Chapter 4: Using the People Management Module Once the People Management module is set up, users can leverage its full functionality to manage employee data and streamline HR processes. Understanding how to navigate and utilise the module effectively is key to maximising its value. This chapter provides step-by-step guidance on how to use the module for various tasks, including adding and updating employee details, tracking employee movements, and managing access rights. It also covers common actions that managers and HR teams need to perform on a regular basis. By learning how to use the People Management module efficiently, users can save time, reduce administrative burdens, and ensure that employee information is always accurate and up to date. Create, Update, and View the Organisational Structure Create the organisational structure Click the  gear icon  to access the  Setup and Configuration  menu. Select  Organisational Structure  from the drop-down menu. Create an organisational structure based on the organisation’s size, goals, industry, and work style. Some examples of organisational structures: Hierarchical structure  – based on levels of authority and responsibility Functional structure  – focuses on specialised roles or departments Divisional structure  – based on product lines, geographical locations, or customer types Team-based structure  – centred around project teams or cross-functional units Process-based structure  – focuses on workflow and end-to-end processes Hover over the name of a level to access the editing options. You can rearrange organisational levels by using the drag-and-drop feature. To  add  a subordinate level, click the  plus icon  next to the relevant level name. Complete the details of the organisational unit. Enter the name and code of the organisational unit. Choose the appropriate organisational level type from the dropdown menu. Toggle the  Publish  option on or off as needed. Toggle to enable new registrants to select this organisational unit when registering on the system. If configured in the  master data , the business location can be selected. To learn more about master data, navigate to the  Master Data Maintenance  part of this chapter. Other additional information about the organisational unit can be added, but is not required. Click  SAVE ADD NEW  to add another subordinate level to the same organisational unit. Click  SAVE  when finished or click  CANCEL  to discard any changes. Once you have finished creating your organisational structure, it may look similar to our example. Update the organisational structure Click the  gear icon  to access the  Setup and Configuration  menu. Select  Organisational Structure  from the drop-down menu. Click the pencil icon  next to the name of an organisational level to  edit .  Update the details of the organisational level. Click  SAVE  when finished or click  CANCEL  to discard any changes. To  delete  a level, click on the  trash bin icon  next to its name. Please note that a level cannot be deleted if it has: subordinate levels, vacant positions, or active positions. When deleting, provide a valid reason for the deletion, confirm that you acknowledge and agree to the action, and then click  DELETE . If you wish to cancel the operation, click  CANCEL  to discard any changes. The green, yellow, and red icons next to an organisational level's name indicate filled, vacant, and inactive job positions, respectively. In our example, there are four filled positions, and no vacant or inactive positions.  By clicking on the organisational level's name, the filled, vacant, and inactive  job positions  can be viewed on the right. To move a position to another organisational unit, drag and drop it into the appropriate unit on the left. View the organisational structure Navigate to the  Main Dashboard , then click  MORE INSIGHTS on the  My Colleagues widget. The organisational structure will appear. You can expand the levels to view your reportees' subordinates. Access the Job and Position Library After establishing the organisational structure, we can proceed with creating job titles and positions using the Job Management functionality.  In  People Management , job titles, job positions, and roles serve different but connected purposes. A  job title  defines the type of work or function. A  job position  is a specific instance of that job title within the organisational structure and can be assigned to an employee. A job title can have many job positions. A  role  defines what a user is allowed to do in the system based on permissions and access levels. Let us proceed with adding a job to the Job Library . Click the gear icon to access the Setup and Configuration menu. Select Job Management from the drop-down menu. This screen shows all the job titles, positions, and vacancies within your organisation. Click  +NEW JOB TITLE to add a new job title. The Job Details screen will appear. Enter the job title and job code. If the  master data for the occupational category, occupational level, OFO code, and job grade data fields has been set up, you can select the appropriate data from the drop-down menus. To learn more about master data, navigate to the Master Data Maintenance part of this chapter. You can toggle the Critical Job switch on and off as required. Toggle to enable new registrants to select this job title when registering on the system. Other additional information about the job title can be added, but is not required. Click SAVE when you are finished or click CANCEL to discard your edits. A message will appear to confirm the successful creation of the job title. After saving the new job title, click  PUBLISH to finalise and share it.  Toggle to confirm that you acknowledge and agree to the changes, then click PUBLISH . A message will appear to confirm that the job title was published successfully. Once the job title has been created, additional tab options will appear at the top of the screen. You can either set the Requirements for the role or click on the Positions tab to add new job positions associated with that role. Click on Positions to proceed. The current positions linked to the job title will be displayed. Click  +NEW POSITION to add a new position. The Position Details  screen will appear. Enter the position title. The position code will be automatically generated. Click the  Critical Position toggle if required. Click the hand icon to select the location in the organisation.  In the pop-up window, select the location in the organisation for this position. Click  SAVE when you are finished or click CANCEL to discard your edits. The pop-up window will close. Back on the  Position Details  screen, click  SAVE to save your changes, or click CANCEL to discard your edits. You can return to  Job Management to continue adding job titles and positions as needed. This screen shows all the job titles, positions, and vacancies within your organisation. User and Access Management Navigate to user and access management Hover over the sidebar menu and click People Management . Navigate to the  VIEW/EDIT PEOPLE tab. Hover over the card of the person you would like to transfer, then click the  pencil icon to manage their profile. On the left-hand menu on the person's profile, click on  USER PERMISSIONS . People Admin Permissions specify which users can view or edit the profile information of the person whose profile you are viewing. Reporting Lines Click  REPORTING LINE . Select the  Reporting Type  from the drop-down menu, then click on the correct reporting line. In our example, we have chosen the Line Manager reporting line. Select  People Administrators  from the drop-down menu, and toggle to override permissions. Please note that for the user to appoint new people, the user must be granted access at the organisational unit level (see the next section for more information).  Select which fields in the  People Management  module the user may view or edit. Choose whether they may reset passwords, access users' performance agreements, or view documents. Click  SAVE  when you are finished or  CANCEL  to discard your changes. You have successfully assigned people admin permissions based on a reporting line. Organisational Unit Click  ORGANISATIONAL UNIT . Expand the organisational structure to find the correct organisational unit. Click the icon of an individual person to grant the user permission to access the data for users within that organisational unit only. Click the icon of a group of people to grant the user permission to access the data of users within that organisational unit and any subordinate units. Confirm whether you would like to create the people group, then click CONTINUE . Select  People Administrators  from the drop-down menu, and toggle to override permissions. Choose whether this user may appoint new people. Select which fields in the  People Management  module the user may view or edit. Choose whether they may reset passwords, access users' performance agreements, or view documents. Click  SAVE  when you are finished or  CANCEL  to discard your changes. You have successfully assigned people admin permissions based on an organisational unit. Custom People Groups This method is ideal for managing access that doesn’t align with traditional org structures or reporting lines. If an administrator should have access to all employees in the system, assign them to the “All People” group. Click  CUSTOM PEOPLE GROUP . Select the people group from the list. For more information on creating people groups, please visit Create People Groups . Select  People Administrators  from the drop-down menu, and toggle to override permissions. Please note that for the user to appoint new people, the user must be granted access at the organisational unit level (see the previous section for more information).  Select which fields in the  People Management  module the user may view or edit. Choose whether they may reset passwords, access users' performance agreements, or view documents. Click  SAVE  when you are finished or  CANCEL  to discard your changes. Confirm whether you would like to override the permissions for people administrators, then click  CONTINUE . You have successfully assigned people admin permissions based on a custom people group. System Modules Admin These permissions grant users administrative rights for the following modules linked to Version 9 of Signify Software: Event Scheduling Job Management Translations Learning Management Organisational Structure People Management Performance Management Report Builder Ruleset Management Tenant Management When users are assigned permissions for these modules, they can: Configure settings and features within each module, Manage module-specific content, and Carry out administrative actions. This guide will detail the features available to administrators of each of these modules. On the left-hand menu , navigate to System Modules Admin  and click  LINK ROLE . Select which modules you would like to grant the user administrative rights to. The module names are listed on the left, and the associated roles are listed on the right. Click  SAVE  when you are finished or  CANCEL  to discard your changes. When linking a role, note that some roles have specific responsibilities that can be toggled on and off. For example, see the tasks linked to a Performance Management Administrator . Linked Roles can be deleted by clicking on the  dustbin icon . Confirm that you would like to revoke the user's permissions, then click  DELETE . Click  CANCEL  to discard your changes. The roles and their associated responsibilities are described below. Ruleset Management A Ruleset Administrator – Global  can do the following: Do actions on the  Product  tab, excluding product setup Perform general management of all rulesets Create rulesets Edit all tabs Manage notifications A Ruleset Administrator – Single can do the following: Do actions on the  Product  tab, excluding product setup Manage master data Edit all tabs Manage notifications Tenant Management A Tenant Administrator  can do the following: Create new tenants Update tenant details Update subscriptions for products and licences Update the expiry date for subscriptions Delete tenants View the tenant list View details of tenants and their subscriptions Translations A Language Administrator  can do the following: Manage languages in the Global section Manage languages in the Products section Manage languages in the Master Data section Manage languages in the Library section Can publish languages, thereby making them available on the system Organisational Structure An Organisational Structure Administrator can do the following: Manage the organisational structure Edit organisational levels Delete organisational levels Link positions to organisational levels Move positions Delete positions People Management A People Management Administrator can do the following: Manage master data Manage people groups Manage their own user access Manage their own user data Transfer people to another ruleset Manage  Registration Access  requests Performance Management A Performance Management Administrator  can do the following: Create, edit, and delete performance templates Create, edit, and delete review years Link review setups Manage  Final Scores  for performance agreements Perform bulk actions, such as: Linking templates Deleting agreements Manage master data Manage a person's performance agreement Moderate agreements Perform quality assurance on performance agreements Manage review setups Manage the  General  section Manage review periods Manage review sections Job Profiler A Job Management Administrator can do the following: Manage job management Manage job requirements Manage positions Report Builder A Report Builder Administrator can do the following: Manage all reports Manage their own reports Create new reports Copy reports Run reports to retrieve data Manage the  Reporting Category  master data In order for Report Builder administrators to gain access to the Report Builder  module, ensure you follow the steps listed below for  Report Data Access  and  Report Category Access . Learning Management A Learning Management Administrator  can do the following: Manage master data Build and edit pathways Build and edit assessments Send email notifications from learning journeys Edit the menu and image panel at the top of the LMS portal Manage learning master data Access submitted assignments Configure gamification and rewards Event Scheduling An Event Scheduling Administrator can do the following: Manage master data Manage events: Perform setup tasks for events Manage templates Handle attendee tasks and requests Manage notifications Perform reporting on events An Event Coordinator can do the following: Manage events: Complete administrative tasks related to scheduling, attendance, and communication For more information, visit our book on the Event Scheduling module. Additional Roles These permissions grant users administrative rights for the following modules linked to Version 8 of Signify Software: Dashboards Discussion Forums Employee Evaluations Training Scheduling HR Processes Job Profiler Learning Management Leave Management Organization Performance Management Recruitment Salary Review SMS Engine System Access Talent Management Translations Workflow When users are assigned permissions for these modules, they can: Configure settings and features within each module, Manage module-specific content, and Carry out administrative actions. This guide will detail the features available to administrators of each of these modules. On the left-hand menu , navigate to Additional Roles  and click  ADD MULTIPLE ROLES . In the pop-up window, select the roles you would like to assign to the user for each module. The module names are listed on the left, and the associated roles are listed on the right. Select the correct role from the drop-down menu. Click  SAVE  when you are finished or  CLOSE to discard your changes. Different roles with varying levels of access can be assigned to Version 8 modules. For instance, a Learning Administrator  has full administrative rights for the module, while a  Knowledge Administrator  or a  Learning Manager  will have limited administrative rights, depending on the specific choices made. The  Administrator   role will always have full administrative rights for each Version 8 module . The roles and their associated responsibilities are described below. Dashboards Graphical insights and dashboards can be configured and customised to meet specific reporting and visualisation needs. Employee Evaluations The administrator can create periods, categories, participant roles, and participant assessments, create evaluations, and add participants.  Training Scheduling This permission allows a user to fully configure and manage events within the system. It includes access to tools for event setup, templates, attendee tasks and requests, notifications, reporting, and event-related master data. Users can manage their own events and employees, as well as perform administrative actions related to scheduling, attendance, and communication. HR Processes HR Processes permissions include the ability to configure workflows for processes submitted through SigniBot . This configuration is handled on the People Management Product Setup , under HR Processes . Job Profiler Being a Job Profiler Administrator allows a user to manage job profiles, their associated requirements, and any linked jobs. Learning A Learning Management Administrator  can do the following: Manage master data Build and edit pathways Build and edit assessments Send email notifications from learning journeys Edit the menu and image panel at the top of the LMS portal Manage learning master data Access submitted assignments Configure gamification and rewards Leave Management Being a Leave Administrator allows a user to configure the Leave Management module, including setting up public holidays, leave rules, leave groups, and leave types. The user can also link or update leave on a person’s profile, manage related master data, and view leave requests and history. Organization This permission allows a user to manage organisational levels and units (including editing and deleting), as well as link, move, and remove positions within jobs. Performance Management A Performance Management Administrator  can do the following: Create, edit, and delete performance templates Create, edit, and delete review years Link review setups Manage  Final Scores  for performance agreements Perform bulk actions, such as: Linking templates Deleting agreements Manage master data Manage a person's performance agreement Moderate agreements Perform quality assurance on performance agreements Manage review setups Manage the  General  section Manage review periods Manage review sections Salary Review Salary Review Administrators can configure related master data and access employee reviews. System Access This permission allows a user to manage registration access and fields, including related master data and the mandatory status of registration fields. SMS Engine An administrator on the SMS Engine can configure the SMS setup and manage SMS templates. Global Similar to the Tenant and Ruleset Administrator administration permissions in Version 9, the Global Administrator role allows a user to manage master data, perform actions on the Product tab, access the Module Product Setup , and update and manage the tenant’s configuration settings. Additional Reporting Rights Standard system reports are pre-configured, pre-deployed reports uploaded to the system that retrieve information from Version 8 modules. Navigate to Additional Reporting Rights . Tick the report folders you would like to grant the user access to. Within each folder, complex reports and quick reports are stored. Expanding the cascading folders lets you grant the user access to specific reports by ticking the corresponding boxes. After selecting all required reports, click  SAVE PERMISSIONS . Report Data Access In order for Report Builder Administrators to gain access to the Report Builder  module, ensure you follow the steps listed below. On the left-hand menu , navigate to Report Data Access  and click  SELECT DATA CATEGORIES FROM THE LIST . Select which data categories you would like to grant the user access to. Click  SAVE  when you are finished or  CANCEL  to discard your changes. To revoke a user's access to a report data category, click on the dustbin icon . Confirm that you would like to proceed with the deletion, then click DELETE  to proceed, or  CLOSE  to discard your changes. Report Category Access In order for Report Builder Administrators to gain access to the Report Builder  module, ensure you follow the steps listed below. On the left-hand menu , navigate to Report Category Access . Toggle the switches to grant users access to specific report categories. User Roles To access a quick overview of the people linked to a specific role, use the  Product Roles and Permissions  feature of the  People Management  module. Click the gear icon to access the Setup and Configuration menu. Select Roles from the drop-down menu. The Product Roles  screen will appear. The table displays the various roles in the system, the standard permissions for each role, and the number of people linked to each role. Click to view a summary of the people linked to a specific role. To assign a specific role to specific people groups, navigate to  People Group Roles . Click  +ROLE  to add a new role. Assign an appropriate name to this role. If the role requires managing people, tick the checkbox. Click SAVE ADD NEW to add another people group role, SAVE when finished, or CANCEL to discard any changes. To delete a people group role, hover over the name and click the  dustbin icon . Confirm you would like to proceed with the deletion and provide a valid reason. Click  DELETE  to remove the people group role, or  CANCEL  to discard your changes. Master Data Maintenance The Master Data Library serves as the foundational control layer for all standardised organisational data used across the system. Its purpose is to ensure that key reference data, such as genders, job titles, locations, document categories, and disciplinary outcomes, are centrally defined, consistently applied, and tightly governed. Modules such as  Performance Management ,  Learning Management , and  People Management  rely on master data setup to optimise certain features of these modules. It acts as a single source of truth for all structured, repeatable data elements used within employee profiles, processes, and reporting. Instead of allowing users to manually input free-text values, the system relies on predefined lists to maintain consistency , accuracy , and alignment across the organisation. Click the gear icon to access the Setup and Configuration menu. Select Master Data from the drop-down menu. The Master Data Library will open. Use the  search bar  to filter by  People Management . For our example, we will configure master data for  Assets . Most of the master data setup follows the same process, so these steps can be applied to any master data library entry. Click on the library item you would like to update. The master data configuration for  Assets will open. Each master data library is constructed in a similar way for consistency. Each row represents a  specific asset item (e.g. Laptop, Monitor, Hard Hat, Gloves ), along with several configuration controls. Order Defines the display sequence of asset items. This determines how items appear in dropdowns or selection lists elsewhere in the system. Active Indicates whether the asset is currently available for use. Active items can be assigned to employees Inactive items are hidden but retained for historical data integrity Asset Type ID Groups assets into categories (e.g. Hardware , Safety Gear ), helping with organisation and filtering. Default Marks whether an asset is automatically selected or prioritised in certain contexts. Only specific items may be designated as defaults. Name The label of the asset as it will appear to users across the system. Set Order By (button) Allows administrators to reorder the list dynamically, typically via drag-and-drop or sorting logic. Required Determines whether this asset must be captured or assigned in relevant processes (e.g. onboarding or equipment allocation). Last Edited (By User) Displays audit information showing when the item was last modified and by whom, supporting traceability and governance. To add a new master data entry, click  +ITEM . Complete the form, noting which fields are  required  (marked by a * ). Click SAVE ADD NEW to add another master data entry. Click SAVE when finished or click CANCEL to discard any changes. The master data is now ready for use. In our example, we have configured master data for  Assets . These master data library items will be used to populate the  drop-down  menus when adding an asset to a person's profile.   Bulk Additional Service Imports The Integrations page serves as a central configuration and monitoring interface for managing automated data integrations between external systems and the People Management platform. Its primary purpose is to enable administrators to control how data is imported , synchronised , and processed across various system components, ensuring that organisational data remains accurate, up to date, and aligned with external sources. To navigate to the  Integrations  page, click the  gear icon  to access the  Setup and Configuration  menu. Hover over  Ruleset Setup  in the drop-down menu. Click Integrations . A significant portion of the  Integrations page is dedicated to Bulk Additional Service Imports , which is divided into two key mechanisms: Push imports, where external systems send data into the platform. Pull imports, where the platform retrieves data from external sources on a scheduled basis. For our  People Management  module functions that require syncing, we will focus on  push imports . Each import type is presented in a structured table displaying critical operational details, including the import name, scheduling frequency, last execution timestamp, and whether the import is currently active. Examples of managed imports include user data, reporting lines, organisational structures, appointments, permissions, training data, and master data. This enables administrators to monitor integration health, identify inactive or unscheduled imports, and ensure that essential data flows are functioning as expected. To kick off an ad hoc synchronisation of data, such as after completing a People Management  import using the import sheet, creating people groups, or updating a reporting line, click  REQUEST ALL DATA to sync the whole data set. For large data sets, this may take some time and may significantly affect system performance, so please use it with caution. However, if you would only like to sync the changes you have made recently, click  REQUEST RECENT CHANGES . A message will appear, notifying you that the sync job has successfully staged. To set up a regular schedule for a sync job to run on certain data sets, such as user imports, appointment information, or master data, click the  Schedule  column. Click to enable a schedule, then click +ADD SCHEDULE to create a new schedule. Complete the schedule information. Click  SAVE to confirm your changes, or CLOSE to cancel this process. It is recommended that these tasks be scheduled outside working hours, such as early in the morning or late in the evening, to prevent the synchronisation from affecting the user's experience, data loss, or system performance. Create People Groups A target audience, or a People Group , can be created to identify users based on specific criteria. The goal is to group users in a way that optimises processes such as: reporting, communication, performance tracking, and workforce planning. After successfully importing users into the system, people groups can now be created. Click the gear icon to access the Setup and Configuration menu. Click People Groups in the drop-down menu. You can create target audiences based on several factors. These include, but are not limited to: Organisational factors (department, team, location, reporting lines, etc.) Job-related factors (job title, job level or grade, employment type, etc.) Tenure and employment history (length of service, start date in company, etc.) Skills and competencies (certifications and qualifications, soft skills, technical skills, etc.) System-related responsibilities (administrative rights, project involvement, etc.) For our example, we will be creating a people group based on an organisational unit. On the left-hand menu , click Organisational Units . At the bottom of the screen, click +PEOPLE GROUP . Expand the organisational structure to find the organisational level you are searching for. When creating a people group, you have two inclusion options : Include people only within that organisational unit, excluding users in subordinate levels. Do this by clicking the icon of an individual . Include people within that organisational unit, as well as all subordinate levels. Do this by clicking the icon of a group of people . After selecting the type of people group you would like to create, click to acknowledge and agree. Click CONTINUE to proceed, or CANCEL to discard your changes. After creating people groups, it may take some time for them to sync with the system. To trigger the sync manually, follow the steps outlined in the Bulk Additional Service Imports   section of this chapter.   Appoint, Transfer, or Terminate a Person This guide focuses on the  People Management module and the features available to the administrator. By following the outlined procedures, administrators can:  Add users manually Create an organisational structure Define job titles and positions Appoint a person in a position Add users using an import Transfer a person to a different position Terminate a person Add users Users can be added to the system in two ways: Manually, using the Organisational Structure , Job Management , and View/Edit People functionalities, or Using the import sheet. This guide will show both methods. Method 1: Add users manually To add new users to the system manually, it is essential that the following prerequisites are established: The organisational structure must be developed. Job titles and positions should be defined in the Job Management module. Create an organisational structure Click the gear icon to access the Setup and Configuration menu. Select Organisational Structure from the drop-down menu. Create an organisational structure based on the organisation’s size, goals, industry, and work style. Some examples of organisational structures: Hierarchical structure – based on levels of authority and responsibility Functional structure – focuses on specialised roles or departments Divisional structure – based on product lines, geographical locations, or customer types Team-based structure – centred around project teams or cross-functional units Process-based structure – focuses on workflow and end-to-end processes Hover over the name of a level to access the editing options. You can rearrange organisational levels by using the drag-and-drop feature. To add  a subordinate level, click the  plus icon next to the relevant level name. Complete the details of the organisational unit. Enter the name and code of the organisational unit. Choose the appropriate organisational level type from the dropdown menu. Toggle the Publish option on or off as needed. Toggle to enable new registrants to select this organisational unit when registering on the system. If configured in the master data , the business location can be selected. To learn more about master data, navigate to the Master Data Maintenance part of this chapter. Other additional information about the organisational unit can be added, but is not required. Click SAVE ADD NEW to add another subordinate level to the same organisational unit. Click SAVE when finished or click CANCEL to discard any changes. Click the pencil icon next to the name of an organisational level to edit .  Update the details of the organisational level. Click  SAVE when finished or click CANCEL to discard any changes. To delete a level, click on the trash bin icon next to its name. Please note that a level cannot be deleted if it has: subordinate levels, vacant positions, or active positions. When deleting, provide a valid reason for the deletion, confirm that you acknowledge and agree to the action, and then click DELETE . If you wish to cancel the operation, click CANCEL to discard any changes. The green, yellow, and red icons next to an organisational level's name indicate filled, vacant, and inactive job positions, respectively. In our example, there are four filled positions, and no vacant or inactive positions.  By clicking on the organisational level's name, the filled, vacant, and inactive  job positions can be viewed on the right. To move a position to another organisational unit, drag and drop it into the appropriate unit on the left. Once you have finished creating your organisational structure, it may look similar to our example. Define job titles and positions After establishing the organisational structure, we can proceed with creating job titles and positions using the Job Management functionality. Click the gear icon to access the Setup and Configuration menu. Select Job Management from the drop-down menu. This screen shows all the job titles, positions, and vacancies within your organisation. Click  +NEW JOB TITLE to add a new job title. The job details screen will appear. Enter the job title and job code. If the  master data for the occupational category, occupational level, OFO code, and job grade data fields has been set up, you can select the appropriate data from the drop-down menus. To learn more about master data, navigate to the Master Data Maintenance part of this chapter. You can toggle the Critical Job switch on and off as required. Toggle to enable new registrants to select this job title when registering on the system. Other additional information about the job title can be added, but is not required. Click SAVE when you are finished or click CANCEL to discard your edits. A message will appear to confirm the successful creation of the job title. After saving the new job title, click  PUBLISH to finalise and share it.  Toggle to confirm that you acknowledge and agree to the changes, then click PUBLISH . A message will appear to confirm that the job title was published successfully. Once the job title has been created, additional tab options will appear at the top of the screen. You can either set the Requirements for the role or click on the Positions tab to add new job positions associated with that role. Click on Positions to proceed. The current positions linked to the job title will be displayed. Click  +NEW POSITION to add a new position. The position details screen will appear. Enter the position title. The position code will be automatically generated. Click the hand icon to select the location in the organisation.  Click the  Critical Position toggle if required. Click SAVE when you are finished or click CANCEL to discard your edits. You can return to  Job Management to continue adding job titles and positions as needed. Appoint new users manually Since the organisational structure and the job titles and positions have been created, we can now add a new person to the system. Hover over the sidebar menu and click People Management . Navigate to the VIEW/EDIT PEOPLE tab Click +PERSON . Expand the organisational units to find the new position you have just created. Ensure the job title and the position title are correct, then click +PERSON to add a new person. Use the user details screen to populate the information for the new user, taking note of the required fields (marked with a * ). Update their reporting lines by clicking on the  hand icons , and complete their appointment information. Click SAVE & GO TO PROFILE  to finish setting up the new user's profile, or click SAVE ADD NEW to continue adding new users. Click CANCEL to discard your edits. If you have selected SAVE & GO TO PROFILE , you will be taken to the user's profile page. Click Welcome Notification in the profile banner to send a welcome email to the new user. Review the contents of the welcome email, then click SEND . This will send the user an email containing the system’s URL, their username, and a password reset link. You may further revise the user's information in their profile, including updates to biographical details, appointment history, or access rights. Click SAVE when you are finished or click CANCEL to discard your edits. Follow the above procedure to add users manually. This method is effective for adding small numbers of users at a time. Alternatively, follow Method 2 below if you prefer to streamline the process and add many users at a time. Method 2: Add users using the import sheet Using an import sheet, you will: establish the organisational structure, create job titles and positions, add new users, add details pertinent to each user, such as their username, gender, addresses, and contact information, and  configure their reporting lines. Use the sidebar menu to navigate to People Management . Click this ellipsis icon to access the Module-Specific Functions menu. Click Import on the drop-down menu. Ensure the drop-down options are set to  People Management and Employee Data . Click PROCEED to continue. To access the import sheet, click  DOWNLOAD IMPORT TEMPLATE . Populate the downloaded Excel import sheet with the users' information. This procedure requires attention to detail to ensure the information on the system is accurate. Please do not hesitate to ask the Signify Consultant for assistance. Once the import sheet has been completed and checked for errors, click  UPLOAD IMPORT FILE . Click on IMPORT to initiate the data validation and import processes.  The import will be staged and will run in the background until completed. If the rows were staged correctly, your pop-up window will look like this: An automatic user import runs daily at midnight, and your newly added users will appear in the system. However, this task can be kicked off on an ad hoc basis if required. See the Bulk Additional Service Imports  section at the end of this chapter for more information. Transfer users Once a person’s role or position in the company changes, they can be transferred using the People Management module. Hover over the sidebar menu and click People Management . Navigate to the  VIEW/EDIT PEOPLE tab. Hover over the card of the person you would like to transfer and click on the pencil icon to manage their profile. On the left-hand menu on the person's profile, click on APPOINTMENT . At the bottom of the screen, click on TRANSFER PERSON . Expand the organisational structure to find the correct organisational unit. Click the location in the organisation to which the employee is being transferred. Click on the employee’s new position on the right side of the screen. If the new position has not been created, you can do so by clicking +POSITION . Alternatively, you can select an existing position from the Job Library . Complete the details of the transfer, then click  SAVE to proceed or CANCEL to discard your changes. The employee’s previous position and new role are recorded in the Appointment History tab on the employee's profile. Terminate users When an employee's journey with a company concludes, they can be terminated using the  People Management module. Hover over the sidebar menu and click People Management . Navigate to the VIEW/EDIT PEOPLE tab. Hover over the card of the person you would like to terminate and click on the  pencil icon to manage their profile. On the left-hand menu on the person's profile, click on APPOINTMENT . At the bottom of the screen, click on TERMINATE PERSON . Complete the details of the termination, including their last day of service and their termination reason. Click  TERMINATE  to proceed with the termination, or click  CANCEL  to discard your edits. Once the termination is complete, the person's profile will reflect the details of the termination. Terminated users can be viewed by clicking on the TERMINATED filter on the People Management dashboard. Update a Person's Profile For users: Update your own profile Click on your profile icon at the top of the screen to access the  main menu . Click  MY PROFILE  to view or edit your user profile. Your profile will open. Use the  left-hand menu to navigate to the profile section you would like to update. Fields that are not editable will be greyed out. Update your information as necessary, then click  SAVE  to update your profile, or CANCEL  to discard your edits. A message will pop up to confirm that your profile's details have been updated. Please note that, based on your access permissions, you may not be able to view or edit some sections of your profile. If you encounter a problem, contact your system administrator to help with updating your information. Click on your profile picture on your profile banner to update your photo. Upload your new photo using the options provided. If enabled, you may also update your banner image. Click  SAVE to update your profile, or click  CANCEL  to discard your edits. For administrators: Update a user's profile  Use the sidebar menu to navigate to the People Management  module. Locate the person you would like to update, then click the  pencil icon  to manage their profile. The person's profile will open. Use the left-hand menu to navigate to the profile section you would like to update. Summary Use the  left-hand menu to navigate to Summary . Use this screen as a quick reference to update details in the following sections: User particulars Biographical information Direct contact details Physical work location Residential address Home postal address Reporting lines Edits made to this screen will be reflected in the relevant profile section. Click  SAVE to update the profile, or click  CANCEL  to discard your edits.   Profile Personal details Use the  left-hand menu to navigate to Personal Details . Complete the fields such as username, name, surname, title, and known as. Fields marked with a red asterisk ( * ) are compulsory. Provide additional biographical details, including gender, citizenship, marital status, and date of birth. Click  SAVE to update the profile, or click  CANCEL  to discard your edits. Contact details Use the  left-hand menu to navigate to Contact Details . Enter or update phone numbers and email addresses under Direct Contact . Capture social media or platform-related details under Social Contact , where applicable. Click  SAVE to update the profile, or click  CANCEL  to discard your edits. Address Use the  left-hand menu to navigate to Address . Select the Physical Work Location and complete the associated address fields where required. Review or populate the Business Address , which is linked to the organisational unit. Enter the Residential Address , including suburb, city, province, country, and postal code. Click  SAVE to update the profile, or click  CANCEL  to discard your edits. Dietary requirements Use the  left-hand menu to navigate to Dietary Requirements . Click ADD to capture a new dietary requirement. Select and define the relevant dietary information as required. Use DELETE to remove an existing entry, if necessary. Documents Use the  left-hand menu to navigate to Documents . Upload required documents by clicking UPLOAD . Review the document status: a tick indicates uploaded, and a cross indicates outstanding. Use the sections for Additional Documents , Documents You Received , and Recycle Bin to organise and manage files. Click CANCEL if you do not wish to proceed with uploads. Leave Use the  left-hand menu to navigate to Leave . Enter the Leave Group Start Date and assign the appropriate Leave Group and Work Schedule . Ensure the employee is linked correctly, as leave cannot be booked without these configurations. Click CONTINUE to proceed with further leave configuration. Extended Profile Click on EXTENDED PROFILE to access the Extended CORE module’s advanced people management features. Permits Click to navigate to  Permits , then click +PERMIT to add a new permit. Fill in the permit information, including the permit type, number, and validity. Please note that the fields marked with a red asterisk ( * ) are compulsory. The permit type forms part of the master data . To configure this, please see the Master Data Maintenance section later in this chapter.  Click SAVE when you are finished or click CANCEL to discard your edits. Assets Click to navigate to  Assets , then click  +ASSET  to add a new asset. Fill in the asset information, such as the: Asset type Asset item Quantity Description Serial number Issued date Expected return date Actual return date Please note that the fields marked with a red asterisk ( * ) are compulsory. The asset item and asset type form part of the  master data . To configure this, please see the Master Data Maintenance section later in this chapter. Click SAVE when you are finished or click CANCEL to discard your edits. Vehicles If the employee is to bring vehicles onto the premises, the vehicle information can be captured by clicking  Vehicles , then ADD . Fill in the vehicle’s information, such as the make, model, registration number, manufacture year, benefit type, and other useful information. Please note that the fields marked with a red asterisk ( * ) are compulsory. Click SAVE when you are finished, SAVE ADD NEW  to add another vehicle, or click BACK TO LIST to discard your edits. Next of Kin To capture the person’s emergency contacts or dependents’ information, click  Next of Kin and then click +NEXT OF KIN . Use the form to capture the next of kin’s contact information. Please note that the fields marked with a red asterisk ( * ) are compulsory. The relationship type forms part of the master data . To configure this, please see the Master Data Maintenance section later in this chapter.  Click SAVE when you are finished or click CANCEL to discard your edits. Criminal Record If the employee has a criminal record, the information can be documented by clicking Criminal Record, then  ADD . Capture the employee’s criminal record details, such as: Nature of the offence Sentence imposed Sentencing date Sentence expiry date Case number Police station where the case was registered Court name Please note that the fields marked with a red asterisk ( * ) are compulsory. The nature of the offence forms part of the master data . To configure this, please see the Master Data Maintenance section later in this chapter. Click SAVE when you are finished, SAVE ADD NEW to add another record entry, or click  BACK TO LIST to discard your edits. Licences A list of licences required for the employee’s position, as well as any other licences the employee holds, can be documented by clicking  Licences . To add a new licence, click Add Ad Hoc Licence. Complete the licence detail form. Please note that the fields marked with a red asterisk ( * ) are compulsory. Some of the licence detail fields can be set up in the master data . To configure this, please see the Master Data Maintenance section later in this chapter. Click  SAVE to update the profile, or  BACK to discard your edits. The licence data can be refreshed by clicking on Process Licences for this Employee. Medical History The employee’s medical history can be documented by clicking on  Medical History . Capture the relevant details of the employee’s medical history, such as: General physical health Systems’ health Existing medical conditions Occupational diseases Past referrals to other specialists Important medical history documents Some of the medical history fields can be set up in the master data . To configure this, please see the Master Data Maintenance section later in this chapter. Employee Funding Employee funding, such as a bursary or an employee personal loan, can be documented by clicking on  Employee Funding and then clicking on ADD . Details of the employee’s funding can be captured by filling in the form. Please note that the fields marked with a red asterisk ( * ) are compulsory. Some of the employee funding fields can be set up in the master data . To configure this, please see the Master Data Maintenance section later in this chapter. Click SAVE when you are finished, SAVE ADD NEW to add another record entry, or click  BACK  to discard your edits. Custom and Additional Fields Custom Fields , Additional Information , and Custom and Additional Information are menu items that can be used to document additional information about the employee. These fields can be set up in the master data . To configure this, please see the Master Data Maintenance section later in this chapter. Hobbies and Interests The employee’s hobbies and interests can be noted by clicking on  Hobbies and Interests . Fill in the details about their hobbies and interests, then click SAVE when you are finished. Notification Detail Details about the employee’s notifications can be viewed by clicking on Notification Detail . User Permissions Please see the User and Access Management section of this chapter for more information.   Appointment Appointment history Use the  left-hand menu to navigate to  Appointment History to review the employee’s current and previous appointments. Use +APPOINTMENT to add a new Primary Appointment or Secondary Appointment . Use +EMPLOYMENT HISTORY to record previous employment at another company. Review the Start Date in Group and Start Date in Company fields. Use the available action buttons at the bottom of the screen to TRANSFER PERSON , TERMINATE PERSON , or TRANSFER PERSON TO ANOTHER RULESET when required. Click CANCEL to exit without making changes.   Reporting lines Use the  left-hand menu to navigate to  Reporting Lines . Use the available lookup fields to assign the employee’s managers and related reporting roles. Complete the relevant fields, such as Line Manager , Secondary Reporting , Training Manager , PDP Approvers , Leave Manager , HR Officer , and other listed roles, as required. Use the search or lookup icons beside each field to select the correct person. Click SAVE when you are finished or CANCEL to discard your edits. Additional reporting lines Use the  left-hand menu to navigate to  Additional Reporting Lines . Select the required reporting structure from the list. Review the available roles, such as Performance Manager , Line Manager , Department Manager , Training Manager , and PDP Approvers , and assign the relevant manager details for each one. This screen supports the system’s built-in workflows, so ensure the reporting structure is completed correctly before continuing. Click SAVE when you are finished or CANCEL to discard your edits. Performance Management Use the  left-hand menu to navigate to Performance Management . This feature allows you to view the user's performance agreement on their behalf. Click  CONTINUE to go to the  Performance Management module. Training and Development Learning Records Use the  left-hand menu to navigate to Learning Records to view and manage the employee’s training history. Use +ITEM to add a new record, selecting from options such as Training, Unit, Programme, or Qualification. Use PRINT or IMPORT to manage records externally. Click RESET ASSESSMENT ATTEMPTS where applicable to reset training progress. Use the view options to switch between Full View and Summary View . Strengths and Weaknesses Use the  left-hand menu to navigate to Strengths and Weaknesses , then use the Strengths or Weaknesses tab to view the relevant records. Click ADD to create a new entry or DELETE to remove an existing one, where applicable. Notes Use the  left-hand menu to navigate to Notes and use the search field to find an existing note. Click ADD to record a new note or DELETE to remove an existing note, where permitted. Professional Membership Use the  left-hand menu to navigate to Professional Membership and search for the relevant membership record. Click ADD to capture a new professional membership or DELETE to remove an existing one, where applicable. Assessment List Use the  left-hand menu to navigate to Assessment List to review the employee’s online assessment information. Review the note on the screen carefully, as resetting assessment attempts will completely reset the assessment if the employee is involved in completed or in-progress attempts. PDP Use the  left-hand menu to navigate to  PD P . Search for the appropriate personal development plan using the description, period, and date fields. Complete the employment type target section for each relevant year, then click SAVE to store your changes. Use ADD to create a new PDP or DELETE to remove one, where permitted. Talent Assessment Use the  left-hand menu to navigate to Talent Assessment . Use the  ADD button to start a new assessment. Use CLEAR to clear the current criteria or search results when needed. Talent Profiles Use the  left-hand menu to navigate to Talent Profiles . Search for the required profile using the search field. Click ADD to create a new talent profile or DELETE to remove an entry, where applicable. Labour Relations Complaints Use the  left-hand menu to navigate to Complaints . Use the Search fields to find an existing record by name or date range. Click ADD to capture a new complaint or DELETE to remove an entry, where permitted. Disciplinary Actions Use the  left-hand menu to navigate to Disciplinary Actions . Review the employee’s Current Transgressions and Expired Transgressions . Click +TRANSGRESSIONS to add a new disciplinary transgression record. Disciplinary Advanced Use the  left-hand menu to navigate to Disciplinary Advanced . Use the search bar to find the required disciplinary record. Click ADD to create a new disciplinary entry or DELETE to remove an entry, where permitted. Dispute Use the  left-hand menu to navigate to Dispute . Use the search criteria to locate the relevant dispute record. Click ADD to create a new dispute record or DELETE to remove an existing one, where applicable. Grievances Use the  left-hand menu to navigate to Grievances . Use the search fields to find an existing grievance record by name or date range. Click ADD to capture a new grievance or DELETE to remove an entry, where permitted.   Audit information Who viewed the data? Tracks access logs showing who has viewed the employee’s data, supporting transparency and compliance. Sign-ins Monitors the employee’s system access history, including login activity for security and audit purposes.