If you have been given the necessary permissions, you can access and view any already existing records on your WhosOff account, by doing the following;
- Click on Staff Hub on the Left Hand menu
- Click on Records
- On the resulting page you will have some filter options available to access. This allows you to display the required information, as well as offering the option to Export / Print the data shown on screen.
- Category - Select which category you would like to view information from
- Status - Select the status of the records you would like to see;
- Complete
- Overdue/Expired
- Active
- Due
- Handler* - You can choose to filter records by the Handler assigned to them
- Date Range** - Select which dates you would like to cover in the data capture
- Type - Select who you would like to view the data for i.e. Company, a Department etc.
- Sort By - Choose your desired sorting option
*Only visible when you have users with the Handler permission
**Only available when viewing Completed records
Whenever you make a new selection or change one of the filter options, click Run to refresh the data on screen.
ADDING A RECORD
You can add a new Record at any time by clicking on the Add New option, then following the steps on the Right Hand menu.
- Staff Member - Select the staff member you want to create a Record for
- Handler - Select who you would like the Handler of this record to be
- Category - Choose the relevant category that this record belongs to
- Reference - Enter a reference for this record, this could be a document no. or even just the staff members Staff Code / Employee ID no.
- Start Date - Choose the start date for this specific record
- Due Date - Select the date this record is due to be completed by
- Send Reminder* - Choose to send a reminder via Email to the Staff, Handler or Both (the date the reminder is sent is based on the Action Days specified on the Category)
- File location / linked document - This can be useful for inserting a link / name of a document that is stored outside of WhosOff, but is still relevant to the record, allowing for quicker access to the necessary document(s).
- Notes - Enter any notes that are relevant to the record
- Completed Date - Enter the completed date for this record (if not yet complete, don't populate this date until it has been completed)
- Then click Add
Once you have clicked Add you will get the option to upload a file onto the Record. Once saved, the Record and File will be visible to the relevant person(s) it's been made available to.
*Send Reminder is only available if a Due Date has been entered and is based on the Action Days specified on the Category for example, the Start Date minus Action Days will determine when the reminder is sent out.
Quick Tip - Don't forget that you can keep track of any important Records a lot easier using the Records Overview dashboard widget.
Don't forget that access to this area can be restricted as much as you need, in terms of who can access the information either as Read-Only or Read/Write access, but also who individuals are allowed to see within this area, you can view this further within the Staff Hub - Settings article.
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