Initial Planning Guide
Set your Company Structure
Upload Your Data
Configure Your Organisation
Welcome to the myhrtoolkit Initial Setup guide
This page is designed to help walk you through the process of configuring your myhrtoolkit installation for the first time.
Navigation through the pages is simple, choose the subject area on the left and you’ll be guided through each of the sub-topics using the ‘‘ (and back with ‘ ‘) links.
Sign up to myhrtoolkit
Terms and conditions
Once your myhrtoolkit installation has been setup, an email will be sent with a link to log in for the first time. On following the link you will be asked to accept the myhrtoolkit Terms and Conditions.
Setting up the Controller Account
Provided all went well, you will see this confirmation –
You are now ready to collect and enter the organisational details required to run your myhrtoolkit installation. The next section of this guide will walk you through what will be required and what happens with your data.
Where’s my data?
It is worth spending some time in preparation for activating your myhrtoolkit. We recommend that you..
How can I speed up the upload process?
In order to accelerate the input of data into the toolkit, there are 4 automated upload forms.
Details about how to use them can be found in the guide ‘How To – A Guide to Importing Data during Set-up.’
What other Support is there?
What else do I need to consider?
Think about your locations, departments and job titles. If you set these up before uploading your personal data you can include them on the personal details upload sheet.
If you have international locations (outside the UK) you can set up local public holidays. Check that we currently support your local currency units. If we haven’t included it already, let us know and we’ll add it for you.
How long will it take?
In many ways, it all comes down to how quickly you want to go live. There are a number of factors that will impact on the time it will take you to go live…
Who will be my Controllers?
This is a very trustworthy position as your Controllers will have access to all information about all of your people. Too few controllers and you might not have cover for absences, too many and there is a danger of confusion with system changes being made by one unbeknownst to the others. Somewhere between 2 and 4 is probably best.
Setting up the system and adding the data is the best way for a Controller to really learn about the system. After all, they will be taking the responsibility for its smooth operation once it goes live.
How can I take my system live?
There are 4 basic options for taking your system live, but it’s up to you. What will work best for your organisation? You can initially ‘Go live’ to
When you go live, the system will automatically email a login link to each person along with an introductory email. The link is time limited, so do encourage your staff to act upon the email quickly.
See our ‘How to – Go live‘ guide for more information.
How will I get users on board?
It is important to consider how you will encourage your users to start using the new system, especially if it is replacing a previous on-line or even paper based system. Encouraging user acceptance is key to the successful deployment of your new system.
When you first access the System Set Up, you will be in ‘Stage 1,’ as shown below. This dashboard acts as a wizard for the different tasks involves in getting a new toolkit prepared for use.
Locations, Department, Job titles, Holiday Year
From the links in the centre column of the wizard, enter the locations from which your organisation operates, the departments you use, job titles, and define your standard holiday year (the default follows a standard calendar year).
Each of these are straight-forward processes, but form the basic framework upon which the rest of the toolkit structure operates.
Note – A document giving details of mandatory and nice to have items setup during this stage can be found here.
Once the basic organisational structure has been set up, the toolkit will be ready to have employees uploaded. This is done via the ‘‘ link in the wizard. The page contains instructions with a link to a downloadable spreadsheet which should be populated with employee information. It is important that the structure of the file should be kept intact whilst the extra data is added. Additional codes used internally by the toolkit will be shown which should be used for Locations, Departments, etc.
Further information can be found in the Guide to Importing Data.
Holidays and Absence
Existing holidays and absence information can be uploaded into your toolkit, however it is currently only available in Stage 1: Initial Set-Up.
Uploading Emergency Contact information is accessed from line 19 of the options within the wizard. It is very similar to the importing of Personal Details and comes with its own instruction sheet. Once again, ensure that the spreadsheet formatting remains intact.
Organisation settings and Config
With employee data loaded, there are various other settings which will need attention (line in the wizard given in brackets):
End of Initial Set Up
Once you have completed the initial set up screen and clicked on the ‘‘ link, you will see the message below confirming that you have input sufficient employee details and that the system has enough information to function. If there is critical information missing, the system will not allow you to proceed and will instead advise you of the area needing attention.
When you click on the ‘‘ link shown in the above image, you will see the screen below. As a controller you now have full access to the system, but none of your employees do.
In the Document Upload Stage you can add documents, or allow users onto the system, known as Broadcast. If you choose to broadcast, you will still be able to add documents later via > .
myhrtoolkit has provision for a wide range of document types, including:
A guide for uploading and managing your document library can be found here.
Broadcast with only selected individuals
How to allow only a limited number of people access, perhaps key managers, to give them an opportunity to get to grips with the new HR tool.
Ongoing support with your myhrtoolkit