Smart Admin Tutorial (cont...)
2. User Admin
All employees in the organisation need to be entered as users onto
Appraisal Smart to enable them to access the system.
The "Create New User" page is self-explanatory, except
for the following fields that may need some additional explanation:
Login ID: This should preferably be the employee's business
email address to ensure that the Login ID remains unique to this
person. An Administrator must enter this for employees first before
they can log into the system.
While initially selected by an Administrator as well to allow
the first login by the user, users may change their passwords at
any time later (by clicking the "edit" link on the Appraisee
Homepage, that will take them to their own User Files).
We suggest that
you use the employee's email address here as well for them to access
the system the first time. Once logged in for the first time, they
can change the password to anything else and as frequently as they
So your first
instruction to them need to be something as follows:
to the Appraisal Smart website by clicking on the following link:
http://www.appraisal-smart.com. Then click on the Client Login tab
top right, and log into the system by using your email address for
both the User ID and Password. You can then change your password
in your own User File that will open when you click on "edit"
on your Appraisee Homepage. However, keep your email address as
your User ID. If you ever forget your password, just contact your
Appraisal Smart System Administrator to let you know what it is.
You can change your password as often as you like, but you should
do so at least once per year. While you have your User File open,
add to or change its contents as necessary - now, as well as in
future as your details change. Your Line Manager and System Administrator
will assist you in keeping your User File current and accurate."
Tick this box if this user has staff members to appraise (normally
all managers and supervisors with staff reporting to them).
Admin: Divisional System Administrators (Divadmins) need to
be appointed if the organisation is quite big and where the communication
with users will be too much to handle by one person (the Corpadmin).
There can be any number of Divadmins.
the Corpadmin with system administration such as setting up and
editing User Files and answering user queries (from their allocated
units). You will notice that there is a hotlink "Contact Administrator"
at the bottom left of each page of the system. This link opens a
non-editable User File of the appointed Divadmin, containing all
their contact details.
A Divadmin may
be allocated any number of top level units in System Admin, Unit
Admin (to "look after"). In Unit Administration, click
on "edit" next to each top level unit, and select a Divadmin
from the dropdown list for this unit. When saved, this person's
name will show in the organisation structure on this page. Remember
to re-allocate Divadmins when they are absent from work. This field
can be left blank if there will be no Divadmins in the organisation,
as all the units will then automatically link through to the Corpadmin.
typically HR staff given different divisions, regions or branches
to assist with Appraisal Smart implementation and administration
(but the role can obviously be filled by anybody else suitable).
Divadmins "report" to the Corpadmin regarding the system.
They may also need to act as Corpadmins from time to time when the
Corpadmin is away from the office. Tick the Corporate Admin box
of those Divadmins who may also have to act as Corpadmin at some
point in future.
Admin: Tick this box of those users who will need to act as
Corpadmins now or at some point future. There can only be one Corpadmin
at any one time for the entire organisation, selected from the dropdown
list in System Settings.
see the details of all units in the organisation, while Divadmins
can only see the details of those units allocated to them in UNIT
records become invisible when box "unticked". Untick this
box for those staff who have left the organisation. Their records
will remain in the system though, should you wish to view it again
at some later point. In such a case, just tick this box again in
their User Files, and their records will become visible again.
The user cannot log into the system when this box is ticked.
There may be a number of reasons why you would like to do this,
such as, e.g. when an employee is suspended from work. Have a carefully
considered HR Policy on the blocking of users in this way.
This page contains
a list of all the users uploaded onto the system. It provides the
crucial information of users for Admins (Corp & Div) to check
names opens non-editable User Files. Clicking on "edit"
opens a user's editable User File.
any column heading ranks the items below in alternating ascending
and descending lists (alphabetically and numerically).
Use the filter
to affect various combinations of searches.
This is a useful
functionality to move appraisees between appraisors when necessary,
such as with transfers. Divadmins can only move people within their
allocated units, while the Corpadmin can move anybody anywhere.
Follow the instructions
Appraisal Smart PDF Brochure