Setup
Make admin changes to the system. Set up notifications and content.
By Cristiana1 author133 articles
Roles and permissions
Set up roles and add permissions.
- View only permission for LeaveFollow these steps to set up view only access for managers to their employees' leave.
- Give an employee access to the Absence page onlyFollow these steps to set up a new role which will only give the employee access to the Absence page on other employee profiles.
- Permission to view Post Details on an employee profileFollow these steps if you are unable to view an employee's Post Details button or details.
- Permission to see the Content menuFollow these steps to give access to an employee, role or post to see the Content menu under Setup.
- Add permissions to view a division, section or subsectionFollow these steps if you want to give another employee access to view or edit one of the divisions, sections or subsections in the organisational structure.
- Permissions to view the Payroll menuYou can view the payroll menu with the correct permissions.
- Permission to run the Sickness Trigger reportFollow these steps if you need to give an employee access to run one of the Sickness Trigger reports.
- Permission to view the Dashboards menu under SetupFollow these steps to give a user access to the Dashboards menu under Setup if this is greyed out for them.
- Permission to see the My Team menuFollow these steps to give an employee access to the My Team menu.
- Unable to see a roleFollow these steps if a user cannot see a role under Roles & Permissions or is unable to assign it to an employee.
- Create a new roleYou can create a new role in the system in a few easy steps.
- Permissions needed for an employee to see other employeesYou can give an employee permission to view other employee profiles on the system by following the steps in this article.
- Greyed out menusFollow these steps if a menu you need to access is greyed out.
- Permission to view traffic lights and diagnosticsFollow these steps to give a user permission to view traffic lights details and the Diagnostic menu.
- Add and remove permissionsThis article offers guidance on adding and removing permissions from a post, role or directly on an employee's record.
HR module settings
Set up modules such as absence classes and working patterns.
- Create a working pattern for two weeksFollow these steps to set up a working pattern template that spans over two weeks instead of one.
- Sickness triggersYou can set up sickness triggers in the Settings area of the system.
- Change a holiday entitlement from days to hoursYou should not change a holiday entitlement template that has been set in days to hours, as this will cause issues on the employee's record.
- Add a person titleYou can add person titles to the system by following the steps in this article.
- Create and assign working pattern templatesFollow the steps in this article to create a new working pattern template and assign it to an employee or post.
- Add background check categories and typesFollow these steps to create new background check categories and types in the system.
- Set up leave as paid or unpaidFollow these steps to determine whether an absence is paid or unpaid.
- Add a sexual orientationYou can add a sexual orientation to the system and select it on an employee's Sensitive Information page by following the steps in this article.
- Set up meeting typesFollow these steps to set up meeting type options.
- Add new termination reasonsFollow these steps to setup more termination reason options.
- Add 'death in service' as a reason for terminationFollow the steps in this article to create 'death in service' reason for termination and add it to an account.
- Add year groupsFollow these steps to create a new year group for the school workforce census.
- Set up absence reasonsFollow these steps to create absence reasons which can be used when adding sickness or leave.
- Add a point in time change to a holiday entitlementFollow these steps if you need to change an employee's holiday entitlement starting with a certain date.
- Add marital status optionsFollow these steps to add a marital status option if it's not available on the system.
- Change the annual cap for an absence classFollow these steps to change the annual cap for a certain type of leave.
- Create a contract basisYou can set up a new contract basis under HR Module Settings.
- Create mileage locations, new addresses and post codesThis article offers guidance on adding a new location for Mileage on Access Education People or changing the address of an existing location.
- Set up shifts for working patternsThis article provides guidance on creating shifts to be used on working patterns.
- Add new National Insurance categoriesFollow these steps to set up a new NI category.
- Add ethnicity, nationality and religionFollow these steps to add new options for ethnicity, nationality and religion to be selected when creating employees.
- Add or amend work eligibility and identification optionsFollow these steps to add more options when selecting work eligibility for an employee.
- Change the hours on a working pattern templateIf you have noticed a working pattern template has incorrect hours, follow these steps to change them.
- Set up approval groupsFollow these steps to create and assign approval groups.
- Create or change absence period schemesYou can create a new absence period scheme or make changes to an existing absence period scheme by following the steps in this article.
- Nationality not recognised as part of EEAFollow the steps in this article to ensure that a nationality is recognised in the system as part of EEA (European Economic Area).
- Add an absence trigger resolutionFollow the steps in this article to set up a new absence trigger resolution.
- Remove an absence triggerSickness triggers can be deleted in the Settings page unless they are already in use.
- Add or amend an absence classYou can add or amend an absence class in a few easy steps.
- Enter public holidaysPublic holidays need to be added manually into the system by following these steps.
- Create a TOIL absence classYou can create a TOIL absence class to be used when adding leave that uses lieu days instead of working days.
System settings
Amend system settings and run updates.
- Clear your browser's cacheFollow these steps to clear your browser's cookies and cache.
- Enable the Teacher Details screen on the new starter wizardFollow these steps to include the Teacher Details screen when adding new starters to the system.
- Change the default holiday entitlementFollow these steps to set up how many days employees will have as their holiday entitlement by default.
- Copy the API linksYou can copy the API URL and the API Environment ID by following these steps.
- Check if holiday entitlements use the continuous service dateFollow these steps to ensure that all employees' leave allowance is based on their continuous service date.
- Round up leave entitlements to nearest half/full dayYou can change system settings to round up all employee leave entitlements.
- Missing term time fraction fieldsFollow these steps if you are unable to add a term time fraction because the fields on an employee's salary line are not being displayed.
- Add a new school joining the trustThis article provides information on adding a new school and its employees to the Access Education People system.
- Import SCR data using Data ManagerThis article provides information on using Data Manager to import Single Central Register data.
- Change the email address used for emails from the systemFollow these steps to determine the email address that will be used as the sender for emails sent from Access Education People.
- Set up anonymisation of leaver dataFollow these steps to set up how many months the system will keep terminated staff data until it's removed or anonymised.
- Raise a product change ideaYou can raise an idea or product enhancement suggestion on our Aha portal by following the steps in this article.
- Remove a sectionYou can remove a section in a few easy steps.
- Make fields mandatory or optionalFollow these steps if you need to make changes to certain fields on the system, such as hiding or displaying them, or making them mandatory or optional.
- Edit Section button greyed outFollow these steps if you are unable to edit a section because the Edit section button is greyed out and showing a no entry icon.
- Edit the name of a department, division or sectionFollow these steps to change the title of a department, division or section.
- Duplicate employee numbersThis article provides information on having duplicate employee numbers on the system.
- Change the default FTE hours valuesFollow these steps to amend the default number of FTE hours per day or week in the system.
- Error: HTTP Error 503. The Service is UnavailableThis article provides information on the error HTTP Error 503. The Service is Unavailable.
- Add a new divison, section or subsectionIf you need to create a new school in the organisation structure or a new division, section or subsection, follow the steps in this article.
- Change the school logoThis article provides guidance on making changes to the logo or format of payslips.
- Edit employee numbersThis article provides guidance on changing employee numbers.
- Move a subsection to a different sectionFollow these steps to change the section that a subsection belongs to in the organisation structure.
- Amend menu structuresFollow these steps to change the structure of the menus on the left hand side.
- Error: 'Error thrown by server'Follow these steps if you are seeing a red error message 'Error thrown by server' or 'Server Error'.
- Create a user accountFollow these steps to set up a user account and edit their permissions.
- WidgetsTo view and edit widgets, as well as add them to a dashboard, follow the steps in this article.
- Add LEA numbersYou can add LEA and school numbers to a department, division, section or subsection on the system by following the steps in this article.
- Change account lock settingsIf an employee uses the incorrect password to log in several times, their account will get temporarily locked.
- Unable to view subsections or set up line managersIf no subsections are displayed in the organisation structure and you cannot set up line managers on posts, check the AWP Integration.
- Run a Batch UpdateTo update your system and process any changes or updates you've made within the HR, System, run a batch update and clear your system cache.
- Enable People Insights HubFollow these steps to get access to Background Processes and enable the People Insights Hub absence cache refresh.
Content
Set up emails, mail merge letters and documents.
- Create and generate a mail merge letterFollow these steps to create and generate a mail merge letter for an employee.
- Permission needed to generate a mail merge letter to an employeeAdd this permission to users who need to see the 'Create New Template' button in order to send mail merge letters to employees.
- Copilot Mail MergeCopilot Mail Merge integrates generative AI directly into the Mail Merge template management page in Access Education People.
- Mail merge fields for additions and deductionsThis article explains how the mail merge fields for additions and deductions work.
- Change information on the home pageIt's possible to make certain changes to the home page on Access Education People, but the general layout is hardcoded into the system.
- Document folder not showing when uploading to employeesFollow these steps if you cannot select the document folder you need when uploading a document to an employee.
- Change the order of the documents in Self ServiceThis article provides information on how the software orders document folders in Self Service.
- Error: 'Server Error in Application A potentially dangerous Request.Path value was detected'Follow these steps if you are receiving the error message 'Server Error in Application A potentially dangerous Request.Path value was detected' when adding a document.
- Unable to see letter groupsFollow these steps if you are adding a mail merge to an employee and are unable to see the relevant letter group in the dropdown.
- Update the Self Service video on the home screenFollow these steps to update the link to the Self Service video on the home page.
- Add PowerPoint presentations to a documentThis article provides information on adding files to a document in the system.
- Amend a leaver formYou can amend the leaver form at the end of the termination wizard by following these steps.
- Employee's documents not displaying on all employmentsIf the employee's documents are not displaying, you need to check how the documents are added.
- Mark documents as obsoleteFollow these steps if you would like to keep old documents that required acknowledgement on the system but mark them as obsolete.
- Email templatesFollow these steps to create new email templates, check which templates are already added and set up emails on notifications.
- Change an email templateThis article provides guidance on changing the wording of an email sent from the system.
- Stop approval emails being sent to the employeeFollow these steps if an employee has received approval emails related to themselves.
- Create a staff salary statementIn order to generate a staff salary statement you will need to create a mail merge letter in the system.
- Delete documentsFollow these steps to delete a document for all users or one individual.
- Print an employee contractThis article offers guidance on how to print off an employee's contract.
- Delete a mail merge groupYou can delete a mail merge group so that it is no longer displayed anywhere on the system by following these steps.
- Create a document folderYou can create document folders that will then show in the dropdown list when adding a document to an employee.
- Add and remove documents to Self Service for all employeesYou can upload a document in bulk for all users in the system to see in Self Service by following these steps.
- Upload documents that require acknowledgementFollow these steps to add a document in Self Service that employees will need to acknowledge after viewing.
- Upload a document for a specific employeeFollow the steps in this article to add a document to an individual user.
Notifications
Create notifications that will send out emails to your users.
- Set up a birthday notificationFollow these steps to set up an email notification based on an employee's date of birth.
- Termination email notificationFollow these steps to set up or amend a termination email notification.
- Deleted leave triggers email notificationFollow the guidance in this article if an employee's deleted leave has triggered an email notification to be sent to their line manager.
- Set up a Visa end date notificationFollow these steps to set up an email notification that will alert line managers when an employee's Visa is about to expire.
- Sicknes notificationFollow these steps to set up a notification for sicknesses.
- Employee has received a Sicknes to Close emailThis article explains why an employee has received a Sickness to Close email from the Access Education People system.
- Set up an increment notificationThis article provides information on notifications for salary increments.
- Email notifications scheduleThis article provides information on when the email notifications from the system are sent out to employees.
- Set up a meeting notificationFollow these steps to set up an email notification triggered by meetings added for employees.
- Email notification going to the wrong approverFollow these steps if an email notification that was supposed to be sent to an employee's line manager has been generated for the incorrect user.
- DBS renewal notification triggered incorrectlyThis article provides information on how the DBS renewal notification is triggered and which background checks will affect it.
- Receiving incorrect emailsFollow these steps if users are getting emails from Access Education People that they should not receive.
- Notification to close a sickness that is already closedFollow the guidance in this article if you have received a notification to close an employee's sickness but the sickness has already been closed.
- Switch off notification emails for line managersFollow these steps to disable emails sent to line managers from the system.
- Enable payslip notificationsFollow these steps to enable notifications from the system that alert employees of their payslips being uploaded in Self Service.
- Notification for completion of years in serviceYou can send an email to employee that have completed a certain number of years in service by following these steps.
- Set up notificationsFollow these steps to create notifications that will send out emails or tasks to users in the system.
- Sickness trigger notificationsFollow these steps to set up emails for sickness triggers.
- Switch off notifications for sickness and leaveThis article provides information on deleting sickness and leave notifications.
- Notification email going to employee instead of line managerThe notification email was sent to the employee instead of the line manager. Follow this article to fix the issue.
MIS Integration
Setup and enable the MIS integration to Access Education People.