Table of contents
Each Sloneek user can have roles depending on the activities, access and rights they have within the application. The setting of user roles takes place on the user tab.
- Regular User - Each user has this role, which, among other things, provides access to the application through the user interface. They can only see their own data in reports. In calendars, they can see their own and their team's events.
- Team Manager - The user assigned to a team as its manager is then allowed to view team data (calendars, reports including payroll). In the Attendance module he can edit the attendance of his subordinates. The team manager role is assigned automatically when you are assigned to a team.
Unless a manager role is assigned to a team, all event approval requests will go to all users with the ADMIN role.
- Supervisor - Allows you to view the event status of subordinate teams without the capabilities of the Manager role. This is read-only access, not edit and write access (for example, previewing reports and calendars, without the ability to change anything).
- Administrator - Admin access has full permissions for all actions over all data of all users. This role therefore allows complete access - reading and writing all application settings, events, utilities, etc. We strongly recommend keeping the number of administrators as low as possible.
Only the Account OWNER role can assign the Admin role.
- Account Owner - This is the same set of permissions as Admin access, but with two differences:
- Account Owner can SAVE the entire account,
- Assigns the Admin role.
Special user rights
The user role can be supplemented with special user rights with access to specific functionalities.
- Full access to reporting - This role is used for unrestricted access to all reports for all users. With the exception of the payroll report. That remains in the Admin and Owner's rights only.
- Assets Administrator - The Assets Administrator has full rights to work with the property. He can therefore create, edit, delete and assign them to users.
- Document Manager - The Document Manager allows full administrator access to the Documents module.
- Recruiting manager - Creates, approves and sets up new recruitment activities.
Assignments in the team settings create automatically assigned roles, similar to team managers:
- Activity planner - Allows the Time tracking module to enter events in the activity calendar on behalf of users in teams where a user with this role is assigned as Activity planner. Activities entered this way, if they are subject to supervisor approval according to their settings, go to the user's manager for approval after being entered by the Planner. This role is therefore useful in situations where the users themselves cannot or do not know how to enter their own activities into the calendar.
- Absence planner - A role similar to the Activity planner, but applicable to the Absence module. That is, entering absence events into the calendar on behalf of other users.
WARNING: After activating the Absence planner and Activity planner roles, users must be assigned to a team structure (Settings / Teams) to use these roles.
You set the working hours in Company settings / Working hours.
Working hours Determines when the employee is scheduled to work. It can be defined either by a recurring weekly cycle which best represents the working hours of traditional office professions working Monday to Friday, or it can be defined for each specific day of the year. This yearly setting is suitable for defining the working time of employees with irregular working hours (e.g. working every Monday every even week) or for employees with very dynamic scheduling (e.g. medical professions).
Setting up the Working hours dial
In the section Company settings / Working hour, all available working time dials can be assigned to users. As a first step in configuring the Absence module, it is a good idea to go through the existing dials and possibly create your own if the dials supplied within the application do not suit you:
Click on the pencil icon next to the selected dial or click on the button to access the edit dial. Both options - creating a new dial or editing an existing one - look practically identical.
The top section of the Working time settings contains the basic settings - name, translations into world languages, switch between active / inactive events (inactive event cannot be drawn), color and type. The lower section is used for editing the working time itself. As we mentioned in the introduction, the Timesheet can be of two types - weekly or annual.
Setting weekly working time
Within it, it is possible to define which days of the week (Monday to Sunday) are considered as working days, as well as specific shift start and break times.
This type of working time is suitable for those employees who come to work regularly, and this regularity can be defined on a weekly cycle. Any other definition of working time requires the use of the second - annual - method.
In the second half of the screen "Setting weekly working hours" is the definition of specific times and working days. This can either be set directly on this screen, but since the table contains about twenty columns, it is more practical to zoom in to the full screen - by clicking on the icon next to the button. Clicking this button allows you to work on a large desktop.
Here, go through all the columns and define the working hours. To simplify your work, there are quick actions on the top right
- RESET - Delete the entire table completely
- BASIC - Sets the most common working hours - Monday to Friday, 8 and a half hours including lunch
- COPY THE FIRST ROW - Takes the Monday setting, and copies it to all other rows
WARNING: Don't forget to save your work times!
Setting annual working hours
Annual timesheets use very similar principles to weekly timesheets. The essential difference is that there is no repetition as there is in the weekly time. In an annual definition, you simply define a specific working time for each specific day of the year. You can therefore have completely individualised working hours that already take into account public holidays and weekends.
A significant difference from the weekly cycle is how the application accounts for public holidays. On a weekly cycle, it is of course not clear whether there will be a public holiday on a particular day. In the case of a user who has a weekly cycle, works Monday through Friday, and a public holiday occurs on a Wednesday, for example, even if the user has Wednesdays as working days, Sloneek will take the Wednesday with the public holiday as a day of rest in the weekly definition. However, in the case of the yearly definition, the scheduler who defines the working hours sees that there is a public holiday on that particular day (in our case Wednesday), and still schedules a shift for that day, the user should simply have it!
To edit the working times even in the case of the annual definition, click on the "Zoom to full screen"next to the "Save". In this large area, set specific shift times for each individual day.
Here you have the option to filter the days by different criteria, for example you can filter only Mondays (it is the day with the serial number 1), or all even weeks, etc. Once you have filtered the days you want to bulk set, select them by clicking on the checkboxes on the left, and edit the days so selected by clicking on the CUSTOM button at the top right. A window will open in which you set all the times, and click on the SAVE to overwrite these set times in all selected days.
De facto, you can very quickly set up relatively more frequent recurring patterns for several days at once. This can save you a huge amount of time because you won't have to go through all the days one by one and set them up one by one.
You now have Working hours dials that you can set up for specific users of the app.
WARNING: Keep in mind that in order to edit the working times, your Working hours dial cannot be assigned to any user. If you need to make changes to an existing working hours dial, unassign all the users first or create a new working hours dial. Don't forget to save the timesheets!
Assigning working time to a user
You can assign working hours to a specific user on the User tab, Conditions and salary tab. You can set the duration to either a definite or indefinite period.
Without assigned and active work time, a user cannot draw absence events, record attendance, and timetracking!
For each user, you set individually in the User card (Users / User's list, click on user) / Absence overview after click on button Show settings for absences and annual funds . The menu automatically displays all event dials that are active. It is also necessary to set whether the event should be subject to the approval of its manager. This can be set by clicking on the checkbox in the next column titled "Approval Required".
In case of absences, this setting can be done in bulk in Company settings / Bulk Settings. In the same place, you can also adjust balances or individual event funds in bulk.
Explanation of individual terms
- Fund size - is defined directly in the dial. From there, it can be changed on a global level for all users who have this absence event enabled for drawdown.
WARNING: If you change the dial size, this will also change the historical records in the reports, which may subsequently not correspond to the historical reality! If you are changing the absence pool after a long period of time, consider whether it would be more efficient to create a new event/dial.
- Individual fund - Only if the event has a fund. If a value is set here, the user's entitlement is not governed by the value in the dial, but the dial entitlement is overwritten by that value. Typically this is a situation where some users have 5 more vacation days than others. In this case, if the definition in the Leave Dial is 20, the Individual Pool will be equal to 25 for people with a higher pool.
- Fund for the first year - Again, only if the event has a fund. In a situation where an employee starts during the year, they are not entitled to the full leave pool (usually not even sick days, sick hours, etc.) but only a pro-rated portion. This needs to be calculated in the payroll system and then entered here.
- Exhausted - This value is editable for all event types (with and without pool) and indicates how many units from the pool the user has exhausted this year. This is a setting, not a report! Thus, here you are determining how many units to have depleted beyond the events that are entered in the absence event calendar.
Example: in a situation where you as a company have joined Sloneek during the year, and your employees have already exhausted some events by that time. In this case, you have two options. Either you enter all the events they have exhausted via the calendar (i.e. de facto enter the events backwards), or you are content with just entering in this column how much they have already exhausted. The first option is time consuming, but will give you information about the drawdown of all events in a yearly view, the second option is fast, but you have to take into account that in the first part of the year, when you as a company have not used Sloneek yet, the events are not in the calendar. We almost always recommend the faster option to our customers.
- Transferred from last year - at the end of the year, Sloneek carries over unused units to the next year. Any units that have not been used up and also have a fund, and at the same time the option "Unused units carry over to next year" is marked in the absence event settings, will be entered in this column. So if you as a company are accessing Sloneek, and your employees at that time still have some unused leave from last year, enter the value of that pool here.
Visibility of modules
You enter the visibility of modules in Users / Visibility of modules
Here you can set the visibility of modules for individual users.
Click on the lock icon to enable/disable module visibility for individual users. indicates an activated module, indicates a deactivated module.
Teams and organizational structure
You enter the teams and organizational structure in Company / Teams.
All users can be freely sorted into teams and grouped into an organizational chart. This can of course also be exported. To move users, simply do a drag n' drop in the table view - that is, grab and simply move them elsewhere.
Each team has a Manager role who approves absence events for the team. You can use Supervisor role who only looks at the events and activities of the team. You can also add additional secondary roles.
If there is no manager role assigned to the team, all event approval requests will go to all users with the ADMIN role. Detailed description of all Roles read here.
You enter locations in Company Settings / Locations.
Locations are physical addresses that are paired with attendance events. If a user enters an arrival or departure within the geographic radius defined in a location, the attendance event is assigned to that location. In the reporting of attendance events, it appears as the name of the location (e.g. Office Prague). If the user logs into the system at a location that does not match the locations entered in Sloneek, it will appear in the report as "off-site" identification.
When determining the tolerance radius ( a radius of meters away from the exact address of the location), take into account the expected internet and GPS signal coverage. In densely populated areas 100 m will be sufficient, in areas with lower coverage add at least 300 m.
You can edit the tags in Users / User tags. Use the tags for faster-advanced filtering and searching not only in the user list, but also in reports.
Custom user fields
You can define custom fields to be displayed in the extended user card for the purposes of extended employee records.
You enter and edit the custom fields in Users / Custom User Fields. You can also add fields directly in the user card.
Custom fields can be text, number, date, reminder, and anniversary. In the case of a reminder, administrators will receive an email notification on the day of the reminder that the reminder has expired, which can be used for example to track the validity of legal training.
Both Reminders and Anniversaries are displayed in the Calendar and Reports (Reports / Other / Reminders). In the reports, reminders are coloured according to the approaching expiry date.
Recording and setting up meal vouchers / meal voucher lump sums
Individualised settings are made on User card in the tab Conditions and salary.
Reporting for meal ticket issuance can be found in Reports / Other. Here you have 2 possible reporting views. By working time or by attendance. You work with the report in the same way as with any other. You set the periods for which meal vouchers should be issued.
You automatically have meal ticket management turned on.
You can turn the display of the meal voucher management off/on in Company settings / Application Settings. Here you click "Hide meal vouchers"
Settings and payroll
The individualised settings are made on the User card (Users / cklick on a user) in the tab Condition and salary.
The set pay rate is written to Reports (Reports / Other / Salary)
If, for example, you do not delete the previous payroll when increasing the salary, you can subsequently monitor the development of the user's salary over time in the reports.