Employees

Adding Employees 

Adding employees (Manual – suitable for adding a small number of employees)

1. Navigate to the Employees page on the sidebar menu, head to the top, and click on “Add Employee(s)”;

2. Click on “Add Employee”;

3. Fill the employee data fields in the following screens

NB! *Asterix sign* next to each field name is mandatory and must be filled to activate

the employee.

4. Click “Save” and input data to the following remaining tabs (Job Details, Personal Information, Payment Method, Salary, Documents and Other);

Adding employees (Import – suitable for adding a large number of employees)

1. Navigate to the Employees page on the sidebar menu, head to the top, and click on “Add Employee(s)”;

2. Click on “Import Employee Data from Excel”;

3. Here you can drag and drop the Excel file containing employees’ information to the “Import employees” box or Browse for the correct file:

1. The Upload file provided must meet the following criteria:

• Employees must be in rows;

• Each row must contain information about one employee;

• Employee data must be presented in columns;

• Select which row in the excel file describes the headers (any row below headers will be handled as an employee). If the headers are not in row 1, select the desired row and click on “Load headers”;

2. Select which columns to import by selecting (ticking) the box next to each column;

NB! In this view, Excel columns are presented in rows for easier usability.

3. In the column “Field in HR Blizz”, you must select a value for each column. E.g. if the column describes an employee’s first name, select “First Name” in the dropdown; 

            a. E.g. See picture above: If you don’t select the corresponding value for each column out of the “Field in HR Blizz” dropdown menu, you will not be able to continue. 

4. Click “Continue”;

5. In the following screen, if all data is inputted correctly, the employees’ information is validated and presented for editing if any errors occur:

1. Select the employees you want to import;

2. Double-clicking on a cell will allow editing the contents of that specific cell;

6. If all values are correct, click “Continue”;

7. The data is then revalidated. If no errors are presented, you are shown the information one more time. Clicking on “Import data” will import the employee information;

NB! Import cannot be undone. Verify the correctness of the data before importing.

Editing Employee Information

Once employees have been added to HR Blizz, you can then view, manage and edit employee data. 

1. To view, manage and edit employee data, click on the “Employees” tab in the sidebar, and the list of employees will appear;

2. Click on the employee you wish to edit;

3. If permitted, the following can be edited:

• Job Details;

•  Personal information;

• Dependents;

• Payment Method;

• Salary;

• Other;

• Documents;

• Leave;

• Employee status;

• ESS Access

4. Click on the desired section you wish to edit (e.g. to edit employee’s personal information, navigate to the “Personal information” tab);

5. Click on the “Edit” button at the end of each header information box (e.g. to edit employee’s address click “Edit” next to “Address” group);

6. Once all information has been added, click “Save” or click “Cancel” if you wish to discard the changes you have made.

To add documents:

1. Navigate to the “Documents” tab;

2. Click on “Add”:

•  Add a file description;

• If necessary, change the Displayed file name;

• Choose if the file is visible in ESS;

• Upload the file from your computer.

Terminating an employee 

If an employee no longer works at the company or is transferred to a different entity, a separation reason must be given. To do that: 

1. Navigate to the Employees page on the sidebar menu; 

2. At the far right of the employee box, click on the 3-dots;

3. Click on “Insert Separation”

4. A pop-up window will appear, and you will need to fill in the following boxes:

• Contract type (Fixed term or Indefinite);

• EOS reason (Resignation, Termination, Maturity or Retirement);

• Last working date;

• Unused leave days;

• Pay in lieu of notice days;

• Deduction in lieu of unserved notice days.

NB! *Asterix sign* next to each field name means the field is mandatory and must be filled.

5. Once you save separation details, the separation payouts screen will pop up, where you can see:

• Separation payouts:

  • End of service gratuity;

  • Leave Balance Payout.

“Active” and “Inactive” Employees

For the employee to be in the current period payroll, the employee must be in Active status.

1. If you wish to “Suspend” or “Activate” an employee, navigate to the Employees page on the sidebar menu; 

2. Click on the desired employee you wish to “Suspend” or “Activate”;  

3. Next to the employee information, there is a box with the name and Employee ID;

4. If you wish to suspend, click on the “Edit” button next to the green “Active” box, and then click on “Suspend”;

5. If you wish to reactivate the employee, follow the same steps as above, and click on the         “Edit” button next to the orange “Inactivate” box, and then on “Activate”.

6. Another way is to “Suspend” an employee is from the 3-dots at the far right of the employee box;

7. Click on “Suspend”

8. To “Activate” the employee the same way, go to the “Inactive” tab and click on the 3-dots at the far right of the employee box;

9.  Click on “Activate”

Updating employees’ recurring pay element values

 To update employees’ recurring pay element values manually, navigate to the “Employees” tab in the sidebar, and the list of employees will appear:

1. Click on the employee you wish to edit; 

2. Click on the “Salary” tab;

3. Click on the edit button on the recurring pay element that you wish to edit;

4. Fill the mandatory fields marked with an asterisk and click on “Save”.

In order to import employees’ recurring pay element values, you have to follow the same steps as importing employees:

1. Navigate to the Employees page on the sidebar menu, head to the top, and click on “Add Employee(s)”; 

2. Click on “Import Employee Data from Excel”;

3. Here you can drag and drop the Excel file template provided to you (MSS Recurring pay element import) or Browse for the correct file. The correct file must include:

• Employee ID;

• First name;

• Last name;

• Payment information effective date;

• Payment information end date(optional);

• Pay element value;

4. Select which row in the excel file describes the headers;

5. Select which columns to import by selecting the box next to each column;

NB! In this view, Excel columns are presented in rows for easier usability.

6. In column “Field in HR Blizz” select value for each column. E.g. if the column describes an employee’s first name, select “First Name” in the dropdown;

7. Click “Continue”;

8. In the following screen, the employees’ information is validated and presented for editing if any errors occur:

•  Double-clicking on a cell will allow editing the contents of that specific cell;

9. If all values are correct, click “Continue”;

10. The data is then revalidated. If no errors are presented, you are shown the information one more time. Clicking on “Import data” will import the employee information;

To send Employee Self Service invitations:

For employees to be able to log into Self Service they have to have ESS access.

1. If you wish to send ESS Invitation or revoke employees access to ESS, navigate to the Employees page on the sidebar menu; 

2. Click on the desired employee;  

3. Next to the employee information, there is a box with the name and Employee ID;

• Selected employees’ emails are displayed;

  • If you want to send the ESS invitation to a different address than listed, then insert a new email address.

  • If you want to send the ESS invitation to a different address than listed, then insert a new email address.

• Default welcome message is displayed:

  • You can change the welcome message to approach your employees’ in a way that is comfortable with you.

Revoking Access to ESS

There are additional actions that can be applied to any selected employees, such as revoking access to ESS. 

To revoke access to Employee Self Service

1. Navigate to the Employees page on the sidebar menu;

2. Click on the desired employee;

3.  Next to the employee information, there is a box with the name and Employee ID;

4. If you wish to suspend the employee, click on the “Revoke access to ESS” button next to the green “Active” box. 

Viewing active, inactive and draft employees

1.  Navigate to the Employees page on the sidebar menu; 

2.  3 sub-headers will show on top of the employee list of names (Active, Inactive and Draft);

3. Active Employees will show under “Active”, Inactive employees will show under “Inactive”, and employees whose information is unfinished, incomplete or missing, will appear in “Draft”.