HR

See what is due, and open the record to put it right

1. Read the tiles at the top: With something due, Expiring or ending soon and Lapsed each count people, not papers.
2. Press a chip above the list to narrow it: All, Probation not confirmed, Lapsed or Ending soon.
3. Read the tags beside each person: what runs out or has ended, and on which day.
4. Press Open beside the person.
5. Put it right on the tab their record opens on.

Then: Their HR record opens on the tab where it is kept: Documents & checks for a check or a document, Employment for an engagement that ends, Joining & leaving for a probation. A newer check of the same kind, or a newer document of the same kind and title, takes the old one's place on the list.

Rather not? Press Find a person to look somebody up in the whole list instead.

Who: A check or a document is recorded by whoever holds Record checks over the person: the Owner and Admins, a Safeguarding lead, who holds it by default and records from the person's People page, or a seat given it. An engagement's end is changed on the person's People page. A probation's outcome is settled in its review round: where they have a manager, the manager's Confirm in post comes first; then HR records a pass, decided at once, or proposes an extension or a not-confirmed, which a decider confirms.

On Monday the Lapsed tile reads 2. Grace, the Owner, presses it and finds a background check at Riverside that lapsed 12 days ago. Grace presses Open, the record opens on Documents & checks, and Grace records the new check with its Valid until date.

Act on a notice that something runs out

1. Open the notice: it names the person, what runs out, and when.
2. Press it to open their HR record on the tab where the date is kept.
3. Read the reminder above the tabs: the day, and what to do.
4. Ask the person for the renewal.
5. Record the renewed check or document, with its new date, on Documents & checks.

Then: The renewal starts afresh, and nothing more is said about the old one, when it takes the old one's place: a document of the same kind and the same title, or a check of the same kind with a later Carried out on day. Otherwise the old one is still chased. The new date is told at its own stages.

Who: Once a day, each item is told once at each stage: a right to work 90, 60 and 30 days ahead and when it lapses; everything else, a contract's end and a probation's end included, 30 days ahead and when it lapses. HR nearest the person's units is told (the Owner only where nobody nearer keeps HR records), and so is whoever holds the position their seat reports to. The person is told about their own papers and contract, never their probation.

Riverside's coordinator has a work permit running out on June 30. Ana, the HR administrator for North Region, and Daniel, who holds the position the coordinator reports to, are told on April 1, May 1 and May 31, and the coordinator is told too. Once the renewed permit is recorded, nothing more is said about June 30.

See who starts, whose probation ends, and who is leaving

1. Look under Starting soon: whoever starts in the next 30 days, with their joining checklist's progress.
2. Look under Probation ending: each probation that ends in the next 30 days, and where its review stands.
3. Look under Leaving: the next five exits under way, with each last day and how far clearance has got.
4. Press a name to open their record, or Joining, Probation or Leaving for the whole list.
5. Press a link under Work by area to go to the joining and leaving, letters or reviews waiting on you.

Then: A starter's or a probation's name opens their Joining & leaving tab; a leaver's opens their exit.

Who: Leaving is HR's alone. A manager sees who starts and whose probation ends among the people who report to them.

Set or change your HR PIN

1. Find Your HR PIN at the foot of the page.
2. Press Set a PIN, or Change your PIN if you have one.
3. Type six digits in New PIN.
4. Type them again in The same again.
5. Press Save the PIN.
6. If you are asked to confirm it's you, type your password, and the code from your authenticator app if you set one up; with no password here, only the code is asked.

Then: The page says your PIN is set. From then on your PIN, or your password, opens pay, personal details and sensitive fields. It stays open for 10 minutes, then asks again. While you work on a person's HR record it is renewed as you go, and never for more than 8 hours from your PIN or password.

Rather not? Press Remove your PIN: your password still opens HR's locked records.

Who: Only you set your own PIN. Confirming it's you holds for 15 minutes, and so does signing in, so you are not asked again straight away. With neither a password nor an authenticator app, as when you sign in with Google alone, a PIN can be set only within 15 minutes of signing in.

Mary Ann signs in with Google and has no password or authenticator app here, so the HR unlock has nothing to ask them for until they set a PIN. Straight after signing in, they press Set a PIN, type six digits twice and save it, within the 15 minutes that signing in counts as confirming it's them. From then on they open pay on a record with the PIN.

If you are told of five wrong tries at your HR unlock

1. Open the notice “Five wrong tries at your HR unlock”: it brings you to Your HR PIN on this page.
2. Press Change your PIN.
3. Type a new PIN in New PIN.
4. Type it again in The same again.
5. Press Save the PIN.
6. Change your password too, from Your account.

Then: Your old PIN opens nothing from now on.

Who: The notice goes to you alone, whatever you chose about notices, and once for each spell of wrong tries.