Welcome to GuHRoo! This guide is intended to get you started with setting up your new client account. GuHRoo’s flexibility doesn’t restrict you to setting up an account in one specific method. If you want to add all your existing users and then customize your onboarding or set up your time off, you can do that. If you want to have as much in place as possible before users are added, that works too! No two companies are the same, and neither should their setups be.

If you’d like a recommendation for how best to set up your account, see our example workflow below. You can use this for a jumping-off point to start your setup, or follow it as written.

Step 1: Set up time tracking.

Step 2: Set up time off policies.

Step 3: Add existing users, starting with other Client-Admins, then Managers, then Employees/Contractors.

Step 4: Assign time tracking frequencies to users.

Step 5: If necessary, assign time off policies to users.

More information on how to add users and configure the HR Portal settings for the timetracking, custom onboarding, and time off features is provided below. The features are separated into their own tracks which include relevant guides and tips. The tracks can be completed in any order, and they can all have their setups started before or after users are added.

Adding Users

For existing users, there are two methods to add them to the HR Portal.

Method 1: Quick Add from the Dashboard or My Team Page

Method 2: Batch Upload through File Import

*Note that currently, only Employee users can be added through file import. If you need to add other Client-Admins, Managers, or Contractors, use Method 1.

For new hires who need to be onboarded and fill out new hire paperwork, check out this article. If custom onboarding settings are required, wait to add new hires until those settings are complete.

Feature Track Overview

Track 1: Time Off

Time off set up guide

You can set up your Time Off policies before adding any users, but sometimes a time off policy only applies to certain team members within an organization. If your setup is like this, don’t forget to return to the time off policy setting after adding your team members in order to add them to their respective policy.

Track 2: Time Tracking

Time tracking set up guide

The above guide is all you need to set up time tracking, but if you are interested in learning about how to set up Job Codes and Job Locations to track employee time for specific activities/locations, see this guide.

Track 3: Custom Onboarding

Add offer letters and handbooks

Create a custom onboarding task list

Create a custom document for completion or signature

If you choose this track before adding team members: When setting up Onboarding Tasks, it’s possible to assign tasks to specific users in your organization. For example, Sally is responsible for setting up every new hire’s IT access, and so you want to create a task to be automatically assigned to her when a new hire is added. Because the task assignment depends on the person existing in the system, you will need to add Sally as a user before you can assign her. You can set up Onboarding Tasks that are assigned to “New Hire” before you add any users, but if you want to assign any to specific users, you will need to come back once they’ve been added.

Conclusion

We hope this guide has been helpful with setting up and making the most of your custom HR Portal. For more resources on GuHRoo features and help articles for all users, check out our Help Center.