People Tab Overview

In this video we are going to walk through an overview of People Management.

People

By default, the People Tab is showing you all active users in the system. Selecting Columns enables you to turn on different information to view in the grid. For example if we want to see the roles of everyone, we can toggle the Role filter on and you’ll see it populate in the grid.

To drill into specific information, click the filter. For example, if we want to see only people who live in Vancouver, we select the city and now the grid is only showing People that match that criteria. If you want to search for a specific person you can do so in the search bar at the top. If we search Sam, Sam’s profile comes up, as well as Dan the Drywaller, who reports to Sam.

The Density tab allows you to change how close together the rows are for preference viewing. At the bottom of the page, you’re able to change how many rows are on each page, and navigate pages if your data spans across multiple pages.

Adding a new person

Selecting the green add new button in the top right-hand corner allows you to add a new person to the system. If you have lots of people to add at once, you can also import people from a CSV file by going to Imports in the Admin settings. In this example, we want to add Paula the Painter who is a new employee. We enter her first name, last name, employee number and email.

If you add someone new to the system, you can create a password for them and provide it. Or you can leave this field blank and they can create their own the first time they log in. Active indicates they are able to log into Wombat. Then click submit.

Training and Certs Matrix

The Training and Certs Matrix shows you all of your roles and training types in a grid format that indicates which training is mandatory, recommended or not required for each role.

The First Row shows you all of your training types. This can be built out into groups to make navigation more convenient. In this example you’ll see training has been grouped into Orientation Training, Job Specific Training, and Management Training. The first column shows you the roles in your company. The intersection points in the grid provide details into what role requires what type of training as indicated by the circle. If a training is mandatory to work, it will display a red icon, if it is recommended, it will show up as a yellow icon. If it is not required, it will remain white. You can set these by clicking directly on the circle until the appropriate color displays.

The three dots enables you to edit the training type, or bulk change the color indicator for the whole column at once. For example if we want to make Driver’s License mandatory for all users, we’d select Make all Mandatory. You’ll now see the red circle down the entire column.

The add new button enables you to add a new training or add a new role. In this example, we want to add first aid to our Job Specific training. Click add training, enter in the name, the training type,and indicate if this training has an expiration date or not. If it does, the system will require the user to enter the expiry date when they update their training record, and 90 days prior to expiry the system will start warning the user that this training is coming due by displaying it in their to do list.

If your trainings are broken out into categories, enter the name, estimated cost and hours if applicable, a description, and select a training form. This is a form that is set up ahead of time in the Admin section where you can specify which fields you’d like someone to fill out when entering in a training. The notification config is also set up ahead of time in the Admin section. This enables you to auto send emails to certain people when this training is added or coming due. You will now see this training added to the Job Specific Training category. We would like this to be required for all staff, so we click the three dots and select “Make all mandatory.”

Current Trainings and Certs

The Current Trainings and Certs tab shows all training and certifications for all your active users in a grid format. The red status pills indicate this training is mandatory to work, the yellow indicate it is recommended to work, and the green indicate a valid training. In addition to the colors, you’ll also see specific details for each user including when a training is coming due, if it is expired or missing. Clicking on the status pill enables you to view, edit or add a record directly. We are planning to run an Asbestos Awareness Training in Vancouver next quarter and want to see who should be signed up to take the training. We can filter all users to Vancouver by clicking Filter, and city, and then can select the training and it will sort so we can quickly see who is missing the training or has it coming due. You’ll see Andy, Dan and Frank all require this training.

Training Certs History

The Training Certs History Tab holds all historical records of past training details that have transpired in the system. You’re able to filter this data by name or training type. And can drill into a specific person by selecting the grey icon, entering their name, and turning their avatar on as indicated by the blue line.

People

Let’s take a look at an employee’s record. Clicking on a person’s name takes you into their personal profile. Here you are able to update a photo, enter in their basic information, address, contact, and set their role. In this example, you will see Sam the Supervisor’s primary role is Supervisor as indicated by the green dot. He is also on the management team, and a member of the joint health and safety committee. He used to be Foreman so you will see this displays but is greyed out and no longer active. Training and certifications attached to a particular role will then show for this user. On the left-hand side of the screen, you will see an active toggle. On indicates this person is active in the system and able to log in. You’ll also see their compliance status which tells you if any trainings and certifications are out of compliance. In this example, Sam has two mandatory trainings missing and 11 that are current. The supervisor will be indicated and if the employee has any direct reports, they will be listed.

You can view or add emergency contacts, review the person’s training and certifications and delete, edit or add new ones, you can add documents which can be marked as private if required. This makes the document only visible to the administrator, View history, or make updates to their access in security. Permissions are set at the security profile level which is controlled in settings in the Admin tab. Currently Sam has all permissions of a Supervisor. If we wanted to give him additional access, we can click the green plus icon beside direct, and add the required permission. In this example, we want to give Sam the ability to delete comments. We find it and click create. Now in addition to all his Supervisor permissions, he’ll be able to delete comments in the system.