The objective of this tutorial is to help you understand how you can use the Staff module to manage your staff, locations, positions, break rules, skills, tasks and availability.

The ‘Staff' tab is the central hub where you can easily manage your staff, locations, positions, break rules, skills, tasks and availability.

A staff’s profile shows different tabs which you can use to customize their personal and professional details. The visibility of the tabs varies according to the permission level given by the Manager in Humanity.

There are two types of mode (simple or detailed), you can add details as per your requirements as shown in the Image below:

You can quickly add or import multiple employees to Humanity either manually or by using detailed form, .csv or .xlsx sheet.

You can also add custom fields via .csv or .xlsx import. Just match your column title with a "Custom Field". If a custom field does not exist, a new custom field will be created, and its value will be added to an employee's account. The number of custom fields is not limited.

You must create the file in the accepted format shown below and also available in the Humanity application:

To avoid the hassle of modifying employees profiles individually you can use ‘Employee Bulk Edit’ feature which allows you to select multiple or group of employees and makes changes to their profiles.

Under the 'Staff' module, staff view can be changed according to your requirements and details will get populated according to the selected view.
You can navigate between different views and also create a custom view which can further be save as CSV or XLSX file format.

An easier way to quickly filter and view staff by location/position, you can narrow down your staff list by 'Location(s)'.

Once a 'Location' gets selected, you can also select staff based on the 'Position(s)' under that 'Location'.

Assign/Remove your staff one or multiple positions by importing them via CSV in relation to already predefined locations.

Assign/Remove your staff one or multiple skills by importing them via CSV.

» month/day/year -> 11/29/2019

Assign/remove one or multiple position(s) or skill(s) by employees.

In order to schedule your staff, they must be assigned to at least one position. You can assign/remove them quickly using this filter.

You can assign one or more than one skill to multiple employees (s) at once assigning by skill.

Assign/Remove one or multiple positions or skills at once by listing all the employees using this filter.

Assign/Remove one or multiple positions or skills at once by listing all the recently added employees using this filter.

Assign/Remove one or multiple positions or skills at once by expanding unassigned employees using this filter.

Assign/Remove one or multiple positions or skills at once by expanding unassigned employees using this filter.

The primary location is the default location which is added once you provide information while signing up with Humanity. Besides your primary location, you can create an additional location or delete the location that are not needed later.

Notes:

‘Remote Sites' are locations for shifts and events outside of your primary work locations and are assigned directly to the scheduled shifts. These could be client locations or contract locations.

'Remote Sites' can have addresses assigned to them allowing Humanity to communicate the map and driving directions to your staff.

Notes:

Positions are the job titles or roles you assign to your staff. However, the names of the position can vary depending on the nature of your business.
Create, delete or restore positions (If needed). You can also create a new location to drag and restore the position in it. Once restored; it will restore any shifts that were on that 'Position'.

Positions may be:

If you have multiple locations with the same positions around the globe, we have made it easy. You can simply copy the positions while creating new locations. 

While adding a new Location, it will give you a list of all your previously added locations. You can select any "location name" to copy all the positions of that location to the newly created location.

Customize colors of the positions added in Humanity to make identification of positions visually easier through color-coding.

The color of the position gets updated under 'ShiftPlanning' module and the impact can be seen in your schedule reflecting the shifts according to the assigned colors as shown in the Image below:

Customize and manage the notifications for a specific position to receive them according to your business or individual requirements.

The staff assigned to the respective position will not receive notifications if you select notifications off.

- Manage Visibility of a Position

Hide or manage the visibility of a position under 'ShiftPlanning' module.

The impact of this feature can be seen in 'ShiftPlanning' module where unchecking the box next to the 'Visible' tab of a position would make it invisible in the schedule view as shown in the Image below:

Associating skill with a position will enable a manager to link the two together to schedule backup staff across multiple locations where the association exists.

Notes:

Humanity introduced break rules on the location level. These break rules are compliant with local and state laws—such as California, Washington, and Oregon meal breaks — or represent a general break rule (ex. a 30-minute unpaid break for every five hours of work). 

The break rule is applied next to the appropriate business location. These rules are created to assist in maintaining compliance and cannot be edited as they are set per location. 

Break rules are set per position enabling managers to get the exact working hours that need to be paid. These rules can be set differently for each 'Position' and with different time parameters. 

Once break times are set up, they are automatically applied to your schedule reports and timesheets allowing data to be accurately used in payroll processing.

Notes:

Skills define any special abilities your employees have. This can include things such as CPR Certification, Second Languages, etc.

You can assign one or more than one skill to multiple employees at once and in bulk or to an individual staff member.

Skills must be added under the ‘Employee Assignment’ tab first by your Managers or Supervisors to assign them to your staff.

You can assign or remove one or multiple skills to an individual from his/her profile. It is useful if you want to assign skill(s) to just one of your staff.

You can assign or remove one or multiple skills to multiple employees at once. It is useful if you want to assign skill(s) to a group of employees different skills at once.

You can create a CSV file following the accepted format and assign skill(s) to your staff by importing it into Humanity. It is useful when you want to assign skills in bulk to all your staff members.

Adding expiration on certain skills, allows you to receive notifications and keep track of skills that are counted as 'certifications'.

You can select when you wish to be notified of this skill expiration from 15 days, 1 month, 2 months and 3 months time frame.

These are just some of the ways 'Skills' can be helpful as tasks.

You can use these skills throughout the system to more quickly filter, schedule smartly and track employees. You can filter Reports by Skills to get the desired data by skills.

You can assign sub-duties to your staff on a single shift. Tasks can also be used where you want to pay per shift/day worked against hourly wages.

You can assign one or more than one task to an individual from shift edit window.

Tasks must be added under the ‘Employee Assignment’ tab first by your Managers or Supervisors to assign them to your staff.

You can assign or remove one or multiple tasks to an individual from shift edit window. It is useful if you want to assign sub-duties to just one of your staff on a single shift.

Once a shift time starts, the Upcoming Shifts under the Dashboard will show you the start with the 'Start' button. Employees should click that button to track the time spent on each of the tasks.

To see the time activity for each task, you can use the task report.

Approve or reject your staff's weekly & future availability requests. Also, check the conflicts before approving or rejecting.

- List of Different Tabs Under Your Profile: Overview, Edit Details, Availability ,Leave, Password, Notifications, Permissions and Payroll.

- List of Different Tabs Under Your Staff’s Profile: Overview, Edit Details, Availability, Leave, Password, Permissions, Payroll and Ping.

This tab represents the following information: Employee Details: Full Name, Username, Admin Actions, Positions Assignment, Skills Assignment, Upcoming Shifts/Recent Shifts, Statistics, Employee files, Notes, List of Approvers, Personal Data.

Managers and supervisors can edit details for their own profile as well as an employee’s profile whereas schedulers and employees can edit their profiles only.

You can set the weekly availability which will repeat every week, the same day & time unless changed otherwise. You can select the time-slot you want to set yourself unavailable or drag to select multiple time-slots.

Future availability is a one-time availability set for a specific date in future.

Managers can set entitled number of days for each leave type and also assign leave types per employee for which employee can submit a request.

Managers can set passwords or reset for your staff. All employees can set passwords for themselves.

You can customize or restrict settings for receiving notifications under your profile which will overwrite the global settings.

Humanity can notify you via e-mail & SMS each time actions take place that involves you. You can toggle on/off e-mail & SMS as well as control whether you are notified:

Employee profile has the field for hourly wage rate, which is the default rate that applies when employees' income is calculated. However, when the rate varies per position (job), managers can set specific wage rates per position.

Payroll tab also offers the greater flexibility to managers and supervisors in terms of setting up different rate cards when the allowed overtime or special hours are set differently for each position.

'Pinging' an employee allows you to instantly send them a message via e-mail & SMS to alert them of something or to get in contact quickly.

If you have any further queries, please don't hesitate to reach us at support@humanity.com. Happy Scheduling!