Welcome to the future of Employee Self Service

2018 is a big year for us at PaySpace as we are launching our new Employee Self Service (ESS) portal on the 1st of March! This launch enables us to deliver on 2 key objectives regarding our engagement with our customers. The first objective is user experience. As you know, time equals money and that is why we want to ensure your employees spend as little time as possible on admin and more time on growing your business! The new portal has a completely new, beautifully crisp and clean user experience which also includes new features and enhancements that will automatically scale to any device (mobile or desktop) – Less clicking and less wording.

The second objective is system sustainability. As the leader in true cloud Payroll and HR solutions, we value your decision to invest in PaySpace and have therefore built the new portal on some of the world’s best and most powerful software technologies. This will empower us to deliver even greater and better products, options and features to you in the years to come.

We wanted to highlight some of the fundamental changes on the ESS portal so that you can prepare any internal communication accordingly and get your teams as excited as we are!

We used statistics that we have collected over some time regarding the most accessed and utilised screens on PaySpace to ensure that we have delivered most of these areas in the launch of the new portal. If a screen is not yet available, users will be able to easily switch to the existing portal and still be able to do their thing. Our teams are working around the clock to transition and release all the screens on the system on a weekly basis after the March 1st launch.

There are tons of really great features and changes so please take the time to read about all of them.

Let’s get straight to it….

Login Experience

PaySpace-Login-Page Manager and Employee Self Service

Create a personalised branded login experience for all your users.

There is a brand-new login page that all users will be exposed to – whether you are a company level administrator or an ESS user. Customers will have the option to upload a custom background image onto PaySpace that will magically show when a user has entered their email address and tabs away or clicks on the password field. Just a few clicks and you will create a personalised branded login experience for all your users! While you’re there, add a bit more polish to your ESS portal by changing the theme colour of buttons and the nav bar to suite your company identity.
Last but not least, on the personalisation topic, we have added Afrikaans, Zulu, French and Portuguese as languages a user can select to browse the portal in!

All employee self-service users will be directed to our new ESS dashboard that will contain many exciting widgets and all company level administrator type users will be directed to the existing PaySpace portal. It is important to note that there will be options in both the new and existing application portals to navigate between the portals should users require to do so.

Landing Page Dashboard

The landing page dashboard will contain a bunch of handy widgets that will make life very easy for users.

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Here is a brief summary:

Click on the tabs below to view Standard Dashboard Widgets

The leave widget shows the employee’s annual leave balance, a reminder of any upcoming approved leave and who is sitting with any pending leave applications in the approval chain. Feeling sick? Press the “Off Sick” button, and a leave application for today will automatically be populated and all you have to do is click “Send”, get back into bed and your manager will receive the application request. Quickly add the upcoming leave entry to your desktop/mobile calendar by simply clicking on it. Also, access the leave application screen directly.

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Simply click on the relevant month in order to see a quick summary of the respective month’s payslips and easily navigate to the full payslip for more details.

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Quickly see which expense claims are currently in workflow, access any claims in draft or easily create a new claim in a much-improved way.

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The inbox widget will show a profile picture of who has sent you an item for approval. Clicking “Action” will also show profile pictures of who has actioned the item previously as well as who must still action it if there are multiple workflow users involved – No more guessing where items are going next.

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The “My Team” widget shows all employees that directly report to you and you can order them by the latest upcoming activity as of today i.e. going on or returning from leave, whose birthday it is, who is joining or leaving your team. By clicking or tapping on an employee profile photo, you can access their public profile (more on this under the Employee Directory later).

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The documents and links widget allow users to quickly access any company related documentation or external website links that your company has uploaded i.e. HR policies or website links to your company medical aid or pension/group life websites.

widget-documents-links Manager and Employee Self Service

Employee Directory

Empl-Directory Manager and Employee Self Service

Instantaneously search for and access any other employee’s public profiles.

We have introduced a central online employee directory for all employees to be able to instantaneously search for and access any other employees public profile within the group of companies – complete with a beautiful customizable banner and employee photo. Related contact details such as work number and work email will be available as well as where the employee resides in the organisation structure so that you can track anyone down. Employee photos will show who the person reports to and who in turn reports to them and a user can easily traverse up and down the reporting line tree by clicking on the respective profile photo’s.

Act on Behalf of

The manager view concept has been removed in favour of a greatly enhanced manager self-service experience. Manager self-service access will now be administered through a security role (which is configured and maintained on the existing portal). We will automatically create this role for all customers that are using the manager view function currently and set it up according to your current configuration. Please note that not all manager view functions will be available at the get-go (our teams are vigorously working so that these can be added very soon). If a manager needs to access a feature that is not yet available, they will be able to easily flip over to the existing portal.

On the new ESS portal, if a manager has anyone reporting to them, they can simply select an employee for whom they wish to action something on behalf of and the relevant menu options will show what a manager can do on their behalf. For go live of the new portal, managers will be able to apply for leave, capture an expense claim or view/maintain their basic profile details on behalf of an employee – if the company allows this.

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From Manager View to Manager Self Service.

Company Calendar

Company-Calander-Crop Manager and Employee Self Service

Always know who will be out of the office with our interactive company calendar.

Always know who will be out of the office with our interactive company calendar. Employees who report to you will automatically show and you can toggle on and traverse entire departments to see who is around. Also toggle on other activities such as birthdays. The Agenda tab shows all upcoming events in the next week for your direct team such as who is joining, leaving, who is on leave and whose birthday it is. Soon you will be able to subscribe to a weekly email of these events so that you know what is going on in your team on a weekly basis.

Leave Applications

We have built in smart logic into the leave calendar when applying for leave. When calendar days are crossed out it means a user cannot select these days and it is due to one of the following reasons:

  • You have already got a leave application for those days
  • Your captured work cycle says you do not work on those days
  • Your balance does not allow you to apply for those days
  • It’s a public holiday
  • You are exceeding the amount of configured consecutive days you can take at any one time
  • You are applying for less days than the configured minimum

Also see a picture of who the next approver is for the leave application, so you know exactly where it’s going next.

Leave-Application-Crop Manager and Employee Self Service

Built-in smart logic into the leave calendar when applying for leave.

A Creative Spin on Old Favourites!

Best News!

The new ESS portal is completely compatible with the existing portal so if an employee had to apply for leave on the new portal, their manager can approve it on the existing system and vice versa – no mess, no fuss!

What’s Next?

We invite clients to connect with PaySpace if you need more information or assistance with the transformation.  We hope you enjoy working on the new Self Service portal just as much as we enjoyed creating it for you!

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