Before getting started
As a Poplee Core HR administrator, you have occasional and recurring tasks to carry out. Below, you will find a list of the most frequently repeated tasks for an administrator in charge of this solution.
When a new employee arrives
- Create a file for the employee: If you already know the employee's personal email address, you can enter it now to start the onboarding process. Otherwise, you can always come back to this later.
-
Start the onboarding procedure: you can customize the onboarding procedure for each employee. Here are the three steps to it:
1. Customize the welcome email by selecting the email template and editing it, if needed.
2. Select which administrative data form will be best suited to the situation. The employee's responses will automatically populate their HR file.
3. Select the task template that is best-suited to the scenario at hand. You can edit the tasks or delete them.
When you click on Start onboarding, the welcome email with the link to the form will be sent to the new employee. - Track the onboarding:
- Check whether the form has been completed by the employee and, if not, send them a reminder
- track the tasks which are late, completed, or upcoming
- Edit deadlines and task owners
- Pause the onboarding procedure if the employee withdraws from the process, for example
Once all of the tasks have been completed and the form has been filled out, you can close the onboarding procedure.
- Generate and request the electronic signature of the future employee for documents that help prepare their arrival (employment contract, security guidelines, non-disclosure agreement, etc.).
Change of contract and/or return after long-term absence
- Create a new contract: when an employee has a change of contract (change of entity or change of status, for example), we recommend closing their old contract and creating a new one. As a reminder, by terminating a contract you stop the co-worker from logging on to their Lucca session as of the contract ending date.
- Start a new onboarding procedure: this can be useful in cases where an employee moves from an internship to a permanent contract, for example. For example, in the case of long-term sick leave, it can also be useful to start a new onboarding procedure in order to prepare for the employee's return.
When an employee leaves
-
Archive the employee's file: you'll need to close their contract in order to archive their HR file on the agreed date. This process is required as it involves:
- Cutting off access to Lucca solutions
- Discounting the user in the billing of certain Lucca solutions (see billing conditions for each solution),
- Activating the employee settlement (Timmi Absences solution)
- The option of starting the offboarding procedure for the employee who is leaving
- Retrieving HR information when the employee returns by reactivating their account (creation of a new contract).
- Start offboarding
- Track offboarding
- Editing the manager of a team after they have left: This can be carried out in bulk without having to go into the individual HR files of the supervised employees.
- Right to be forgotten: According to Article 17 of the GDPR, an employee who has left the company has the right to request the erasure of their personal data.
Complete the HR file
- Check required data that has not been entered: this data is application information from our solutions, along with the data configured as required in the HR file.
- Launching an update campaign: by launching an update campaign, you allow your employees to update the HR files themselves. This may be the case for: updating certain HR information that you need or checking that the information in the HR files is up to date.