👨‍💼Dedicated HR

Dedicated HR

What is a Dedicated HR and How Do I Assign One?

This guide explains what the Dedicated HR functionality does, how to assign a Dedicated HR to an employee, and how Dedicated HR screens work across modules.

What is a Dedicated HR?

A Dedicated HR (DHR) is an employee who is given HR-level approval and review access, but only for a specific set of employees who are tagged to them, instead of the entire company. This is useful when you want to split HR workload — for example, by department or location — without giving every HR person full visibility into all employee records.

The Dedicated HR functionality is available in five modules: Exit, FnF, Confirmation, Transfer, and Safety Incident.

The Dedicated HR Field

Dedicated HR is set up through a configuration field that is provided by default (Click here to know more about the Configuration Fields):

• Field name: DHR

• Field label: Dedicated HR

This field can be placed in one of three panels on an employee's profile: Basic Details, Employee Details, or Personal Details. Wherever it is configured, the field appears in that panel, so make sure to update the panel placement as required for your account.

Assigning a Dedicated HR While Creating an Employee

The Dedicated HR field can be filled in at the time an employee is created, through any of the following paths.

• Path: Cloud > Employee > Employee List > Employee Wizard

• Path: Cloud > Employee > Import > Employee Master Import

• Path: ESS > Hire V2 > Candidates > Add/Manage > Candidate Profile > Onboard (This only shows the Dedicated HR field if it has been configured in the Basic Details panel.)

• Path: ESS > Hire > Recruiter > Candidate Onboarding > Add (This only shows the Dedicated HR field if it has been configured in the Basic Details panel.)

Assigning or Changing a Dedicated HR for an Existing Employee

The Dedicated HR field can also be assigned or changed after an employee record already exists, through either of the following paths.

• Path: Cloud > Employee > Employee List > Employee Profile > Basic Details/Employee Details/Personal Data panel > Dedicated HR

• Path: Cloud > Employee > Import > Employee Amendment Import

Who Can Be Assigned as a Dedicated HR?

Only an employee who has a Manager Eligible Self Service Role can be assigned as a Dedicated HR.

Click here to know more about Manager Eligible Self Service Role.

Dedicated HR Screens

Each of the five modules where Dedicated HR is available gets its own screen for Dedicated HRs. Each of these screens is an exact replication of the corresponding HR screen on the same path, and functions the same way — the only difference is what data it shows.

• The HR screen continues to show entries for all employees in the company.

• The Dedicated HR screen shows entries only for the employees who are tagged to that logged-in Dedicated HR.

The screens are as follows.

• Exit — Path: ESS > Exit > Approval > DHR Separation Approval Data

• FnF — Path: ESS > FnF > Approval > Full Final DHR Approval

• Confirmation

  • Path: ESS > Confirm > DHR Approval > DHR Approval

  • Path: ESS > Confirm > DHR Approval > DHR Training Period Approval

  • Path: ESS > Confirm > DHR Approval > DHR Employee Confirmation Pending

• Transfer — Path: ESS > Transfer > Approval > DHR Transfer Approval

• Safety Incident — Path: ESS > Safety > Safety Incident > DHR Reviews

Important Note:

• All 5 module flows stay the same for Dedicated HRs as they are for HRs

• Notifications that apply to HRs also apply to Dedicated HR

• And all actions available to HRs are also available to Dedicated HRs

Granting Dedicated HR Screen Access

Having the DHR field filled in on an employee's profile assigns them as a Dedicated HR, but it does not automatically give them access to the Dedicated HR screens. For an employee to actually see and act on entries as a Dedicated HR, their Self Service Role must be granted access to the relevant Dedicated HR screens.

1

Step 1

Go to Cloud > ESS Settings > Profile > Role Allocation.

2

Step 2

Grant the Self Service Role used by your Dedicated HR employees access to the Dedicated HR screens listed above, for the modules they should handle.

Only once this access is granted will the Dedicated HR be able to see their tagged employees' entries and act on them.

How HR and Dedicated HR Actions Work Together

In all five modules, either the HR or the Dedicated HR can take action on an entry. The system considers whichever action is taken first, whether it comes from the HR screen or the Dedicated HR screen.

Access the respective module’s HR guides below:

• Exit

• FnF

• Confirmation

• Transfer

• Safety Incident (coming soon)

For any queries, contact [e-mail]