Features
Profile & User Management
With unique accounts for each person in your company, having their own profile makes it possible to keep track of all the vital information about each member of your staff.
Profiles make it very simple to onboard new employees, get them up to speed on Health and Safety processes, company policy, and even link them to your payroll system, ensuring that everything goes smoothly from day one.
Identified Industry Issues
In a huge business with many job titles in many departments, every person using an online system should have an account with actions tailored to their location, role and responsibilities.
We know that automation saves time, effort and money and want to assure you that these personal attributes are collected, assigned and updated with a robust system and the greatest care placed in data security. You can trust that your company and people are safe and secure at every stage.
Inform People’s Solutions
Inform People’s compliance and performance management software is also a solution to manage your people, store vital information, and update it quickly, and securely, with no hassle.
By collecting personal attributes, the Inform People experience is unique for every user, while running to a set of solid rules behind-the-scenes that control access based on permissions profiles.
- Track documents with expiration dates
- A full, detailed archive for all users with time and date-stamped actions
- Amazon Cloud secure storage
- Collect information and feedback with Collections
How this helps
The system implements a strong permission structure tied to certain job roles where user data can only be viewed and updated by those directly responsible.
Once known, any additional data can immediately be used to positively impact and direct the user experience.
knowing that someone is a trained First Aider or is interested in a specific topic. This could open up additional opportunities outside their day-to-day role. Or their date-of-birth making them eligible for certain additional compliance documentation.
Let’s get technical for a moment
Every user has an account, personal to them, with fields chosen by their company on set-up and updated as their usage grows. The basics such as Job Title and location control initial access and permissions such as only managers get module reporting.
Additional attributes that are added might be updated by the account owner, such as their personal details; email address or nickname, whereas other details will be locked to manager updates – such as managers choosing to include them on a certain development pathway.
Every user has an account, personal to them, with fields chosen by their company on set-up and updated as their usage grows. The basics such as Job Title and location control initial access and permissions such as only managers get module reporting.
Additional attributes that are added might be updated by the account owner, such as their personal details; email address or nickname, whereas other details will be locked to manager updates – such as managers choosing to include them on a certain development pathway.
Knowing who should be assigned certain tasks or who has access to personal information can be a huge undertaking without automation. Inform People’s Virtual PA system assigns tasks automatically. By storing information about your people digitally (rather than filing cabinets in the office!) and making it simple to find and update in a dedicated Profile page, there is distributed access so it doesn’t all fall to an overwhelming workload for a few people in HR – yet with centralised access the HR team are still always in the loop.
Profile attributes are also able to be reported on by limited senior accounts which allows for company wide data analytics – such as seeing exactly which people are Fire Wardens and perhaps highlighting gaps where new employees can step up to be trained.
Creating new profiles can be handled in two ways – for some platforms, we take a direct feed of account information from a HR feed which will add new accounts as soon as the file is run, for others we offer an on-system New Starter Utility – a solution to bypass potential delays in HR – which can then provide a feed of new accounts to your HR/Payroll and also allows for early access to all training and policies.
Most profile changes are also immediate – but can be set to need management approval too – if using the platform with a New Starter Utility (rather than payroll feed) then the impact of job role changes is usually set to require sign-off via senior managers. Whereas a change of location, with location attributes in place, can mean that people are given immediate access to new learning or policy approval related to their location change in seconds.
Onboarding and user management
When it comes to tedious and time-consuming onboarding and user management procedures, our solutions do the heavy lifting for you.
Inform People saves money by eliminating paper and streamlining the process of gathering and delivering critical information and training. Your Profile lets you quickly distribute Knowledge Base documents to new starters so they’re compliant in a few quick clicks.
With your Virtual PA you can:
Use Attributes to upload copies of certificates and their expiration dates then run regular reports to flag expirations before they happen and get your people trained before they lapse.
Inform People can be used as the account creation platform so that actions can be taken before Day 1. All details uploaded can be securely transferred to your company payroll. This also allows for straightforward updates of key information such as contact details.
Share information with exactly who it is relevant for with attribute related filters. Whether this is as obvious as Job Roles or as specific as opting in to subject specific newsletters.
Use Collections or direct Attributes to reduce duplication of paper forms, speed up information input and add in approval stages for senior teams where updates are sensitive.
Reduce paper use within your organisation using Collections
Using the Collections module, you may convert any existing single-use paper form into a digital collection and get rid of induction booklets and other training or information gathering paperwork completely.
You will never lose another critical piece of paper again, and you can free up your filing cabinets by digitising paperwork. Use this module for every opportunity to collect data from your staff – whether it’s an upload of their qualification certificate (perhaps First Aid), the date a certain offline action was completed, or a fully digitised version of a development plan workbook.
Collections is a powerful, simple and paper-free way to prompt your teams to provide their information, comments and proof, get sign-off from their manager, and keep the information online, accessible by only those with permission and locked into the company cloud.
How the User Directory Can Help Avoid Headaches
The User Directory is important in preventing time from being wasted by manually updating email lists or selecting people to receive information, complete tasks, or attend events. It’s a built-in filterable list of all accounts and profile details that includes access to more detailed information for senior team members and HR departments.
It includes:
- No paper version of personnel files stored in the office
- Robust search
- Linked to the organisational directory
- Quick access actions for Events and Messaging
Organisational Directory
The organisational directory is the glue that binds everything together in the system. This adaptable hierarchy allows users to have the appropriate permissions simply by placing them in the proper position for the structure.
It includes:
- Simple graphical interface showing you how things are connected
- Automated summary reporting
- Quick access to files stored against locations
- Physical addresses linked to Google Maps, where applicable
- Links to all other modules
