With our Self Service, your employees have digital access to their most important documents, (team) calendar, and the contact details of their colleagues. They can adjust their personal data themselves and forward leave requests digitally. In this article, we help you on your way with the preparatory settings and explain step by step how to roll out the Self Service to your employees.

Step 1: Which types of leave do you make visible?

In this first step, you make sure that your employees can request the right types of leave through the Self Service application.

Go via Settings (⚙️) to the tab Days off types. Here you will see that there are types of leave and the leave entitlement that have been imported via the payroll provider. What should you do yourself?

  • Add the leave entitlements that are not imported via the payroll provider. You can find more info here.

  • Check which types of leave your employees can request via their smartphone. These are often types such as Legal holidays, alternative days, or extra holiday hours.

💡 Types such as brief leave of absence, unpaid leave, or parental leave are usually hidden. You can still book these in the calendar of the HR platform itself.

Step 2: Determine visibility and access rights

Because not every company is the same, you can tailor the Self Service for your organisation via the Settings (⚙️). Under the title Self Service you will find three tabs. We will explain these further below.

Functionalities

What can employees see in the Self Service?

As an employer, you determine the access and writing rights of your employees in the Self Service. If, for example, you do not want employees to be able to change their personal data themselves, you can disable this function here. This applies to:

  • the modification of personal data

  • consulting the calendar

  • submitting of leave applications

  • viewing contact details of colleagues

  • applying for assets

  • viewing the education module

Security

Determine the login method of your employees and/or disable the Self Service (temporarily).

As an environment with sensitive information, it is important that the Self Service is properly secured. Do you work within your company exclusively with a Google or Office 365 account? Then you can also limit the login method for the Self Service to these accounts.

However, you cannot disable login with the PIN code.

In this tab you can also (temporarily) disable the Self Service, for example if there is a major change in the HR Platform and you do not want employees to change data in the meantime in the app.

Step 3: Collect additional information and documents

Do all your employees need to provide a copy of their driver's license? Or do you sometimes need their shoe size, clothing size, or the names of their children? Add all this information directly to Officient:

In Officient you will not only find this extra information and documents easily, but you can also request them from your employees. If you define custom fields and required files for rolling out the Self Service, your employees will be asked to complete them at startup. Convenient!

Step 4: Simulate the Self Service

Do you want to see exactly what the employees are going to see? You as an admin can simulate the Self Service of your employees and see what they see.

Step 5: Everything is set up correctly, what now?

Have you gone through all the settings for the Self Service? Then you are ready to roll out the Self Service to your employees. You can choose yourself in which order you want to do this, although we do advise you to go through these steps:

  1. Inform your employees and/or organize an information session.

  2. Invite your employees individually or in bulk for the Self Service (*)

  3. Let your employees go through our installation guide or invite them one by one to the office to install the app together. (△)

  4. If you have any questions, refer your employees to this manual or hand out this clear guide within your team.

(*) Do you want to make sure that employees receive this invitation in the correct language? Then first set the preferred language of your employees via the individual profile > Personal information > 🖋️ icon > Preferred language.

(△) Time-intensive? Yes, but several Officient customers did so, their feedback: "That's an ideal moment to get everyone "on the floor", during that moment you can also check how things are going at work. That way, I can see who needs some extra HR attention and who doesn't".

(How) Do I stay informed of what my employee(s) change via the Self Service?

Of course, even after the rollout of the Self Service, you will always stay informed about the changes your employees make!

  • Changes of personal data are automatically registered in the HR Platform and also appear between your Notifications (under the 🔔 icon).

  • Leave requests appear under the tab of the same name in your Inbox (accessible via the 📥 icon).

  • Payslips, sickness certificates, contracts, and other documents can also be found under the Inbox (under the 📥 icon).

Still, have questions about the Self Service? Then be sure to take a look at the other articles on this topic.

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