Guidelines for users with the “HR” access profile

⚠️ Important:

This content is also available in an interactive online version.

Access it here: Engage - Interactive Version

TABLE OF CONTENTS

• Creating Employees
• Access Management
• Approvals
  • Vacation Approval
  • Request Approval
• Registrations
  • Teams, Clients and Projects
  • Holidays
  • Termination Form
  • Requests Types
  • Workshift
  • Contract Types

Profiles:

HR: This profile encompasses functionalities aimed at facilitating people management and generating informative reports to support decision-making processes.

HR Admin: This profile enables efficient management of onboarding and offboarding forms, general requests, contract types and categories, work shifts, and access profiles for employees.

Creating Employees

To register employees and configure their access, click on “People Management” in the menu on the left.

To create a new employees:

1. Click "Employees." You can use the search fields to filter the results.

2. Click on “New Employee” and select whether the creation will come from the admission flow or if it will be done in a standard way.

3. By clicking "Onboarding Flow," you'll need to fill in the employee's full name and email address, as well as select the language spoken, the type of contract, and the company for which the employee was hired. Then, click "Save."

4. By clicking "Standard," simply fill in all the fields with each employee's details. Finally, click "Save."

To determine employee access profiles:

1. Back in the “People Management” menu, click on “Access Management”.

2. In the “Actions” column, click on the three dots corresponding to the desired collaborator.

3. In the edit menu, select the desired access profile for that user and click “Save”.

Access Management

After adding a new employee, you must access “People Management” > “Access Management” in the left side menu to indicate the access profile that this employee should have.

1. Search for the new user's name and assign the access you want;

2. Done! The new access profile will now be valid.

For greater security, only users with an admin profile will be able to access this tab and view the granted accesses.

If you need to perform a mass insertion of employees, just contact our team.

Approvals

Vacation Approval

To approve or reject vacation requests, click "Vacation" in the left-hand menu. Then, click "HR Vacation" at the top of the page. You can use the search fields to filter the results and access all relevant vacation information, including approval status.

To approve or reject a request:

1. Select the desired request(s) using the checkboxes.

2. On the right side, click “Approve” or “Reject”.

3. If desired, attach files for approval or rejection and confirm your action.

Request Approval

To approve or deny other requests, click "General Requests" in the left-hand menu. Then, click "HR Requests" at the top of the page. You can use the search fields to filter the results and access all relevant information about the requests, including their approval status.

To approve or reject a request:

1. Select the desired request(s) using the checkboxes.

2. On the right side, click “Approve” or “Reject”.

3. Confirm your action.

Registrations

Teams, Clients and Projects

In the "People Management" menu on the left, you can register teams, clients, and projects, aiming to centralize and organize information in a simple way.

To register a team:

1. Click on “Teams”, then “New Team”.

2. Fill in all the key information and select team members.

3. At the end, click “Save”.

To register a customer:

1. Click on “Clients”, then “New Client”.

2. Fill in all the main information and financial contact.

3. At the end, click “Save”.

To register a new project:

1. Click on “Projects”, then “New Project”.

2. Fill in all the important information, such as the client and project name. If desired, select the start and end dates. Be sure to select the appropriate status: active or inactive.

3. At the end, click “Save”.

To register an activity:

1. Click on "Project Activities", then on “New Activity”.

2. Fill in the necessary information, such as the project to which the activity belongs, the name, start and end dates, and other details corresponding to that activity.

3. Click “Save”.

Holidays

To register holidays, click "People Management" in the left-hand menu. Then, click "Holidays." You can use the search field to filter the results.

To create a new holiday:

1. Click on “New Holiday”.

2. Enter the name, country, and date of the holiday. For regional holidays, also select the state and city.

3. Click “Save”.

Termination Form

To create or access termination forms:

1. Click "People Management" in the left-hand menu. Then, click "Offboarding Forms."

2. Click on “New Offboarding Form”.

3. In the fields on the left, fill in key information such as name, description, status, who it will be available to, and a rating scale.

4. On the right, click "Add Topics" and select the topics that will be part of this form. Click "Continue."

If you haven't created a topic yet, simply click "Admin Management" in the left menu, then "Offboarding Topics." When you click "New Offboarding Topic," you can add a name and description, then save it. It will then be available for selection in the form list.

Requests Types

To define the types of requests that will be available, access “Admin Management” in the menu on the left and then click on “Request Type”.

1. Under “Request Type”, click “New Request Type”.

2. Enter a name and a code.

3. Determine behavior and location.

4. Finally, add more details: notes, disclaimer, who will be available to, and what this type of request requires, such as HR or manager approval, for example.

5. Click “Save”.

Workshift

How to Adjust Work Shifts

1. At the “Admin Management” field, click on “Work Shift” and locate the shift you want to adjust.

2. Check and edit key information.

3. Review the “Name” field to ensure the shift is correctly identified.

Configure Shift Change

Under “Shift Change”, set the time at which the shift change occurs (usually 00:00 | midnight).

This setting indicates the moment at which the system considers the end of one day and the beginning of the next, for the purposes of calculating the working day.

Configure Night Time Additional

In the “Night Shift” section, enter the start time (e.g., 10:00 p.m.) and end time (e.g., 5:00 a.m.) of the shift.

If you prefer, you can choose not to enter a finish time. In this case, the system will calculate the night shift bonus based on the hours worked up to the employee's last clock-in/clock-out.

Adjust the Shift Table by Day of the Week

For each day of the week, review the following time entries:

• Regular Hours: Check if the percentage is correct (default is 100%).

• Overtime: Set the overtime limit, the additional percentage and the surplus according to your company policy (the default limit is 2 hours, and overtime within and outside the limit are pre-configured with a weight of 100%).

You can replicate the parameters for the remaining days of the week by clicking the highlighted checkbox.

• Minimum Interval: Check the minimum break time for lunch or rest.

This setting is only available for weekly shifts, as no shift12x36h, the break is already incorporated into the 12-hour workday and therefore does not require separate configuration in the system.

• Periods: Add the work periods of the day, indicating the start and end time of each one.

Use the + Add Period button to include additional periods if needed.

Save Changes

After reviewing and adjusting all information, click the “Save” button to confirm your changes. The changes will take effect the following day.

If you wish, you can apply the changes retroactively—which will affect records up to the last submission of the month—by clicking “Save” and “Update”.

Associate a Work Shift with an Employee

After creating the work shifts, simply open the employee's profile, go to the "Work Shift” tab and select the corresponding work shift. Then click "Save."

Contract Types

Click "Admin Management" and then select "Contract Type." This page will show you all the contract types you've already created (such as Internship, Legal Entity, etc.).

To create a new contract type:

1. Click on “New Contract Type”.

2. Fill in the fields with all the necessary information.

3. Then click “Save”.