Although the Directory is available to all users, different roles come with different levels of access.
For Managers, the My Team tab provides a directory made up of their direct reports. In the absence of a custom role and permissions, this list should be exhaustive of all the employees for which the Manager has full data access.
This page contains all the personal information about the employee. This includes sections such Basic Information, Personal Information, Address, and Emergency Contacts.
This section contains the employee's chosen (or “preferred”) first and last names, phone (work) number, gender, and pronouns. It's important to note that when using any of the search engines within Humi (ex. directory, time off requests, reviews, etc) the employee's chosen name will be used for searching (as opposed to their legal name).
Specifying your Gender(s) and Pronouns
You may choose to specify your gender(s) and pronouns by clicking the “Edit” button in the “Basic Information” section, followed by making a selection. Please note that both the “Gender” and “Pronouns” fields are multi-select as well as customizable.
In order to add custom options to either of these fields, you can do so by clicking the last option on the list (i.e. “I identify as…” or “My pronouns are…”) and entering your custom gender(s) and/or pronouns. You can create up to 3 custom genders and 3 custom pronouns.
Please note that all fields in the “Basic Information” box are visible to all of your colleagues, including the “Gender” and “Pronouns” fields.
Here is an example of how your profile will appear to your colleagues with all of the default “Basic Information” fields completed.
This section contains the employee's legal information needed for various features within Humi to work.
Firstly it contains the employee's legal name which will be used when signing documents and for payroll purposes such as paystubs. It also contain Legal Sex, which is useful information to have on hand for benefit purposes.
This section contains up to two emergency contact's information including: their name, their relation and their phone number. This section will be filled out by the employee during onboarding but it's not required since this section won't be used for any other features in Humi. This section is only used to track the information on the employee's profile so you have it in hand for emergencies.
On this page you can access all the job related information about an employee (The details on this page are predominantly managed by admins). It includes the following sections: Employment Information, Bank Account, Current Compensation and All Compensations. If the employee is on Humi Payroll it'll include these additional sections: Additional Income types, Tax & Exemptions, Tax Credits, and Additional Taxes to be Deducted (TD1).
This section contains the basic employment information about an employee: Date Hired, Reports To, Department, Position, Office Location, Employment Type, Hours per week, Stock Options, Additional Terms. There are a couple key take aways to note about what features within Humi these fields directly effect.
Firstly, Date Hired simply shows the start date of an employee and could affect leave types, depending on how you have them set-up. For example, If vacation accrues upfront, and you start on July 13, 2020, then a proration will happen that only allows you to earn time-off from July 13th until end of year. Also a quick note, when re-hiring employees please don't change the Date Hired to the re-hire date, since that would change the employees historical history at your the company. Our recommendation is to follow the re-hire process as outlined here:
Department and Position are similar, in that way these fields for tracking purposes and the only feature affected is the reporting of department and position counts.
Finally, Hours per week, Stock options, and Additonal terms do not affect any features in Humi, but are nice to have on an employee's profile to track the information.
Once an employee is added to payroll, you will not be able to remove them.
This section allows you to create new compensations, and see all past compensations for the employee. The compensation labelled current, in the blue circle, will have a direct affect on the current compensation section and on payroll as well. The current salary will be the salary used within Payroll thus it's important to make sure that it's up to date.
To create a compensation, scroll down to the bottom of this section and click on the '+Create'. This will open up a screen that will prompt you to fill out the following: Compensation Type, Rate, Effective Date and you'll have the option to fill out Vacation Pay percentage if you would like.
The effective date determines when a salary starts. This could be the hire date if the employee is a new hire or a new salary from a promotion. If the effective date isn't in line with your company's payroll period the pay will be prorated for the first period in Humi Payroll.
Lastly there is an optional field for vacation pay. This field is for employees who are paid out their vacation pay entitlement and do not accrue vacation in time. This is mostly the case for employees who are paid hourly and/or are part time. Please confer with an expert in the case that you are unsure of whether or not vacation pay should be applied.
There are two ways to create a recurring additional income type for employees. You can either create in bulk, or use this section to view and create income types for individual employees.
Click "+Income Type" to open the creation window, where you will be able to select a preset income type and assign a recurring amount per period. Once created, a new line item with the specified amount will be added to the first applicable payroll for the employee, and continue to be automatically added every subsequent payroll. Learn more about Income Types .
If an employee is exempt from CPP or EI deductions, you can toggle on their exemption status in this section. Note that the CPP Exemption option is disabled by default as very rarely are employees exempt from CPP, and thus would require a manual review. If you are certain an employee is CPP exempt, please contact email@example.com for assistance.
On a Federal and Provincial level, employees are subject to basic personal tax credits. These tax credits are applied toward the employees' taxable income automatically such that the taxable income will not be taxed until they exceed the credit amounts. Here you can review the tax credits that are in effect, as well as create custom personal tax credits.
Click +Add to open the creation window for personal tax credits. We strongly advise you consult an accountant or confirm the employee is eligible for any additional tax credits, as adding a tax credit here will reduce the income tax deducted per pay period, and reduce tax remittance to the CRA.
Sometimes employees may opt for having additional tax deducted from their income per period. This could be due to various reasons such as to offset previously under-deducted amounts, or to cover for an increased tax rate resulting from holding multiple jobs because each independent payroll provider may not have full context of the employee's employment income.
This section keeps track of the additional tax amount to be deducted. Click Edit to open the edit window in order to modify the amount.
You can Manage the Employee's Documents in Two Ways:
If you are uploading multiple documents of a similar type (IE: old Paystubs or Performance Reviews), naming the files using a group hierarchy (IE: “Paystub – John Smith – 2020/04/15) will make searching for them much easier when using the ‘Name’ filter.
If the document was signed, you will see an extra page that is an audit trail, showing when the document was sent and by who, when it was viewed, signed and completed as well.
Select the ‘+ Document’ button in the bottom right corner. This will bring up a window where you can:
A couple key things to note:
The Journey page on an employee's profile outlines all the key events that occurred during their employment with your company. One great use for this feature is to keep a history of promotions. There are two ways that journey items can be added to an employees profile.
Firstly, as edits are made to the employee's profile in Humi, it'll automatically populate a journey item so that your changes can be tracked. The information that will trigger an automatic journey item are the following:
Employee Time Off Profiles are the best place to view all the Time Off information for a certain Employee. Employees can view their own Time Off info here, as can Managers for their reportees. Admins can view anyone's Time Off Profile.
The first thing you'll notice on Time Off Profiles is the balance cards at the top:
These show how much time the employee has available to book from, as of today.
You can click the three dots in the corner of each card for extra functionality, which we'll explain in turn.
Next, on the Employee Time Off Profile, you'll see a handy year-based visualization of Time Off usage.
Note that the "today" square is shown in black, and the Time Off Types are colour coded. You can also toggle to view data for different years, using the dropdown in the top right corner.
Below, you'll find a table of requests for the employee at hand. This gives you the same powerful sorting, filtering, and pagination that you will be familiar with in the rest of the system.
And finally, at the bottom you will find the Transactions Log.
This log shows you any and all transactions that have impacted the employee's balance.
This should be very helpful in understanding why an employee's balance is what it is!
The performance section of an employee's profile provides you with a direct view of all performance items associated with the user in questions. This is broken down in the same way as the performance module:
For more details about Performance in Humi, visit the Performance Module Articles.
The employee profile only acts as an easy method of accessing a particular employee's answers to a survey. Full functionality (creating a survey and adding the employee as a participant) is available in the Survey module, which you can read about here.
This section can be used for confidential information that you would like to keep a track of regarding the employee. The information here will never appear in other sections of the application and is not exported in reporting.
As a Manager, you are able to Create new Onboarding Tasks, and you are also able to Apply Onboarding tasks to employees that report to you. Please see Onboarding Tasks for more information.
Any Onboarding tasks that are assigned to an employee will also show up on their home page, in the tasks section. If the task is incomplete, you will see it in the incomplete column, and if a task is marked as complete, you will see it in the complete column.
The Offboarding tab is set-up to show all off-boarding tasks for an employee
Any Offboarding tasks that are assigned to an employee will also show up on their home page, in the tasks section.
It is also important to note that offboarding tasks can only be applied to an employee once that employee has been given a last day of work, however, that last day of work can still be in the future, and the employee will still be active within Humi until that last date.
Please see the article section for Offboarding for more details.
The employee profile Account Tab provides 3 items of functionality.