Handbook

• How can I keep track of who has read what Documents?

  Each member of staff will be able to mark that they’ve Acknowledged and Understood each document that they’ve read. The system will then keep a record of who’s Acknowledged and Understood each Document.Few readers

• What type of Documents can I store in the Handbook Module?

  Within the Activ Documents Module you’re able to store and manage any HR Documents, Policies and Procedures online.Few readers

• Can I restrict documents within the handbook to only be accessed by certain staff?

  You can easily mitigate security risks by restricting access to specific members of staff.Few readers

• How will I be able to navigate through the Handbook Module?

  The documents will be easy to find as Activ Handbook will store your documents will be stored in a central location and will include a search feature which allows you to quickly find whatever document it is you’re looking for.Few readers

• How can I keep staff up to date with Handbook changes?

  When there are any legislation changes that require any policies and procedures to be updated and published to ensure staff comply with statutory requirements, the Activ Handbook module can alert employees to the changes via email and system notifications.Few readers

Absence

• What is Activ Absence?

  Activ Absence is an online holiday leave planner and sickness absence management system. Often staff holiday planning and sickness absence are managed manually using paper & spreadsheets. This means a lot of admin for the HR team and it makes reporting a challenge. Activ Absence is designed to replace these measures by providing numerous benefits, and it manages other types of leave (like shared paternity leave, study leave, medical leave etc.) in the same easy-to-use system.Popular

• How and when can we access our data?

  You’re able to login into and access the Activ Absence System 24 hours a day 365 days a year. Activ Absence can be accessed from any device through a web browser, with a specific interface designed for smartphone access.Some readers

• Is it a web-based service?

  It is completely web-based, there is no software to download or install, and we look after all the servers and backups. Activ Absence can be used across all Web Browsers on almost any device.Some readers

• Does Activ Absence link to other third-party calendars?

  Calendars in the system can be easily synchronised to any standard calendar software supporting calendar subscriptions such as Microsoft Outlook, Google calendars, and iPhone/Android smartphones.Some readers

• How difficult is it to train my staff?

  Activ Absence couldn’t be simpler to use, staff can request leave in as little as two mouse clicks and you can obtain reports instantly. We can even set it to automatically email reports at set schedules.Few readers

• What leave types can we manage?

  Any number of different leave types can be managed in the system with its own rules and approval routes e.g. maternity, paternity, compassionate, medical appointments, etc. You can configure as many Planned and Unplanned Absence Types to your system as you want.Few readers

• Work patterns that are changed often, will it work?

  Whether their Working Pattern is changing from full-time to part-time, or just changing the hours worked, you can configure the system to recalculate their leave entitlements based on the configured policies.Few readers

Training

• Can I add new Job Roles? If so, how many?

  Yes, you can add new job roles through the administration section. Currently, there is no limit on the number of job roles you can create within Activ Training.Some readers

• When can I add in new Training Courses, and how do I do this?

  You can add and remove training courses at any time using the administration section of the Training Module. To do this, you'll need to follow a straightforward form by providing some minor details of the course before saving. The new course will then be immediately available to you.Few readers

• Can I set up email notifications for qualifications that need to be renewed for my employees?

  Yes, you have full control over which email notifications are sent.  They can be configured to send on a status, or on a schedule, depending on your requirements.Few readers

• Can I add multiple training records at once?

  Yes, you can add training records to employee training profiles via the Activ Training import feature within the Training module itself.Few readers

• Can I find out what courses my team has completed?

  Activ Training has a well-rounded training profile feature that will contain the most up-to-date records for which training course, qualification and membership the employee has gained.Few readers

Timesheets

• Am I able to run reports based on the Timesheets Module?

  HR can run reports on the approved timesheets and even produce Excel exports of the data which can then be used for payroll and other HR systems.Some readers

• How much time can I record at one time using the Timesheets Module?

  The system can be configured so that your employees are able to submit daily, weekly, or monthly timesheets.Few readers

• What is Timesheets?

  The Activ Timesheets Module will add functionality to each employee’s Activ dashboard where the employee can maintain their timesheet before it is submitted to their manager for approval.Few readers

• How does the approval process work for Managers?

  Once an employee has submitted their timesheet it is then presented to their manager for approval. Their manager can add their own comments and then either approve or reject the timesheet.Few readers

• How much information can be recorded on a Timesheet?

  Prior to submitting their Timesheet an employee can add notes to specific dates to provide an explanation of any working hours that are out of the norm. An employee can maintain their timesheet throughout the reporting period by saving it as a draft with each update until it’s ready to be submitted.Few readers

Documents

• Can I create Reports based on the Documents Module?

  Activ Documents also has a ‘reporting’ function. For example, these reports allow HR to see at a glance what is held and what is outstanding for each employee.Some readers

• Can I use the Documents Module to record employee disciplinaries?

  Yes, you can use the Documents Module to record the details of the incident and all the communications with the employee together with the outcome of any disciplinary actions. In this scenario, you could also use the expiry date feature to prompt a review of the improvements in the employee’s performance.Few readers

• What Document types can I store within the system?

  There is no restriction on the type of documents you store so that you can upload Word or PDF documents, excel files, photographs and even recordings of meetings held with the employee.Few readers

• What type of documents can I store within the system?

  You can store almost any type of document within the system. For example, the list includes CVs and Job Applications, Interview Notes, Employee References and background checks, Driving Licence, Passport & Visa (and track expiration dates), Evidence of qualifications, store and track documentation required for specific job roles, Security clearance documentation, Meeting Notes, grievance and disciplinary records, etc.Few readers

• Who can access the Documents Module?

  The Documents Module is only visible to your HR team and gives the benefit of having a completely paper-free office.Few readers

Appraisals

• How do I create new Appraisals? Do I have to do this for each individual employee?

  You can create new Appraisals at any time within the Activ Appraisal module with the simple click of a button. Activ Appraisals has two options; to create a single Appraisal, or create Multiple Appraisals based on some minor filters.Few readers

• Can I send an Appraisal back to a previous stage if I want my employee to change something in their Self-Assessment?

  Yes, you can roll back the Appraisal as an Administrator to any stage in the Appraisal process.Few readers

• Can I change the Appraiser after I have initiated the Appraisal process?

  Yes, you can update the Appraiser within the Employee Profile at any time. Any changes made will reflect the following day.Few readers

• Is there a way to retrieve old Appraisals after they have been completed?

  Yes, Activ Appraisals stores older Appraisals under a separate Archive tab and can be viewed at any time.Few readers

• Can I create different types of Appraisals for different employees?

  Activ Appraisals is highly configurable and allows you to create as many different questions for your employees as you’d like. You can also determine which employee type, department or level receives these questions.Few readers