A fundamental element of Kobas is that each person in the business is created as a staff profile. This article explores how to create new users and applicants.
Last Updated 03 Oct 2024
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Introduction
Access to the system, along with labour costings is all managed from the base principle that each staff member has their own staff profile. There are three routes to adding a new staff member to the system:
- Creating a new staff member directly
- Creating or processing a new job application
- Reinstating a staff member who has previously left
To generate an EPoS PIN, or assign an EPoS Dallas Key, each staff member needs to be created within Kobas Cloud first.
Note: Staff adding new staff or applicants will require the relevant permission level. Cloud users can only assign new users to a user level the same as their own or lower.
Option 1: Creating a new staff member
In order to create a new staff profile directly, you need to go to Teams > New Starters > Create New Starter. You will be presented with a form to capture the basic details of your staff member. Once saved, you'll find the staff member in Teams > New Starters.
New Starter Tasks
In order to progress the staff member to Current Staff, you will need to head to the above page, select More Details to get to the staff profile. The three Kobas mandatory tasks are required to be completed:
- Kobas Account must be completed to enable the staff member to use the EPoS.
- Pay and Bank Details must be completed to enable rotaing.
- Next of Kin must be completed to enable this staff member to be exported to Sage.
Note that your organisation may require more mandatory tasks.
Top Tip: By completing Kobas Account, the user can begin to use EPoS before you complete the rest of the tasks.
You will need to choose Skip Remaining New Starter Tasks once you are done. Your staff member is now all setup!
Option 2: Create a new applicant
Kobas has an in-built customer-facing recruitment portal, which allows you to receive applications, track progress and create new staff accounts from successful applications.
This process starts in Kobas Cloud by going to Teams > Applicant Tracking. Here, you will find any new applicants already in the system, for whom you can press More Details.
You can also manually create a new applicant.
For more information on creating jobs on your recruitment portal, see here.
Progress the applicant
When either you have clicked on More Details, or chosen New Applicant and filled in the initial details, you will be taken to their profile page. You can now edit all personal details, as well as review the applicant's CV, application form, answers to any application questions.
Along the top of the page you will find the Reject Applicant and Add Telephone Interview Date options (alongside Reject Applicant and Exit Interview). The application process will require you to pass the applicant through 3 primary stages:
- Scheduling and completing a telephone interview (at which point you can schedule a face to face interview).
- Completing main interview and scheduling a trial shift.
- Completing Trial shift.
Top Tip: Within Administration > Kobas System Preferences you can change whether a Telephone or a First Interview are required in the application progress. You can also define how your emails look and the content of the trial shift email.
Application decision making
When you conclude the final interview, you will have to mark Job Offered or Applicant Rejected.
When choosing "OFFER" above for the above for a New Applicant, you will now be at the same place in the process as if you had used the Skip Application tick box mentioned earlier. At this point, the staff member will also move from "New Applicants" to "New Starters". You will need to complete the New Starter Tasks noted above.
Option 3: Reinstate a former member of staff
Once a staff member has been through the Leaver Process within Kobas, if they haven't been erased under GDPR, you can Reinstate them should they become re-employed by you.
You can access this by going to Teams > Former Staff > More Details and choose Reinstate Staff). You will be presented with a box to confirm the new access level, rota roles (skills) and new starter tasks required.
Depending on how long the staff member has left your employment, you will have to re-enter different information.
You will now be brought back to the profile screen, and you will need to complete these steps:
- Choose either Mark Job Offer as Accepted or Mark Job Offer as Rejected.
- You will the need to process the New Starter Tasks.
Note: Please note that when you export Hours Worked for your Payroll, the export will only contain a Pay Reference ID that was present on the staff profile at the time of the export. This cannot be added retrospectively. Therefore, adding Payroll ID in at the earliest possible convenience is advised.
Top Tip: Our Support Help Desk can Bulk Upload new starters for you when you are new to Kobas, opening a new venue, or have a large number of staff to add at once.
Warning: Good Account Hygiene is essential when dealing with aspects of Kobas that can create a lot of outdated data. Please take a look at this guide to keep your system healthy!
Have a look at the Staff Profile explained article, to look at the functionality of the Staff profile (including HR procedures).
Read here about how to customise the new starter tasks.