Please note that the features described below are only available to our HR Plus customers. If you would like to learn more about HR Plus, please speak with your account manager.
This article will provide guidance on creating employee groups, the adjustment of HR settings based on employee groups, how this affects the "Add Employee" workflow, and how to modify an employee's group from their profile page.
Employee groups allow you to create different hiring experiences for your employees, depending on their circumstances. Some companies use employee groups to separate people by department. Other employee groups are configured based on location or country. They can also be defined by employment type (breaking down by interns, part-time, and full-time employees).
Setting Up Employee Groups
To set up an employee group, first click into the "Administration Workspace" and identify the "Employee Groups" button from this dashboard (inside of the "HR Settings" module).
This will bring you to a screen that allows for employee group creation by selecting the "Add Employee Group" button shown in the screenshot below.
This action will automatically create an overarching group called "Employees," and will bring up the pop-up menu pictured below. The Group Name field should be filled in with the name of the first "sub-group" you intend to create. In this case, we will set up the "Interns" subgroup to differentiate interns from typical employees. We will set Violette as the HR Manager for the "Interns" group by typing her name into the HR Manager field. Then, click Save. (Please note that, at this moment, Violette does not actually have visibility into any HR documents or workflows because her access has not yet been configured to grant her these permissions). More on HR permissions and access levels can be found here.
The result of this series of actions is shown below. We now have the Employees group, automatically managed by the President, and the Interns group underneath that.
Clicking on the paper and pen icon to the right of each group will allow the user to edit the name of the group, add or remove HR managers for the group, and view any users which may be assigned as HR managers to the group by default.
Employee Groups: Best Practices
Employee groups inherit the preferences of their parent group, but each of those preferences can be configured to be unique to that group (and therefore different from the parent). A great example is demonstrated by the "Employees" and "Interns" groups shown above. In this example, employees and interns are treated similarly by the company, with only a few differences being applied to interns as opposed to employees. Simply nest the "Interns" group under the "Employees" group so they contain the same settings. Then, you can make any required changes to the "Interns" group.
Setting HR Configurations For Employee Groups
Once you have set up an employee group for your company, you can begin to customize the features that will become the default for the group. These customizations are found in the "HR Administration" section of the "Administration Workspace," specifically within the "Offer Workflows" and "Employment Workflows" tabs.
Continuing with the example demonstrated earlier, you can edit the settings for each employee group by selecting which group's settings you would like to update at the top of the screen.
Note that settings made for the “Employees” group will affect everyone in your company unless overridden by changing that setting for a group. If a setting is unchecked, this group will inherit the value from the parent group.
How New Employees Are Placed In A Group
After your employee groups have been established and configured to your company's needs, you can add your new employees to their respective employee group during the "Add Employee" workflow.
Modifying An Existing Employee's Group
To make changes to an existing employee's group, first click into the "User Directory" and select your employee's profile. In their profile, select the "Current Employment" from the tab on the left and scroll down to the bottom. In the "Employee Profile Group," select the new employee group for this employee and click "Save" to make these changes.
Screenshots are for illustrative purposes only.
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