This page is designed to help walk you through the process of configuring your toolkit for the first time. Navigation through the pages is simple, choose the subject area on the left and you'll be guided through each of the sub-topics using the 'Next' (and back with 'Previous') links. It is worth spending some time in preparation for activating your myhrtoolkit. We recommend that you... In order to accelerate the input of data into the toolkit, there are 4 automated upload forms. Details about how to use them can be found in the guide 'How To – A Guide to Importing Data during Set-up.' Think about your locations, departments and job titles. If you set these up before uploading your personal data you can include them on the personal details upload sheet. In many ways, it all comes down to how quickly you want to go live. There are a number of factors that will impact on the time it will take you to go live... This is a very trustworthy position, as your controllers will have access to all information about all of your people. Too few controllers and you might not have cover for absences, too many and there is a danger of confusion with system changes being made by one unknown to the others. Somewhere between 2 and 4 is probably best. Setting up the system and adding the data is the best way for a Controller to really learn about the system. After all, they will be taking the responsibility for its smooth operation once it goes live. Once your toolkit has been setup, an email will be sent with a link to log in for the first time. On following the link you will be asked to accept the myhrtoolkit Terms and Conditions. Provided all went well, you will see this confirmation – You are now ready to collect and enter the organisational details required to run your toolkit. The next section of this guide will walk you through what will be required and what happens with your data. When you first access the System Set Up, you will be in 'Stage 1,' as shown below. This dashboard acts as a wizard for the different tasks involves in getting a new toolkit prepared for use. From the links in the centre column of the wizard, enter the locations from which your organisation operates, the departments you use, job titles, and define your standard holiday year (the default follows a standard calendar year). There are some additional items which can be configured, such as title and gender, but these are optional, and the toolkit has defaults. Each of these are straight-forward processes, but form the basic framework upon which the rest of the toolkit structure operates. Note – Details of mandatory and nice to have items setup during this stage can be found in the Mandatory myhrtoolkit Configuration support page. Myhrtoolkit provides options for employees to self-identify as genders not limited to the standard binary Male/Female. Whilst the default options in a new myhrtoolkit system are Female, Male and Not Set, additional identities can be added as needed using the Gender Configuration option in the Employees sub-section in setup and admin. The import spreadsheet can accept any genders. If gender identities are included in the spreadsheet but not yet in your myhrtoolkit system, they will be added during import. If there are spelling mistakes, these can be corrected later using Gender Configuration. Note – The Not Set option is fixed and cannot be removed. It is the default for new employees. Once the basic organisational structure has been set up, the toolkit will be ready to have employees uploaded. This is done via the 'Import employee data from Excel' link in the wizard. The page contains instructions with a link to a downloadable spreadsheet which should be populated with employee information. It is important that the structure of the file should be kept intact whilst the extra data is added. Additional codes used internally by the toolkit will be shown which should be used for Locations, Departments, etc. Existing holidays and absence information can be uploaded into your myhrtoolkit system; however, it is currently only available in Stage 1: Initial Set-Up. Then click on the 'default spreadsheet' link - see below: Uploading Emergency Contact information is accessed from line 19 of the options within the wizard. It is very similar to the importing of Personal Details and comes with its own instruction sheet. Once again, ensure that the spreadsheet formatting remains intact. With employee data loaded, there are various other settings which will need attention Hours Status Hours Status is an indicator for each user in your system which affects the way in which holidays are managed and the pro rating of employee pay. For further information, see the Guide to Hours Status, and the more focussed Guide to Fixed Hours. When setting up your new Toolkit you will need to update the Hours Status of all users. The page to set it available via the Hours Status link in the main Setup page. Entries are added by specifying a start date for the Hours Status setting, then adding the extra details on the following page. The system will follow the timeline you use to ensure that the correct Hours Status for each user is used at each point in any calculation. Note – To ensure correct calculation of Holiday Entitlements it is important to be certain that employees have their current Hours Status assigned, and any other Hours Status that was applied during the current holiday year, input into the Toolkit. Once you have completed the initial set up screen and clicked on the 'I've finished the set up process' link, you will see the message below confirming that you have input sufficient employee details and that the system has enough information to function. If there is critical information missing, the system will not allow you to proceed and will instead advise you of the area needing attention. When you click on the 'click here to continue to upload your company and employee documents' link shown in the above image, you will see the screen below. As a controller you now have full access to the system, but none of your employees do. In the Document Upload Stage you can add documents, or allow users onto the system, known as Broadcast. If you choose to broadcast, you will still be able to add documents later via Management > Document library. Myhrtoolkit has provision for a wide range of document types, including: For further information on uploading and managing your document library, see the Document Library FAQ. When you are ready to allow users to log in to your system, simply click on the blue 'click here' link at the top of the management tab – shown above. Once you are satisfied that all the email addresses are correct, press the button shown at the bottom of the screen shown above. Notes How to allow only a limited number of people access, perhaps key managers, to give them an opportunity to get to grips with the new HR tool. Once your toolkit is live and your employees are using it, we recognise that there may still be questions about how to do things, or 'what happens when I press this button?' We remain available for all your queries, and are always happy to help. Incorrect settings can make things harder then necessary and can even lead to unexpected results. With this in mind, three months after your toolkit goes live we will contact you to book a time to conduct a free Toolkit MOT. This is a 30 minute consultation, during which we will: This is a comprehensive review, areas examined in the Toolkit MOT are... Note – The Toolkit MOT and any recommendations do not constitute HR Advice. How to create a Controller during setup How to import data to myhrtoolkit The Config area: an overview
Sign Up
Log In
Set your company structure
Upload your data
Configure your organisation
Upload documents
Go live
Support
Welcome to the myhrtoolkit Initial Setup guide
Note
Where's my data?
How can I speed up the upload process?
What other Support is there?
What else do I need to consider?
If you have international locations (outside the UK) you can set up local public holidays. Check that we currently support your local currency units. If we haven't included it already, let us know and we'll add it for you.How long will it take?
Who will be my Controllers?
Sign up to myhrtoolkit
Terms and conditions
Setting up the Controller Account
Organisation details
Setup Wizard
Locations, Department, Job titles, Holiday Year
Gender settings
Employee data
Further information can be found in the Guide to Importing Data.Holidays and absence
Other data
Organisation settings and Config
End of initial set up
Add documents
This takes you to the page below, where you are asked to check that all the system email addresses are correct. This is important as these will be used by myhrtoolkit to communicate with your employees.
The emails sent will contain a time limited link for each user to click to log in, creating their username and allowing them to choose a password. The link will remain active for 7 days.Broadcast with only selected individuals
Notes
Ongoing support with your myhrtoolkit
Note – Our office hours are Monday - Friday, 9am to 5pm (UK time).
The Toolkit MOT
More setup guides for myhrtoolkit