It’s easy to get started with WorkSmarter, and your account is modelled around your own business structure. 

There are 3 types of users on WorkSmarter’s platform: 

• Account Owner/Admins: have the authority to view all HR information within your company. You can have multiple account owners, but they must already be added to your WorkSmarter account. 

• Managers: view and manage everything related to the team members they have responsibility for. You can customise each manager’s account from their Profile, via the User Permissions section, to ensure they have the correct permissions and access for your specific requirements. 

• Employees: can see their own information; make holiday requests; view their team’s Holiday Calendar; self-report an absence. If you’re on our Complete Plan, they can also submit expenses for approval; access their HR File, Training Records, Company Announcements, and more. Again, as with managers, each staff user's account can be customised from their Profile.

The Account Owner/Admin will register the company, organise the account and set up user accounts. You have the option to upload your company's logo so that all users can see your branding: go to the sidebar and from the Organisation tab, click on Company Settings, then Company Details and select Branding.

Our premium plans are simple and affordable and there are no contracts, setup fees, or hidden costs. Register your account here. 

If you have data to import into WorkSmarter, contact us and we'll be happy to help or advise you. Read our related article: Import Your Data Into WorkSmarter. 

How do I Change or Remove an Account Owner on WorkSmarter?

To change or remove an Account Owner, go to the sidebar and select Organisation, then Company Settings. Under Company Contacts/Account Owners, select the relevant user from the dropdown list. If you're removing an Account Owner and only one is currently assigned, make sure to first assign the role to another user. After making the changes, click Save to confirm.

Once removed, the user will lose full account access but will retain access to departments they manage. Be sure to reassign any responsibilities before removing them to avoid disruption.

Set up Your Company

When you create your account, the platform guides you through the setting up process making it simple and straightforward. We’ll ask you to input your company default information, including holiday settings and working hours. 

Just follow the prompts on the screen to manage your organisational structure. You can edit, update or delete at any time from the Organisation tab. 

Adding employees to your WorkSmarter account is straightforward. To see how to set up their account and create the Employee Record, read our related article: How to Add an Employee on WorkSmarter.

If you wish to terminate an employee’s WorkSmarter account, you’ll need to remove and restrict access. To learn how to do this, read our related article: How to Remove an Employee on WorkSmarter.

What Happens if our Company Default Information Doesn’t Apply to all Employees?

Use the standard information that applies most commonly to staff in your organisation as your default. Once your account is fully set up, you can override your default settings for individual staff and new employees. Customise working hours by entering relevant changes in the Working Hours table and saving the information. The system calculates the paid working hours automatically based on your inputs. 

To customise holiday allowances, simply enter the total number of days the employee is entitled to take off per holiday year and set their allowance accordingly. Holiday entitlement, whether standard or customised, is displayed on all Employee Records, facilitating transparency and easy tracking.

What About Staff who Work Within More Than one Department?

No problem. Simply add them to any relevant listing, and they’ll be grouped accordingly. 

Offices and departments can collaborate, allowing everyone to view relevant information, such as holidays, announcements, and shared training. To set this up: from the Organisations tab go to Departments, then select your department and scroll to the Collaborating Departments section to choose which other departments this one collaborates with.

Can I Update Multiple User Accounts at Once?

Yes. WorkSmarter’s Batch Updates feature lets you quickly update settings, permissions, or entitlements for multiple users at the same time. Go to the Organisation tab, click Batch Updates, and choose the action you’d like to apply. Select the relevant employees, fill in the other fields and submit your changes. Only Account Owners and Managers with the right permissions can use this feature.

Next Steps

Following your personal account review to check everything’s working as it should, we help you roll out WorkSmarter firstly to your lead users and then other employees, starting with a clear and friendly introductory email containing all the onboarding information they need.

Every user can keep personal and contact details up to date via the Edit Profile button whenever anything changes. Access your Profile via your profile picture or the profile icon at the top left of the sidebar. Managers can also edit employee details. 

Notifications

Stay informed and on top of your HR management with our robust notification system. Our Complete Plan provides custom notifications. 

Depending on your plan, choose the external channel and which messages you receive from WorkSmarter. Set Notifications and Permissions from the Edit Profile button. 

• Real-time Updates - receive instant email alerts and notifications directly on your preferred device whenever there’s activity on your user accounts.

• Customised Notifications - tailor to suit your needs. 

• Manager Notifications - prompt email notification, with relevant details and links, related to their team members’ activity across all subscribed services. 

• Employee Alerts - immediate email notifications for any new information or actions that require their attention.