HR Agenda

The HR Agenda module in TeamAssistant helps HR managers and employees manage delegations, task ownership changes, and process responsibilities efficiently. This guide provides step-by-step instructions for setting up delegations, transferring task ownership, and handling responsibilities when employees are on leave or leaving the company.

Setting Up a Substitution (HR Manager)

If an employee forgets to set a substitution before their leave, an HR Manager can set it on their behalf.

Use-case: If an employee is going on vacation or leave and needs someone to complete their tasks during their absence.

Steps to Set Up a Substitution

1. Navigate to Administration.
2. Select HR Agenda.
3. Click Set Substitution.
4. Fill in the following details:
   • To be substituted – Select the user who needs a substitution.
   • Substituted by – Choose the user who will act on their behalf.
   • From Date – Set the start date of the substitution.
   • To Date (inclusive) – Set the end date of the substitution.
   • Permission to Upload Documents and Notes – Check this box if the substitution should have permission to upload documents or notes.
5. Click Save to confirm the delegation settings.

Changing Task Ownership

Use-case: If an employee leaves the company or their responsibilities change, you can transfer their task ownership to another user.

Steps to Change Task Ownership

1. Navigate to Administration.
2. Select HR Agenda.
3. Click By User.
4. Select the user whose tasks need to be reassigned.
5. Choose from the following options:
   • Task Assignee – Transfer all tasks under a selected process.
   • Case Owner (Process or Case ID) – Reassign case ownership within a process.
   • Specific Cases or Tasks – Transfer ownership of selected cases or tasks.
   • Business Variables – Adjust responsibility based on business variables (e.g., purchase orders where the user was the requester but not the task owner).
   • Full Agenda Transfer – Assign all cases, tasks, and related variables to a new user.
6. Click Save to apply changes.

Setting Up a Delegation (Employee Before Leave)

Use-case: Employees can assign a delegate before their leave to ensure task continuity.

Steps for Employees to Set Up a Delegation

1. Go to Settings.
2. Click Delegations.
3. Select Add.
4. Enter the following details:
   • Delegate – Choose a user to take over tasks.
   • From Date – Specify when delegation starts.
   • To Date (inclusive) – Specify when delegation ends.
   • Permission to Upload Documents and Notes – Enable if needed.
5. Click Save to confirm the delegation.

Transferring Tasks (Direct Supervisor)

Use-case: A direct supervisor can reassign tasks of their reports in case of employee inactivity or changes in responsibilities.

Steps for Direct Supervisors to Reassign Tasks

1. Open the Task List.
2. Select All Tasks.
3. Click on the task to be reassigned.
4. Click Reassign (top right corner).
5. Select the new Task Owner.
6. Click Reassign to confirm the change.

Changing Case Ownership (HR Manager)

Use-case: If an employee is leaving or changing roles, HR managers can reassign their active cases.

Steps to Reassign Cases

1. Go to Settings.
2. Click HR in the top menu.
3. Select Change Case Owner.
4. Fill in the following details:
   • Current Owner – Select the employee currently assigned to the cases.
   • New Owner – Choose the new case owner.
   • Process Template – Specify a process or select "All Templates" for a full transfer.
5. Click Save to confirm changes.

Changing Variables for Future Cases

Use-case: To ensure future cases are assigned correctly, update business variables.

Steps to Update Business Variables

1. Go to Administration.
2. Select HR Agenda.
3. Filter by relevant columns (e.g., Template, Business Variable, Value (User)).
4. Select the cases to update.
5. Click Change User.
6. Choose the following options:
   • Cases – Apply changes to selected cases or all future cases.
   • New User – Assign a new responsible user.
   • Grant Case Visibility Rights – Enable if the new user needs access to past cases.
7. Click Save to confirm.

Reassign complete agenda from user

Use-case: User is leaving company and full agenda will be handed over

1. Go to Administration.
2. Select HR Agenda.
3. Select Complete agenda handover.
4. Choose the following options:
   • User – From whom agenda will be reassigned
   • Handover to User – To whom agenda will be reassigned
5. Click Save to confirm.