Where to Start...
Creation date: 22/4/2024 4:00 pm
Updated: 3/5/2024 12:02 pm
Engage is a large application with lots of moving parts. To make things a bit easier, this article runs through a step-by-step process of where to go and what to do in order to get set up. Please note, not all steps may be applicable for what you are after and that is completely fine.
If you require assistance with setting up your Engage, we provide an Implementation Service that can help transfer / map / upload any of your existing data over to Engage, as well as hold in-depth video training sessions. If you are interested in learning more about our Implementation Service, please contact support@engagesolutions.co.nz.
Customer Admin
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Customer Admin
Once you have received your login details for your new site, the best place to start is under Customer Admin. This is where you would enter the data that pulls through on a variety of drop-downs found throughout Engage.
This includes:
- Setting up your Branches
- Setting up your Departments
- Setting up your Cost Centres
- Setting up your Employee Roles
These fields will need to be added in before you can upload your Employees.
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Employees
Once you are happy with your initial Customer Admin sections, you can then start loading your employees. If you have a large number of employees, we do have an Implementation Service that could assist.
If you are using our Uniform module and would like to assign these to your employees, it is recommended to set that up beforehand as the uniform will need to be assigned to each individual employee. Please find the Uniform section below.
You may also want to create your Work Schedules for your employees prior to getting them uploaded if applicable. Work Schedules are recommended if you are using our Leave module.
If you have commonplace answers to fields for a large number of employees, you may want to create an Employee Profile Template before you start creating your employees.
If you have added a template, this will show when creating a new employee and auto-fill in the selected fields for you on the new employee record.
Once you have saved an employee record, you will receive the following prompt:
If you are ready for the employee to have access to Engage, click on Yes Please and Engage will send out their login details. You will then be taken to their Authority page to set up what you want them to see within Engage.
If you click Not Right Now, the employee record will save, but their profile will remain grey, meaning that they have not yet been activated / received their Engage login details. Once you have clicked on Not Right Now, we will prompt you to enter their Emergency Contact information if you have this available.
If your site is in 'Implementation Mode' this means that we have stopped all login emails from being sent out, as well as put a pause on all other Engage automated emails. If you are unsure whether your site is in implementation mode, please contact support@engagesolutions.co.nz and we will help you out.
Once your employees have been added, you will also want to mark your key contacts (please note, an employee will need to be activated in order to appear in the drop-downs). Your Branch H&S Contacts are key contacts for Engage as they are the ones who will be notified, and be able to investigate incidents.
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Training Courses
You have the ability to record training information in Engage, as well as receive alerts when training information is due to expire.
Before you add your training courses, you will need to add in your Qualifications. In Engage, we deem this to be what the employee is getting out of completing the course, such as NCEA credits, or a specific licence. If this is not applicable for your training course, you can create a qualification with 'N/A'.
You can also add in your Training Providers if you would like. These will be used when marking training complete against an employee to record who they did their training with. Please note this is a non-mandatory step, so does not need to be included if not required. However, if you would like to use Engage to book training courses through in future, we provide you with the ability to email the providers directly.
Once you have entered this information, you can then start adding your training courses. There are 3 types of training courses you can include, standard, induction, and master/sub courses.
Standard Training
Standard is a catch-all for all training courses that are required (or optional) for an employee to complete their role within your company. This could include training courses such as First Aid, Working at Heights training, etc. When assigning your training, you need to think carefully about which employee Roles and Branches will require this training. You can select whether you would like their Roles to be mandatory or non-mandatory.
Induction Courses
To mark a course as an Induction course, you can check the 'Induction Course' flag. This will then prompt you to include the Induction Course Period (how long until you would like Engage to start flagging employees as non-inducted), as well as the Induction Course Start Date (the start date for new employees who have been with the company since after the selected date - this could exclude employees that have been with the company for 5+ years as an example).
Master / Sub Training
Master and Sub training allows you to have a main course, followed by sub courses that encapsulate unit standards or smaller tasks that fall under 1 umbrella. Each sub course can have its own renewal period as required.
Secondary Training Roles
If you come across a situation where there are no patterns (EG specific Roles and Branches) for the training course you would like to set up, we recommend creating a new Role, such as 'First Aider', and then making the training course mandatory for the 'First Aider' role, and all Branches.
If you would like any specific employee to have access to get the First Aid course to appear on their profile, you can add in a Secondary Training Role to their profile. This will not impact their overall role, but will allow them access to any training courses relating to this secondary role.
Other Training
If an employee has started at your company with a record of training that adds value to their role, and you would like to store in Engage (such as a tertiary education diploma), but that doesn't fall under training that is offered internally, you can store this as 'Other' training against the employees profile.
Marking Training as Complete
Once your training courses have been set up, you can then mark the last completed training date against the course. Please note, anyone with Admin authority over an employees profile will allow them the ability to mark their training as completed. If you have a large number of training records, we do have an Implementation Service that could assist.
You can also bulk-mark training as complete through the Training Orders function.
Third Party Training Providers
We also have the ability to link to third party training providers, which allows your staff to complete their training courses directly via Engage through the web or the app. If you are interested in learning more about our third party training providers, please contact us via support@engagesolutions.co.nz and we will get back to you as soon as we can.
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Health Checks
Health Check information can also be stored in Engage if you would like to include this. This could include checks such as a hearing check, or flu vaccine information if this is what your company provides.
Please note that in order to see an Employee's health check tab, or your own health check tab, you will need the Health Check: Manage authority enabled for your profile.
To set up your Health Check in Engage, you may want to first include your Health Check Providers. Please note this is a non-mandatory step, so does not need to be included if not required. However, if you would like to use Engage to book training courses through in future, we provide you with the ability to email the providers directly.
Once you have entered this information, you can then start adding your health checks. Note that in order to get it to appear against an employee, their ROLE must be included.
Once your health check information has been added, you can then mark these completed against each individual employee, or mark these as completed in bulk as required.
If an employee has an allergy or a pre-existing medical condition, you can also store this information under their Health tab.
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Leave
As part of the base package of Engage, you can include the Leave module. The leave module reflects on an employees given Work Schedule, and allows all employees to apply for leave via the Engage web portal or Engage app, which then goes to their manager for approval.
Before rolling out the Leave module, you will want to create and allocate your Work Schedules to your employees.
You will also want to select whether you want your Leave to take place as Hours or Days (please note it can only be one or the other), as well as include a custom message on your employee leave requests.
If you use a Payroll System, they may have API capabilities that we can connect with, or we may have the leave balance file format available, which will allow you to upload leave balance information for your staff. To see whether we have the format available for your payroll system, please email support@engagesolutions.co.nz and we can send you through a copy.
If you already have a Leave system in place and do not want to use the function in Engage, please let the team know and we can disable this module for you.
If there are specific leave type/s you would like to include or remove, please email support@engagesolutions.co.nz and we would be happy to help you out with this.
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Assets
Assets could include any tangible item within your business, such as a building, vehicle, boat, plane, right down to a phone or a fire extinguisher.
The first step in getting your assets set up includes exploring the Asset Attributes. It is recommended to alter the structure to suit your business, as well as customise the user fields (if applicable).
Once you are happy with the Attribute layout, you can then start entering your assets. If you have a large number of assets, we do have an Implementation Service that could assist.
Once all of your assets have been added, you may want to include maintenance schedules against your asset. Some examples of maintenance schedules that could be used include WOF's, servicing, test and tags, replacements etc. We have two types of Maintenance, date-based (occurs after a set period of time), or meter-based (occurs once a meter reaches a set limit).
You may like to link Assets to other areas of Engage, here are various areas that you are able to link your Assets to in Engage.
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Capex and Expense Claims
Please note this is an additional module in Engage. To learn more, please contact support@engagesolutions.co.nz for more information.
Before you can start using Expense Claims, you will need to set up your GL Codes.
All employees that have access to Engage will be able to submit an expense claim. The Branch Manager's of the employee's associated branch will be the approver(s) of the expense claims.
To learn more about Expense Claims, please click here.
Capex requests pull from your Asset Attributes you set above. If you have not yet done so, you will need to include your Capex Approvers for each attribute as required. You can have up to 3 levels of approval per asset attribute.
To learn more about Capex, please click here.
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Contractors
Please note this is an additional module in Engage. To learn more, please contact support@engagesolutions.co.nz for more information.
In order to enter Contractor information, an employee will need to have the 'Contractors: Manage' authority enabled. You can then begin entering your contractors. Please note, if you have a large number of contractors, we do have an Implementation Service that could assist.
Once your Contractors have been uploaded, you can also add the respective Workers as well.
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Health and Safety
Incidents
Prior to Go Live, we recommend including a year's worth of historical incident data in Engage (if you have this available) so that you can use the variety of reporting graphs for annual comparison data. It is not a requirement to begin using Engage, but if you would like to include previous incident history information in Engage, you will require Implementation Support. Please contact support@engagesolutions.co.nz for more information.
Risk Register
It is also recommended to include your Risk Register in Engage if you have this available. Note that we do have Implementation Support who could assist if you have a large number of risks that you would like to import, otherwise you are able to manually enter these into Engage. Please note, an employee will require the 'Risk Register: Manage' authority in order to enter / edit risks into the risk register. All other employees in Engage will be able to view the risks on the web and their Engage app.
Please note that you will need to include risks per branch. If you have entered the risks against 1 branch, and there are certain cross-overs with another branch, you are able to bulk copy these over to the new branch as required.
Hazardous Substances
Please note this is an additional module in Engage. To learn more, please contact support@engagesolutions.co.nz for more information.
If you have this information available, you can upload your Hazardous Substance information into Engage. Please note we do have Implementation Support who could assist if you have a large number of substances that you would like to import.
Employees will need to be marked as a Hazardous Substance Contact in order to enter new / edit any hazardous substance information in Engage. To set these up, click on Customer Admin / Organisation / Companies / "Edit" and add the relevant employees into the Hazardous Substance Manager(s) field.
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Uniforms
The first step to set up your Uniforms is to set up your Suppliers. If you would like to connect to an external supplier, please contact support@engagesolutions.co.nz for more information.
When setting up your Supplier, you will want to start thinking about Approval Processes. This is the rules that surround what you would like to happen when an employee places an order. Note that there are two methods of approval process depending on whether you are using Internal, External, or 'Standard Approval Processes'
You will then need to create your Uniform Products that link to your Internal Suppliers.
Once all of your Uniform Products have been entered, you can then curate your Uniforms.
Once the Uniform has been created, you can then select the uniform option against your individual employees under the 'Uniform' drop-down when creating / editing their Engage profile.
You may also want to give your employees the "Buyer" authority, which enables them the ability to order uniforms.
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Forms
Please note this is an additional module in Engage. To learn more, please contact support@engagesolutions.co.nz for more information.
If you have paper forms that are used in your business currently, you will likely be able to make them into digital copies with the Engage Forms module. Please note, employees will need the Forms: Manage authority in order to access the 'Forms' section on their side bar. All other employees will be able to complete any forms assigned to them under the Forms tab of their employee bio, or under the Forms button on the Engage app.
The first step you will need to do is create your form template.
Once you are happy with your form template, you can then decide who you would like to assign the form to. This includes who you would like access to be able to complete the form you have created.
You may also want to set automated alerts and actions against your form. For example, you may want a manager to be notified if the question "Does your vehicle have a current WOF" has the answer 'No' against it, and for the asset manager to be assigned an action to book in the WOF if this answer is selected.
You may also want to include scores (for example if your form is relating to an audit), or colours to show certain answers in a particular colour on the downloadable PDF.
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Back to Customer Admin / Final Steps before Roll-out
Some other areas that you may want to consider before rolling out include:
Company Logo
You can load your company logo into Engage which will pull through on all downloadable PDF's found throughout Engage.
Critical Risks
Entering in the Critical Risks for your business. These are used on incident investigations, and can be pulled through on Report Builder to categorise your incidents.
Policies and Procedures
You could also upload your policies and procedures prior to rolling out, otherwise you have the ability to send a bulk email to your company on uploading a new policy after rolling out Engage.
Custom Alerts
You may want to set up Custom Alerts to notify you when an employee has been with the company for a set period of time.
Certificates
You may also want to store your company Certificates in Engage.
Quick Links
A Quick Link is an external link that you can add that is available to all users via their Engage Dashboard on the web.
'Welcome to Engage'
We also have the ability to store a PDF document against the initial activation emails once an employee has been activated in Engage. If you would like a copy of our 'Welcome to Engage' template, please email support@engagesolutions.co.nz and we will send you through a copy with instructions.
If your site has been in 'Implementation Mode', please email us at support@engagesolutions.co.nz to let us know when you are ready to start activating employees and receiving automated emails.
If you have any queries at all while setting up your Engage site we are here and happy to help you. Please contact support@engagesolutions.co.nz and we will reply to you as soon as possible.
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