Within the People® system, there is a feature called self service. Self Service allows users, other than Administrators, to access the system.
- Sending out the Welcome Email to an Administrator
- Sending out the Welcome Email to a single employee
- Sending the Welcome Email to everyone
As default, your system will be set with 'Self Service' activated. You may wish to turn this off during set up.
While 'Self Service' is deactivated, employees will not be able to login to the People HR system, nor will they receive any emails corresponding to any data, e.g, holiday requests, recap emails, sickness verification emails etc.
If 'Self Service' is activated, when you add a new employee or enter an email address onto an employees record, the welcome email will be sent out. In addition to this, emails referring to holidays, sickness and other elements referring to the system may be sent out to existing employees.
It is, however, possible for Administrators to access the system while self service is deactivated. This is handy if you have multiple administrators who need to access the system for data, testing and general usage purposes before rolling out to the whole company.
To turn self service on/off, as an administrator, if you are logged into the system:
1. Click on 'Settings'
2. Click on to 'Licenses'.
3. Click the button which says 'Activate Self Service'. Alternatively if 'Self Service' is activated, you will have the option to 'Deactivate Self Service'.
Providing this option is not activated, you can be sure emails will not be sent to non administrators.
1. Sending out the Welcome Email to an Administrator
To elevate somebody to an administrator and send them the welcome email, self service does not have to be activated (see above RE activating Self Service).
Access the employees record and within the Overview tab in the top right, click on 'Give Admin Status' and then confirm this in the pop window that will appear:
Next, click on the personal tab and where you see the employees email address, remove this (a box will pop up asking for the reason for the change, simply enter something like Welcome Email) and then re-enter the email address.
This will automatically trigger the welcome email which will look like this:
This will allow the new administer to to create their own password when they click to login for the first time.
2. Sending out the Welcome Email to a single employee
If you do wish for a non administrator to access the system, it is possible to send the welcome email to a single employee.
To do this, simply click on ‘Activate Self Service’ and then click on ‘Save’ in the new pop up.
NOTE: At this stage don't click 'Send Welcome Message' as this will send the welcome email to the whole company.
Then, access the relevant employees record and click on the 'Personal' tab.
Where you see the employees email address, remove this (a box will pop up asking for the reason for the change, simply enter something like Welcome Email) and then re-enter the email address. This will automatically trigger the welcome email which will look like this:
This will allow the employee to create their own password when they click to login for the first time.
3. Sending the Welcome Email to everyone
To role out the People HR system to all employees, simply click on ‘Activate Self Service’ and then click on ‘Save’ in the new pop up.
Then simply click one ‘Send Welcome Email’. This will send an email to all employees who are not yet using the system and will ask them to login for the first time and create a password.
The welcome email will look like this:
Customer Services Team