It's likely that you'll be handling your employee's data through one of processes outlined here. However, we understand that time-sensitive one-off updates come up.
You have to make sure that as an administrator, you have the ability to create, edit, and terminate employees to make changes on a one-off basis.
To add a new employee into the system, go to the Admin tab at the top right, then look at the left-hand menu under People. Select Employees. Then, click on the Add Employee button.
You'll see a blank record form appear. From here, fill out as many fields as you can. At the bare minimum, however, you will need to fill out Name, Email, and Manager. A best practice would be to enter a User ID, as it would help the system keep track of a user if they go through a name or email change.
To edit an existing employee, you type in their name in the search box. Once they appear in the drop-down, select them to pull up their record.
As an admin, you have the ability to edit any of the employee's attributes. It's important to keep on top of certain things like Manager. This is especially true if an employee has changed managers in the middle of a review/check-in cycle and needs to be reviewed by his or her new manager.
To terminate an employee, simply scroll down near the bottom of an employee record and click Terminate. A pop-up window will appear:
For Termination Date, the date defaults to the current day, but you can set it anytime in the past or future. If the person you are terminating is a manager, under Team Reassignment, you can select someone else to inherit their reports.
With Delete Reviews, it is best practice to NOT tick this box. More often than not, there are circumstances where an admin needs to restore a user's account in order to access old information that Reflektive is storing.
As a safeguard, the system requires you to type in the employee's last name in order for you to finalize the termination.
Proxy Login Access
We take pride in the fact that our intuitive platform empowers admins to spend less time on enforcing processes and more time on enabling managers to be better coaches. With this in mind, we understand there are situations where the HR administrator needs full access to employee accounts.
Here are a few common causes:
- To help manage reviews for a manager on vacation
- Editing review data for an ongoing or complete review cycle
- To troubleshoot user issues for a remote employee, eg: replicating an issue
Because we trust you to know your company’s needs best and want to empower you to own your employee's data, we built Administrator Proxy Login Access to give HR administrators such as yourself the ability to log in as an employee within the system and act on their behalf.
First off, you need to be granted Administrator Proxy Login Access privileges by your Reflektive Customer Success Manager or Support Representative. To ensure that your employee data is in good hands, Reflektive closely monitors which individuals have this feature enabled. Usually, we grant this feature only to our primary contact/HR business partner on your side. This individual can then grant Administrator Proxy Login Access privileges to others on your team, but those subsequent Proxy Admins cannot give access to anyone else. You can go to the Admin tab, and then Permissions to see what can be done.
After you've sorted through permissioning, you can now log in as another employee. Navigate to the Employees tab (Admin > Employees). Search for the employee and click on the blue "Login as [employee name]" button.
We ask for a reason to reason to track usage patterns. If there's a unique usage case, please provide an explanation! To ensure privacy and security, all proxy access is logged and admins will automatically be logged out of their session after 15 minutes of inactivity.
Once you have finished your tasks, you can end your session in one of two ways:
1. Clicking the profile picture on the top right and then selecting Log Out. This will take you out of Reflektive entirely, meaning both your original session and your proxy session ends.
2. Selecting the "End this Session" button on the bottom of the screen (see below).
If you prefer to make a bulk change to many users, you'll have to send us an up-to-date employee data sheet so that we can perform an import from our end.