Talenox Updates Q3 2021: CPF Direct Link-Up, bulk adjustments, and more.

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Hi there! Talenox Updates Q3 2021 is here; find out what our busy developers have been working on in the last quarter.

If you’re a Talenox user or considering adopting Talenox for your HR operations, you’ll want to be updated on Talenox Updates Q2 2021. Feel free to check it out before reading all about Talenox Updates Q3 2021 here.

Profiles

‘Undo’ feature for employee imports

Previously, users could not mass delete employee profiles in the Talenox system. They had to manually delete an employee’s profile, one at a time. This could be quite troublesome in the rare case that you mass import the employee listing incorrectly, and the import’s contents (e.g. Employee ID) cannot be corrected with a re-upload.

With this quarter’s improved system, you can now undo employee listing import done within the last 15 minutes.

https://user-images.githubusercontent.com/25095796/123727312-08eef600-d8c4-11eb-928a-b37583628a68.png

However, before you undo the employee listing import, do take care to not process the month’s payroll and leave as those administrative tasks may be affected.

More granular access rights in User Roles

Previously, only Admins and Super Admins could access the Profiles and Payroll modules to edit profile information, create new payroll batches, and edit processed payroll. This was an issue for businesses who wanted to provide certain employees access rights to view the Payroll and/or Profiles module, but not make any changes within the company’s Talenox account.

As soon as we received feedback that it would be good to have a ‘View Only’ option for such access rights, we got to engineering more granular access rights for Admins and Super Admins.

Now, Super Admins can edit each User Role’s access rights to any of the following:
Module | AccessSuper AdminAdminUser
ProfilesHidden
View Only
Manage
Hidden Salary
Manage
Hidden
View Only
Manage
Hidden Salary
Manage
No access; automatically hidden from Users
PayrollHidden
View Only
Manage
Hidden
View Only
Manage
No access; automatically hidden from Users
LeaveHidden
View Only
Manage
Hidden
View Only
Manage
Hidden
View Only
Manage
My ProfileHidden
View Only
Manage
Hidden
View Only
Manage
Hidden
View Only
Manage
PayslipHidden
View Only
Hidden
View Only
Hidden
View Only
Improved User Roles for Talenox Updates Q3 2021
  • Hidden. The user does not have access to the Profiles / Payroll / Leave module.
  • View Only. The user can access the Profiles / Payroll / Leave module, but cannot edit information.
  • Manage Hidden Salary. The user can access and edit information but cannot view the salary of employees in the Profiles module.
  • Manage. The user can access and edit information in the Profiles / Payroll / Leave module.

Do note that while Super Admins can edit the aforementioned access right, Admin users do not have access to these capabilities. Admin users can only invite users, but not edit module rights.

Furthermore, these access levels can be set:

1) Within an employee’s profile;

2) In the user management dashboard; and

3) From the Excel or Google Sheet import, during the employee information upload process.

An employee can be categorised in multiple cost centres

Under Profiles > Company Details > Cost Centres, you can now set up multiple Cost Centres for your company, and assign an employee to multiple cost centres. If you’re looking to change/switch an employee’s Cost Centre, you will need to carry out a manual un-selection that removes the employee from his/her intitial Cost Centre.

Thereafter, during the payroll process, you can simply select the desired cost centre for the employee. You can also process different payment batches for a single employee, in which the employee is assigned to various Cost Centres if this is needed.

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After you export the Payroll Report for the payroll month, you will be able to see employees appearing in multiple Cost Centres with their payroll details split accordingly:

Payroll

CPF Direct Link-Up submission

We’ve launched our CPF Direct Linkup! Now, you can send and pay for your statutory contributions directly from Talenox now. If you are interested in having this enabled for your company, please do contact us at support@talenox.com.

Once the feature has been enabled for your Talenox account, here are the steps you’ll need to take to make your CPF submissions via our Direct Linkup in Talenox.

Export Payroll Reports by payment group

Some companies needed their Payroll Reports to be separated by payment groups. After all, they had to support their internal process of reviewing payments by departments. To do so, Talenox users previously had to separate report data manually by setting their payment to draft.

Fortunately, our engineers have now simplified the process for you. We’ve included a new feature that allows users to export the Payroll Report according to payment batches processed within the same month.

If you’re a Talenox user looking to process separate payments for different groups of employees, here is a Talenox user guide on how you can export a payroll report for each payment group within the same payroll month!

Leave

Bulk adjustments to leave entitlements

Previously, we only provided our users with the option of individually keying in leave adjustments for employees in Talenox. This was a manual process that had to be automated and simplified.

Hence, we engineered a bulk leave adjustment feature that allows Admin users to mass update leave adjustments in their Talenox account.

This could be a useful feature for you if you’re looking to quickly fix a leave entitlement for a group of employees due to policy changes.

For the exact steps on how to make the bulk leave adjustments in Talenox, you can refer to our user guide here.

Improvements made to the Pay Items Overall Report

Previously, the Pay Items Overall Report was a wide table that had multiple columns (as seen in the screenshot below).

https://user-images.githubusercontent.com/3481334/126935938-9e8b8c6b-ca5b-453d-a45e-5c14484a5bc9.png
Old format: wide table

Now, the Pay Items in the Pay Items Overall Report are organised into rows (instead of columns) under a more generic grouping (i.e. Payment, Allowances, Reimbursements, Deductions, etc.) to avoid a very wide spreadsheet with hundreds of columns.

https://user-images.githubusercontent.com/3481334/126935962-59659ee8-44dd-4f85-8268-bd6c8b7b5f77.png
New format: Generic grouping

Employees are also grouped into cost centres. Furthermore, there is now a ‘total by cost centre‘ field under each Pay Item group for your easy reference.

https://user-images.githubusercontent.com/3481334/126936464-45c11b82-036c-455a-af65-317d3b0428d8.png

Profiles custom fields can now be imported and exported

When our Custom Fields feature in Talenox’s Profiles module was launched, it was widely used by many companies to upload custom data for their users. At that time, Talenox users could only set up their Custom Fields individually in each employee’s profile; the option to mass update the Custom Field s was not yet possible.

Thanks to our Engineering Team, Talenox now allows users to mass import and mass update the relevant employees’ Custom Fields. All they have to do to implement the feature is by making minimal changes to the existing employee import sheet.

For the exact steps on how to update the employee import sheet and activate the mass Custom Fields update in Talenox, you can refer to our user guide here.

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