AvePoint PTO Manager

Transcription

1 Quick Start Guide Issued March

2 Table of Contents What s New in this Guide...3 Overview...4 Installing...5 Accessing the Home Page...6 Mapping Job Titles...7 Creating PTO Policies...8 Applying PTO Policies to Offices Notification Settings License Management User Role Management Notices and Copyright Information

3 What s New in this Guide Added information on User Role Management. Support using the built-in out-going server to send notifications. 3

4 Overview The Add-In allows organizations to customize PTO policies through one streamlined interface. This Quick Start Guide details the configurations that will help you set up on your Office 365 SharePoint Online site. 4

5 Installing To use this add-in, it must first be installed on your Office 365 site. To install on your Office 365 site, follow the instructions below: *Note: The first user to install and log into the Add-In must be a site collection administrator. After the initial login is successfully carried out by a site collection administrator, all other users will be able to access the add-in. 1. Log into the SharePoint Online site collection or the site where you want to install AvePoint PTO Manager. 2. Go to the Site Contents page and click add an app. 3. Locate and click it to install the add-in. Figure 1: Adding the Add-In to Office 365 site. 5

6 Accessing the Home Page After installing, it can be access through the Site Contents page. 1. On the Office 365 site where is installed, go to the Site Contents page and locate. 2. Click to open the home page. Figure 2: Locating the. 6

7 Mapping Job Titles When users access PTO Manager using their Office 365 accounts, their user profiles (including job title information) will be automatically synchronized from Office 365 to. Each title in Office 365 requires a title counterpart in PTO Manager. Perform the following actions to configure the titles: 1. Navigate to General Settings > Title Management. PTO Manager includes several titles, and you can add or delete titles according to your organization s personnel structure. 2. Click Add Title and enter the title you want to add in the text box. Figure 3: Adding a title in the Title Management page. 3. Click the OK ( ) button to save the new title or click the Cancel ( ) button to cancel adding the title. *Note: Click the Delete ( ) button in the same row as an existing title to delete it. 4. Click Close to return to the General Settings page. 7

8 Creating PTO Policies Follow the steps below to customize PTO policies: 1. Navigate to General Settings > PTO Policy Management, and click Add to access the Create Policy page. 2. Configure the following settings to create a PTO policy: a. Policy Name Enter a name for the policy. b. Select the policy Type Ten types are selectable: Annual Leave, Bereavement Leave (lineal relative), Bereavement Leave (collateral relative), Family and Medical Leave, Floating Holiday, Jury Duty, Unpaid Leave, Marriage Leave, Maternity Leave, and Sick Leave. 3. The available policy options vary depending upon the policy type selected. For example, if you select Annual Leave as the policy type, complete the following options: 8 Figure 4: The Create Policy page.

9 Pay Rate Define what percentage of a salary an employee can get when the employee is on leave. Cycle Settings Define the time period you want to configure as a cycle and the start date of the cycle. Carryover Settings Define how many days can be carried over to the next cycle and when these days expire. Accrual Settings Defines how accrued PTO is calculated in a cycle. Configure the accrual rate unit, and how to calculate the accrued PTO if the number includes a decimal. Service Length Defines how the service length of an employee is calculated. o Round Up (Month) Enter a number in the Round Up (Month) text box to set how many months in a year will be counted as a year. o Round Up (Day) Enter a number in the Round Up (Day) text box to set how many days in a month will be counted as a month. 4. Configure the rules for the PTO policy. For the Annual Leave type, click Add to add a rule. Select the title you want to configure the policy for from the drop-down menu. Enter the two values in each of the Service Length (Year) text boxes to specify the service length scope. Enter a number in the Maximum (Day) text box to specify the maximum PTO days that employees with this title can have in a cycle. Figure 5: Annual Leave policy rules. For Bereavement Leave (collateral relative), Bereavement Leave (lineal relative), Family and Medical Leave, Floating Holiday, Jury Duty, Marriage Leave, Unpaid Leave, and Sick Leave types, the following settings are configurable in the Rules field: Figure 6: Marriage Leave policy rules. o No limitation There is no limit on PTO hours in this type of leave request. 9

10 o Maximum Enter a number to define the maximum PTO hours a user can request for this type of leave. For the Maternity Leave type, click Add to add a rule. Select a gender from the dropdown menu. Enter a number in the Maximum (Day) text box to specify the maximum PTO days a user with the selected gender can request for this type of leave. Figure 7: Maternity Leave policy rules. 5. Click Save to save the new policy. 10

11 Applying PTO Policies to Offices Your company may have branch offices in different regions. For these situations, you can create different PTO policies according to the local cultural and management policies of your branch offices. 1. Navigate to General Settings > Office Settings. 2. In the PTO Policy Settings tab, select the office to which you want to make changes on the left pane of the tab. 3. Click the policy type on the right pane of the tab; the usage information will appear. By default, the PTO policies of branch offices are inherited from the Global policies. You can stop inheriting policies, and then apply other policies to each branch office. To stop inheriting policies, click the Stop Inheriting link above the policies or click Stop Inheriting on the lower-right corner of the tab. Figure 8: The PTO Policy Settings tab. 4. After stopping inheriting from the Global policies, click Edit on the lower-right corner of the tab to apply policies for the office. You can also click the Inherit link above the policies or click Inherit on the lower-right corner of the tab to inherit Global policies. 11

12 Notification Settings In order to automatically send leave request and response notifications to employees and supervisors, refer to the following steps to configure the out-going server: *Note: If notification settings are not configured, the built-in out-going server provided by AvePoint will be used to send notifications. 1. Navigate to General Settings > Notification Settings. Configure the following settings in the Notification Settings page: Figure 9: The Notification Settings page. a. Server Type SMTP server is supported as the out-going server. b. SMTP Server Enter the address of the SMTP server. c. Port Enter the SMTP port. d. Sender Enter the address that used to send the notification. e. Username on SMTP Enter the sender s username on the SMTP server. f. Password on SMTP Enter the sender s password to log into the SMTP server. g. SSL authentication Configure this setting according to your SMTP server settings. 2. Click Validation Test to verify the entered information. If the information you entered is verified successfully, a test will be sent to the sender you configured. 3. Click Save to save your configurations. 12

13 License Management includes a built-in trial license which can be used for thirty days for free. Five user seats are provided for users to access and use this add-in with the trial license. To view details of the license, complete the steps below: 1. Navigate to General Settings > License Management. 2. View the following information of the license in the License Management page: Figure 10: The built-in trial license details. License Type The type of the license, Trial or Enterprise. Expiration Date The date when the license will expire. User Seat Quantity The number of available user seats and the total user seats. User Seat Assignment The assignment method for user seats, automatic or manual. o Select the Assign user seats manually checkbox to use the manual assignment method. Once this checkbox is selected, two buttons are available above the user list. 13

14 Figure 11: Buttons appear after selecting the Assign user seats manually checkbox. Click Add above the user list, and the Add Users pop-up window appears. Enter the name or address of the user you want to add in the text box, and click Add to add the user to the user list. The user will be assigned a user seat. Select one or more users in the user list, and click Remove above the user list to remove the selected users from the user list. You can also click the Remove ( ) button in the same row as a user to remove the user from the user list. *Note: After removing users from the user list, the number of available user seats will be updated. o Deselect the Assign user seats manually checkbox to use the automatic assignment method. Users that log into this add-in will be automatically assigned user seats and added to the user list as long as there are remaining user seats. *Note: The Assign user seats manually checkbox is deselected in the Trial license. User List Users to whom user seats are assigned are listed in the user list. 3. Click Save to save the license settings, or click Cancel to exit this page without saving any changes. 4. To purchase additional user seats for this add-in, click Purchase Additional User Seats on the bottom of the page. 14

15 User Role Management There are three types of roles in the system, Global Administrator, IT Manager, and HR Manager. A user with a specific role has different permissions to the system. To assign a role to a user, complete the steps below: 1. Navigate to General Settings > User Role Management. 2. View the following information in the User Role Management page: 3. Click Add above the user list. Complete the following information in the Add User page. Figure 12: The Add User page. User Name Enter one or more users to whom you want to assign the role. Role Select the role you want to assign to the users entered above. After selecting a role, the permissions of the role to the system are listed below. o Global Administrator: View and configure general settings. View existing user roles and the users who have these roles. Manage and create user roles. Review PTO requests in Request Center. o IT Manager: View and configure general settings (excluding user role management). o HR Manager: Review PTO requests in Request Center. 4. Click Save to save the role assignment. 15

16 Notices and Copyright Information Notice The materials contained in this publication are owned or provided by AvePoint, Inc. and are the property of AvePoint or its licensors, and are protected by copyright, trademark and other intellectual property laws. No trademark or copyright notice in this publication may be removed or altered in any way. Copyright Copyright AvePoint, Inc. All rights reserved. All materials contained in this publication are protected by United States and international copyright laws and no part of this publication may be reproduced, modified, displayed, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA or, in the case of materials in this publication owned by third parties, without such third party s consent. Notwithstanding the foregoing, to the extent any AvePoint material in this publication is reproduced or modified in any way (including derivative works and transformative works), by you or on your behalf, then such reproduced or modified materials shall be automatically assigned to AvePoint without any further act and you agree on behalf of yourself and your successors, assigns, heirs, beneficiaries, and executors, to promptly do all things and sign all documents to confirm the transfer of such reproduced or modified materials to AvePoint. Trademarks AvePoint, DocAve, the AvePoint logo, and the AvePoint Pyramid logo are registered trademarks of AvePoint, Inc. with the United States Patent and Trademark Office. These registered trademarks, along with all other trademarks of AvePoint used in this publication are the exclusive property of AvePoint and may not be used without prior written consent. Microsoft, MS-DOS, Internet Explorer, Office, Office 365, SharePoint, Windows PowerShell, SQL Server, Outlook, Windows Server, Active Directory, and Dynamics CRM 2013 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems, Inc. All other trademarks contained in this publication are the property of their respective owners and may not be used without such party s consent. Changes The material in this publication is for information purposes only and is subject to change without notice. While reasonable efforts have been made in the preparation of this publication to ensure its accuracy, AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy, or suitability, and assumes no liability resulting from errors or omissions in this publication or from the use of the information contained herein. AvePoint reserves the right to make changes in the Graphical User Interface of the AvePoint software without reservation and without notification to its users. AvePoint, Inc. Harborside Financial Center, Plaza 10 3 Second Street, 9th Floor Jersey City, New Jersey USA 16