HR Guide

Directory Profile

Directory Profile on Hyra are how workspace admins can view information about each of their employees. Their purpose is to serve each community with the best possible staff management to quickly and effectively take charge. Directory Profile To view the profile of someone, firstly, go to Activity. In Activity, you can search the staff for their Directory Profile. There’s two ways on searching the staff: - You can search the user by clicking Ctrl + K (For Windows) or Cmd + K (for Mac) and typing their username in Search. ​ - You can also find them Views and hit the Open button. ​ ​ Editing Directory Profile ℹ️ You'll need the permission Edit Staff Details to do this. To edit a property in a staff’s directory profile, go to the staff’s directory profile and beside the property, you can hit the pencil icon to edit. Activity Tab The activity section shows up the shifts that is recorded in Hyra. Adding/Removing Minutes For staff members with elevated permissions (Add/Remove Minutes on Staff), they are able to manually add/remove minutes by clicking 'Add Minutes' or 'Remove Minutes' Sessions The sessions tab lists out all of the sessions that a staff member has been apart of. In this page, you can also drill down which roles the staff member commonly select by simply clicking the "Drilldown" button beside "Sessions attended" Logbook Logbook allows you to log all of the actions taken to the staff. From warnings, promotions, demotions, even username changes. The Logbook guide is moved in a different article under the HR Guide collection. Assignments The Assignments tab shows the assignments that has been assigned to the staff member and it's status. - Red: Failed Assignments - Green: Passed Assignments - Purple: Assignments where the staff ember is currently in time off. Time Off The Time Off section shows up the inactivity notices that a staff member requested. - If your workspace enabled Time Off Policies, it will show how many days did the staff member used for that particular category. - If a staff member's reason is sensitive, it will be automatically redacted for privacy purposes. You'll need to contact support if you would like to know. - For those who have Manage Time off Requests, you are able to create a time off for the staff member, adjust their request (extend/shorten) or even remove the request.

Logbook

Logbook allows you to log all of the actions taken to the staff. From warnings, promotions, demotions, even username changes. Creating a Post ℹ️ You'll need the permission Post to Logbook to create a post. 1. Go to the Staff's Logbook Firstly, head over to the Staff’s Directory Profile. In there, go to the Logbook tab. ​ 2. Create a Post To create a post, click Create Logbook Entry, then type in your comment. You can then upload attachments by clicking the paperclip button on the bottom-left. ​ Once done, hit Log Note. You can also find the different options by clicking the drop down next to the button. 💡 Extra Logbook Features - For Warnings, you can set them to expire automatically after a certain amount of days. - For those who have the Auto Ranking Addon, you can now change the rank of users based on the logbook action. - You can also copy from a template by clicking the Template button at the top-left. To delete a post (if available), simply just click the trash icon on the top-right corner of the post

Views

Staff views are how workspace admins can view information about their employees all at once. Hyra’s design is made to help you efficiently manage your community. On the new Views, you are now also able to select multiple staff members and do certain actions like create a logbook post or add a label to the selected staff members. View Tools Under the Views tab, we've made multiple tools to help you manage your staff member. Date Range This is a tool to adjust the date range from this week to even all time records. Filter Filter allows you to filter staff that doesn’t fit any of the requirements you’ve set. You can do this to filter which staff are at a certain rank, has a certain label, and many more! ​ To do this, click Filter and click Add Filter, select a property that you want to filter out, select from the drop down the filter type and it’s value. Sort Sorting staff allows you to sort the staff, this is to neatly organize them by rank, or by their username, or more. To do this, click Sort and click Add sort, same as filter, select a property that you want to sort out, and click the 'Descending' or 'Ascending'. Hide Columns When creating new views, only some will be shown. If you need extra information, Hide Columns solves this issue. Hide Columns allows you to select which columns will only be shown to the View. To do this, click Hide button, and select which columns will be shown or not.

Managing Time Off Requests

Keeping track of inactive notices is an important part of managing staff time off and absence requests. ℹ️ You'll need the permission Manage Timeoff Requests to manage Timeoff Requests. 1. Go to the Timeoff Page Firstly, go to the Timeoff Page by going to Staff > Timeoff. ​ Here you will see the staff that are out of office and all of the pending requests below it. 2. Decide Whether to Accept or Deny To accept a time off request, click Accept. To deny a request, select Deny. ​ Viewing Staff Members in Views You are able to view staff members who are currently in time off by looking for the umbrella (⛱️) icon. By hovering on it, you are able to know how long are they currently out. Additionally, you can also filter staff members who are in time off via Views. Under Filter, select 'On Time Off' and select 'Yes'.

Timesheets

Timesheet allows you to track and edit the activity of a staff member in a given day. Timesheets allows your department to track and edit the activity of a staff member in a given day. It shows all of the activities that a staff member has done and make changes with it. ℹ️ You will need the Manage timesheets permission to do this. Creating a Sign-in Record To create a sign-in record, simply hover over a staff member's row and click the plus icon beside their username. You can also click the Add Record button beside the time zone switcher. Once clicked, a pop out will be shown to help you add a sign-in record. Fill out the fields required and hit Save to save the record. Editing a Sign-in Record You can also edit a sign-in record to make any changes to someone's activity. Simply click at a record to see all of the sign-in records that a staff member has and click the pencil icon to make changes. Once selected, you are able to edit a sign-in record and add a reason on the change. Note: If a record has been changed with a reason, the staff member will be able to see the reason in the Activity tab.