The best cloud contact management software for Personnel

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so over people is the comprehensive cloud-based hrms that provides Consolidated HR services to businesses of all types and sizes I would like to let you know that here I have logged in as the admin and this demo will follow an administrator's point of view the moment I log into my Zoho people account this is how my home screen will appear you can see that there is the dashboard with a lot of informative widgets so you can personalize your dashboard the way you like on the top right corner you have the customize widgets button once you click this you will have the option to personalize your dashboard by using the simple drag and drop facility to move widgets ing to your convenience you can also enable the ones that you want and disable the ones that you don't need in this way you can personalize your dashboard the way you like and not just that you can also perform three other actions right from your dashboard you can check in for the day apply leave and lock time as well next we have the self-service portal which is like the profile page of the employee here all the personal as well as the professional details of the employee is listed and on the right hand side you have personal settings where employees can change their profile picture on figure permissions or select their preferred theme or color not just this we can also access all the HR services that Zoho people has right from your sales service portal so instead of navigating each module separately you can access them all right from your self-service portal itself now before moving on to the other services in Zoho people let us quickly complete the general setup this is the first step that you should be doing once you log into your Soho people account because it helps you to access all the other services better to do this click the settings icon at the top right corner and you will be directed to the setup page we'll begin with General setup where you will start uploading all information related to your company so here you can upload your company logo and all the other information about your company on the right hand side you have a set of settings like the email display chat and notification which you can simply enable or disable ing to the working style of your organization once this is done you can click save and all the changes will be saved here once this is done you can start adding domains so having a verified domain is useful for various reasons and once you verify your domain you can add users directly into your organization so having a very domain has many uses one is that with a verified domain you can add users directly and the next thing you can Rebrand the default URL so the default URL here in SoHo people is people.co.com since you're an entity of your own it's always better to have your own custom URL so you can enter your URL and you can get it verified once this is done you can go ahead and add your from address so you can add multiple from address by clicking the add from address button and you can maintain them all over here so with this we come to the end of the general setup we'll now move on to organization settings organization settings begin with adding users into your organization there are multiple ways in which you can add users into your organization as I told you the simplest method of adding users is adding them directly if you have a verified domain if you do not have a verified domain and a future if you just have a central domain you can send an invite to your user so users upon accepting that invite will be able to get added to your Soho people account and not just that you can also import your users list from an external document or sync your users list from Zoho Mail if you've integrated your Soho people with your Soho mail or also you can import from Google or office 365. now we have added users you can start adding employee profiles before adding employee profiles let me quickly tell you the difference between a user and an employee profile so uh the user here is a regular employee who do have access to their Soho people account while employee profiles are temporary workers like security staff contract workers or Freelancers who do not have access to their Zoho people account so you can add them directly or you can also import them you can also convert an employee profile into a user by simply clicking over the respective employee profile and at the top you have the option to convert this employee profile into a user in a similar manner you can also convert a user into an employee profile now that you have added employment profiles you can start adding departments adding a department is very simple just click on Department enter your department name Department lead a mail Alias if any and your parent Department in Click submit so in this way your department will be added you can also tag employees to the Departments that you created you can also create designations the similar way and then we have locations let's say you're an organization with offices at multiple locations and you wanted to maintain them all in this single zero people account you can achieve that using the locations feature you can simply click add location and enter all the relevant information like the location name country state or Province and the time zone once this is done you can click submit and your location will be saved next is adding groups groups is a collaborative space where employees and team members come together to discuss a project or they can even come together for a chat or to have their personal as well as professional conversations you can create and maintain as many groups as you want by simply clicking the ad group enter a group name give a group email ID if you want and you can start adding users to your group next is delegation so this is quite interesting because let's say if you want to delegate approvals to another employee for a specific duration or permanently you can do so using this delegation feature so if you're not available or if you wanted to uh assign the approvals to another person for a specific duration you can do so using this delegation feature with this we come to the end of the organization settings we'll now move on to user access control any hrms may contain sensitive data and it's our utmost responsibility to handle this data with care for this we've introduced roles so you can create roles and you can configure permissions for each of the role that you've created so let's say uh for the human resource role you can configure permissions ing to the way you like so there are record and field permissions from where you can select what you want this particular role to access so once you define this you can click save and the permissions for all the roles will be set in this way you can prevent your important data to not be accessed by everyone in your organization so in this way your data will be secure and it will not be accessible by everyone we also have IP and Geo restrictions to add an additional layer of security to add an IP restriction you can click add IP restriction give a from IP address send it to IP address and all the modules here there are applicability and exceptions which you can set and click submit so once this is done the employees who fall outside this given IP address will not be able to access the module that you gave here similarly you can also create a jio description so you can click add your restriction give a name for your jurisdiction and again you can specify the modules here so there is again applicability and exception so here you can decide to whom uh this Geo restriction is applicable you can also decide the department designation role or employee and if you want to set any exception you can do that as well so here is the graph so you can decide the place where you want the jurisdiction to happen so once you define this place your employees who fall outside this rear range will not be able to access the modules that you specify here so here you've marked the attendance module so employees who fall outside the Rio range will not be able to mark their attendance for PT so in this way you can create additional layer of security and you can make sure that your data is safe with this we come to the end of the settings we'll now move on to the different services that we have and Soho people we'll begin with Services Services is the central point in Zoho people from where all the hit or processes can be accessed so admin can also create fully functional custom services from scratch with approvals permissions and automated actions for the use of their employees in the organization so here they can just give a name and a description and click save and new service will be created so apart from the existing Services you can also create any number of services that you want as part of your organization now let us quickly see how this works so let me quickly show you a service that has already been created which is the library service so this service is useful for borrowing books so the person who starts this service will automatically become the service owner you can add forms to the service as well so you can add a completely new form from scratch or you can also move form from any of the existing services and as part of the service you can also add FAQs because if you want your employees to get an idea of what the services or if they have any query related to the service they can access this FAQ for understanding this service better so let me quickly show you the form inside the service so it begins with customizing the form so you can customize this form by using the drag and drop facility so you can move any of the fields that you want to be placed in the form and you can customize your form ing to the way you like once this is done you can go ahead and set permissions so you can click set permissions for other role and define the role here so here you can give them access to view add edit or delete the form and similarly you can also set field permissions as to what teams can be accessed by this particular role so once this is done you can go ahead and set approvals so here you can add an approval and give a name for this approval you can also configure an approver so it can be the reporting manager or you can configure multi-level approvals as well or not you can also simply select the auto approve or Auto reject option next is the message so if you want a message to be sent you can also configure the email template and send a message to the approver once this is done you can automate the entire workflow for this you have to add a workflow give a name to the workflow and select the trigger process as well as the action to be performed so you can begin with creating a workflow and for every trigger that you click it can be either create edit cancel or field update and action will be performed so whenever a trigger happens in the form an action will be performed automatically so in this way you can create your own services and you can help your employees access them anytime they want next we'll move on to organization organization is like the go to tab from where all the information regarding your organization can be accessed it can range from departments designations training details vaccination status or three birthday folks new hires list Etc we can also search for an employee by simply um typing in the name and you can check if the check bin for the day you can also have a quick chat with them by clicking the chat button and you can start chatting with them so in this way anything that you wanted to access about your organization can be done from this time we'll now move on to the first step of an employee's Journey that is onboarding so away and Soho people facilitate both candidate onboarding as well as the employee on boarding flow so the candidate onboarding is facilitated by a candidate portal so you can also see that there are a set of pre-designed tabs that has already been created for you you can use them you can edit them or you can even skip this entire part if you don't want it so the candidate onboarding is like the pre-own boarding stage so once uh you select your employees you send them this flow to get their details so you can let them fill in the forms and you can also create a list of checklists that you wanted them to create before they start their work in the organization so once this is done you can send this flow over to your candidates and upon completion and successful screening you can convert them into employees once this is done you can send them an employee on boarding flow which is very much similar to that of the candidate onboarding below so here again here is a set of pre uh design tabs which you can use to your advantage you can edit them you can enable them and disable them based on your needs so the first tab will be a welcome aboard tab where you can give a short description about your company and you can also add a video to help your employees get to know your company on their first day you can ask them to fill in forms and their profile information here and not just that you can also make them sign documents and policies on their first day so you can integrate Soho people with Zoho sign to help them sign offer letters and other policy and contract letters digitally using the secure e-signed facility and not just Zoho sign you can also integrate with Adobe sign or to make this process as smooth as possible once this is done you can introduce your new hire to their team members provide them company information help them know their objective so that they are well equipped from T1 provide them with any training if necessary and you can also create a list of checklists that you want it to be done on the first day so I'll click the click to preview button at the bottom to show how this employee onboarding flow will look like to your employees so this is how the employees will receive the onboarding flow and how it will look like to them so there will be a welcome message in the video followed by which they will be introduced to the HR point of contact whom they can go to if they need any assistance next is filling in their profile and other forms followed by which they can read the documents and sign them once this is done you can introduce them to their team members so they'll get acquainted and get to know their team members on their T1 create company information know their objectives roles and responsibilities take up training and they're all done so once this is done the employees will be able to successfully complete the flow and they'll have a trade first day at your organization you can also track the onboarding progress of their employees from reports so here you will know all the employees who've successfully onboard it and the employees whose onboarding is still in progress So based on this information you can send them periodic reminders to help them complete the process as soon as possible we'll now move on to the core HR module that is the attendance leave and timesheets so we'll begin with leave so at the leave management or the leaf module is a simple user-friendly module that helps you to record manage and keep track of all your employee details effectively so as you can see all the different leave types are listed and not just that their availability status as well as the total number of leads it's booked is also given here you can apply leave directly from here and you can also perform the same action from your dashboard as well you can also build your own leave policies you can sorry you can customize your leave policies and you can build your lead types from scratch so in SoHo people you can see that there are a lot of default lead types that has been created for you you can use them you can edit them you can disable them if you don't need or you can also build a new lead type from scratch let me quickly show you an example of how to create a new lead type from scratch click the add button and you can start adding your new links so let's say the new leaf type that I'm going to add as a Cashman leave and I'm going to give a code to easily remember the sleep time once this is done you can Define the type whether if it's going to be paid unpaid on duty or restricted and the unit whether if it's going to be on days or hours there is also a balance that you can decide whether if it's going to be based on fixed entitlement or leave craft leave Grant is nothing but a special leave that employees can request it is useful when the leave requirements is not covered under the fixed entitlement or if it's needed a Nexus beyond the current entitlement you can also give a validity as to when the leave is valid from so let's say leave a salad from the first Jan of 2023 to the 31st December of 2023. so there is entitlement so here you can decide the effective after so when is the leave effective after so let's say this leave is effective after three months from the date of joining they are accrual and reset options that's available so approval helps you to set intervals within which the lead will be credited to the employee so I'm going to decide the accrual monthly and the entitlement is one you can also decide to reset the Sleep type on any given day so let's say this leave type will reset every year on the last day of December apart from this you can also decide if you want to convert this unused sleeves to carry forward to the next year or you can also return this unused leaves into cash for this you have to define the percentage if if you're going to carry forward the unused leaves you can you have to select this or if you would like to convert our new sleeves Into Cash you can choose this option there is applicability as well so here you can decide who this lead type is applicable for so there is exceptions and there are a variety of restrictions that you can also include as part of this leap type once this is done you can click submit and your new link type will be created you can now allow your employees to make use of this later there is compensatory of so when employees work on a weekend or on a holiday they will be able to mark the day the work they work to be taken later off as compensatory to do this all they have to do is to add a compensatory of request so once they raise a request it will go to the approver so once it has been submitted and approved you will be able to book your compensatory off okay so with this we come to the end of the leave module we'll now move on to the attendance module attendance module or the attendance service in SoHo people is a comprehensive space where all the attendance entries of your employees will be stored in a Consolidated manner we can also check in for the day directly from here and you can also perform the same action from your dashboard as well now on any given day an employee might forget to mark his attendance or there might be an incorrect attendance entry due to a technical issue in such cases the employee can raise a regularization request they simply have to type in the details and click at so once this request is submitted and approved the incorrect attendance entry will be corrected and not just attendance we also have shift schedule where you can manage and organize all the different shifts that your organization operate in an organized manner here you can click add shift and you can enter all the different ships that your organization operates and maintain them over here you can also map the different shifts that your employees work on and you can maintain them over here the shift calendar presents you with a bird's eye view of the same so here you can see the list of all employees in your organization and the different ships that they work you can configure breaks and you can also rotate ships automatically using a shift scheduler for that to happen you have to click configure rotation so here you have to given the details like the schedule name the schedule frequency and the time of schedule along with that you can also Define applicability period and the people or department or resignation to whom this is applicable for and the change in shift once this is specified in clicked submit the shift change will happen automatically preventing you from manually changing your shifts every single time this is an error free process and it saves you a lot of time moving on to the timesheets or the time cracker is an efficient time management tool so here you can track the total amount of time that your employees spend on various jobs using jobs projects is I mean various jobs projects and clients using the manual timer as well as the digital dialogue so before seeing how this works let us quickly see how to add jobs projects and clients to add a job you have to click and draw enter in the necessary details like the name of the job the project under which the job is being done the start and the end date the total number of hours that you're going to commit for the shop the assignees whether if it's going to be any user department or legal entity the billable status whether if it's billable or not billable the rate per hour and you're done so your job will be listed here you can also import your jobness from an external document as well in a similar manner you can also add projects so you can add projects manually or you can import from an external document or from Zoho projects as well if you've integrated your Soho people account with your Soho projects account now this is none you can add clients the same way by adding them manually or reporting them come on external document you can also add your clients list from Zoho CRM if you've integrated Zoho people with Soho CR now that your jobs projects and clients are added you can go ahead and lock as I told you there are two ways in which you can log time which is the manual method of locking time and the digital timer so to lock time click the lock time button and you have to fill in the necessary details and clicks it so in this way you will be able to log time manually you can also maintain daily weekly semi-monthly as well as monthly locks for the digital timer to work you have to fill in the necessary details and start running with IMO once the job is done you can stop the timer and your time log will be saved all the time logs will be collated into timesheets and they will be sent for approval so here you can see all the different time sheets as well as their role status so once a timesheet is approved you can send them over to QuickBooks or Zoho books to generate invoices and also for bookkeeping purposes the time tracker doesn't end here there is an interesting feature which is the job schedule so job schedule is used with managing shops and assigning them to employees in the form of schedules to ensure that the job is done on a specific day and within a specific period so it's useful both for the managers as well as for the employees so managers can simply select an employee and create a schedule for them by filling in the necessary details like client project job date time and publish so as a manager when you define a job to be completed within a set time you will have more accountability and much easier to track if employees were able to complete their job within the given slot employees on the other hand will have a Consolidated view of the schedule for the entire day or week which helps them to gain more clarity and focus on their schedule so in this way you can make your employees focus on the work that they should be doing and uh turn their focus away from the unproductive work performance performance is like something that's essential largest for any hrms but also for any organization so go people has a performance modular set of performance module that you can also incorporate as part of your organization's Performance Management System evaluating your employees performance at regular intervals and giving them feedback is essential as it helps your employees know their roles and responsibilities better and also focus on their areas of improvement this will help them to simultaneously grow in their career system so uh we'll begin with goals goals are nothing but actionable items to fulfill your business objectives employees can set goals for themselves and the managers can also assign roles to their employees next is the 360 degree feedback system in SoHo people where anyone can give feedback to anyone despite hierarchy summary is useful for change management and then we have skill sets so you can Define all the different skill sets that you want your employees with a specific role departmental designation in the process and you can also check them if they are really good or proficient at the skill set that you've added which refers to the Key activities or responsibilities of your team members so depending on the job profile department or testification different employee will have different kras we then have KRA versus goals so this allows you to create your KRS individually or you can have your goals mapped to kras and rate the goals versus KRA versus goals module competency is again the additional set of skills that you want your employees to persist apart from their essential skill sets that is part of their job profiler department or designation that they belong to this is going to be like an added advantage to their jobs and helps them to stay out from The Craft next we have salary salary is the fruit of any hard work so uh for any hard work that is done by your employee it is essential that you give them the necessary engagement and motivation this can be either in the form of hikes or any salary Improvement and you can add them as part of your Uprising Cycles so once you incorporate these modules as part of your performance management system and evaluate your employees you can start running your appraisal Cycles effectively so you can also decide when you want to run your Uprising cycle whether annually or quarterly or half yearly and you can also run a Priceless cycle separately for different roles departments and designations as well so we just saw the performance modules you can include them as part of your Uprising cycle and not just that you can also include self appraisal in multi-rater feedback is part of your appraisal Cycles so now that the managers will have a complete understanding of their employees performance they can give a rating or a score to help their employees better understand their potential as well as their performances in organization apart from the annual appraisal Cycles you can also run continuous reviews so continuous review is nothing but a recurring review that work alongside their prices cycle to provide an act of all your reviews so you can decide when you want the continuous review to happen whether monthly quarterly or half yearly you can also decide to include all the goals so in this way your employees uh will not just wait for an entire year to get to know about their performance so this review will help your employee to stay in focus it helps them to stay engaged and work towards self-imeterment as they are constantly evaluating themselves so there are different ways in which you can manage you can evaluate the potential of your employees and this will present manager with a lot of insights about their employees they will now be able to know what their employees are good at and what are the things that they need to be working on so using this information managers can suggest courses and they can also enroll their employees into fully comprehensive learning plans to help them Bridge the skill set Gap and grow in their careers so learning management system in Zoho people does exactly that we all know that training is an essential part of every organization and it also has to be incorporated as part of an employee's work Journey because with the changing work environment and the technological advancements that happen every single day it's important that employees need to stay relevant apart from the daily work that they do so you can help them achieve that by creating courses so you can create courses by clicking the add button and start creating any type of course so it can be a self-paced learning Blended learning or you can also upload key materials self-based learning will allow your employees to learn at their own pace while Blended learning will help you introduce an instructor so there are some technical Concepts which need expert guidance or an expert's help so for this reason you can introduce an instructor and the instructor will uh cover these Concepts in depth and at the end you can also conduct assessments to make sure if your employees understood the concepts well and not just that you can also upload e-materials like documents PDF video or any other material so that employees can download them and refer to them whenever they needed it and not just courses you can also create fully functional learning plans from research so here you can create different levels or different modules to a learning plan and you can also create roles as to whom is this applicable so you can decide a designation or a department and you can also set to whom this course or learning plan is applicable and you can also decide the outcomes so you can say that there would be a skill set change for a department change or destination change after the successful completion of this learning plan so in This Way employees or Learners will know what they are learning and what impact they will be having after the successful completion of this course of the learning plan so once this is done you can click publish and you can encourage your learners to take up these learning plans it not just ends there it also provides manager with a lot of insights like the my team section in the LMS will present managers with all the skills that details of their employees so let's say if a manager is looking for any employee for a project and is looking for a specific skill set so they can simply trick an employee and they can see if this employee is proficient in the skill set or the project so in this way managers can select employees for different projects and they can also check the skill set of their employees so if the managers feel that if any employee lacks in any particular skill they can suggest or enroll them in case in courses to bridge this skill set Gap so in this way every employee in your organization will get an opportunity to learn and grow in their career so this is learning management solution we'll move on to the documents or the files in SoHo people so files or document management is a secure central location where you can store all your organization as well as your personal files so all you have to do is to Simply click add you can upload your file give a name you can also decide whom you want to share this file with you can keep this file inside the secure folder so there are different folders that are in place so you can decide from any of the folders from here you can set a validity date if needed you can also enable acknowledgment and not just that there are permissions and notifications that you can also include as part of this file that you're adding and click submit so once this is done your file will be saved here in a secure manner it applies not just to organization files but also the personal uploads as well so if you wanted to keep your personal documents as well you can also do so by uploading them and it will be here in a secure manner we'll now move on to cases cases is nothing but the employee query management tool as a HR you may face many questions and queries from your employees and new hires on a variety of topics and it becomes really difficult for the HR to handle everything at once so using the cases you can neatly sort your employee questions into different categories as you can see there are different categories that has been created for the employees in the organization so employee can just click the ask with button to record their question within the specific category so here they have to give the subject name and in the description they can post their question before clicking submit they can also take a look at the reference document as well as the FAQs to see if the questions is being answered anywhere if not they can go ahead and post their question you can see at the right that there is a dedicated agent for this category so this patient will look into his or her cave and he or she will give response and update the status and in this way the Hedgehog can instantly answer their employees questions online without any hindrance to their work so in this way whatever query or a question that an employee have will be resolved in time because there will be a dedicated agent for every category and they will be responsible for handling the employee query in the given time next two cases is reports reports present you with a lot of insightful data so at the top you have my reports team reports or organization reports as well as advanced Analytics so my reports will present me with my data like my leave balance report my attendance data my time blocks Etc so using this information I will be able to view all of my information team reports are useful for managers as it helps managers to understand their teams leave status attendance status Etc so they can simply click over any of the data that they would like to see and it will be represented in a graph so in this way the managers will have a complete picture of their team and will be able to make decisions better organizational reports are useful for admins as it helps to get the big picture view of the organization so here they can view the employee attrition Trend distribution diversity and other such important information and this is really useful because it helps them make informed decisions on an idea of important topics apart from all of this we also have Employee Engagement survey to ensure the happiness of your Workforce you can generate survey and you can send them over to your employees to receive their feedback not just enps survey you can also send annual engagement surveys to your employees as well