An information-rich website like WorkSmarter relies on users being able to move around at speed so we’ve built the platform to be intuitive, responsive and consistent. Hands on experience is the quickest way to learn how to get around so don’t be afraid to explore all the features and services your account offers, once you’re comfortable with the basics. 

Technology is constantly evolving, but we never make changes for the sake of it. We consult with customers and engage with any feedback so that when we introduce new services, or make tweaks and upgrades, it’s only ever to improve your experience and ensure the platform remains easy to use, effective and seamless. 

Our accessible Help Centre provides a central knowledge base, with articles, tips, video tutorials and frequently asked questions. Information is divided into clear categories and sections - from setting up your company to detailed articles about various aspects of each HR feature. Use the keyword search box to quickly find what you need. 

For those new to the platform, here are some of our most frequently asked questions.

What Happens if Users Forget Their Password?

If an employee forgets their login details, they can use the Forgot Password link on the login page to reset their password. Their username is their primary email address. 

How do I Update my Billing Details and Access my Invoices?

You can update your billing email address at any time. From the sidebar, go to the Billing tab then click on Subscription Settings. Our dedicated Billing Portal is where you can update your payment methods and download previous invoices.  

How do I Book Universal Holiday Dates for our Staff?

Managers are able to schedule staff holidays in bulk without having to book each employee individually, for instance if the company’s closed over Christmas. From the sidebar, simply click on the Organisation tab then choose Batch Updates. From here you can book a pre-approved holiday for selected users, a department or everyone in the company. 

How do I Manage Bank Holidays in the System to Ensure Staff get Their due Entitlement?

When public holidays are turned on for the user, these dates have already been added to the calendar and users don’t need to book these dates off manually. 

The statutory annual leave entitlement for most workers working a 5-day week is 28 days leave (the equivalent of 5.6 weeks.) Bank holidays can be part of this allowance. When public holidays are enabled, this will effectively provide users who fall into this category with the ability to book 28 days plus the public holidays. 

To ensure the holiday entitlement reflects your company's correct number of bookable days for users, simply reduce each employee’s entitlement appropriately. For example: there are 8 public holidays per year in England and Wales so you would reduce to 20 days. If your total allowance includes bank holidays, the eight public holidays will then make up the remainder - giving a total allowance of 28 days. 

Don’t forget that part time workers get the same holiday entitlement as full time staff on a pro-rata basis, including bank holiday entitlements.  

If have any questions about this, don’t hesitate to contact the WorkSmarter team and we’ll be happy to help. 

How do I Delete or Edit an Absence?

Only the manager can edit, update or delete an absence once it’s been added to the platform. To do this go to the Services tab from your sidebar, navigate to Absence Management and click Ongoing Absences. Find the relevant record in the list and from here you can amend or delete the record (subject to user permissions). Alternatively, you can review ongoing absences from your Dashboard via your Absence Summary or update an event via the Calendar View.

How do I Share Company Documents From a User’s HR Files?

From the Services tab, navigate to HR Files then select the relevant file. To share company documents, go to the 3 vertical dots menu on the screen, then select Share File. You can share documents with everyone, selected departments, or specific employees by adjusting the sharing settings.

Can I set Customised Expenses Budgets for Individual Employees?

The platform allows managers to customise budgets and entitlements for any user. From your WorkSmarter account, click the Organisation tab and select 'People'. Click on the required user, go to Edit Profile and navigate to Expense Settings. From here you can set a range of individual and custom budgets and entitlements.

Can I run a Summary of Timesheet Details, Suitable for Payroll?

Yes. The Reports Section allows you to export approved Timesheet summaries suitable for payroll. From the sidebar, go to the Reports tab, then select Data Exports to see a list of all the reports you can run. Scroll to the Timesheets section and locate the Payroll Summary report. You can set this by your chosen date range and by individuals, departments or company-wide.

Can Employees Answer Selected Questions Ahead of Their Performance Review?

Yes, this gives the employee time to review and answer set questions in advance, making the interview process more efficient. When you create your template, mark the questions that should be filled out in advance by the employee, based on your needs.

Can we use the Digital Signing Feature Outside of the Onboarding Process?

Whether it’s a contract, updated policy, or any other document requiring acknowledgement, you can request secure e-signatures from any team member, at any time, and save to the relevant HR File folder. The Document Signing Service is integrated within the related HR features and, when you have relevant documents, you’ll be prompted with instructions to request a legally binding digital signature. Employees will receive a notification requesting their signature with a link to sign, and managers will be notified when the signature has been received.

Is it Possible to add Documents to a Staff Training Record?

Your supporting documents can be uploaded to any training session you’re recording, so that everything is kept secure and easily reviewable in one accessible place. Attach files such as PDFs, staff certificates, Word Docs, Excel Spreadsheets and even images. You’ll be offered this option when you create a new Training Record.

Can we Record an Employee's Visa Expiry Date?

You can do this via the Right to Work section on the staff member's Employee Record. From the sidebar, go to the Organisation section, click People and then select the employee. Go to Edit Profile and select the Employee Record category. Navigate to the Right to Work section: from here you can fill in the details and enter the Visa expiry date. The system will then issue automatic reminders.