Employee and Manager self service overview

This article provides an overview of the employee and manager self service workspace.

Edit personal details

If you need to add or change any personal information, see Edit personal information.

User not assigned to a worker record

If you haven't linked your user to a Worker record in the Users page, the following message will display:

Your user ID is not associated with your employee record in the system. You won't be able to view or update your information until it is. Contact your manager or support team for assistance.

To associate a user with a Worker record, navigate to Users and select the user. Select Edit, add the corresponding worker in the Person field on the form, and the select Save. You should now have access to Employee self service.

Security requirements for Employee and Manager self service

Employee and Manager self service require two security roles:

  • Employees require the Employee role.
  • Managers require both the Employee and Manager roles.

Note

You can also use custom roles to access Employee and Manager self service as long as they've been granted access to Employee and Manager workspaces.
Manager access to employee information is based on the current position line hierarchy defined in Human Resources.

Employee self service

The My information tab displays the following information for Employee self service.

Summary

Work items assigned to me displays all approvals and workflow items that are assigned to the employee. You can configure workflow items to send emails to the user.

Questionnaires assigned to me display all scheduled questionnaires assigned directly to the employee or group.

Company directory lets employees look up information related to individuals in the organization. Public contact information is available to all employees. The company directory is restricted to the company that the employee has signed into.

Team calendar shows your team's calendar information. For more information, see View team and company calendars.

My career information

The My career information section of Employee self-service contains cards related to Leave and Absence, Performance Management, Competencies, Benefits, Tasks, and Attachments.

The Time Off Balances card displays the balances for any enrolled plans. This card forecasts your balance based on your accrual method. You can enter and submit time-off requests, which will then go through an approval workflow process. For more information about Leave and absence, see Leave and absence overview.

The Tasks card displays tasks that are assigned to you and lets you view and manage them.

The Next Registered Course card displays the next course you're registered for. You can view and register for any open courses. All courses that are open for sign-up have a status of Started, and allow employees to self-register appear on this card. Depending on your organization's settings, your course registration might go through an approval process.

The Certificates card displays the certificate and expiration date of the certificate expiring closest to the current date. You can update, add, or remove certificates. Depending on your organization's settings, certificate updates might go through an approval process.

The Next Scheduled Review card displays your next performance review. You can start a new review from this card. Your manager or HR representative can also initiate reviews. Depending on your organization's settings, you might also be able to view, update, and submit exit reviews from this card.

You can manage your goals with the Performance Goals card. This card displays the number of goals you have in each status (Not started, On track, and Needs improvement). You can create, update, and remove goals, depending on your assigned role-based security. If you want, you can add new goals from groups or templates. Managers and HR can also create goals on behalf of employees and determine how detailed each goal will be. Managers and employees can collaborate on goals and update activities, measurements, and status. You can also include attachments.

You can view your existing skills on the Skills card. You can update skills, add new ones, or remove any that are no longer relevant. Depending on your organization's settings, changes to your skills might go through an approval process.

You can view your current compensation through the Compensation card. Select Show to view your annual pay and last increase amount. If you're employed in more than one company, each annual amount displays on the card. To view your detailed compensation history, select the annual salary amount to open the Fixed and variable compensation history form. Future compensation doesn't display in this form. If you have more than one employment, you can switch between companies within this form to view your compensation history without logging into each company.

View and manage documents with the Attachments card. You can manage all External attachments. Both HR and employees can add attachments through Employee self service or the Worker form. Attachments are set to External by default.

Additional information

This section provides links to other Employee self service areas, similar to the My Career Information section.

Sign up for benefits through the Benefits link. For more information about Benefits management, see Benefits overview

Under Performance, you can select Performance journals to create performance journal entries to use on both performance goals and reviews. You can select Send feedback to provide feedback for other employees within your organization. Depending on your organization's settings, emails might be sent to the recipient, sender, and managers. You can send feedback to all employees within the organization. Sending feedback isn't restricted by company.

Under Competencies, you can make changes to Courses, Education, Positions of trust, and Professional experience. Depending on your organization's settings, updates to these competencies might go through an approval process.

You can view job details under Organization. Job details include skills, certificates, and areas of responsibility for your primary position. You can also see any loaned equipment checked out to you. Depending on your organization's settings, changes to loaned equipment might go through an approval process.

Under Questionnaire, you can see completed questionnaires. You can also see company-wide questionnaires that haven't been completed. You can choose to complete a questionnaire at any time. The author of the questionnaire can determine the time frame and for whom the questionnaire is applicable.

You can configure user-defined links in Human Resources parameters. For example, you can define links to pay statements, year-end documentation, or external solutions. These links display at the bottom of this section, but you can move them by using personalization.

You can also create additional tabs by embedding Power Apps within the Employee self service workspace. Use the Settings menu to personalize the page with any Power Apps. In the Settings menu, you can choose to add a Power App, complete the details, and insert the app. By default, Power Apps appears as the first tab in the sequence. You can change the order by using standard personalization.

My team

The My team tab displays the following information for Manager self service. Only managers can access the My team tab.

Personnel actions

Personnel actions display based on configuration options within Human resources shared parameters and Human resources parameters. When enabled for Workers, personnel actions enable new menu options, including:

  • Request new employee
  • Request new contractor
  • Request worker reassignment
  • Request termination
  • Request compensation change

You can configure these options to go through an optional review and approval workflow.

Enabling Position actions enable the following options:

  • Request new position
  • Request change to position details

You can also configure these options to go through an optional review and approval workflow.

Summary

Information in the Summary section depends on the options HR has selected in Human resource parameters. On the Manager self service tab of the Human Resources parameters page, you can configure options for displaying expiring records and open positions. Enabling these options determines what managers can see in the Summary section.

You can configure the following tiles for managers:

  • Certificates expiring for my team
  • Identification numbers expiring for my team
  • Probations expiring for my team
  • Screenings expiring for my team
  • Tests expiring for my team
  • Open positions for direct and/or extended reports
  • Pending time off requests for my team
  • Team skills assessment
  • Skill gap analysis
  • Team performance journals
  • Team performance goals
  • Team performance reviews
  • Exiting workers

You can configure the following options for managers to make changes or add leave requests on behalf of their direct reports:

  • Certificates
  • Courses
  • Loan items
  • Skills
  • Leave and absence requests

My team information

My team information allows managers to view and update direct and extended reports. To access extended reports, select the employee who has directs, and then choose View team on the card. All of the same options apply to extended reports as direct reports.

Summary tab

The Summary tab provides a quick view of your direct reports. If a direct report also has workers reporting to them, the card displays the number of direct reports in the upper section, along with a View team button. Options above each card apply to the selected employee. For example, if you want to enter a leave request on behalf of an employee, you select the employee and then choose Request time off above the cards.

If you select the Details button after selecting an employee, the following options display:

  • Certificates
  • Compensation
  • Courses
  • Reviews
  • Time off
  • Loaned items
  • Performance goals
  • Registered courses
  • Skills
  • Send feedback

Depending on your organization's settings, you can either make changes or view only.

Position tab

The Positions tab provides a summary view of employees in their primary position. Name, tile, and department displays in the heading area of each card. This card includes:

  • Seniority date - Displayed from the worker summary section of the worker form
  • Years of service - Calculated based on the employee's employment start date
  • Number of previous positions - Based on position history, selecting this number opens the detailed view of all previously held positions
  • Birth date - The month and day of the employee's birth date

You can view position data for both direct and extended reports.

Compensation tab

The Compensation tab displays the employee's annual salary. A company identifier displays under the salary amount. If an employee has more than one employment and is getting paid from multiple legal entities, the employee will have multiple compensation plans. To see all compensation plans across legal entities without switching companies, you must enable cross compensation under Human Resources > Shared parameters > Advanced access > Enable cross company compensation.

To view compensation history, select the salary amount to open the Details form. Only current and historical fixed and variable compensation records display in the Compensation form. If an employee has more than one employment, you can switch between companies to view compensation history in each company or enable cross company compensation in Human Resources Shared parameters to view all compensation plans.

You can view compensation for both direct and extended reports.

Leave and absence tab

The Leave and absence tab displays the top balances for employees that have activity. To take action or view a full list of activities, select Details and then select Time off. On the Time off form, you can view balances, requests, approved time off, and forecast balances to help employees better manage time. Depending on your organization's settings, you can also request time off for your directs and extended reports.

Performance goals tab

The Performance goals tab summarizes performance goals by status. Select a number for a status or select performance goals from the Details to see all goals for an employee. Managers and employees can update goals as needed over the duration of the goal.

Managers can see all goals for their team through the Team performance goals tile in the Summary section of My team.

Reviews tab

The Reviews tab summarizes the reviews the employee has in each state: In progress, Ready for review, and Final review. To access an employee's review, select the Details button and then select reviews to collaborate on. Based on where a review is within the workflow process, you can see if the review is available for updating.

You can see all reviews for your team through the Team performance reviews tile in the Summary section of My team.