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BrightHR User Guide

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Onboarding guide BrightHR User GuideEverything you need to know about your HR software

BrightHR User GuideBrightHR User Guide

1 | BrightHR 2 | BrightHR

Contents

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15Calendar

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03Adding teams/departments

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13Notifications

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09User permissions

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17Documents

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11Working time patterns

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19Reports

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21Rota planning

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23BrightHR app

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23Contact Us/Help/Feedback

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05Adding employeesRegular

Variable



Assigning employees to teams will add structure to the Employee Hub. The team set up will also drive the view employees have in the calendar

Adding Teams and Departments

Adding a team

From the Dashboard, click on Employee Hub and

then select Manage Teams.

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Complete the team name and then select the

employees which belong to that team.

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Click Add New Team2

Select Add Team4 4



You can add your employees manually by entering the details of each employee individually.

Adding employees

Adding an employee

From the Dashboard, click Employee Hub1

Add employee’s basic information first, such as their

name, start date, email address and the type of

employee they are i.e. 1. regular or 2. variable.

(See next page for more details. Click Next step.

*Please note that email addresses must be unique for each employee.

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Click on Add a new employee / add

multiple employees

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VariableRegular

A regular employee works on a one week repeating working pattern and has a fixed annual leave entitlement. Before you

start setting up your regular employees we recommend you have the following information to hand –

Full time working week for your company

Full time entitlement equivalent for your company

Annual leave entitlement (we will calculate this for you but you can override it)

Copy a row

The copy option allows you to copy the same information from one employee row to multiple. Make sure you save

a row before copying it.

Working time patterns and public holidays

Working time pattern: the pattern the employee is assigned to:

• Full time working week: the number of hours that a full time employee works in your company, we use this to

calculate annual leave entitlement for each employee

• Public holidays observed for: the public holidays that an employee would observe in their region (regardless

of whether they work them or not)

Contract details

• Entitlement format: select if the employee works in days or hours and minutes

• Full time annual leave entitlement: the annual leave entitlement a full time employee would get in your

company. We use this to calculate annual leave entitlement for each employee.

• Leave year start date: the date an employee’s leave year starts e.g. the 1st of January to the 31st of December

Annual leave entitlement

• Annual leave entitlement: the minimum amount of paid holiday for an employee. We calculate this using

either 4x or 5.6x your usual working week (depending on whether you include public holidays). We round up to

the nearest half day or hour, just to make things easier. You can always override if you wish to.

• Annual leave allowance: the amount of holiday days an employee is entitled to for this year’s leave only. This

will be pro-rated for any employee who joins the company part way through the holiday year.

An employee working variable hours is one who is on a contract or works irregular hours on a non-repeating working pattern

and may accrue annual leave entitlement.

Contract details and leave year start

• Contracted hours per week: the number of hours an employee works in a week

• Full time working week: the number of hours that a full time employee would work in your company, we use

this to calculate the pro rata annual leave entitlement for each employee

• Average working day: the average number of hours an employee works on a single day. That’s usually the

total number of hours an employee works in a single week divided by the number of working days.

• Leave year start: the date an employee’s leave year begins

Annual leave entitlement

• Full time annual leave entitlement equivalent: the annual leave entitlement a full time employee would get in

your company, we use this to calculate the pro rata annual leave entitlement for each employee.

• Annual leave entitlement: The minimum amount of paid holiday for an employee. We calculate this using

either 4x or 5.6x your usual working week (depending on whether you include public holidays). We round up to

the nearest half day or hour, just to make things easier. You can always override if you wish to.

• Annual leave allowance: the amount of holiday days an employee is entitled to for this year’s leave only. This

will be pro-rated for any employee who joins the company part way through the holiday year.

Finish setup

Once you have set up all your employees, we’ll upload their details to the system and will notify you of any errors. You will then be given the option to send your employees a registration email once set up has been completed that will invite them to start using BrightHR. This is optional and you can also do it at a later time from the employee profile page (there will be a send registration link option under the profile image).

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Adding an employee

There are three user levels on BrightHR:

• Admins can access all areas within BrightHR and all employee profiles

• Managers can access their own profiles as well as the employees they manage. If you choose to give an employee

Manager permission you will then be given the option to select that Manager’s subordinates. You can select a

group based on team structure or individual employees from different groups. You can also search employee’s

names to make this easier.

• Employees have the most basic permission type and can only access and make changes to their own profiles

User permissions

From the Dashboard, select See all settings and

then Permissions

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From the Person drop – down list, select the employee’s

name and then select their permission in the Change to

drop – down list

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Click on Save to make sure any

changes are kept in place

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Working time patterns

Your new working pattern will require a unique name. If you wish to make the new pattern the default pattern so that it

applies to the majority of employees, slide the toggle to the right by make default.

You have the option to copy from an existing working pattern, which will simply save time if the pattern is similar to one

which has already been created. If you wish to enter all pattern details from scratch, simply leave this at the default option

of create new pattern.

Times and Breaks

Select the start time and end time of each working day, ensuring to select the accurate number of minutes for any unpaid

breaks. Select the days of the week to which these start and end times apply. If the start and end times differ, depending on

the day of the week, select add another time frame and repeat the steps above until the working pattern has been created.

Public holidays

This section allows you to define the public holiday settings for any employee being assigned to this pattern. If employees

work public holidays, ensure to select this option and their holiday entitlement will not be affected.

If employees should have any public holidays which fall on a working day deducted from their overall entitlement choose

the option of deducted.

If employees are entitled to public holidays in addition to their annual entitlement choose not deducted.

Save your working pattern and you can then assign to new employees via the set up wizard or to existing employees via

their profile in the Contract and annual leave information section.

Select See all settings on the settings

card from the Dashboard

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Select Working time patterns from the

menu options

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Select create new pattern3

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You can set notifications to advise you of the following:

• Absences raised, deleted or amended; this makes it easy to approve or decline absence requests even when you’re

away from your desk

• Key dates meaning you can stay on top of DBS checks, visa/passport expiry dates, end of probation reviews and

end of fixed-term contract dates

• Special occasions so that events such as work anniversaries and birthdays can be celebrated

The default setting is to receive notifications via email and mobile app push messages you receive from everybody.

To update your preferences from the dashboard click on see all settings and then go to the notifications card. Make

changes as you wish and then click on update at the bottom.

Notifications



The calendar on BrightHR can be accessed from the dashboard

To view absences shown on the calendar click on a specific day and the employees absent for that day will be listed.

You also have the option to alternate the date range shown. Alongside this it is also possible to change between having

a month view or list view of all absences. Choose between the series of filters to enable you to sort by absence types or

teams.

It is also possible for Administrators and Managers to synchronize the calendar on BrightHR to their email calendar

(Outlook, Google, iCal and more) which means they will be able to see planned absences for themselves and their

teams, at work and on the go. To do this, they should again access the calendar from the dashboard, click on subscribe

and then copy and paste the link provided into their email calendar.

Calendar



The documents section is where all your company documents can be uploaded and accessed – these can be any

documents from company policies regarding absences and employee benefits to interview notes or return to work

forms.

From the dashboard click on Documents. This is where you can upload documents to BrightHR. When you first log in

there will be 3 folders showing - My documents, Company documents and Admin documents.

Once you add teams, a folder for each team will be created and all the employees in that team will have a folder where

all of their documents can be saved and accessed. To upload documents, click into an employee’s folder and select

upload a document. Click browse and select the file to be uploaded. You can choose whether or not you make that

document visible or hidden to the employee. Please note that those with manager permissions to this employee will see

all documents uploaded.

Documents



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The reports section on BrightHR is a great tool for being able to generate and view reports to get a detailed breakdown

of anything from sickness, lateness and absence to employee details and payroll exceptions, in different date range

options.

Reports

From the Dashboard click on Reports1

Select the report type from the drop – down

list and apply your preferred date range from

the options available.

You can then select if you would like to

download your report as a CSV file or a PDF.

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Click Generate PDF and your report will download. 3



Rota planning allows you to create and manage rotas all in one place. You can add multiple shifts, add breaks to each

shift, edit ongoing shifts and get an up to date view of who is working when. Published rotas are automatically shared

with employees and if any changes are made they will also be automatically notified.

If you click on the arrow in each rota you have made, you will see that the rota planner contains the hours worked

for each employee in that rota. This ensures that you fulfil your contractual obligation for the staff to work their

entitlement, as well as tracking as and when any overtime has taken place.

Rota Planning

From the dashboard select rota planning and then

create a new rota.

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Give the rota a name and a start date and then

select continue.

Click add shift for the relevant data.

Click add rota.

Enter the shift duration, note (if applicable) and

select which employees to assign to the shift.

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Once you select Publish on the rota the

employees included in the rota will be notified..

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There is a free app available for all users to download from the App Store for iPhones and GooglePlay for Android

phones, which means you can access BrightHR while away from your desk!

Download the app and log in using the same details you use for the desktop version of BrightHR.

App

Contact Us / Help / Feedback

To contact the BrightHR support desk, call 0844 892 3927 or email [email protected].

At the bottom of the page throughout BrightHR is a Help & FAQs link, click this for support. To leave feedback,

click Feedback.

Contact Us / Help / Feedback

Today’s rota

BrightHR User Guide

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