The HR module in HirePOS is a comprehensive tool designed to streamline staff time tracking and task assignment processes. This module encompasses various functionalities to efficiently manage crew scheduling, timesheets, crew job creation, SMS crew invitations, i-cal crew calendar links, wage book management, and more. This document provides a detailed guide on how to utilize the HR module effectively within the HirePOS system.

The Crew Management module within the HR menu facilitates the scheduling of staff jobs. These records can be associated with bookings/invoices or created as stand-alone entries. Crew Management allows for the allocation of projected staff hours to specific jobs. On the other hand, Timesheets record actual clock-in and clock-out times, which are then integrated into the Wagebook for payroll processing.

You can link Timesheets to specific jobs on an entry-by-entry basis to on-charge the work to the customer.

To create a crew job linked to a sales record, do the following:

1. Navigate to the Sales Record screen

2. Click on the Extras button from the top right

3. Select the Crew Management option.

   1. Here, you can view existing jobs associated with the sales record and schedule new jobs by providing job descriptions, start date/time, and estimated hours.

4. Save changes to finalize the entry, which can be further edited or viewed in the HR Calendar screen.

After you have done so, click Save changes then you can come back to edit the entry at any time, or view it in the Hr > Calendar screen.

Additionally, you can create Standalone Jobs via the HR > Calendar screen, then clicking New Job

The HR module enables the assignment of drivers or staff for delivery, pickup, or service tasks. By creating specific shifts for delivery and pickup schedules, you can associate these shifts with relevant invoices to allocate drivers accordingly.

To do this, you'll need to create a new Shift for Delivery and another for Pickup.

1. Go to HR > Shifts and create a new Shift, m

2. ake sure the Delivery Schedule checkbox is ticked.

3. Create another shift, with the Pickup Schedule checkbox ticked.

4. Open up an Invoice that has Delivery/Pickup required.

5. At the top-right of the Invoice screen, go to Extras > Related Tasks and enter a new job in the grid provided, assigning the Delivery or Pickup shift you created in the previous step.

Crew/staff will now appear at the top of the eye preview popups against jobs in the Sales/Hire > Delivery/Pickup Schedule screen.

With SMS express enabled, you can send crew invitations for unassigned jobs directly from the calendar screen. The three-step invite process allows you to select jobs, crew members, and review the SMS content before sending out the invitations. Additionally, jobs can be created directly from the HR Calendar screen for seamless workflow management.

Utilize i-cal links to provide crew members with access to their job schedules.

1. Go to HR > Crew Calendar

2. Click the eye preview icon to the left of the Staff/Crew name.

3. Click the SMS iCal for iOS/iPhone or SMS iCal for Android/Desktop depending on the type of device the end user has. This will take you to the

4. Send SMS screen.

5. For iOS devices, the user simply clicks the iCal link and is asked to subscribe to the calendar.

6. For Android and Desktop devices a URL link is sent with instructions on how to subscribe to the event feed with Google Calendar.

Setting up SMS functionality in HirePOS requires creating an account with SMS Express and configuring API credentials. By entering the API keys in the SMS settings, you can establish a connection between HirePOS and SMS Express for seamless SMS communication. Additionally, customizing sender IDs and testing SMS configurations ensures effective communication with customers and staff.

See the SMS setup guide for more info: https://docs.hirepos.com/en/articles/2318849

Timesheets play a crucial role in recording staff work hours and linking them to specific jobs or payroll processing. By setting up shifts and entering timesheet details accurately, you can effectively track staff activities and streamline payroll management.

Shifts are used to categorize the type of work and pay the staff accordingly, e.g. Night shift, Weekend shift, etc.

1. From the main menu strip at the top, go to HR > Shifts.

2. Click the New Shift button.

3. Enter a name for the shift.

4. Click the Save New button. 

1. From the main menu strip at the top, go to HR > Timesheets.

2. Click New Timesheet Entry.

3. Select the staff member.

4. Enter the Shift if applicable, however not required.

5. Enter Start/Finish times.

6. Enter Break Minutes for lunch breaks and other breaks for example.
   Note the Time Worked is calculated automatically.

7. The timesheet entry can be linked to a specific job by selecting the Customer, and then the Invoice.

8. Enter any specific notes about the work completed.

This comprehensive guide provides insights into leveraging the HR module functionalities within HirePOS to enhance staff management, streamline task assignments, and facilitate payroll processing efficiently.

Staff can enter timesheet details via the Mobile Timesheets web app. Currently, staff members can only enter timesheet entries for shifts that have been assigned to them via HR > Calendar, HR > Tasks, or "Related Tasks" in the "Extras" menu on the Invoice Screen.

For a staff member to enter timesheet details on their mobile phone, they will click a unique link that you send to them via SMS.  Once they have the link there is no need to send them the link again.  They can either re-open the link from the original SMS or bookmark the link for future use. 

1. Firstly, you must ensure the staff member has a PIN/Password, as this will be required to access the timesheets web app.  
   From the main menu strip at the top, go to Setup > Staff, and click the staff member to edit.

2. Enter a PIN or Password in the PIN/Password field.  

3. Scroll towards the bottom then click Save Changes.

1. From the main menu strip at the top, go to HR > Calendar.

2. Click the 'eye' icon button to the left of the Staff/Crew name.

3. Click the 'SMS Agenda & Timesheet Entry link' button.
   This will open the SMS screen, with the unique Timesheet URL link in the message.
   (Note: You can copy/paste the link to an email if you like, but sending via SMS is most convenient).

1. Staff/Crew click on the URL link sent, which opens the app in their web browser.

2. Staff/Crew enter their PIN/Password to proceed.

3. Any jobs starting on the current day OR any jobs that do not have a Finish Date entered are shown.

4. Staff/Crew click the red Timesheet Entry button to view and edit the timesheet entry details.

5. Start Date, Finish Date, Break Minutes, and Notes can be entered, and staff/crew can sign at the bottom.  

6. Click Save when done.

7. When saving, the staff/crew may be prompted to allow their geolocation.  They must accept this, as a timesheet cannot be submitted without the geolocation coordinates.

Once the timesheet entry is completed (Finish Date populated), the completed timesheet details will appear in HR > Timesheets back in the main HirePOS v5 web app.