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Do you know how to start using OrgOS?

David Padilla

OrgOs is one of the most complete all-in-one human resources tools on the market today. With it you can manage everything related to HR Management and Recruitment via one platform.

In this post we are going to show you how to start using and optimally setup OrgOS by importing the data of all your employees and assigning them to profiles and roles they perform within the organisation.

Let's start! You'll see how fast and simple it is.

 

Importing employee data

The first in order step to set up your account is to import your employee data.

import employee data 1

Download Excel template

You can find our latest version of the template here . Please download it and have look at the different columns. We marked all required fields, so please make sure, that you fill out at least all of them.

Add additional fields

We already have some fields prepared for you in the app. However, you can of course add as many additional fields as you want. Therefore, simply log in and go to Settings > Employee fields and add a new field to your preferred section. We offer the following types of fields:

 

Boolean   Use the type boolean for fields, where you only expect the answer to be yes or no. You will get a checkbox in the employee profile, which you can click. You can use this for example to mark all employees, who take part in your work gym group.    
Date   To ensure, that your dates are displayed correctly for different location preferences (e.g. american vs. german), you can use the type date. All dates entered here, will switch automatically to the expected format your employees choose as their personal 'region'.    
Email   If you want to save an additional email address for later use for reminders or the like, use the type email.    
List   If you want to make sure, that only certain values can be entered to a field, go for a list. Here you can enter all allowed list items, which you can choose one from later. Use this type for example for the highest education someone has or which level of a foreign language.    
Number   The type number only accepts whole numbers (no decimals like 1,5). You can use them for anything, that you want to count, like for example how many children your employee has.    
Text   In a field of the type text you can enter any kind of text. This can be letters, numbers or special characters. So this type will fit to most of your needs, like phone numbers, usernames or IDs.    
TextArea   If you want to have the space to enter a very long text, textareas are your friends. Here you can enter up to 1000 characters. You can use them for example to store some notes.    

Add additional fields to Excel template

If you add extra fields to your employee profiles, please make sure that you add these as well to your excel template. Each field requires its own column in your spreadsheet.

Upload template

As soon as you are ready, you can upload the file. Simply log-in to OrgOS and make sure that smart docs is activated. Are you unsure whether smart docs are activates? Just look for the corresponding symbol in your taskbar:

import employee data 2

Click on Smart docs and upload the template in "my docs". Afterwards let us know and we will do the rest! Including a brief data sanity check for correct format, followed by an assisted upload.

 

Profiles and permissions

OrgOS permissions and security model is made up of two main components:  profiles and roles. These concepts are essential to understand how OrgOS controls access to data.

Profiles

Profiles determine what objects (e.g. Employee, Document, Time off request, etc.) a user can see. There are 5 different predefined profiles you can use to manage the access rights of your employees.

By default, all users are assigned to the profile 'Employee'. If someone needs more access rights, you can assign him to additional profiles. To do that, go to Settings > Profiles & permissions and add as many employees to the profiles as you need

To check the access of a standard profile just click on the name and you can see, which checkboxes are set.

Roles

OrgOS automatically generates a role hierarchy based on the field Reports tomirroring the organisational structure of the company. That way, the access of supervisors is limited to those employees which are directly below them according to the role hierarchy.

Roles determine what records a user can access for a specific object. As an example, a user with the profile 'Manager' can access Employee records but can't see all employee records, only those immediately below them in the role hierarchy.

Custom profiles

In case non of the custom profiles matches your needs, you can create your own profiles. Go to Settings > Profiles and permissions > Create profile (+Button). Choose a name and start defining the access rights of this profile.

profiles and permissions

 

Have you seen how easy it is? If you have any questions, contact us. We will be happy to help you!

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