TribeHR: Employee Training Last updated: 1 October 2013

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1 TribeHR: Employee Training Last updated: 1 October 2013 TribeHR Overview! 2 Home Page! 3 Navigation! 6 Employee Profiles! 8 Leave Management! 11 Requesting leave for self! 11 Pending requests! 12 Approving leave requests! 13 Requesting leave on an employee s behalf! 15 Performance Management! 16 Tools and features! 16 Performance Reviews! 21 Hiring and Applicants! 22 Hiring Team! 23 Company Calendar! 25 Company Resources! 26 Company Directory! 27 Time Tracking! 28 Org Chart! 29 Support! 30

2 TribeHR Overview TribeHR is an online human resources management platform. It is self-service and hosted which means you can login to your own employee profile within your company s account, anywhere there is an internet connection! With TribeHR, you can login and participate in key HR processes such as: Keeping your employee profile current (contact information, emergency contact details, etc.); Submit leave requests for yourself; Approve leave requests that have been submitted by the people you supervise; Access a central company calendar and integrate it with your existing calendar; Access your company s full directory; Help manage your performance regularly, and complete your performance evaluation; View internal job opportunities and access applicants that you re helping evaluate; Whenever you login to TribeHR the first page you ll see is your Home page. Your Home page contains information that s specifically for you.

3 Home Page When you first login to TribeHR you will see your Home page. On your Home page you may see the following items and sections: Big Green Buttons Click the appropriate button to submit a vacation/sick request for yourself (fill out and submit a leave request form). You can also click the appropriate green button to submit a pending or approved vacation/sick request on behalf of one of your reports. You will see your current vacation balance appear on the left hand button. Actions for you to do Here you ll see any pending leave requests that you need to approve for your staff; Any performance reviews that are incomplete and due within 7 days; And any applicants that you need to review as a member of a hiring team. Goals you are working on When your Goals are in progress you will see them listed on your Home page. Click the Goal title to view the Goal in more detail from your employee profile.

4 Happening in the Company This is your company news feed. You ll see any upcoming date related items here along with other news items you can comment on! You ll see news items for other features such as Kudos or Goal completion.

5 Subscribe to your company news feed by clicking the link on the right side of the news feed title, to access the subscription URL. This news feed is specifically for you and so you should not share this URL, or use the URL of another user.

6 Navigation Home / Company / Hiring Home > Home - see above for more information Company > Calendar Your Company Calendar. Flip through months and select your preferred calendar view from this page (drop down menu: Your Team, Your Department, Entire Company). Sync this calendar with your existing software to have TribeHR events populate your preferred calendar software. Refer to Company Calendar section of document to see more information about how to set up sync. Company > Your Team A dashboard view of Your Team. Profile picture, contact information, and performance information, for each of your team members can be accessed from this page. Company > Directory Your full company Directory sorted by Location and then by Department. Company > Directory > First name, Last name - See bottom of list for information about Employee Profiles. Company > Directory > Address - An addressed using your computer s default messaging system will appear. Company > Org Chart Your company Org Chart. Depicts single solid line reporting relationships within entire company. Hide portions of the tree by double clicking on a people manager, all staff beneath the people manager you double click will temporarily disappear. Double click again to make the hidden tree section reappear. Click a job title to view the job description for that title; click employee first and last name to view the employee profile of the person you select. Company > Org Chart > Job Title - The job description that is saved on file for the role selected. Company > Org Chart > First name, Last name - See bottom of list for information about Employee Profiles. Company > Company Positions A list of all Job Titles and staff who fill respective titles, in your company. Company > Org Chart > Job Title - The job description that is saved on file for the role selected. Company > Company Positions > First name, Last name - See

7 bottom of list for information about Employee Profiles. Company > Resources A list of all of the resources your administrator and managers have uploaded that are available for you to download. May contain: templates, company policy information, training documentation, etc. Contents vary and are up to the discretion of your managers and account administrator. Company > Time Tracking Your Time Sheet entry page. Add a row to the current sheet for entry, or use arrows and date picker to select appropriate week or day of the week to enter time into. Hiring > Job Postings A list of all the open opportunities that are public or internal. Hiring > Job Postings > Review Applicants - you will see this option if you are assigned to be a Hiring Manager or Applicant Reviewer for an opportunity. Click this button to see what hiring capabilities you have. Hiring > Job Postings > View Job Posting - you will be brought to the public listing that you can share or submit an application for, if applicable. Hiring > Public Job Site Your company s public career website that contains all of your public listings that you can share or submit an application for, if applicable.

8 Employee Profiles To view an employee profile simply click the first and last name of the staff member you wish to view from the site wide search (top right corner of your page); Your Team view, or the Company Directory. You can also access an employee profile from the Company Org Chart and Company Positions section in TribeHR. View your own employee profile by hovering over top of the drop down menu that appears on the top right corner of your page, denoted by your name. There are 3 sections to an employee profile. Profile picture and dashboard Performance management tools To view and edit the content in each of these tabs, click the tab title to reveal the section and edit/add options. Example, Goals:

9 Kudos See Kudos content for all staff from the employee profile. To give Kudos, click Give Kudos button that appears in right menu. Goals Add and edit Goals for yourself from your employee profile. Click Goal title to see a Goal in more detail and to view edit options. Skills See skills that are being tracked for you in the Skills section on your employee profile. Feedback Ask for Feedback about yourself or about the people you manage from your employee profile or from your reports employee profiles. Click Feedback question title to see in more detail and to view share and reminder options. Values View your Value support from your employee profile, Values section. View Value support for all employees in the organization from the employee profile, Values section.

10 Your Employee Information To see employee information click show link next to the section you wish to see. Information displayed in each of these sections varies depending on the permission settings configured by your account administrator. See corporate contact information for colleagues, see most detail for yourself. Edit employee profile To edit employee information, click Edit Profile link on top right of employee profile and navigate through edit screens to make changes. Edit profile picture Click Edit Profile link or click Change Profile Picture from Popular Activities menu to update your profile picture:

11 Leave Management Requesting leave for self Login Click Book Vacation/PTO/Holiday button on Home page. If calling in sick, click Call in Sick button. Confirm time off type from drop down menu (ex. Vacation, Holiday or PTO). Use date pickers to choose start date and end date. Confirm number of days/hours off work is accurate, if necessary click to edit the value. Enter message to your manager Submit request

12 Pending requests See your pending requests from your employee profile in the expanded Time Off section. To view pending requests, click the Review Time Off Requests button that appears in this section and click the status column title until you have sorted pending requests to the top.

13 Approving leave requests When a leave request has been submitted, notice for approval will be delivered via to the employee s direct supervisor. A Message in TribeHR will be delivered to the supervisor. From the notification, the direct supervisor can click Approve or Reject/Cancel link to approve or reject the request. Login to TribeHR to edit the request before approving it. A request can be approved from within TribeHR. An Action item will appear on Home page of the supervisor when a request is submitted and so if logging in to revise, then use this action item. Do this by clicking the review request link that follows the action item title, to edit or approve the leave request within TribeHR.

14 Once leave has been approved/rejected, an notice will be delivered to the requester. A message in TribeHR will also be delivered. Use your Open Time Off Requests Report to see and manage pending requests. Approved leave requests may or may not appear on your Company Calendar (dependent on account configurations). To see all requests (pending and approved) for an employee visit the employee profile, expand the Time Off section, and click the Review Time Off Requests button.

15 Requesting leave on an employee s behalf Using the leave request form, select Employee name from the drop down menu titled: On Behalf Of: that appears on middle right of form. Select Approved status from drop down menu titled: Status that appears on the bottom right of form. Employee will not receive notification when you book approved leave on their behalf.

16 Performance Management Tools and features Kudos Give Kudos to publicly recognize positive contributions of your colleagues and managers. To give Kudos: Click Give Kudos button on right side of the page Enter recipient(s) Enter text Attach photo (optional), allow sharing to Facebook (optional) Select relevant Company Values (optional) Click, Give Kudos Kudos appear on the employee profile(s) of recipient(s). Kudos received may also be included in your performance review. When you give Kudos, the recipient receives an notification and so does his/her manager. When you give Kudos, a news item is automatically published to your Company News Feed. Goals Goals Visit the Goals section of your profile to add a goal for yourself, another employee, or a group of employees. To add a Goal: Visit your employee profile or the employee profile of someone you manage, click the Add a New Goal" button.

17 Set: Goal Title Description, Start and Due date (to appear on Company Calendar) Participant(s) Progress to date Privacy Supporting Goals (contains a list of all Goals in the workplace that you have ability to view, select to highlight those goals that support the one you re currently creating.) Supporting Values An notification is delivered to all participants of a Goal once a Goal

18 is created and saved. Participants are able to edit and comment on this goal. A summary of Goals you are working on is presented on the Home page. Completed Goals are published as a News items, visible to those parties who are included within the privacy setting associated with that Goal. Goals listed here may also appear in your performance review. Skills To view Skills that are tracked for you, visit the employee profile and view the Skills section. Skills also appear in your employee performance review (optional). Feedback Collect anonymous or named peer feedback about yourself and share it with your manager. Collect named feedback about yourself and share it anonymously with your manager. Feedback given may optionally appear in your performance review. To ask for Feedback: Visit your employee profile and click the Feedback tab. Click Ask for New Feedback button Enter your question, select anonymous or named, and select people you wish to ask.

19 Values See your company values and your representation of these Values through your Goals and Kudos, on your employee profile. Notes Log Notes on your employee profile. Notes added here may be optionally included in your performance evaluation. To add a Note: Visit your employee profile Click the blue show link next to Notes section Click Add a Note button in the Notes section Enter your content and select your privacy setting

20

21 Performance Reviews Once a review has been started, you will receive an notification prompting you to login and begin. To complete your review, you should: Login and click the Action Item for your review that appears on your Home Page, or visit the expanded Reviews section on your employee profile and click the review title to begin. As you enter your comments into the review package your manager s view will update automatically with your entries. When you click Finish, your manager will receive an automatic notification. You will need to fill out all the sections listed in the menu on the left before you can click the "Finish" button. You will need to enter a comment into every comment box available to you in the Questionnaire section of the review before you can click the Finish button. You will be notified when your manager completes the next step. When you are notified, login and add Talking Points to your review package before clicking File. Clicking File will finalize the review process. Talking Points are typically action items to come out of your performance review meeting. Access in-progress and past reviews, from your employee profile in the expanded Reviews section.

22 Hiring and Applicants You may be selected to be a member of a hiring team for a position in your company. If you are selected, you will either be assigned a Hiring Manager role or an Applicant Reviewer role. In either case, whether you are selected or not, you will be able to click the Hiring menu option and then select Job Postings, you will see the public job opportunities that are currently open in your company. Click Public Job Site to review all openings on your company s job board. Share these postings or apply if they re internal opportunities! Click View Job Posting button to see a particular opening in the list.

23 Hiring Team When you are a hiring team member, you will receive automatic notifications whenever an applicant applies for the role you are assigned to. Use the new applicant Action Item that will appear on your Home Page to review new applicants. Or, select the Hiring menu option and click the button beside the position you are assigned to, that reads Review Applicants to review applicants for the role(s) you are assigned to. Hiring Managers As a Hiring Manager you can: Access application information for applicants that apply for the role you are assigned to See fellow hiring team members Assign star rating to applicants Move applicants between hiring stages Archive an applicant Message/ an applicant Add applicant reviewers to the hiring team Download Resume and Cover letter from applicant files Add Notes to applicant files Add Documents to applicant files Download Documents from applicant files Hire an applicant to create a user file (no edit capabilities)

24 Applicant Reviewers As an Applicant Reviewer you can: Access application information for applicants that apply for the role you are assigned to See fellow hiring team members Assign star rating to applicants Add Notes to applicant files Download Resume and Cover letter from applicant files Download Documents from applicant files

25 Company Calendar This is your central company calendar. Choose between the view options (Team, Department, Company, Locations) to update the content of your calendar. Approved Leave, Company Events, Employee Anniversary Dates, Birthdates, and Goal Start/ Due Dates can optionally appear on your TribeHR Company Calendar automatically. What appears on your calendar is dependent on settings configured by your account Administrator. Have this information automatically appear on your preferred internet Calendar by Subscribing to your calendar. Obtain your subscription URL by viewing your company calendar in TribeHR and from the right hand Popular Activities menu, select the option that reads: Subscribe to your calendar.

26 Company Resources In your Resources section download company resources that have been posted for you.

27 Company Directory Visit your Full Directory to see contact information for all staff, or, click on a name to view an employee profile. From anywhere in TribeHR you can use the search bar on the top-right of the page to visit a specific employee s profile. Click Company from the main menu, and then Your Team, to view a dashboard of information about your team members.

28 Time Tracking You can log hours that are spent on projects and tasks. Visit Company Calendar and then Time Tracking To log hours click Add Row and select your Project and Task name from the two respective drop down menus. Record the number of hours worked on Projects and Tasks for each day in each row.

29 Org Chart View your company s dynamic Org Chart, Click Full Screen Version on right hand menu to view full screen version.

30 Support Visit our knowledge base: support.tribehr.com Submit a ticket from our knowledge base or by ing: Call: Contact your TribeHR Administrator for policy related questions.

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