FAQs

Frequently Asked Questions on HRLocker

How do I reset my password?

• Click on the forgotten password button on the login page or go to the link below.
  https://login.hrlocker.com/Account/ForgotPassword
  • If your email address is not recognised, please contact your HRLocker administrator or your manager to check if your email address has been correctly entered to the HRLocker system.

How can I update an employee’s personal details?

• Click on the directory button on the navigation bar.
  From here, search for your employee and click on their name.
• Now you can edit their details in any one of the directory tabs and click submit to save the record
  
  

I cannot find my employee in the directory?

• If your employee has been terminated, simply change the filter in the directory to show 'All Statuses'

I want to implement MFA (Multi Factor Authentication) or IP whitelisting on HRLocker.

• HRLocker supports SSO. If you enable Single Sign On for your organisation, you can use your company access control policies with HRLocker. ie: any access restrictions you have for employees to sign into their work email address, will also apply to HRLocker. 

How do I stop people requesting a leave type?

• When creating or editing a custom leave type in your office time off settings, as a manager or an admin, you can decide if the leave can be requested by everyone, Managers and admins, admins only, or archived for everyone.

I am a manager on HRLocker and I cannot see some of the settings in these help documents

• The settings you have access to depend on the permission you have been granted by your HRLocker admin
• Not all modules in HRlocker may be enabled for your company. Check with your HRLocker admins to see if they can be enabled.

I am an admin and I would like to enable a module that I cannot access on my account

• • If you would like to enable or disable modules in HRLocker that you currently do not have access to please contact your account manager or customersuccess@hrlocker.com

How do I add or remove users from the system?

• Click on the directory button on the navigation bar.
  • To add an employee: 
    Click on the 'Add employee' button on the top corner of the directory page
    Enter in the details for the new employee and submit the request
    If you have enough licenses, the employee will be created. If there are not enough licenses, you will be prompted to purchase additional licenses
  • To remove an employee:
    Click on an employee in the directory
    Go to their Terms of Employment tab
    Enter in an end date
    Change their status from active to 'terminated'
    Submit this change

How do I request time off or approve an employee’s leave request?

• To Request time Off:
  Click on the 'Time Off' tab on the navigation bar
  Select the type of leave you would like to request
  Enter the dates you would like to request
  Submit the request
  Your manager will now be asked to approve this request
• To approve a time off request:
  Click on the Time Off button on the navigation bar
  Click on the awaiting approval tab
  Review the requests in your task list
  Click approve or reject to approve or reject each leave request

How can I view my remaining leave balance?

• Click on the 'Time Off' tab on the navigation bar
  Your leave Balance is displayed in the graph at the top of this page.

Can I change a work pattern or hours in the system?

• • Search for your employee and click their name.
  • Click the settings button on the left panel
  • Scroll down to Work Patterns.
  • Select the new work pattern from the list of available work patterns
  • If you need to add a new work pattern, you can click 'Add work pattern'
  • If you are adding a new work pattern and want to keep the old one with an end date, you need to give the old pattern an end date. this will automatically populate the start date of the new work pattern.

How do I generate or export reports on employee data?

• Click on the reports button on the navigation bar.
• Select Employee from the reports navigation bar
• Select your filters and which report to download.
• The report will generate and will appear in the notifications hub.
• Click the notifications hub and download the report.

How do I configure public holidays for my office location?

• Click on the settings button on the navigation bar.
• Click on the Offices section.
• For each office, there will be a Time Off settings page.
• Select the relevant country and click the import public holidays button.
• Review the holidays and modify the list if needed, or add additional holidays if they are specific to your office or company.

How do I upload or manage employee documents?

• Click on the directory button on the navigation bar.
• Search for your employee and click their name.
• You can add documents to the Terms of Employment tab, or the Reviews and Refs tab
• If you would like the employee to be assigned these documents and read and sign them, you can add them as HR Docs using the HR Docs module, and assign the document to that single employee only, or bulk assign to offices, departments etc

Can I track employee attendance or clockin times?

• You can enable timesheets for your employees in their directory, settings page, and you can also enable clockin timesheets which will require them to clock in when they begin work, take breaks and leave at the end of the day
• These can be accessed from the Time On module on the navigation bar

How do I enable or configure custom fields for employee data?

• • Click on the settings button on the black ribbon
  • Click on the Custom Fields section
  • Create the labels for each of your custom fields
  • These will now appear in your employee's directory to be completed by the employees or their managers

Why is an employee’s leave balance incorrect?

• • If the leave balance is incorrect, check that they have the correct work pattern assigned to them.
  • Also check if their leave entitlement is correct in their summary page in the directory
  • Check if their end date and start dates are correct as this will also affect leave
  • Check if the leave types they have used are correctly configured (are they using non deductible leave when they should be using deductible leave for example)
  • Are the dates in their leave requests accurate
  • Are all these requests fully within the current leave year? Dates outside the current leave year will be deducted from the next or previous leave year balance)

How do I view my pay slips or salary information?

• You can view your salary information in your directory by clicking 'Comps and Bens' if this option is available to you.
• HRLocker doesn't have a specific payslip integration, although some companies will assign them as HRDocs to their employees

How do I switch between daily and hourly leave tracking?

• Click on 'Edit' next to their leave entitlement
• Here you can select if the leave is Daily or Hourly and edit their leave for the current year
• You cannot have more than one type of leave in the same leave year
  If you cannot see the option to change the user to hourly leave, the setting for hourly leave may not be enabled at the users office
• An admin or manager with settings permission can enable this in the Time Off settings for each office.

How can I enable multi-factor authentication for added security?

• An admin can request SSO integration for HRLocker by contacting support and we can forward the instructions to configure this on your system and enable it for all users.

How do I integrate the HRIS with other systems (e.g., payroll, time tracking, etc.)?

• HRLocker does not have an Open API and integration with other platforms is not straightforward. If you have a specific requirement to integrate with a 3rd party platform, and they are open to working with us, let us know and we will let you know if it is something we can work on

Can I customize notifications or reminders for certain events (e.g., birthdays, contract end dates)?

• Click on the settings button on the navigation bar and then click on the notifications section
  Here you can set the preferences for custom notifications.

How do I update the company’s organizational structure or reporting hierarchy?

• HRLocker has a systems chart that can be modified by changing who reports to each manager. This can be viewed by clicking on the Systems chart button in the employee section of the Reports module.
• To modify the structure, you need to assign different managers to different employees.

I want to prevent an employee from logging in but do not want to terminate them

• You can block an employee from logging in by changing their email address in the summary page. This will also cause them to be immediately ejected from any session they are already in.
• As long as the employee does not know the new email address on the system, they won't be able to sign in or request new credentials.
• We recommend keeping the old email address and adding something at the end such as _locked or another random word.

Does HRLocker have data retention policies to automatically delete data after a set period of time

• HRLocker currently does not automatically delete data after a set period of time.
• Data retention requirements are complex and depend on the types of data that are being stored and the business and legal requirements to store or delete this data.

I have received an error: We seem to have encountered an unexpected problem 

• We are sorry that you have encountered this error. In order to investigate this, please tell us the following information:
  • What were you attempting to do?
  • Which employee or module did this happen on?
  • What time did you encounter the error?
  • Is it happing just to you, or to others in your company?
  • Is it just happening sometimes, or does it happen everytime?
  • What internet browser are you using?
  • Is there anything else you think might be useful to speed up our investigation?

I have received an error: Sorry you do not have permission to perform this operation

• We are sorry that you have encountered this error. In order to investigate this, please tell us the following information:
  • What were you attempting to do?
  • Which employee or module did this happen on?
  • What time did you encounter the error?
  • Is it happing just to you, or to others in your company?
  • Is it just happening sometimes, or does it happen everytime?
  • What internet browser are you using?
  • Is there anything else you think might be useful to speed up our investigation?

The site appears to be running very slowly

• • We are sorry that you have encountered this error. In order to investigate this, please tell us the following information:

    • What were you attempting to do?
    • Which employee or module did this happen on?
    • What time did you encounter the error?
    • Is it happing just to you, or to others in your company?
    • Is it just happening sometimes, or does it happen everytime?
    • What internet browser are you using?
    • Is there anything else you think might be useful to speed up our investigation?

 

I am getting an error message when trying to sign into HRLocker

• • Apologies about this, lets see if we can get this resolved. There are a couple of things to check first.
    
    
  • Are you using SSO to sign into HRLocker?
    • If Yes, does this issue affect all your other employees?
    • If yes, it's possible that your companies authentication credentials may have expired. We may need a new Client Secret to be sent to us to allow us to access your directory
    • If the issue only affects you, or a small number of users, are they using the Primary Email address as their login credentials for HRLocker? (SSO requires that the users primary email address matches their HRLocker login email)
    • Are the users blocked from signing in on your companies active directory?
    • Are you able to access all of your other company resources such as email. (if not, this needs to be investigated by our own IT team)
  • If you're not using SSO
    • Does this apply just to your own login, or to all others in your company?
    • Is the HRLocker subscription fully paid up to date?
    • What is the exact error message and the exact time you attempted to sign in last?

Can I book holidays and leave now for next year?

• Yes. You can book your leave now. Your leave will be recorded and your balance for next year will update when the Year End rollover happens. It is recommended that you ensure any public holidays are updated in your office settings in advance, so that the correct number of days will be calculated for next years requests.

How to give employee a day off for their birthday

• • You can create a new Office leave type and name it something appropriate.
  • Employees would then be able to book this type of leave to request their birthday off as leave.

How do the headcount reports work?

• There are 2 headcount reports on HRLocker. The visual report and the downloadable report
• The visual report works based on months. If you had any employee active during a selected month, they are included. This means, if their end date is either blank, or after the start date of each month, they are included in that month's figures, and if their start date is after the end of the selected month, they are not included in the figure
• The Downloadable report works on a single date (the end date selected in the filter). This means, if you staff are employed on this date, they  are included in the report
• What if the numbers don't add up?  If the numbers seem wrong, please check to ensure your terminated employees all have the correct end date assigned to them. If there is no end date, they will continue to appear in the report even if they are terminated.

I'm trying to change the Annual Leave Accrual for my employee and it is not working

• There are two common reasons why this might not work for your employees. Firstly, you only need to enter the number into the form, you do not need to include the percentage sign.
• And secondly, you need to enter in a value for maximum hours for the year. If you leave this as zero, your employee won't accrue any hours when they submit their timesheets.
• If you do not see the option to use accrued hours for annual leave, you should check to make sure it's enabled in your Office Time Off settings screen.

I'm trying to do something on HRlocker and it's not working as expected.

• We're sorry to hear that, can you tell me more about what you were trying to do and I can help you resolve your query.

I'm trying to Update something and it's not doing what its supposed to do.

• Please tell us some more about what you've been doing and we can try to help you.

There is a 'User Not Found' error message when I'm trying to sign in

• The causes of a User Not Found error message are any of the following:
  • The Email address does not exist in the system. Check the spelling on your email and ensure there are no spaces either at the start or the end.
  • The User has been terminated. Is there an end date for this user in HRLocker? If this is there in error, as an admin you can edit this and change the users status back to active
  • The user is locked out due to too many failed login attempts. If this is the case, requesting a new password will unlock the account. Use the 'Forgot Password' button and follow the instructions in the email
  • For SSO users, if the email in HRLocker is not registered as a primary email address for the user in your companies' active directory, you may get an error saying the user cannot be found

I have received an email relating to a ticket or bug I raised a long time ago, what do I do next?

• Sometimes our ticketing system will do a clean-up of old queries that may have been resolved a while ago. Occasionally this causes some emails to be sent asking for feedback. There is no requirement to complete these forms
• If you feel the issue you raised is not resolved despite the email, please let us know some more details about this problem and we are happy to help you with that

Why did i get an email asking for feedback on a closed ticket?

• You got an email because your email address was associated with this query in our ticket system. Either you raised this yourself, or it was raised by an employee in your company and you have been linked to the ticket because you are an admin in HRLocker. We do not keep track of the contact details on non admins who contact HRLocker in our ticketing system for GDPR reasons so we may not be able to identify the exact employee or user who raised the ticket with us originally

Could you help me with an employee's work pattern?

• Sure, please let us know exactly what you need to know?

Could you please help me with an employee's Annual Leave?

• Sure, what do you need to know?

How does an employee's work pattern affect annual leave?

• Work patterns and Leave (Time Off) requests are inter-twined on HRLocker. When leave is requested, the system will only deduct the number of days or hours that are designated as working days/hours in the employee's work pattern.
• If you think the hours deducted are incorrect, you should check the work pattern for that employee and also the dates/times in the leave request including any existing leave or public holidays that may have already been recorded that may affect the request.

Is it possible to add dropdown menus or limit the data collected in the Custom Fields in HRLocker?

• Unfortunately, as of now, the custom fields option in HRLocker are limited to text only. We do not offer the option to validate or restrict the data in these fields.

Is this feature going to be added to HRLocker?

• In HRlocker, we drive our development based on customer feedback and are always trying to improve our product. We do have to manage our development pipeline and all requests for changes need to be prioritised so we cannot give any promises about when any specific feature will be available to the public. 
• We cannot commit to push any specific development requests ahead of the existing pipeline as doing this would have knock on effects for other commitments. However, if there is a specific feature that you feel you need to talk about with our account management team, please book a call with them using this link

Can we add more gender options?

• We provide only male and female options in our gender fields solely to comply with EU and UK gender pay gap reporting laws, which require the use of binary gender categories. This is not driven by a reluctance to include additional gender identities but rather by the need to ensure legal compliance for our customers. However, we offer the option to add custom gender fields for organisations that wish to track additional identities for internal purposes.
• We do not offer the ability to create a list of pre-defined genders in these custom fields as introducing such a list introduces the risk of excluding people who identify differently

I want to terminate a manager but the system says there are subordinates and I cannot see any in the reports

• There may be terminated employee who reported to this manager. Try re-running the reports and include terminated employees

I want to discuss a price increase in our renewal invoice

• If you want to speak to someone in account management, please use this link to book a call

Why can't I see next year's annual leave balances in the Time off page by clicking 'Next'?

• While HRLocker allows you to book leave for next year in advance, we cannot display the leave balance for next year until we know what the carry over and entitlement for next year will be. These will be generated on the night of the annual leave year roll-over and you'll be able to see them from the first day of the new leave year.

I've tried to download a report. It says 'Report is generating' but I cannot see where to download it?

• When the report is finished generating, there will be a red/pink notification on your navigation bar on the top of the screen to show that a report is available to download. Click the notification and you'll see the report and a link to download it
• Once the report has been downloaded once, the link disappears

My employee has requested to change their password but  isn't receiving the email.

• If your employee isn't receiving the email to change their password, please check the following:
  • Are they typing in the correct email address or is their email address typed in correctly in their Summary page in the directory
  • Is their account active in HRLocker (are they set to terminated in the terms of employment screen)
  • Have they checked their spam folder/junk folder?
• If you've checked these, it's possible that their email address was marked as inactive by our email system because it bounced in the past. Just give us the employee's email address and we'll see if we can unlock it for you

How do I invite my employees in bulk?

• If you are the primary admin and would like to invite multiple employees at the same time, click on the 'Invite employees' button on the top right corner of the directory page
• This only appears for the Primary admin, if you are not the primary admin, you can ask them to send the invitations, or you can invite individual employees using the invite button for each separate employee

How do I delete a leave record that was added to the wrong employee?

• If you have added a leave record to the wrong employee, this can be easily undone.
  Just go to the log on the time off page and locate the leave that was recorded in error and click on the dustbin icon to the right of the screen
  • If you cannot see a delete icon, it's possible you do not have permission to delete this record - You cannot delete your own leave if you are not your own Time Off approver, just ask your time off approver to delete this for you
  • If the record is sick leave, you need to click on the sick leave tab in the time off page and you can delete the leave from the sick leave log
• Please note, the employee may have noticed that the leave was recorded or may have received an email, and there will be an entry in the log that shows a leave was deleted, so it's a good idea to let that employee know that an error was made and why the leave was added and then removed.

I want to understand my leave balance in Time Off. My leave is balance is shown with a decimal place. Does this mean hours or minutes. or is it a percentage of an hour/day?

• In HRLocker, wherever there is a decimal place relating to a time value, this is  a percentage. If there is a colon (:) then this refers to Hours and Minutes. For example: 1.5 hours is the same as 1:30

Date format and time zone questions?

• The standard date format is dd-mm-yyyy however, the date is displayed based on your own computer's settings. If your internet browser is set to use American date formats by default, then HRLocker will display dates in the US format of mm-dd-yyyy. You can change this by editing your browser settings - Similarly, Excel my default to another date format when viewing reports.
• HRLocker's raw data is all stored in UTC (Coordinated Universal Time) and this is converted in the application to show in IST (Irish Standard Time)
  For half the year UTC is the same as IST, but during Summer, Irish Standard Time adds an extra hour for Daylight Savings Time
• In some places, we will report the time to always be in UTC and not convert it automatically for daylight savings. These will be declared on the screen as 'hh:mm (UTC)' Usually, we do this in audit trails and logs, so that there is no confusion or conversion errors when looking at timestamps from the past.

How to re-assign admin slots

• If you already have the maximum number of admin slots and do not want to purchase more, then you will need to remove an admin slot from one user to give it to another user. This is straightforward if the primary admin is not changing. Just go to the user you wish to downgrade, change their user type from Admin, to Manager (don't forget to review their permissions in the directory). Save the change,  and you can then upgrade your other manager to be an admin user type
• If you're changing a primary admin, you need to juggle the license. There always has to be a primary administrator, so first, give the primary admin role to another admin, then downgrade the former primary admin, then upgrade the new manager to be an admin, and finally, re-assign the primary admin role to the newly upgraded admin.
• If you yourself are the primary admin, and want to give up your own admin slot to another user, you will need to get the other admins involved. 
  • If the other admin is available to assist, just make them the primary admin, ask them to remove you as an admin, and grant your admin license to the new manager and then make them the Primary admin
  • If the other admin is not available, you can temporarily downgrade their role to be a manager, grant that license to the new admin, and then ask the new admin to downgrade your role to manager, and re-assign your admin slot to the 2nd admin

• f you are not sure who the admins are, you can download the directory export report and filter for user type
• If you still can't find the other admin, it's possible they were terminated, tick the box to include terminated employees in the directory export.

How does the subscribe to calendar (ICAL RSS feed) work with leave and external calendars like google and outlook?

• When you are subscribed to a feed as an Admin, you will see everyone's leave populate in a HRLocker calendar in your 3rd party calendar application
• Employees will only see their own leave
• Managers will see their leave and their employees leave
• Only leave that is less than 1 month in the past, and less than 12 months in the future will be synced via our RSS feed. (this reduces the performance impact on your calendar and allows you to focus on relevant events) and for GDPR, there is no good reason for you to store subordinates' historical leave in your external calendar

How can I see the permissions each of my Managers have in HRLocker?

• There is a visual report called Manager Permissions which can be accessed at https://login.hrlocker.com/NewReports/Employee that shows which of your managers have each permission assigned to them

How do I import current CPD certificates for each employee?

• Go to CPD: Navigate to the CPD (Continuous Professional Development) section on the top white ribbon.
• Select Manage CPD: Click on "Manage CPD."
• Add a new CPD item: To create a new CPD item, click "Add."
• Complete the necessary information: Fill out the required information for the certificate, such as name (e.g., SafePass, Manual Handling, Abrasive Wheels), dates, and any other relevant details.
• Assign the CPD item: Once the CPD item is created, you can assign it to the employee by clicking "Assign" next to the newly created CPD item.
• Navigate to the employee's CPD: Go back the the main CPD section by clicking CPD in bold on the left, or using the top white ribbon. Use the drop down menu to select the employee's name.
• Attach the document: Upload the relevant certificate document to the CPD item.

How do I set a 2nd approver or reviewer for timesheets, or annual leave or CPD?

• Apart from their designated approvers, HRLocker allows you to designate any other manager to approve an employee's timesheets, leave or CPD by simply granting them permission for that module in their managers permission tab in their directory page

I want to give my employees an extra holiday

• If you want to give them an extra day every year going forward, you can increase their annual leave entitlement
• If you only want to give them an extra day this year, you can give them a manual adjustment
• If you want to give them extra days for a specific purpose, eg, for their birthday, you can create a non deductible leave type and create a policy that allows them to take one of these days each year.

How do I clear a noticeboard message without sending an email to everyone?

• To clear a noticeboard message without sending any more emails, click on the 'Add Edit noticeboard' link on the dashboard, this will open this page https://login.hrlocker.com/Dashboard/AddMessage  and you should see a button to 'Clear existing message'
  
  
• Please note, it takes a minute or two to clear the message so if you navigate away from the page, come back in a few minutes, you should see that the noticeboard is now empty

Why isn't the 'Generate PIN' option not showing for my employee?

• Generate PIN appears for employees where the clockin tablet is enabled and where they have clockin timesheets enabled. If clockin timesheets are not enabled, the Generate PIN option won't appear. 
• If you enable 'Clockin Timesheets' and the PIN option does not immediately appear, submit the page and then reload it and the button should populate.

How do I configure work patterns for part time employees? (or employees who work very variable hours: no set hours)

• If an employee does not work set hours then you are best to enable the option to 'Never Populate Timesheets' in their settings.

  These employees can then enter in their working hours manually, or clock in when they're working.

  
  

  Then the work pattern really only affects how their leave is deducted. How do you want the system to handle leave requests, eg, if they book leave on a weekend, then should that deduct from their balance? In this case, give them a 7 day working pattern so that the leave requests include weekends. If they're on hourly leave, then you need to decide how many hours would be deducted for a full day leave request, and give them this number of hours in their working pattern.

  
  

  If they have daily leave, then the number of hours in each day doesn't really matter from an annual leave perspective

What action is required to roll over someone's holidays from 2024 to 2025?

• No action is required to roll over holidays from this year to next year. The employees will automatically generate their leave entitlement based on their current settings
• If there is a carryover policy in your company, please check these in each office in advance of the new leave year to make sure they're correct before the roll over date
  
  

I want to add unpaid leave

• You can create a new leave type and call it unpaid leave
• Do not tick the box to make it deductible leave

I want to get a reminder when my employee's fixed term contract is expiring

• If you want an email to go to remind when a contract is about to expire, you need to set the employee's employment type to be a Fixed Term Contract and then click Submit
• Now you can add in the contract expiry date and select the option to send an email reminder which will go to their direct manager

I want to edit a work pattern.

• To be clear. Editing a work pattern is not possible. Work patterns can be re-assigned.
• Work patterns can not be edited once their are assigned, the times and working days are locked.
• If you created a work pattern with an error, you can archive it and delete it
• If you need to change an employee's work pattern, you need to assign a different work pattern to them
• The reason for this, is that work patterns are shared amongst many offices and employees, and editing one could have unforeseen consequences affecting other employees employment records.

I'd like to add an extra admin license

• HRLocker includes 2 admins with every package and an additional 1 admin license for every 100 employees. 
• Additional admins can be added for the cost of €300 per license
• You may not need to buy another license. Managers can be granted admin access to almost everything through the manager permissions section. 
• Use the principle of least privilege. Admin roles may have too much access to sensitive information. Consider using the appropriate manager permissions.

Can I add in an increase for next years annual leave entitlement?

• No, you can only edit entitlement for the current leave year.
• HRLocker currently allows you to edit the current annual leave year's entitlement. When the new leave year arrives, you'll be able to update your settings for your employees from this date.

What is the contact number for HRLocker?

•  Phone +353 1 443 4132  

How do I enter annual leave entitlement for part time employees?

• If you have an employee who is on part time hours, you need to agree with them how many days or hours of annual leave they are entitled to for a full year (if they work the entire year without any interruption)
• Enter this value into their annual leave entitlement
• HRLocker will only Pro-rate this leave if the employee either Joins or Leaves HRLocker during the year, or if their annual leave entitlement changes, then HRLocker will automatically calculate what percentage of each leave entitlement the employee will have accrued during that period.
• General rule of thumb. Always enter in the Annual leave entitlement. This means how much leave they get per year.
• If an employee is working 1 day a week, for example they would be entitled to 1 fifth of the standard annual leave entitlement, so you can enter in 4 days per year as their annual leave entitlement. If they move to full time employment later in the year, you can then change this to 20 days per year effective from the date they went full time.

How does the clock-in system treat working days that go past midnight?

• HRLocker has a simple rule for clocking in. If you clock in or clock out on a HRLocker app, and it is more than 15 hours after the start time of your last working day, this is counted as a new working day
• If you clock in within 15 hours of the last start time, this is treated as either a break, or a clock-out time for the last working day
• The reason for this, is as follows:
  • Employees are entitled to have an 11 hour rest period between working days
  • There is a maximum working week of 48 hours
  • While some employees can work split shifts where they have several hours off during the day and then need to work the rest of their shift. HRLocker needed to make  a reasonable assumption that the vast majority of workers would not finish their working day more than 15 hours after they started it. or begin a new working day less than 11 hours after they finished their last working day, so we implemented this rule to minimise the number of manual adjustments that would need to be made to employee's timesheets for when they work exceptionally long hours.

Can the clock in system handle split shifts in HRLocker

• Yes, but only if the finish time of the shift is less than 15 hours after the start time of the first shift. The employee can clock out and then clock back in for the end of their shift and this will be recorded as a break
• If they clock out at the end of their shift and it is more than 15 hours from their start time, this will be considered the start of a new working day and an adjustment may need to be done to their timesheet

Do managers get emails or notifications when an employee submits a timesheet?

• No, We do not email the managers when a timesheet is submitted, but their dashboard will show that they have a task to approve timesheets
• If a manager rejects a timesheet, their employee will get an email
• You can configure email reminders to send to employees on a designated week day to remind any employee who has forgotten to submit their timesheet. This is enabled in the Office Time On settings page for each office.

I want to download a Leavers report for which employees left this year.

• You can download the Directory export report. Make sure you tick the box to include terminated employees, and then in excel use the End Date column to filter out the employees where the end date is before this year or is null

How do I hide email addresses from the Directory?

• There is a setting in each of your offices that allows you to hide the email addresses from the directory

  
  

  Just click on the settings button on the navigation bar at the top of the page, select an office and hit the 'edit' button. There is a tick box to hide email addresses from the directory

How do I see who has not signed a HR Document (HR Doc)?

• You you can get the full list from the reports section

  https://login.hrlocker.com/NewReports/HRDocs

   Click on the 'Multiple' tab and select the name of the document you want to report on.
   Underneath the pie chart, there is a button to download the signature list

How do I send reminders for people to sign HR Docs?

•  if you want to remind people to sign a specific HR Document, you can send an email to everyone who has not yet signed it.

• Go to the HRDocs page

• Change the filter to be 'All Documents'

• Next to each of the documents is an 'actions' section

• Click the bell to send a reminder to everyone who has not yet signed this document

My Employees working hours have changed and now TOIL is calculating the wrong hours, Why is this?

• You need to change the value for 'what is the standard working week in hours' in  the TOIL settings (either in the office or employee settings page)
  

  If you approved a timesheet and the hours exceed this number, then TOIL will generate, if you re-activate a timesheet, the TOIL will be deducted if the timesheet hours exceed this number, but TOIL will be be re-calculated when you re-approve that timesheet again based on the new setting.

   If you want to fix the balance, perform the following steps in order:

  1. Do not change the TOIL working week setting yet

  2. Reactivate the timesheets since the employees' working hours changed

  3. Change the TOIL working week setting

  4. Re-approve those timesheets

   

  This should recalculate the TOIL based on their new working hours

How can I add a sick cert to an existing sick leave record?

• As an admin or Manager you can edit the existing sick leave record to add the sick cert, just tick the box to make it a certified leave and upload one or more sick certificates. (You can also split the leave into one or more records if some parts of it are uncertified)
• If you are trying to edit your own leave, you will be unable to do so unless you are your own holiday approver. Please ask your manager or a HRLocker admin to either delete the existing record, so you can add a new one, or send your certs to them and they can add them on your behalf.

In Hire, how can I stop the email notifications every time a candidate applies for a job?

• If you are the primary admin in Hire, you can disable email notifications by ticking the box in the company settings section of Hire  https://login.hirelocker.com/Settings/Company

I want to see the 2025 public holidays in my office but the dropdown menu doesn't have the option for 2025

• First you import the public holidays for your country, and then the 2025 dropdown will appear in the menu.

  Click on the import public holidays button, select your country and press the submit

  
  

  The system will then refresh and your 2025 entry will appear in the dropdown menu

How do I install the mount onto the HRLocker Clockin Tablet

• If your mount was supplied through HRLocker, then the instructions to install the mount can be found at www.havis.com
  
  https://d3tw6iv5rfkior.cloudfront.net/wp-content/uploads/2023/06/Kit-35-FlexiPole-Contour-FirstBase-Quick-Installation-Guide.pdf
• There is a plate which secures to the tablet using adhesive and this clips on to the locking mount which then screws onto the wall

How do I upload a file to an employee's HRLocker profile?

• Depending on the type of file there are a number of options:
  
  • HRDocs: A file can be uploaded to HRDocs and then assigned to that employee. This can then be viewed in the HRDocs section. The employee, and any manager with HRDocs permission can view these documents.
  • Terms of Employment: Each employee has a 'Terms of Employment' section in the directory. They can store as many files as needed here and Managers with Directory access can download them. By default this is hidden from Employees, but access can be granted in the company settings page
  • Comps and Bens: Documents can be added to the Comps and Bens section for employees. Managers with directory access where 'Hide Comps and Bens' is not enabled can access these documents
  • Reviews and Refs: The reviews and Refs page in the directory can also store documents. This can be hidden from employees or access can be granted.
  • Background Check: The Background Check section allows managers to create document types which then allows you to upload documents for the employee in the Background Check section. Employees can upload documents here and they are visible to themselves and managers with directory access
  • Right to Work: The Right to Work section allows managers to create document types which then allows you to upload documents for the employee in the Right to Work section. Employees can upload documents here and they are visible to themselves and managers with directory access.
  • Reviews: The Reviews section allows for uploads of documents relating to performance management. These documents are available to employees and managers with reviews permission or reviews Admins

Can I carry over a negative Annual Leave balance into next year?

• If carry over is allowed, then this will include carrying over negative balances eg: if someone was allowed 20 days of annual leave, but took 21 days this year, then they will carry over -1 day to the next leave year.

How do I Log in as an Administrator?

• If your user type is Admin, then when you sign into HRLocker you will be signed in as an administrator.
• If you are a 'Regular Employee' or a 'Manager' you would need another Admin to grant you Administrator access if necessary
  
  

Hi - Can people apply for leave for next year or do we have to wait until the new year?

• In HRLocker you can request leave in the next leave years at any time. The request will go for approval as normal, and when the new leave year arrives, we'll calculate the balance and deduct any annual leave from that years balance.

What is  HRLocker's VAT number?

• 6408043S

What is HRLocker's Company Registration Number?

• 388043

What is HRLocker's Registered address?

5th Floor,

Connaught House,

One Burlington Road,

Dublin 4,

D04 C5Y6

 

Can Managers add new employees to HRLocker?

• Yes, if the manager has been granted permission for the DIrectory for one or more offices, they can add new employees in the directory
• You do not have to be an admin to add new employees

How do I record an contractor who has multiple contracts with HRLocker if there is a gap in the contracts?