The Employee Portal needs to be enabled by a Support Administrator at Access. If you do not have this enabled and need it to be, please raise a new case via our Access Digital Assistant.
Configuration
Once enabled, follow these simple steps.
Click Settings, then click Other.
Click Portal Settings, then click Employee.
Click the arrow to open the settings.
Heading | Description |
Employee Details | Allows the user to view and edit their basic HR details. |
Employee Rota | Employee can see their accepted rota. |
Employee Payslips | Employee can see their accepted gross pay slips. |
Employee Availability | Employees can view availability, add availability, and submit holiday requests. |
Employee Unavailability | Employee can view their unavailability and request unavailability. |
Employee Visit | Employee can view their rota in a calendar format. |
Employee Request | See the section below for additional configuration required. |
Employee Visit Feedback | Allows employees to leave visit feedback. Feedback types must be configured first. |
Employee Booking | An employee can book on and off a visit via the Portal |
Employee Offer and Request Visits | Employees can see the visits offered to them and request to take them. Requires the above booking option to be enabled. |
Send SMS on Offer | Sends a text when a shift is offered, prompting the employee to check the Portal. Requires a valid mobile number; SMS cost is 5.5p per message. |
Available Visits - Limited to branch | Employee can only see available visits within their own branch. |
Available Visits – Limit to Branch and Area | Employee can only see available visits within their own branch and area. |
Access the Employee Portal
You can access the Employee Portal via the web or via the Access Care Planning app.
Web
To access the Employee Portal via the web, follow these simple steps.
Go to www.peopleplanner.biz.
Enter your Client ID, then click Login.
Select the Employee Portal.
Enter your surname and PIN.
🤓Tip: Pin numbers are automatically assigned to you and can be found under the security tab against the employee record.
Access Care Planning app
You can also access the Employee Portal from the Access Care Planning app. To do this, follow these steps.
Log in to the Access Care Planning app.
Tap the three-line menu.
Tap Employee Portal.
Navigating the Employee Portal
Once logged in, an employee is presented with options based on which areas have been configured within the database.
Details
In detail, you can update your personal details and emergency contacts. They are not automatically updated in Access People Planner; they must be approved first, but once approved, they update automatically.
My rotas
In my rota, you can see your current and past rotas week by week. The most recent rota always appears first. You can view them by clicking on the relevant week, and it allows you to download the file to print. If your rota changes during the week, it is automatically updated.
My gross payslip
You can view all your gross payslips; the latest one appears at the top. You can view them by simply clicking in, and they can be downloaded and printed if needed.
My availability
In availability, you can view your holiday records and add new holidays and availability. The current week is the default view, but you can view any day, which can be done via either the week or month view. You can also select the relevant dates needed. Today's view is highlighted in yellow.
View holiday
Under this tab, you can view all of your holiday records that have been added to Access People Planner.
Add holiday
📌Note: The holiday-approval feature must be enabled to use this feature.
Once a request has been submitted, the holiday request needs to be approved in Access People Planner. This can be found by following these steps.
Click HR, then click Employee.
Click Holiday, then click Approval.
Any requests show here.
Click the box at the end, then click the green button.
Select approve yes or no.
Once approved, it shows in the employee record.
Add availability
An employee can add extra availability beyond what is already listed on their record. They'll need to complete the form and click add. This automatically adds the availability for the relevant week into their HR record.
Request unavailability
An employee can request unavailability via the portal. This is accessible via the my availability section by clicking the add availability / request unavailability button. Depending on your settings, this button may be called Add Availability or Request Unavailability.
Once the employee has requested their unavailability, this can be viewed in the portal by clicking on View Unavailability.
You can approve unavailability by following these steps.
Click HR, then click Portal.
Click Management.
My visits
You can view all of your planned visits; the default view is today, but you can view in month, week and day views. You can also hover over the visits to see more information. If you click on the visit, it opens up Google Maps.
My feedback
Employees can share feedback on their visit, which is then sent to the office. The office needs to approve the feedback for it to appear on the service user portal.
Book a visit
Employees are able to book on and off visits via this tab. It opens a list of visits that are available to book on and off. Select the relevant visit, and select Book on or Book off.
Offered visits
📌Note: The offered visit option is only available if the setting is enabled.
This option enables employees to see if any visits have been offered to them. They then have the choice to accept or decline. If you are unable to see this, please raise a support case via our Access Digital Assistant, and we can enable it for you.
My documents
Documents can be uploaded from the Employee Portal management area in Access People Planner, allowing all employees to view them.
To upload a document, follow these simple steps.
Click HR, the click Portal.
Click Management, then Click Document.
Click the plus icon and then upload the document.
Approving changes
You'll need to approve any changes made to personal details and emergency contact information to do this follow these simple steps.
Click HR, then click Employee.
Click Portal, then click Management.
Select either Employee Details Change Requests or Emergency Contact Change Requests.
🤓Tip: If any requests have been made their is a red dot in the top right of the change request tab.
You'll then see a list of all the requests.
Select each record by using the arrow.
The request change shows as a green-highlighted tab.
Review the changes and click save.