How to use HR Notes or Letters

In the day to day operations of a HR office the need to issue a Employee with a Letter or to add a Note to their HR file is very important. This can be used for Warning letters, or Disciplinary processes, performance related notes, or many other notes that need to be store on the Employee file for future reference. 

With HRSimplified the Notes can be created and send to the Employee for signature inside the system, no need for paper based forms or letters. No need to print out a email from the manager and add it to the Employee file anymore, or scan it in and save it on the network drive. 

It is possible to send a Letter (or HR Note) to a Employee and request them to sign it in side HRSimplified with no paper being involved. 

To create a New Note navigate to HR Administration -> All Employees, search for the Employee and click on the corresponding Action Menu -> Edit (Or Note).

When using the Edit view go to the Employee Notes tab on the Employee Record once the Edit screen has loaded. 

When accessing Notes from the Action menu it will look exactly the same.

To create a new Note click on the Create button, this will open the Create Note Modal

Complete the form as per the field available and note a few settings and switches that can be used to customize the action of the form.

Type of Note:

The Types of note clarifies what the note contains, and makes it easier to find relevant notes. The Different types of notes also have different accent colors on the Notes gird display to assist with finding the important notes. 

• Basic Salary
• Retirement Amount
• Medical Amount
• Employee Note
• Work Permit Note
• Warning
• Disciplinary Note
• Appraisal
• Hearing Note 

Simply select the correct note type from the drop down provided.

Active switch

The Active Switch should be left on as long as the note is relevant to the Employee. This could be a warning that elapses after 6 months, then the switch should be disabled. The Switch is also a indicator to assist in finding the correct Notes in the display grid. 

Visible Switch:

If the switch is activated the HR Note is visible to the Employee in their Home -> My Documents -> Employee Notes Tab, if the note should be kept private on the HR Record the Switch can be disabled to make the note private. This might be used for private notes that the Employee does not need to have access to.

Request Signature Switch :

The Request signature switch adds a Signature block to the HR Note, this allows the Employee to open the note and digitally sign the Note. The Employee will see a Notification Bell at the top of HR Simplified when they log in that will indicate the request from HR to sign a Note.

The Employee can navigate to Home -> My Documents -> Employee Notes Tab to see the Note, the note will have a Please Sign  in the Signed Column

See below for indicator to sign:

By Selecting the Action menu, the options made available to the Employee are:

• Download - Allows the Employee to Download a Copy (PDF)
• View - Display the Note on the screen
• Sign Document - Opens up the Note on the screen and offers a Signature box to Sign.

Once the Signature has been made on the screen, the Confirm button will submit the form with Signature.

The form will now be available to download to the Employee and the HR Administrators with the Signature in PDF format.

Note: If Request Signature is enabled, the Visibility will be switched to ON, even though the switch might indicate that it is not ON. Without visibility the employee cannot sign the document.