Before getting started
Submitting an update request in Core HR allows the HR Department to make sure that employees' data is up-to-date, distribute information in bulk, and track updates for each employee individually.
A few use case examples
Here are the main use cases:
Updates: Sending a form after one year of using Core HR to any company, to verify basic data (last name, address, BIC, IBAN, etc.)
New data: Launch of a request following the addition of a new data item in the HR file, only for the data item in question. Example: when organizing a first aid training course, you need to list all your employees who have already completed the training. You can add the first aid certificate into the HR file and send an update request for this data item.
Rollout of Core HR for a new population: Using the HR file on a new site. You can import the information that you have in "your Excel file" and request that this new population verify/fill out this information.
Activating the module
Go to the cog wheel icon at the top-right of the screen, then go into "Roles". You'll need to activate the permission "Manage update requests".
Select the scopes for action in line with the access that you want to give your employees.
Example:
Managers + supervised employees
Administrators + All departments or a set of departments and sub-departments, etc.
Sending an update request
You can now access the Update Requests module via Employees > Update.
There, you'll find previous requests and the status of current requests, and you can also create a new request:
Select a population
Select the list of data items to be updated (address, emergency contact, BIC, etc.)
The more precise and transparent you are in your requests, the easier it'll be for employees to enter their information.
Customize the form and the message that will be sent to your employees
The subject line and body text of the email can be edited to suit your needs and the message that you want to send your employees.
Tracking the progress of the request
You can track the progress of updates for each employee ("Completed" or "To be completed").
You'll also be able to send reminders to employees who haven't updated their data via a reminder email. Here's a preview of one of these emails:
Please note that if the employee's data hasn't changed, they'll still be able to go into their file and confirm that the data in it is still correct.
cmd ⌘ + space.