The Employee Profile
Creation date: 27/10/2021 11:32 am
Updated: 1/3/2024 10:40 am
Every employee loaded into Engage has their own unique profile.
Contents shown within the profile is dependent on their role.
Employee Bio
The Employee Bio shows basic information about the employee, including their personal details, their role, their manager and their service length. It also contains their work schedule and their role history within the company.
At a glace, you can also see an employee's personal details, work schedule, role history within the company, the company details, and the employee's QR code.
If you need to edit this information, simply click on Employees / "Edit" next to the relevant employee.
If you wanted to change your Profile Picture, you can click on the camera icon to the left of your bio and select a picture for upload. You are able to drag on the image to crop the area you want displayed as your photo.
If you would like to delete your profile picture, you can click on the trash bin icon to remove it.
Training
The training tab is split into two sections; role-based training, and training outside of role.
The role-based training will be dictated according to the employees role.
The training tab can contain offline and online training courses from single or multiple vendors.
For more information on how to set up training courses please click here.
The Other training course section contains non-role based courses and gives the employee the opportunity to upload their own training and professional qualifications. If the employee was to change role within the company, and their role-training is no longer required, the employee will not lose the record of their training; it will instead be moved to the non-role based section.
Health Checks
As with training, you can have role-based health-checks, and non-role based / existing conditions.
A role-based health check can include hearing tests or work-station assessments as examples.
To learn how to set up health checks please click here.
Uniform History
Any order lines that are purchased against an employee will have a unique order reference, and will be displayed in the employee profile for the employee to view under Uniform / Uniform History.
To learn more about uniforms please click here.
Uniform Assets
The Uniform Assets screen shows all items that the employee is entitled to for their role, along with their allocations. You can see at a glance via the coloured alerts whether the employee has had their allocation, or whether they are over or under.
Assets
The Assets tab will display details of any assets that have been assigned to the employee.
To learn more about Assets please click here.
Documents
Contracts
The contract option allows you to upload details of the employees contract, which can be accessed by the employee and the manager.
Once uploaded, contracts can be marked as 'Acknowledged' by the employee to ensure that they have read their contract.
Contract details can also be updated to change the contact name or View permissions, or can be deleted as required.
Multiple contracts can be uploaded if an employee changes a role within a company.
Policies
Policies uploaded into Engage that are relevant to the company, branch, and employee role level will appear in this section. When a new policy is loaded, the employee will receive a notification advising them to read and acknowledge the policy.
To learn more about Policies please click here.
Health and Safety Documents
Within the Health and Safety section of Engage, health and safety related documentation can be uploaded and maintained. Employees can then access this documentation through their own profiles.
Once uploaded, you have the ability to view, download as a PDF, or download the link for external use.
To learn more about loading Health and Safety documentation please click here.
Procedures
Employees have access to company procedures relevant to their branch.
Procedures can be viewed as a PDF, downloaded, or the link can be copied as required.
To learn more about setting up procedures, please click here.
Other Documents
The Other Documents section can be used for any other relevant documentation to that employee. When uploading a document to this section, you can select the viewing permissions IE whether it is a public document, whether it is view-able only to the manager, or just to the employee.
Documents such as PDP's, personnel letters, and security passes can be loaded here.
Once uploaded, you have the ability to view as a PDF, edit the title and View permissions, or remove the document as necessary.
The View permissions for "Other" Documents include the uploader of the document being able to see it, 'Public' referring to those that have the authority to view an individuals' employee bio, the Employee themselves being able to see the document, as well as the employees' direct Manager.
Driver Licence
Engage can hold details of any employees driver's licence information, including an image. Engage sends an automatic notification to the employee and their manager for renewal dates on the licence.
Passport
Passport information can be uploaded if applicable when an employee is created, and updated at a later stage as required. For example, if you have an employee that completes overseas travel, you can store this information here.
Work Permits
Details of an employee's work permit can be held in Engage, automatic notification warnings are sent to the employee and their manager of impending expiry dates.
Once uploaded, you have the ability to Edit, attach visa documents, activate or inactivate a permit, view the change log, or delete as required.
To learn more about setting up an employee work permit, please click here.
Tax and Kiwisaver
Tax and Kiwisaver information can be uploaded when an employee is created, and updated at a later stage as required.
Direct Reports
Direct Reports include the companies' Organization chart. This can be displayed visually or in text format.
Please note that the direct report view will vary depending on the person who is logged in to Engage.
To access the full company Org Chart, click on Customer Admin / Organisation / Companies / 'View' / Organization Chart.
As a manager, you have the ability to use the Direct Report feature 'Replace Managers' prior to leaving a company and assigning a new manager, using the function to change an employee to a new manager as required, or assigning temporary managers to employees (who will receive the manager's alerts and requests in the interim), until they return from leave.
Emergency Contacts
Engage allows an employee or their manager to upload and maintain emergency contact information.
Once uploaded, you have the ability to View, Edit and Delete emergency contacts as required. You are able to enter as many emergency contacts as needed.
To learn more about setting up emergency contacts, please click here.
Incidents
Employees can see incidents that they have been involved in on the Incidents tab of their employee bio. They have the ability to 'View' the incident as necessary, which opens a PDF of the initial incident information with your company branding on it. Please note, the employee will not be able to see investigation data via this PDF, and any incidents logged as Aggression/Bullying will not appear on their listing screen here.
To learn more about incidents in Engage, please click here.
Leave
Engage provides the ability for employees to request leave electronically.
To learn more about the Leave Module within Engage please click here.
Forms
Employees can access relevant forms that are required for their role, individual level, or company wide. Once a form is completed, it is saved under 'Completed Forms' where you have the ability to View.
To learn more about the Forms module, please click here.
Change Log
Every action that takes place on the Engage application is recorded, providing details of the change, and who made the change.
If you have any further queries about Engage or setting up the Employee Profile, please email support@engagesolutions.co.nz and we will get back to you as soon as we can.
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