We are excited to announce some more new additions to our Onboarding feature. These updates are designed to simplify and enhance the user experience for both HR teams and employees and aimed to provide a more structured, intuitive workflow, making it easier for HR teams to manage new hires, issue tasks, and track onboarding progress directly from the employee's profile. 

User Disclaimer Update 

We have updated the User Disclaimer that all intelliHR users must accept upon logging into the platform. With this update, all users will be required to accept the new disclaimer upon their first login. Admins can easily track who has or hasn't accepted the new disclaimer by navigating to Settings >> User Accounts.  

What has changed:  

The coverage is still the same. However, we are making it easier for users to understand Humanforce's data privacy and retention policies and who our sub-processors are with direct links in the User Disclaimer - Privacy Policy, Data Protection Policy, and third-party sub-processors. 

• Issue onboarding from this page (if you did not configure onboarding when the person was created) 
• View existing onboarding sessions and progress on the new starter's profile under Onboarding.
• Change their Onboarding Template 
• Delete their session 
• Issue multiple onboarding sessions for the same person (if they have multiple jobs), however, only 1 active onboarding session can be in progress per job. 

Onboarding Configuration Moved  

People > Onboarding > Create Person 

We have introduced an improvement in creating new starter onboarding workflow by moving the Onboarding Configuration to after Schedule Workflow in Person Create Wizard.   

The new steps are now as below: 

1. Create Person > Create User Account 
2. Create Job > Add Job Requirements > Schedule Workflow 
3. Configure Onboarding Steps 

This ensures that the new employee created must be assigned a job before assigning the onboarding workflow.  

 

 

New URL for new employee onboarding notification 

We have added a direct link to navigate to the new starter’s Onboarding tab from event notifications, making it easier to track progress and manage tasks.  

You can access it via the URL format:  https://COMPANYNAME.intellihr.net/spa/people/{extras.affectedPerson.uuid}/onboarding 

We are excited to announce the addition of new charts to our Analytics pages. We have also updated the Business Entities page to include the business legal name and Australian Business Number (ABN) for our Australian customers. This update is in preparation for how your employees will onboard into your organisation using intelliHR’s new onboarding process and the collection of their bank, tax and superannuation details.  

Analytics  

Analytics > pages setting > charts 

We have incorporated FTE and Employment Condition charts into the Attrition Analysis, Tenure, and Starters & Leavers analytics pages to facilitate the analysis of your analytics data. By default, these charts are deactivated. To enable them on your analytics pages, navigate to the Page Settings at the top right corner, select Charts, and toggle the FTE and Employment Condition options ON as shown below. 

To help our customers streamline their onboarding processes, we are working on a new feature to help organisations collect and validate bank, tax, and superannuation details within their onboarding flow. We aim to have this feature available by the end of September.  

To support your organisation to collect and validate bank, tax and superannuation details from new starters via intelliHR onboarding, we have updated the Business Entities page in the Settings with required fields such as your organisation’s legal name and ABN (Australian Business Number). This is a requirement when a TFN Declaration is submitted during onboarding. 

To set this up, follow the instructions in our help file link below. The instructions will guide you through setting up or editing your existing Business Entities details for TFN Declaration and your organisation’s default Superannuation Fund. 

 Visit Humanforce Help

Bulk user creation for onboarding 

Settings > User Accounts > Create Multiple User Accounts 

When multiple new employees need to be onboarded concurrently within the organisation, the bulk user creation functionality enables administrators to efficiently create up to 100 user accounts simultaneously with just a few clicks. This capability substantially streamlines the onboarding process when many new employees start at the same time. Bulk user creation allows you to configure the details below and automatically assign them to all selected employees, so you only need to configure them once. 

• Select the User Accounts activation date  
• Determine if you would like a Welcome Email to send 
• Select the password creation method (through an email link or Single Sign-On) 
• Assign Permission groups to all selected User Accounts 
• Determine their Onboarding configuration from a list of Onboarding Templates 

  Learn more

🔥 What's New

Humanforce has significantly enhanced integration capabilities across its HR, workforce management (WFM), and payroll suites, enabling seamless bi-directional data synchronisation and transfer.

intelliHR and Humanforce WFM

Humanforce WFM and Humanforce Payroll

Humanforce WFM and Datapay NZ

Using multiple integrations

We are currently working on a new employee data forwarding feature that allows you to link multiple integrations together within Humanforce Workforce Management Integration Central to create a seamless experience. For example, data forwarding will link together the Humanforce product suite (intelliHR, Humanforce WFM and Humanforce Payroll), removing the need to click save in WFM to forward data changes made in HR to Payroll.

⭐️ Why it matters

A streamlined integration flow of your workforce data dramatically reduces manual entry, meaning fewer errors, and improved compliance. You'll gain better visibility, control, payroll accuracy, and overall process efficiency, improving productivity.

🏁 Getting Started

Keen to learn more? Check out our help articles for integration details, including integration workflows, setup details, best practise tops and available configuration options:

• intelliHR integration
• Humanforce Payroll integration
• Datapay NZ integration

With our latest integration enhancements, you're clicks away from a unified HR, workforce, and payroll management solution. 

Don't miss out on these game-changing integration enhancements! Log a ticket to our friendly support team today to learn more, or reach out to your account manager today to explore upgrading your Humanforce solutions!

We're thrilled to share some of the feature enhancements we've rolled out in the past month. These include adding new events to the Audit Log for improved tracking, enhancing notifications, and adding the document upload feature to the Onboarding Form Template.

New Events added to Audit Log 

Settings > Audit Log 

The Audit Log is where you will find a list of historical in-platform actions and events. It records an event's occurrence, the time at which it occurred, the responsible user and impacted data. In this release, we have added more event types in the audit log tracking, such as Diary Note, Performance Improvement Plan and Performance Report Template actions. Below is a list of events that have been added: 

• Diary Note Created 
• Diary Note Updated 
• Diary Note Transferred To New Job 
• Performance Improvement Plan Created 
• Performance Improvement Plan Updated 
• Delete Diary Note 
• Delete Performance Improvement Plan 
• Performance Report Template Created 
• Performance Report Template Deleted 
• Performance Report Template Updated 

Goal notifications 

Currently, your people leaders receive notifications when their direct reports create, edit or update their goals. We received some feedback that this can be distracting for managers who have many direct reports with multiple goals each that get updated frequently. We have released an update to help reduce noise related to goal notifications. This update will allow our team to turn off ALL goal notifications for your intelliHR platform. Please contact the Support Team if you wish to turn goal notifications off.

Added variables for Event Notifications 

Settings > Event Notifications 

Probation End Date variables: 

Event notifications now support the Probation End Date Variable in all event types to display data about the event, data about the affected person and data about the actioning person. The variables to use are: 

To display data about the event: {extras.event.probation_end_date} 

To display data about the affected person: {extras.affectedPerson.primary_job_probation_end_date} 

To display data about the actioning person:  {extras.actioningPerson.primary_job_probation_end_date} 

Date of birth variables: 

Getting the date of birth right for your employee is crucial, whether it is needed to update employee details or send out upcoming birthday notifications for team celebrations. You can now send dates of birth in all event notifications in the email templates using the variable below:  

To display data of the affected person: {extras.affectedPerson.dob} 

To display data of the actioning person: {extras.actioningPerson.dob}  

New navigation shortcuts

We have added two new shortcuts under the "more options" section on the right of the primary navigation menu for easier access to frequently used items, enabling you to reach your desired page with fewer clicks. The two new links added are the recently released Onboarding Form Templates and Email Templates as shown below:

People > Onboarding Form Templates 

Settings > Email Templates 

Onboarding document upload 

People > Onboarding Form Templates  

You can now request new starters to upload required documents during their onboarding process through the selections in the Onboarding Form Templates. The documents uploaded will be automatically stored in the designated folders within employee profiles as specified in the template. 

If you would like to learn more about the recently released Onboarding Form Templates, please visit the Humanforce Help for additional information. We've also put together an interactive walkthrough of the new onboarding experience. Feel free to check out the step-by-step guide here!

Onboarding Guided Tour 

Ensuring a seamless onboarding process for new employees is vital for setting the right expectations and fostering a positive experience within your organization. We understand the significance of this initial touchpoint in the employee journey, which is why we are excited to introduce a new onboarding experience in the intelliHR platform that not only helps alleviate administrative burdens on your People Team but also ensures qualification compliance and enhances data integrity. 

🔥 What’s New? 

Onboarding Form Templates 

Collecting personal details from new employees is a crucial step in the onboarding process. To ensure that all necessary information is gathered seamlessly, we have created a list of onboarding fields that System Admins can select from to create a customised Onboarding Form Template. The list of onboarding fields include names, contact detail, medical conditions, work rights and any Person Custom Fields and Categories that you have configured in the Custom Fields Settings. Now you can easily create and edit multiple Onboarding Form Templates with just a few clicks. 

HR Administrators will now be able to set new starters up prior to their company start date with pre-onboarding access to ensure that the first time an employee logs in, they must review and update their details in intelliHR through the assigned Onboarding Form Template. This pre-onboarding state will restrict their access to your intelliHR platform until a date specified by you so they only see the information they need to successfully onboard.  

Job Requirement Qualifications  

If you have created a job (role) for the new employee, this will trigger a set of job actions which gives you the option to add any Job Requirements Qualifications necessary for the new role. This requirement will be added to the onboarding employee data capture flow when they first log-in.  

⭐️ Why it matters 

 Reduced administrative burden
This new onboarding feature significantly reduces the manual workload for HR teams by automating the collection and organisation of essential employee information. This allows HR professionals to focus more on strategic initiatives rather than administrative tasks.  

Improved compliance and data integrity
By ensuring that all required job qualifications and personal details are accurately captured and documented from the start, this feature helps maintain high standards of compliance and data integrity. It minimises the risk of errors and omissions, ensuring that your organization adheres to relevant regulations and internal policies. 

Enhanced employee experience
A seamless and well-structured onboarding process sets a positive tone for new employees, helping them feel welcomed and prepared from day one. Pre-onboarding access ensures that new hires have all the necessary information and documentation ready before they officially start, leading to a smoother transition and quicker integration into their new roles. 
 

🏁 Getting Started   

The new Onboarding Form Templates and updated configuration have been activated in your intelliHR platform when you set up a new employee in the Person Create configuration page. To get started, follow the simple step-by-step set-up guide in the following Help article link.   

Visit Humanforce Help

🤲   Here to Help  

We understand that you may have existing onboarding forms that were set up in your workflow when you first started using intelliHR. This new onboarding experience will replace the current "Employee Details" onboarding forms sent via onboarding workflows as part of your existing onboarding process. 

To assist you, we have created a self-paced product walkthrough that guides you through setting up the new onboarding flow and provides insight into the employee side of the experience. We hope this will aid you in implementing the new onboarding experience seamlessly. 

Onboarding Guided Tour

If you’d like more specialised help with your specific process, please reach out to the Support Team or to your Account Manager who can assist you with getting in touch with our professional services team. 

Improved Email Log  

Settings > All Settings > Email Log 

IntelliHR sends check-ins, self-assessments, and policy forms to employees via email. Sometimes, team members may inform you that they have not received any email notifications about their tasks. In such cases, the email log becomes valuable for you as a system administrator. It provides an audit trail of all emails sent from intelliHR, including the recipients and timestamps.  

We have enhanced the email log by adding more detailed statuses to help you track the status of emails and understand why they may have failed to send. You can now track email statuses more effectively as we have added new statuses to indicate if the email has been delivered, was marked spam by the user, failed to send due to email address issues, or for other reasons. You can learn about what each status means by clicking on the “About Email Statuses” button on the top right of the page. Understanding why an email notification is not delivered will make it easier for system administrators to quickly rectify the problem. 

For more information on Email Log, click here to access our helpdesk. 

We have updated the instructions on the Delegated Access page to make setting up delegated access permissions easier. You can now find more detailed descriptions when creating a delegated access group in your organisation. We hope that these instructions will clarify the process for you. 

Click here to learn more about Delegated Access.

Contracts enhancement 

Organisation > Contracts  

The Contracts dashboard page is now paginated. Pagination means that the contract page will load more quickly because all contracts will be displayed across multiple pages. Each page will now show 10 contracts instead of loading all the contracts on a single page, resulting in faster loading times.

For more information on using Contracts in intelliHR, click here. 

 

Coming Soon: New Onboarding flow 

We have been developing a new onboarding feature designed to prepare your new team members for success even before their first day. In addition to enhancing the employee experience, the new update will help alleviate administrative burdens on your People Team, improve data integrity, and manage compliance more effectively.

Recently, we provided a sneak peek of the new onboarding experience in our intelliHR customer webinar session. If you're a current intelliHR user and would like to activate this feature in your platform before its full release, please reach out to your intelliHR support team. We will be hosting a training session for current customers on how to optimise your onboarding process with the new feature and make the most of your intelliHR platform. This session is intended for System Administrators or those responsible for configuring your intelliHR platform. Click here for more information. 

 

We are excited to share with you the first update in the year 2024! With this update, you'll be able to navigate to your frequently use people software with ease. We hope this makes accessing your HR applications more convenient for you!

Navigation enhancement

Settings  > System Settings

Create custom links to your ATS and LMS systems directly from the left navigation menu

With this update, HR admins can now add a custom shortcut link directly to their Applicant Tracking Software (ATS) or Learning Management System (LMS) in the left navigation menu. Gone are the days of looking through multiple saved websites or cluttering your bookmarks folder. Now, you can conveniently access your ATS and LMS sites with a click from the IntelliHR platform.

To enable the custom link, you have to first set up and enable the ATS and/or LMS navigation link in the System Settings: 

Once this is done, a new menu selection will appear in the left navigation menu. The ATS navigation link will appear under the People menu section:

The LMS navigation link will appear under the Learning menu section:

For detailed information on how to set this up and the change log for minor fixes in January click here