Optimising Citation HR Software for Your Business
Citation HR Software is a cradle-to-grave employee-lifecycle management tool that provides you with compliant and up-to-date employment documentation as well as best-practice guidance on all employment law matters.
Citation HR Software is user-friendly however the system works best once it is optimised for your business. It is important that you familiarise yourself with the system to ensure you are getting the most you can out of Citation HR Software.
This checklist provides you with a framework that will ensure business optimisation. Please refer to the Knowledge Base articles set out below for step-by-step guidance on how to complete each stage of the set-up framework.
There are four training sessions you can attend to assist you with learning how to use Citation HR Software. You can register or watch the sessions on demand: Learn how to use Citation HR Software - Setup and training sessions.
This article supports all the content included in the training session 'Citation HR Software Account Setup: Getting you up and running'.
Setting the Foundation
Step 1 - Company Branding
Citation HR Software allows for you to set up the system with your company logos, letterheads and an email signature. This means that whenever you create a document through the completion of Citation HR Software's checklists, the documents will be automatically generated with the relevant company branding. You can also update the email settings, so that emails sent from Citation HR Software look like they are coming from your company.
Step 2 - Create your Branch Structure
Branches are how Citation HR Software separates and organises Employee records. Put simply, branches are set up in Citation HR Software to mirror your organisation's structure. Branches are central to your Citation HR Software account because they structure the relationship between your managers, your employees and the HR documentation you upload or generate from your legally compliant templates.
- Branches - How to create and give access to a Branch
Step 3 - Upload or Create Worker Records
Worker Records (Employees / Contractors / Volunteers)
To ensure that your workplace and HR management processes are integrated with Citation HR Software, you will need to upload existing candidates, employees and/or contractors into the system. You can manually create them one by one, upload them in bulk via the Excel importer, or import them using payroll integration (if available).
For each employee, you will need to assign them a unique Employee ID number for automation purposes and will also need to assign the employee to the branch that is relevant to them.
- Importing Employees - what are the methods?
Step 4 - Upload Company HR Documents
Just as individual employees might have historical HR documents that need to be uploaded against their own HR record, you probably also have company documents that you want your managers and employees to be able to access via the Management Portal and/or the Self- Service Portal.
Citation HR Software stores three types of company HR documents:
- Policies - for current workplace policies
- General Docs - for general workplace documents such as general forms, guides, organisational charts, etc.
- Library and Awards - for any Awards or Enterprise Bargaining Agreements you have.
- Company HR Documents - Overview
- Company HR Documents - How to Upload
- Company HR Documents - How can I create a new policy?
Step 5 - Upload Employee HR Documents
Worker History (Employees / Contractors / Volunteers)
It is now important to ensure that each of these new candidate / employee / contractor files are complete with up-to-date information and documentation on the employment history to ensure that manager/s are appropriately informed on all employee matters when managing staff throughout the employee-lifecycle.
Citation HR Software allows for you to upload, in bulk, all types of employment documentation, such as contracts and letters, which will automatically be saved to each candidate / employee / contractor file through the use of unique ID numbers.
- Employee Documents - Overview of the Different Ways to Upload or Import Employee Documents
Step 6 - Setup and Upload Training and Qualifications
Your business will first need to set up your Competency Library to reflect the job requirements for each role and function. Once your Competency Library and Roles have been created, you will need to apply them to your Employee Records. The final step is to update the Competency details and upload or link Employee documents to the Competency on the Employee's Record.
- Overview of the Training and Qualifications Functionality
- Your Checklist to Getting Started with Training & Qualifications
Once set up and launched, workers can create, manage and update their own competencies, training and qualifications through their eSS portal. As part of your launch, you might require each worker to review their current training and qualification and update any licenses or certificates that may have expired.
Almost Ready!
When you have completed the steps above, you will have setup and populated your Citation HR Software account to a point where you can start using it. There are further steps to complete to finalise your setup that will assist your business to utilise Citation HR Software to it's full potential.
You can now start to do the following:
- View and manage worker records (employees/ contractors / volunteers)
- Generate employment documentation such as contracts, policies, letters, guides, form and more
- Complete checklists for all types of employment matters
To take your account to the next level, go through our Citation HR Software Account Setup: Additional Features; training your managers; launch to your employees article.
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