This guide explains the different ways to search for people records in HR for users who have access to subordinates (other records): HR, Manager or Assistant type roles.

Normal user roles have no access to subordinate records so will not see the search options covered in this topic but can view other people through pages such as Employee Directory and See Who’s Off - Company (subject to page permissions).

Contents

• Records in view from the home page
• Locating a record from a data entry screen
• Advanced search
• Manager access

Records in view from the home page

• When initially logging in you will see your record in the top right of the screen, and users with access to subordinates will see a dropdown arrow so the record in view can be changed
• Click on the dropdown arrow and you'll see a list of employee records that you have access to, based on the advanced search criteria
• Type the name, or as much of the name as is required and then click on the name to select that record
• Alternatively, use the scroll bar to locate the required record and then click on the name to select it. This is the quickest way to navigate when updating a number of employee records

Advanced Search

• Click on Advanced Search at the bottom of the dropdown list
• Use the dropdown lists to define the criteria that you are searching for and then click Search
• The number of employees that match the criteria will be visible and the drop down list will now only contain those names
• The From dropdown allows you to select a particular record to be top of your search list. Eg this can be useful if working with a large list of people and you want to start looking at surnames from a particular letter of the alphabet

• When including leavers in the search criteria of advanced search, employees who are leavers in the dropdown results will be identified with an (L) after their name
• People with secondary records (multiple jobs) will show in the list with a (S) after their name. Using (S) as the search criteria in the dropdown list is a quick way to search for all secondary records

Manager Access

• As a manager using Advanced Search only immediate subordinate records will initially be available.  The Manager Levels slider can be used to access records further down their reporting line.
• If you are a deputy for a manager, you will see their subordinates in your search, as well as any of your own subordinates. You can exclude the other manager’s subordinates if needed, by enabling the Exclude Deputised? toggle.

Manager access to leavers

• By default, manager user roles will only have access to current subordinates so will not see future starters or leavers
• System configuration allows manager user roles access to leavers within a specified (grace) period

• System administrators can amend the configuration via (System >) System Configuration > System Configuration > filter on ‘General’ Group or by Name

• The default setting is 0 (no access), which can be increased to set the number of days after a leave date that a manager can view leaver records. Click into the record to make any changes then press Update to save. The example above illustrates giving managers access to leavers for 90 days past the leave date.