New Features

New Features

Over the past few months we have been busy implementing some updates on YourHR.space to enhance the functionality.

Here is a summary. If you have any questions, please do not hesitate to give us a call on 01702 789078.

Your Account

You may have noticed that we have redesigned the ‘Your Account’ area to make it easier to you.

We’ve split it into different sections:

• Your Account
• HR Tools
• Payroll (if applicable), and
• Setup (for the holiday and absence module and databases).

We have added:

• HR Templates and Drafts - where you will now find your template contracts of employment (if applicable) and any other templates (e.g. offer letters, reference requests).
• Payroll – if you use YourHR.space to report payroll, there is now a payroll area and payroll report (that shows any changes).

Amendable Pages

You can now have 2 pages that you can amend yourself.  You might want to use these for internal vacancies or for general communications (details of any Christmas events springs to mind!).

All you need to do is contact us and tell us what you want them to be called and where you want them on the navigation menu, and we’ll set them up for you. You can then amend them as you wish.

Announcements

There is new announcements functionality that allows you to send announcements to all users or just selected users. When you send to all, you can choose to have the announcement appear on the main dashboard for a period of time.

Announcements can be scheduled to be sent on a specific date or set reoccurring announcements on a monthly, quarterly, biannually and yearly basis. You can also create announcement templates to save time in the future.

Go to Your Account and Announcements and follow the screen! Any announcement will send an email to users overnight.

Printable Pages

You can now easily print any page by selecting the print icon at the top left-hand side of the page.

Holiday Module

1. We have made the action buttons (accept, decline, cancel etc.) simpler and more logical!
2. The holiday module can now be switched on/off for specific user groups, meaning you turn it off for ‘guests’ e.g. contractors (a future update – see below – will allow you to turn it on/off for selected individuals).
3. We have simplified the ability to record carried over annual leave entitlement. New fields have been added to the individual settings functionality allowing you to enter and add carried over outstanding annual leave days/hours and add them to a user’s new holiday year total entitlement.
4. Holiday calculated in hours will no longer be rounded up to the nearest half an hour.
5. You now have ability to switch the holiday/absence module on/off for specific users. Therefore, you will be able to use it for different groups of employees.
6. Notifications sent when a holiday/absence is requested can now be sent to more than one recipient, just select the multiple users using the new tick boxes.

File Attachments

If there are important documents, or commonly used documents, that you want to be easily accessible and available to download, they can be made available at the bottom of the navigation. This may be useful for things like expense forms, specific industry regulations, health and safety policy, driver’s handbook etc.

Just send us the documents and we’ll upload them for you.  

Collapsible menus

Because the content on YourHR.space can grow, we have made the different areas of the navigation menu collapsible, so it is easier to view the content you want to see.

Automating the issuing of contracts of employment

Following changes at the beginning of April 2020, employees (and workers) have the right to receive written terms on day-one (or before). We know that some clients struggle with this, so we can now automate the process for you.  

Once set up you will be able to allocate a contract type to the employee and the contract will automatically be produced (literally at the click of a button).  The employee will be able to sign it online and a copy will be saved to their personal area of the database. There will be a default position of you do not allocate a specific contract to ensure that the written terms are provided to meet compliance requirements.

This functionality is only available if you have the YourHR.space database module and Practical HR contracts.

Database Changes

We have made a number of changes to the database module, as follows:

1. Change of email address fields. We have changed the names of ‘main email address’ and ‘additional email address’ (they used to be ‘work’ and ‘personal’).
2. Any changes made on the database by a user/employee via ‘Your Profile’ will now be highlighted in RED until approved by a HR user.
3. You can now select who receives notifications regarding changes to user content within the Database Setup options found within Your Account.
4. If your organisation has more than one operational base you can now set up specific site addresses within the database. They will then be presented within the Place of Work field on the Employment Details tab.
5. The database can now be switched off for certain user groups allowing you to give access to the site but not the option to record their personal information e.g. contractors working on behalf of your organisation.

Payroll Functionality

We now have additional payroll functionality that can be added to current access levels or given to an external payroll provider.

This functionality includes:

• Limited access to the Employee Database giving access to relevant information required for payroll purposes;
• access to form submissions containing payroll information;
• access to a Payroll Audit Report that details all changes to information on the database that is relevant to payroll.

Improved password security

When a password is changed either by the user themselves or an HR user, the user will be informed via email. Users will also be ‘forced’ to change their password when they first log onto the site.

Content Changes

We are currently finalising a new ‘Wellbeing’ area for the site. This will include a Wellbeing Policy, guidance and signposting for areas such as mental, physical and financial wellbeing; and services where employees may be able to save money.

We will be sending this out for you to approve before we upload it to your site, in case there are any areas you do not wish us to include. 

Working with Colleagues – Equal Opportunities

We have also made a short video entitled ‘Working with Colleagues’ that we can add to your site in order to provide some basic training for employees in the area of equal opportunities. We will be sending you a link to this and asking you to watch the video before uploading it to your site.

You will be able to ask employees to watch this as part of their induction and then at regular intervals during their employment (we will also be adding two further videos on GDPR for HR and Whistleblowers in the near future).

2020 and beyond

We have many further changes planned for 2020. These will include:

1. Database – stage 2 that will have a number of new features including:
   • A diary system (to monitor things like probationary periods and training records)
   • Employee history record (recoding when there are changes in position and salary etc.)
2. More advanced reporting and audit reports
3. Further training videos (GDPR for HR and whistle-blowers)

Our aim is to continually develop YourHR.space so that it not only gives you that solid HR foundation and peace of mind that you are always up to date, but directly helps you meet legal requirements (e.g. like the new functionality on contacts).

We do therefore prioritise updates, making sure that legal requirements are supported first and foremost.

If you have any questions about any of the above, please do not hesitate to give us a buzz or drop us an email