1 HR Manager

Welcome to HR Managment setup. Here we will walk you thorugh all the steps necessary to get your company set up in Sightline!

What does this guide cover?

Get the basics for your account set up. Applicable to every company.

Section 1 | Base Setup

Currently you have one Administrative level account that has access to the HR system. In this guide we will walk through the following steps:

Add company information and set up your work weeks & pay period schedule.
Add Shift Template(s) for each of your employees.
Add Pay Group(s) for each of your different pay areas in your company.
Add Clients and yourself as a Client so you can see reverse invoices and add yourself as a Client to Pay Groups.
Associate Clients to your Pay Groups (even if the client is yourself).
Add yourself as a Vendor so you can quote yourself for work in the future and show it as an internal expense.
Add a new Employee.
Add a Salary & Connect your Pay Group(s) or
Add Pay Rate(s) (for Hourly Workers) & Connect your Pay Group(s).
Set up your remit addresses for billing.
Print your ID badges for each employee.
Set up your scanners using the LZT Scanner app.

Section 2 | Optional/Country Specific Settings

All of these settings well be set up in the HR Management | SL app.

Recurring employee payments.
Recurring employee expenses.
Employee withholdings.

Section 1 | Base Setup

Lets get your HQ set up so you can start using Sightline's HR Plan. 😎

1. Company Info

In the HR Management App, navigate to the "HQ" table and select your HQ. Lets add the specific infomation your HQ needs.

Select your Tax Area (USA/Guatemala)
Payroll. If you would like to use Time Tracker, check the "Use Time Tracker" box and select your payroll currency, Pay Period Type, and First day of the work week.
Pay Periods. If you are Bi-Monthly, you will be setting up the first day for each period. Bi-Weekly will automatically set itself to start and end every two weeks.

2. Add Employee Shift Templates

Navigate to the "Work Shift Templates" table and click "+ New Work Shift Template."

Follow the instructions on the new template page to create a single work shift. When you add a new employee it will be necessary to give them an associated shift schedule. This schedule will be used to keep track of attendance and will be appended to the employees individual workdays.

Once you've added your first shift, proceed to add a new shift template for each shift that your company has for its employees. Administrative vs Floor Workers, etc.

3. Add Pay Groups

Pay Groups are groups of employees who are paid for a specific task and may have a set of clients that they perform work for. A single Pay Group will show a group of employees and their pay rates along with clients.

Pay Groups will summarize their average cost/hr for that pay group and are used to help generate quotes and calculate cost/second of assembly work tasks. It's important to create separate Pay Groups for departments/sections of your company that need to have their cost/hr separate from one another.

To create your first pay group navigate to the "Pay Groups" table and click "+ New Pay Group."

The name of your Pay Group can be based on the unique service your company provides or a specific department that needs to keep track of it's costs.

The Pay Group ID (pgID) is an abbreviated version of your Pay Group Name for use and reference throughout the software, so make the name as long as you need to and keep the ID short!

Lastly, choose the currency that you would like to view the revenues of this Pay Group in. No matter what revenue your client charges, you will be able to see the costs in the revenue of your choice.

Save and Close.

You will notice from here you can also directly add Employee Pay Rates, Clients, and Tags. Employee Pay Rates will be reviewed in #8/#9. Clients will be reviewed in #5 and Tags will be reviewed in #12.

4. Add Yourself as a Client

In Sightline you can set expenses that are not billed to a client to be "billed" to yourself. This creates a very easy way to review each months expenses as though you are your own client. A "reverse invoice" will be generated that faces back towards yourself to see what you would be charging yourself if you were your own client.

To set yourself up as a Client navigate to the CRM | SL App in the My Apps tab. Click on the "Clients" table and click "+ New Client."

Name the client the same name as your own company and make this company's cID match your company's hID.

Down under the "Billing" section check the box called "Active Billing" to turn on automatic invoice generation month to month that will pick up all of your company labor, expenses, and more.

Save and Close.

5. Add Clients to your Pay Groups

Once you have added your clients to your CRM it's time to associate these clients to your Pay Groups.

Navigate back to the HR Managment App and select the "Pay Groups" table. Choose the Pay Group you would like to add a client to (each Pay Group will need at least one client to generate Time Cards for your employees).

Click "Add Pay Group Client" and select the client you would like to have associated to the Pay Group along with the labor rate your would like to charge them.

The fixed labor rate allows you to set a static rate for a client while the multiplier rate allows you to multiply emplyees rates by a numerical value like 1.5x or 2x. In this case 2x would charge the clients a labor rate of the employee's Pay Rate * 2 and would vary for each employee based on that employees pay rate.

Your employees will have one time card for each client in the Pay Group they are added to in steps #8 and #9.

6. Add Yourself as a Vendor

Whenever you do your own assembly and don't outsource the work to another vendor you need to let Sightline know that you are your own vendor for those raw materials, or items.

To add yourself as a Vendor navigate to the VRM | SL App in the My Apps tab. Go to the "Vendors" table and click "+ New Vendor."

Just like in the CRM give this Vendor the same name as your own company and make the vID the same as your company's hID.

Save and Close.

7. Add a New Employee!

With all of that set up, you are ready to start adding new employees! Head back to the HR Management | SL app and go to the "Employees" table and hit "+ New Employee."

The forms for adding a new employee are different for USA and Guatemala. Please fill in all the requred information for each employee based on your form.

The following will show up on employee ID badges and should be filled in when possible or the ID badges in step #12 will have missing information/visuals. Name Employee # Job Title Photo Company Logo (found in the HQ Table) ID Background (found in the HQ Table) Company Name (found in the HQ Table)

For Guatemala Many of the fields required here will be necessary for your demographic report. Neglecting to fill in fields may result in your demographics report having missing fields when you export the CSV.

8. Add a Salary and Connect Pay Group(s)

If your employee is hourly and not Salary skip to step #9.

A. Add a Salary.

You have just added your employee and now you need to give them a salary! There are many options/ways to give employees a salary. Some methods are better for adding salaries one at a time, others are better for adding salaries in bulk. In this guide we will stick with how to add salaries one at a time for the employee we just added.

Go view the employee record for the employee you would like to give a salary (from the Employee's Table).

Navigate to the "Pay" tab and under the Salary section and click "Add Employee Salary."

You will now be present with a form to add the salary for that specific employee. Please enter the required fields. The Pay Rate value will be used to calculate the employee's cost/second which will be used when creating quotes based on assembly for any Pay Groups this Employee is associated with.

The Salary has a start and end date. Please fill in the start date. The end date is used when you give an employee a raise to show when they stopped recieving this salary and a new salary is made in connection with the employee with a new start date to replace this salary. (Learn more about this in the Employees section of the HR Management Plan.)

Use the Rate Calculation section to automate the rate calculation for the employee based on the salary. We have some built in rates for salaries built into the software. If you need a new rate calculation please reach out to use and we can build it into the system.

For Guatemala Most payroll systems in Guatemala use a "Docking Rate" in place of a pay rate. To calculate the Docking Rate place check the "Use Custom Docking Rate" box and fill in the Docking Rate.

B. Connect a Pay Group(s)

Once you have added the employee's salary now you can connect any Pay Groups you need to that salary. By connecting each group, the employee will have Time Cards for all the clients associated to each Pay Group.

Click "Connect Pay Group" this will take you to a form to select a Pay Group to connect to this employee's salary.

Once you associate the Pay Group, the employee will be all set to start having time cards generated for them each Pay Period that they can clock in and out of in the time tracker app. If they are not staff accounts then they will just use their ID badges to clock in and out of their accounts.

By connecting the Pay Groups to the Employee's Salary, the system will use that data to generate Pay Rates associated to the Pay Groups. If the employee is not Salary follow step #9 below and create the Pay Rates manually and skip this Salary step.

9. Add a Pay Rate(s) and Connect Pay Groups

For hourly workers, pay rates is your method of creating each of the employees possible hourly time cards. Each Pay Group can have a manually assigned Pay Rate and a variable or fixed rate facing your end clients.

There are multiple ways to create new Pay Rates for Employees, in this guide we will focus on how to make one new Pay Rate at a time for a single employee. In the Employee table, view the record of the employee you would like to give a new Pay Rate and under the "Pay" tab in the Pay Rates section select "Add New Employee Pay Rate."

On this form you will be able to add a new Pay Rate for this employee. Fill in the required fields and select with Pay Group you would like to have the Pay Rate associated to. Keep in mind that by assigning a Pay Rate under this Pay Group this employee will get Time Cards that they will be able to clock in and out of associated to this Pay Group and it's Clients.

In the form there are tools to help calculate the hourly rate if this employee is salary based and you are adding the Pay Rate manually, if they are not Salary Based then you will just be asked to input their hourly rate and the currency of that hourly rate for that Employee and Pay Group.

Enter the start date of when the employee will start getting paid the newly created pay rate. When this rate ends enter the end date, until then the field will remain blank.

Save and Close.

Section 2 | Optional/Country Specific Settings

Get specifics set up depending on your company's country.

Overview

In Section 2 a second section of the app we will review features that you will set up that are country Specific. We currently support the following countries: - USA - Guatemala