Employee Resources

The Resources utility allows users to upload, store and manage key employee and HR related documents securely in BrightPay's Client Portal.

It can be used for example to upload employee documents such as individual contracts of employment, handbooks, appraisal documents, company pension information, company newsletters and disciplinary correspondence.  In addition, users may also like to use the document utility to store employee training certificates and qualification records.

All resources that are uploaded can be made available to one or more employees, as required, which employees can then access through their own self-service portal.

Adding a New Resource

1) Within the Employees tab, Manage Resources 

2) Click the 'Add New Resource' button to add a new resource

3a) Under Details, enter the name of the resource you wish to upload and a description, if required

b) Select the Category you wish to place the resource under from the drop down menu and choose what Priority it is to have

4a) Under Files, click on Add File and browse to the location of the document you wish to upload into BrightPay.

b) Select the file in question and click Submit to complete the upload

5a) Alternatively to upload a link (e.g. to a website) under Links, click Add Link.

b) Enter the Label you require and the associated URL. Click Submit

6a) Under Visibility, tick or untick to indicate whether you would like to make this resource visible to employees with access

b) If you wish to make the resource visible, enter the date you wish to make the resource visible from and how long you wish it to be visible for

c) Tick the field provided if you would like to notify the employee(s) of the document upload on their employee dashboard 

7a) Under Access, click Edit... to grant access to one or more employees. 

b) Select the applicable employee, department, custom access or 'all employees' option as per your requirements and click OK.

c) Click Edit again to grant access to a further employee or department.

8) When ready, click Save to save your settings

The resource will now be added to the Documents & Resources dashboard, where it can accessed again at any time. 

Based on the Visibility and Access Rules that have also been set, the resource will be made available to employees within their self-service portal, if applicable. 

Managing a Resource

To manage a resource, simply click on the resource on the Resources icon. 

 

Editing a Resource

• To edit the resource, amend as required within the Edit Details screen and click Save Changes

Deleting a Resource

• To delete a resource, click 'delete resource' at the bottom of the Edit Details screen. Click Yes to delete the resource. 

Sending Email Notifications to Employees

Email notifications can be sent to employees to advise that a resource is available to view on their Employee Self Service Portal. Select 'Send Notification Emails' when you select the resource.

Employees that have permission to view the resource and that have an email address in their profile will be available to select for a notification email to be sent. Select 'Send Emails' for the notifications to be sent.

Activity Log

The Activity Log will show when the resource was created, if email notifications were sent to employees and when and if an employee viewed the resource and when.

All actions by users or employees will be listed on the Activity Log in date order.