Name: HR Software
Brand: Empxtrack
SKU: 1062
Price: 20 USD
Availability: InStock
Rating: 4.9 (192 reviews)

Home » Empxtrack Help » Commons » Global Groups

A Group is a collection of employees in one common set. These groups can be assigned roles for access authorizations. Empxtrack allows setup of global groups to simplify easy searching, collective processing, allocation of common rules, and for analytics and reporting.

The global groups can be created by the HR Manager and CEO of a company. These groups are used for setting appraisal rules, leave applicability, assigning roles, processing payroll, and more.

To understand different types of groups, let us create 4 types of groups:

HOD Finance & Accounts department
Onboarding Manager Role
Female Employees group
Local groups

Case 1: HOD Finance & Accounts Department

To create an HOD for Finance & Accounts department through global groups, you need to:

● Log into the system as an HR Admin or HR Manager.

● Click on Product configurations. Under General settings, click on Setup employee groups.

● To add a new group, click Add new group.

● Select the desired role from Setup roles section to create a role specific filter. Else select the Non Role Specific option if you are creating a non specific role filter. For creating a role for the HOD of the finance department, select the HOD role.

● Identify employees by applying filters. For this case, select the Finance & Accounts department from the Department filter, and then select All from all other filters.

● Assign employees to this group and give access rights.

● Provide the name of the employee in the Enter employee name textbox and click on the + image to send the employee to the selected list. Next, Assign module.

● Click Confirm to save the group.

Case 2: Onboarding Manager Role

The role based filters can also be used to assign specific roles to employees. For example, you can assign the Onboarding manager role, Recruitment manager role, Payroll Manager role and more. This example assigns an Onboarding Manager role to an employee.

To assign the onboarding role to an employee, you need to:

● Follow the same initial steps as done for Case 1 – HOD Finance & Accounts Department.

● Select the HR Manager option from the Setup roles section.
Note: No need to select the filter criteria in Identify employees section as the onboarding candidates are external to the company.

● Assign this group to an employee to make him/ her an Onboarding manager for the group.

● Select Full access or Read only access option and assign the permissions to the employee on the onboarding module.

● Click Confirm to save the group.

Case 3: Create Female Employees group

Use a non-role specific filter to create specific groups of employees. For example, create a global group for permanent, contractual, or trainee employees. This case demonstrates a non-specific role filter for female employees so that benefits specific to women can be provided to them.

To create a Female group of employees, you need to:

● Follow the same initial steps as done for Case 1: HOD Finance & Accounts Department.

● Select the Non Role Specific option from the Setup roles section.

● In the Identify employees section, select the filter criteria for the selection of existing employees to whom this group will apply.

● You can also select specific employees to make them a part of the group from Add additional employees as a part of the search results field. Select employees from the Exclude following employees from search results to exclude some employees from this group.

Note: For the Non Role Specific option in Setup roles section, you are not allowed to assign access permissions and module visibility permissions to the employee because this group option does not contain any managerial permissions.

● Click Confirm to save the group. The global group is successfully created.

Case 4: Create Local Groups

A group is a collection of employees with the same set of rules and access permissions. You can create more than one group and quickly compare and analyze employee data such as attendance, leave, salary etc across different groups.

Note: The option to Manage groups is available in multiple pages in the application. You can select a specific tab on the Homepage to analyze data. In this example, leave data is analyzed.

To create a local group, you need to:

● Login to the system as an HR manager or HR admin.

● On the Homepage, click on the Leave tab. The Leave Details page appears on the screen with the Filter section.

Let’s compare leave data of two groups – San Francisco employees and New York employees for the year 2022.

● Click on the +Filter button and click Add button on the dialog box that appears.

● Specify the name of the new group and apply filters to select employees.

A complete set of employees will be selected in the group. The system will automatically take a subset of all these employees and exclude those that are not applicable to you.

● Once the employees are added, click on the Confirm button. The local group, New York employees, is successfully created.

Likewise, now you can create another group with the name as SanFrancisco employees.

● To compare leave data of these two groups, select one group in the Manage groups dropdown and view its leave dashboard. Hover the cursor on a specific month.

Let’s first view leave data of New York employees for the month of July 2022.

Now select San Francisco in the Manage groups dropdown. View its leave dashboard for Jun’22.

The comparison of leave data shows that New York employees availed only 6 leave days in Jun’22 where 8 leave days were availed by San Francisco employees.

Likewise, HR can analyze data for salary, attendance, identify active appraisals and more.

Suggested Links