This will add the next year to the Calendar Set Periods.  You should check that the Public Holidays, if any are added, are correct and you can remove and add more if needed.

Not having a working year calendar for a year will STOP ANY LEAVE BEING BOOKED THAT FALLS IN THAT YEAR. 

MANDATORY HOLIDAY CALENDAR

This is a similar task to the above but instead of bank holidays and non working days it holds leave days that are forced booked for anyone who uses that Mandatory Calendar.  It is good practice to have a year in the Mandatory calendar added for each year in the working year calendar, even if there are no mandatory dates in the calendar.

LEAVE CYCLES

When a working year calendar is available, then just by booking a leave request will automatically add the leave year if it doesn't already exist.  If you would prefer to add all the leave years for all staff you can do so by going to Admin > System Functionality > Leave > Leave Cycles > Next Year.

MISC

A few jobs to consider:

Any leave rules that work across dates such as management meetings (Admin > System Functionality > Leave > Absence Rules)

Cancel any draft leave thats not needed (Admin > System Functionality > Leave > Current Draft Requests)

Approve or reject any leave that is waiting for approval that's in the past

Add any manual adjustments to individuals leave years for things like extra days for length of service

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