Human Resource

Management System
Guidebook

TABLE OF CONTENTS

Table of Contents .............................................................................................................................................. 2

Preface .............................................................................................................................................................. 6
Getting Started .................................................................................................................................................. 7
HRMS Welcome ................................................................................................................................................ 9
Employees .......................................................................................................................................................... 10
Add New Employee ....................................................................................................................................... 10
Actions List..................................................................................................................................................... 10
Departments ...................................................................................................................................................... 19
Add New Department.................................................................................................................................... 19
Salary Grades ..................................................................................................................................................... 24
Add New Grade ............................................................................................................................................. 24
Actions List..................................................................................................................................................... 25
Positions............................................................................................................................................................. 28
Add New Position .......................................................................................................................................... 29
Locations ............................................................................................................................................................ 32
Add New Location ......................................................................................................................................... 33
Employee Profile ............................................................................................................................................. 35
Employee Profile Summary................................................................................................................................ 36
Leave Requests .................................................................................................................................................. 41
Expense Reports ................................................................................................................................................ 42
Add New Expense Claim ................................................................................................................................ 42
Actions List..................................................................................................................................................... 43
Goals .................................................................................................................................................................. 46
Add New Personal Goal ................................................................................................................................. 46
Add New Department Goal ........................................................................................................................... 47
Add New Project Goal ................................................................................................................................... 48

Add New Business Goal ................................................................................................................................. 49

Add New Company Goal ................................................................................................................................ 50
Actions List..................................................................................................................................................... 51
Talent Profile...................................................................................................................................................... 54
Add New Education ....................................................................................................................................... 55
Add New Award ............................................................................................................................................. 56
Incident List ........................................................................................................................................................ 57
Add Incident .................................................................................................................................................. 57
Actions List..................................................................................................................................................... 59
Documents ......................................................................................................................................................... 61
Goal Management........................................................................................................................................... 62
Welcome ............................................................................................................................................................ 62
Personal Goals ................................................................................................................................................... 63
Add New Personal Goal ................................................................................................................................. 63
Actions List..................................................................................................................................................... 64
Department Goals .............................................................................................................................................. 67
Add New Department Goal ........................................................................................................................... 68
Actions List..................................................................................................................................................... 69
Project Goals ...................................................................................................................................................... 72
Add New Project Goal ................................................................................................................................... 72
Actions List..................................................................................................................................................... 73
Business Goals ................................................................................................................................................... 76
Add New Business Goal ................................................................................................................................. 77
Actions List..................................................................................................................................................... 78
Company Goals .................................................................................................................................................. 81
Add New Company Goals .............................................................................................................................. 82
Actions List..................................................................................................................................................... 82
Performance Appraisals .................................................................................................................................. 85

PA Welcome....................................................................................................................................................... 86
360Review ........................................................................................................................................................ 87
Add New 360 Appraisal ................................................................................................................................ 87
Simple Appraisals ............................................................................................................................................... 88
Add New Simple Appraisal ............................................................................................................................ 88
Appraisals Archive.............................................................................................................................................. 89
Add New Employee 360 Appraisal ............................................................................................................... 90
Add New Employee Appraisal ....................................................................................................................... 91
Actions List..................................................................................................................................................... 92
Templates .......................................................................................................................................................... 94
Add New Appraisal Template ........................................................................................................................ 95
Actions List..................................................................................................................................................... 96
Competences ..................................................................................................................................................... 98
Add Competency ........................................................................................................................................... 99
Actions List...................................................................................................................................................100
Performance Notes ..........................................................................................................................................102
Add Performance Note ................................................................................................................................102
Actions List...................................................................................................................................................103
Attendance Tracking ..................................................................................................................................... 105
Attendance Welcome ......................................................................................................................................106
Add Your Employee .....................................................................................................................................106
Configure Your Timeslots ............................................................................................................................107
Configure Your Holidays ..............................................................................................................................108
The Final Look ..............................................................................................................................................109
Attendance Home ............................................................................................................................................110
See All Leave Requests ................................................................................................................................111
See All Employees ........................................................................................................................................111
My Attendance ................................................................................................................................................112

Add New Leave Request ..............................................................................................................................113

See All Requests ..........................................................................................................................................113
See All Projects ............................................................................................................................................114
See All Tasks ................................................................................................................................................115
My Leave Requests ..........................................................................................................................................116
Attendance Tracking ........................................................................................................................................117
Approve Leave Requests ..................................................................................................................................118
Attendance Report ..........................................................................................................................................118
Employee Leave Status ....................................................................................................................................119
View Current Year .......................................................................................................................................119
Actions List...................................................................................................................................................120
Glossary ......................................................................................................................................................... 122
Readers Comment Form .............................................................................................................................. 124

PREFACE

Welcome to the new edition of activira.com Human Resource Management System (HRMS) Guidebook.
This Guidebook is designed to instruct you through activira.com HRMS features and it is the primary assistant in
case, you have any frustrations using the system tools.
activira.com HRMS User`s Guide contains information on getting to know and using the system features:

Getting Started, views the whole working diagram to make easier the management of employees
and the entire organization. This diagram is significant progress management map for directors and
employers of the company.
HRMS, describes how to manage employees and the organization, track employees attendance and
conduct performance appraisals.
Employee Profile, illustrates the features such as leave requests, expense reports, employee goals,
talent profile and incident list.
Goal Management section gives you information on the various goals set by the company
administration.
Performance Appraisals section enables you to review any information related to the performance
appraisals of an employee. Besides, you are going to know how to review and initiate new appraisals,
add a new appraisal template and competence.
Attendance Tracking provides you with the review of employees attendance. Concurrently, you will
be able to approve leave requests and keep track the attendance information of your employees.

Customer Feedback
We appreciate you using our activira.com Human Resource Management System and this Guidebook.
Our customers comments and feedback are always welcome. You will find the Readers Questionnaire Form
about activira.com features at the end of the guide. Do not hesitate to mail your comments and wishes to the
following e-mail address or you can directly contact with your activira.com Support Manager.
E-mail: support@activira.com
Phone: +966 (56) 777-7663 Ext: 810
Postal Service 4363 Prince Muhammad Ibn Abdulaziz Rd, Al Olaya, Riyadh 12331 - 6734, KSA.

GETTING STARTED

With activira.com Human Resource Management System (HRMS), running a company will be unsophisticated.
This modern technology helps to track employee attendance and employee performance reviews in one
database program. An employer is able to configure payroll and track performance reviews. Using HRMS also
indicates one less employee that an employer needs to hire.
activira.com HRMS tool is located on the main menu between Project Management and CRM features:

The HRMS Tool consists of five main sections:

HRMS is the main page which helps employer to manage employees attendance, their leave requests and
statuses. Besides, employers will be able to configure their timeslots and holidays.

Employee Profile allows an employer/user to view his/her own profile summary; see/add a new leave
request and expense claims; add different type of goals; through talent profile, the user can add his/her
educations, competencies and awards; add an issue occurred within the company; and download/upload
documents from/to the system/personal computer.
With Goal Management tool you can keep track of all your company goals, department goals of the
employees, share documents, track actual achievement of goals, leave feedbacks/comments, generate
customized reports and exports your company goals information to Excel and printable PDF versions.

Performance Appraisals lets you conduct performance appraisal straightforward as you are supposed to
find out under section of Performance Appraisals.

Attendance Tracking is a handy tool with what you are able to track all your employees times of
availability. All holidays, leave requests and shift hours can be registered in this section. You will be capable of
observing who is working and when they are working each day.

HRMS WELCOME

You are welcome to HRMS first page once again. Lets start from the HRMS Diagram. You will discover how to
manage your system properly with the instruction of the map. You can manage your employees, their positions
directly from this page by clicking on the Manage Employees button. In order to View Organization Chart, you
should have an access to the Manage Organization page. There you can allocate departments in the
organization and manage salary grades by opening the Manage Departments page and edit Company Profile.
Track attendance viewing in-out reports and managing Leave Requests. Through Conduct Performance
Appraisals section, you are able to Conduct Regular Appraisals and 360 Survey.

The HRMS panel consists of the following features:

Employees section is made up of the list of all employees the company maintains. In the list, there
can be found such information as personal/contact details, position, last update, role and status of an
employee.

Departments page represents details of the branch. From the top tab, you will find department

name, department leader, head count and start date information.

Salary Grades

Positions are job places of employees in the organization. Specifications as position title, status,
description, full/part time and budgeted incumbents are located in Positions section.

Locations section contains information about addresses: country name, state name, city name, email, phone number, and fax.

EMPLOYEES
Through the Employees section, you are able to view the whole list of the employees within the organization.

ADD NEW EMPLOYEE

To add a new Employee, go to HRMS section and click on the New Employee button located on top left side of
the page, fill in the form and click the Save button.

ACTIONS LIST

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By default the Action dropdown is available on the first column of the Employees list. Once clicked, dropdown
gives several options as displayed on the screenshot:

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EMPLOYEE PROFILE
Click on the Employee Profile tab from the Action dropdown to view the full information on an Employee. You
are able to perform several functions as uploading an image, adding dependent, past employment, etc directly
from this page.

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EDIT PROFILE
Click on the Edit Profile option from the Action dropdown to make changes in the task details and click on the
Save button since you have finished editorial actions on the page.

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EDIT GOAL WEIGHTS

Click on the Edit Goal Weights option from the Action dropdown to make changes in the task details and click
on the Save and Close button since you have finished editorial actions on the page.

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REMOVE
To remove an employee, go to Actions list and click on the Remove button. You will be asked to be sure
whether remove or not.

15

ACTIVATE/DEACTIVATE
To Activate or Deactivate one of your employees, you need to find this button from Actions list in the
Employees section.

RESEND ACTIVATION LIST

16

To resend an activation link, you need to click on the Resend Activation Link button that is located in the
Actions list of the Employees section.

17

EXPORT TO PDF
To export the list of employees to PDF, you need to click on the Export to PDF button in the Actions list of the
Employees section.

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DEPARTMENTS
The Department section helps you keep record information regarding the departments of your organization
including details about the department leaders and number of employees in it.

ADD NEW DEPARTMENT

To add a new Department, go to HRMS section and click on the New Department button located on top left
side of the page, fill in the form and click the Save button.

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DEPARTMENT SUMMARY
To view the summary of a department, you need to go to Departments section in the HRMS and click on the
Department Summary button in the Actions list.

20

EDIT DEPARTMENT
To edit details of a department, you need to click on the Edit Department button in the Actions list of the
Departments section.

21

REMOVE
To remove one of the departments, you need to click on the Remove button in the Actions list of the
Departments section.

22

EXPORT TO PDF
To export the information of departments to PDF, you need to click on the Export to PDF button in the Actions
list of the Departments section.

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SALARY GRADES
The salary grade is a graduate scale that includes positions of different occupational groups. The work
performed within a salary grade is equivalent as to the level of difficulty and responsibility and the level of
qualification requirements of the work. This feature can be found through HRMS Welcome section.

ADD NEW GRADE

To add a new grade, you need to go to Salary Grades section and click on the New Grade button. After you
have filled in the form click on the Save button to complete your work.

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ACTIONS LIST
By default the Action dropdown is available on the first column of the Salary Gradeslist. Once clicked,
dropdown gives several options as displayed on the screenshot:

GRADE SUMMARY
To view the summary of a grade, you need to go to Salary Grades section in the HRMS and click on the Grade
Summary button in the Actions list.

25

EDIT GRADE
To edit details of a grade, you need to click on the Edit Grade button in the Actions list of the Salary Grades
section.

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REMOVE
To remove one of the departments, you need to click on the Remove button in the Actions list of the Salary
Grades section.

27

POSITIONS
This section obtains the list of all positions created within the organization/department by employers. The list
gives information about job title and its description, status whether it is active of inactive, if it is full time or part
time job and so on.

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ADD NEW POSITION

To add a new position, you need to go to Positions section and click on the New Position button. After you
have filled the form, click on the Save and Close button to complete your work.

POSITION SUMMARY
To view the summary of a position, you need to go to Positions section in the HRMS and click on the Position
Summary button in the Actions list.

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EDIT POSITION

30

To edit details of a position, you need to click on the Edit Position button in the Actions list of the Positions
section.

REMOVE

31

To remove one of the positions, you need to click on the Remove button in the Actions list of the Positions
section.

LOCATIONS
The entire information about addresses and locations are recorded in the Locations section.

32

ADD NEW LOCATION

To add a new location, you need to click on the New Location button that is located on the top side of the
Locations section.

LOCATION SUMMARY

33

To view the summary of a location, you need to click on the Location Summary in the Actions list on the
Locations section.

EDIT LOCATION

34

To edit the details of the location, you need to click on the Edit Location button in the Actions list of the
Locations section.

EMPLOYEE PROFILE

35

The Employee profile section is a resource page of information about all employees within the company. It
consists from the following sections:

Employee Profile Summary page includes almost everything regarding an employee details whether it
is personal or contact, etc.
Leave Requests section shows employee defaults timeslots, his/her all and latest leave requests.
Expense Reports feature lets the user to add and view the expense claim details.
Goals section is all about different types of objectives. Several categories of goals can be added and be
viewed on this page.
Talent Profile is the personal page of an employee. It includes the list of educations, awards and
competencies the employee has.
Incident List illustrates the list of issues occurred in the company within the employees. The user can
easily find out about the name, description, date, status and resolver of an issue on this right page.
Documents section lets users to upload and download files from/to the system.

EMPLOYEE PROFILE SUMMARY

This summary page of an employee is a default page as long as you visit Employee Profile. Almost all data
regarding the employee is located here.

ADD DEPENDENT

36

To add a new dependent, you need to go to Employee Profile section and click on the Add Dependent button.
After you have filled in the form click on the Save button to complete your work.

ADD PAST EMPLOYMENT

37

To add a past employment information, you need to go to Employee Profile section and click on the Add Past
Employment button. After you have filled in the form, click on the Save and Close button to complete your
work.

ADD LEAVE REQUESTS

38

To add leave requests, you need to go to Employee Profile section and click on the Add Leave Requests button.
After you have filled in the form, click on the Save and Close button to complete your work.

ADD EXPENSE REPORT

39

To add expense report, you need to go to Employee Profile section and click on the Add Expense Report
button. After you have filled in the form, click on the Save and Close button to complete your work.

ADD INTERNAL EMPLOYMENT

40

To add internal employment, you need to go to Employee Profile section and click on the Add Internal
Employment button. After you have filled in the form, click on the Save and Close button to complete your
work.

LEAVE REQUESTS

41

This page provides general information about the users leave requests. Default timeslot is located on the left
side under the profile of an employee. The bar chart illustrates the employee leave status and latest leave
requests are shown on the table as in the picture below:

EXPENSE REPORTS
An expense is an outflow of money to another person to pay for an item or service. Expense Reports section is
located in the Employee Profile of the HRMS tool.

ADD NEW EXPENSE CLAIM

42

To add a new expense claim, you need to go to Employee Profile section and click on the Add New Expense
Claim button. After you have filled in the form, click on the Save and Close button to complete your work.

ACTIONS LIST
By default the Action dropdown is available on the first column of the Expense Reports list. Once clicked,
dropdown gives several options as displayed on the screenshot:

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VIEW EXPENSE CLAIM

To view the summary of an expense claim, you need to click on the View Expense Claim in the Actions list on
the Expense Claim section.

REMOVE
To remove one of your expense reports, you need to click on the Remove button that is located in the Actions
list of the Expense Report section. Note: Only draft expense claims can be removed from the list.

44

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GOALS
activira.com HRMS tool allows managers, leaders and employees to define company goals and track their
status with performance. Employees are able to receive their weekly/monthly objectives and fill in the goal
sheet indicating actual accomplishments and performance.

ADD NEW PERSONAL GOAL

To add a new personal goal, you need to go to Employee Profile section and click on the Add New Personal
Goal button. After you have filled in the form, click on the Save and Close button to complete your work.

46

ADD NEW DEPARTMENT GOAL

To add a new department goal, you need to go to Employee Profile section and click on the Add New
Department Goal button. After you have filled in the form, click on the Save and Close button to complete your
work.

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ADD NEW PROJECT GOAL

To add a new project goal, you need to go to Employee Profile section and click on the Add New Project Goal
button. After you have filled in the form, click on the Save and Close button to complete your work.

48

ADD NEW BUSINESS GOAL

To add a new business goal, you need to go to Employee Profile section and click on the Add New Business
Goal button. After you have filled in the form, click on the Save and Close button to complete your work.

49

ADD NEW COMPANY GOAL

To add a new company goal, you need to go to Employee Profile section and click on the Add New Company
Goal button. After you have filled in the form, click on the Save and Close button to complete your work.

50

ACTIONS LIST
By default the Action dropdown is available on the first column of the Goals list. Once clicked, dropdown gives
several options as displayed on the screenshot:

51

GOAL SUMMARY
To view the summary of goal, you need to click on the Goal Summary in the Actions list on theGoals section.

EDIT GOAL
To edit the details of a goal, you need to click on the Edit Goal button in the Actions list of the Goals section.

52

53

REMOVE GOAL
To remove one of your goals, you need to click on the Remove button that is located in the Actions list of the
Goals section.

TALENT PROFILE

54

An employee/user can keep record his/her educations, competencies and awards list by adding up them
through the Talent Profile page in the Employee Profile section.

ADD NEW EDUCATION

To add a new education, you need to go to Talent Profile section and click on the Add New Education button.
After you have filled in the form, click on the Save and Close button to complete your work.

55

ADD NEW AWARD

To add a new award, you need to go to Talent Profile section and click on the Add New Award button. After
you have filled in the form, click on the Save and Close button to complete your work.

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INCIDENT LIST
Incident List contains information about events occurred within the company. It is located in the Employee
Profile section of HRMS tool.

ADD INCIDENT
To add an incident, you need to go to Employee Profile section and click on the Add Incident button. After you
have filled in the form, click on the Save and Close button to complete your work.

57

58

ACTIONS LIST
By default theAction dropdown is available on the first column of the Incident List. Once clicked, dropdown
gives several options as displayed on the screenshot:

PERFORMANCE NOTE SUMMARY

Click on the Performance Note Summary tab from the Action dropdown to view the full information on an
Incident. You will be able to view all issue details and download the attached file.

59

EDIT PERFORMANCE NOTE

Click on the Edit Performance Note option from the Action dropdown to make changes in the task details and
click on the Save button since you have finished editorial actions on the page.

60

DOCUMENTS
This section allows users to upload work related files/documents to the system and download them whenever
they need. Documents section can be accessed through Employee Profile tab of the HRMS tool.

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GOAL MANAGEMENT

Goals are powerful contributors to flourishing business growth. It is important to define the business goals if
you really want to make a success of your business. Thus, the activira.com HRMS Tool developed five types of
goals in the Goal Management section:

Personal Goals allows employees to set their private goals regarding the business success.
Department Goals part is the key of running an effective department in an organization. Other
employees will be aware what is expected from their work.
Project Goals are statements that illustrate what the project is supposed to accomplish.
Business Goals section reflects all general goals of a business. The written description of business goals
include the resolver, start/end date and company goal.
Company Goals are solid goals that any company needs to grow their business and achieve full
potential.

WELCOME
activira.com Goal Management lets you perform several basic functions directly from this page. You can add
four types of goals by clicking on the icons as viewed in the picture:

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PERSONAL GOALS
Any employee of an organization can add their own goals to sustain themselves a clear and focused direction
giving a sense of purpose, maximum use of time, moving steadily towards the results they really want and
ultimate success. The Personal Goals feature is located in Goal Management section of HRMS tool.

ADD NEW PERSONAL GOAL

To add a new personal goal, you need to go to Goal Management section and click on the Add New Personal
Goal button through Personal Goals section. After you have filled in the form, click on the Save and Close
button to complete your work.

63

ACTIONS LIST
By default the Action dropdown is available on the first column of the Personal Goals list. Once clicked,
dropdown gives several options as displayed on the screenshot:

64

GOAL SUMMARY
To view the summary of personal goal, you need to click on the Goal Summary in the Actions list on the
Personal Goals section.

65

EDIT GOAL
To edit the details of a goal, you need to click on the Edit Goal button in the Actions list of the Personal Goals
section.

REMOVE GOAL

66

To remove one of your personal goals, you need to click on the Remove Goal button that is located in the
Actions list of the Personal Goals section.

DEPARTMENT GOALS
Setting department goals can be performed through Goal Management section. As a department leader, you
should let your staff know what is expected thus, their work has a clear purpose to achieve organizational
goals. The screenshot illustrates the location of Department Goals feature:

67

ADD NEW DEPARTMENT GOAL

To add a new department goal, you need to go to Goal Management section and click on the Add New
Department Goal button through Department Goals section. After you have filled in the form, click on the Save
and Close button to complete your work.

68

ACTIONS LIST
By default the Action dropdown is available on the first column of the Department Goals list. Once clicked,
dropdown gives several options as displayed on the screenshot:

69

GOAL SUMMARY
To view the summary of a department goal, you need to click on the Goal Summary in the Actions list on the
Department Goals section.

EDIT GOAL
To edit the details of a department goal, you need to click on the Edit Goal button in the Actions list of the
Department Goals section.

70

REMOVE GOAL
To remove one of your department goals, you need to click on the Remove Goal button that is located in the
Actions list of the Department Goals section.

71

PROJECT GOALS
In order to avoid running the risk while completing a project, you need to set project goals. Add specific project
goals that will help you meet the larger project goals and het your project successfully completed. You can add
project goals in Project Goals section of Goal Management.

ADD NEW PROJECT GOAL

72

To add a new project goal, you need to go to Goal Management section and click on the Add New Project Goal
button through Project Goals section. After you have filled in the form, click on the Save and Close button to
complete your work.

ACTIONS LIST
By default theAction dropdown is available on the first column of theProject Goals list. Once clicked, dropdown
gives several options as displayed on the screenshot:

73

GOAL SUMMARY
To view the summary of a project goal, you need to click on the Goal Summary in the Actions list on theProject
Goals section.

EDIT GOAL

74

To edit the details of a project goal, you need to click on the Edit Goal button in the Actions list of the Project
Goals section.

REMOVE GOAL

75

To remove one of your project goals, you need to click on the Remove goal button that is located in the Actions
list of the Project Goals section.

BUSINESS GOALS
Setting Business Goals means creating written statements of the future purposes. It is located in the Goal
Management section of HRMS tool.

76

ADD NEW BUSINESS GOAL

To add a new business goal, you need to go to Goal Management section and click on the Add New Business
Goal button through Business Goals section. After you have filled in the form, click on the Save and Close
button to complete your work.

77

ACTIONS LIST
By default the Action dropdown is available on the first column of the Business Goals list. Once clicked,
dropdown gives several options as displayed on the screenshot:

78

GOAL SUMMARY
To view the summary of a business goal, you need to click on the Goal Summary in the Actions list on the
Business Goals section.

EDIT GOAL
To edit the details of a business goal, you need to click on the Edit Goal button in the Actions list of the
Business Goals section.

79

REMOVE GOAL
To remove one of your business goals, you need to click on the Remove Goal button that is located in the
Actions list of the Business Goals section.

80

COMPANY GOALS
Company goals are those goals that the whole company is supposed to achieve. Project Managers can set
company goals through Goal Management section of HRMS.

81

ADD NEW COMPANY GOALS

To add a new company goal, you need to go to Goal Managemnt section and click on the Add New Company
Goal button through Company Goals section. After you have filled in the form, click on the Save and Close
button to complete your work.

ACTIONS LIST

82

By default theAction dropdown is available on the first column of theCompany Goals list. Once clicked,
dropdown gives several options as displayed on the screenshot:

GOAL SUMMARY
To view the summary of a company goal, you need to click on the Goal Summary in the Actions list on the
Company Goals section.

EDIT GOAL

83

To edit the details of a company goal, you need to click on the Edit Goal button in the Actions list of the
Company Goals section.

REMOVE GOAL

84

To remove one of your company goals, you need to click on the Remove Goal button that is located in the
Actions list of the Company Goals section.

PERFORMANCE APPRAISALS

85

Conducting performance appraisal with activira.com is straightforward: You initiate a review for an employee
and the employee does a self-review. Performance Appraisal section consists of the following features:
PA Welcome Page
360 Review
Simple Appraisals
Appraisals Archive
Templates
Competences
Performance Notes

PA WELCOME
You can start initiating an employee from the PA Welcome page by clicking on the tabs as viewed in the picture:

86

360REVIEW
360 Review is a feedback system which is received by employees from their peers. The person receiving
feedback also fills out a self-rating survey that includes the same survey questions that others receive in their
forms. From the page, you will be able to view tables that contain information about appraisals waiting for your
review, pending 360 reviews, completed 360 reviews, and companywide statistics.

ADD NEW 360 APPRAISAL

87

To add a new 360 appraisal, you need to go to Performance Appraisals section and click on the Add New 360
Appraisal button through 360 Review section. After you have filled in the form, click on the Save and Close
button to complete your work. Completing

SIMPLE APPRAISALS
The difference between simple appraisals and 360 reviews is that 360 reviews are more comprehensive
where everyone who interacted with the employee will participate in it. And in simple appraisals only the
employee and the manager participate. Simple Appraisal can be initiated in Performance Appraisals section of
HRMS.

ADD NEW SIMPLE APPRAISAL

88

To add a new simple appraisal, you need to go to Performance Appraisals section and click on the Add New
Simple Appraisal button through Simple Appraisal section. After you have filled in the form, click on the Save
and Close button to complete your work.

APPRAISALS ARCHIVE

89

In this section, you can view the list of all appraisals created in the system. Appraisals Archive is located in the
Performance Appraisals section of HRMS.

ADD NEW EMPLOYEE 360 APPRAISAL

90

To add a new employee 360 appraisal, you need to go to Performance Appraisals section and click on the Add
New Employee 360 Appraisal button through Appraisals Archive section. After you have filled in the form,
click on the Save and Close button to complete your work.

ADD NEW EMPLOYEE APPRAISAL

91

To add a new employee appraisal, you need to go to Performance Appraisals section and click on the Add New
Employee Appraisal button through Appraisals Archive section. After you have filled in the form, click on the
Save and Close button to complete your work.

ACTIONS LIST

92

By default theAction dropdown is available on the first column of the Appraisals Archive list. Once clicked,
dropdown gives several options as displayed on the screenshot:

REVIEW
To view the review of an appraisal, you need to click on the Review button in the Actions list on the Appraisals
Archive section.

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TEMPLATES
activira.com Templates feature allows manager and employees to create various templates themselves
according to their preferences. You can find Templates feature through Performance Appraisals section of
HRMS.

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ADD NEW APPRAISAL TEMPLATE

To add a new appraisal template, you need to go to Performance Appraisals section and click on the Add New
Appraisal Template button through Templates section. After you have filled in the form, click on the Save and
Close button to complete your work.

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ACTIONS LIST
By default the Action dropdown is available on the first column of theTemplates list. Once clicked, dropdown
gives several options as displayed on the screenshot:

EDIT TEMPLATE

96

To edit the details of a template, you need to click on the Edit Template button in the Actions list of the
Templates section.

REMOVE

97

To remove one of your templates, you need to click on the Remove button that is located in the Actions list of
the Templates section.

COMPETENCES

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Competences are abilities and skills of an individual to properly perform a specific job. Employees can add their
competences to the system to inform their managers and peers what they can do.

ADD COMPETENCY
To add a competency, you need to go to Performance Appraisals section and click on the Add Competency
button through Competences section. After you have filled in the form, click on the Save and Close button to
complete your work.

99

ACTIONS LIST
By default the Action dropdown is available on the first column of the Competences list. Once clicked,
dropdown gives several options as displayed on the screenshot:

100

REMOVE
To remove one of your competences, you need to click on the Remove button that is located in the Actions list
of the Competences section.

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PERFORMANCE NOTES
Performance Notes can be added through Performance Appraisals section of HRMS.

ADD PERFORMANCE NOTE

To add a performance note, you need to go to Performance Appraisals section and click on the Add
Performance Note button through Performance Notes section. After you have filled in the form, click on the
Save and Close button to complete your work.

102

ACTIONS LIST
By default the Action dropdown is available on the first column of thePerfromance Notes list. Once clicked,
dropdown gives several options as displayed on the screenshot:

NOTE SUMMARY
To view the summary of a note, you need to click on the Note Summary in the Actions list on the Performance
Notes section.

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EDIT PERFORMANCE NOTE

To edit the details of a performance note, you need to click on the Edit Performance Note button in the Actions
list of the Performance Notes section.

104

ATTENDANCE TRACKING

105

With activira.com Attendance Management, you will be able to track all your employees times of availability.
You can register all holidays, leave requests and shift hours which enables you to see who is working each and
every day. In turn, tracking the attendance will assist you in managing projects of your business.

ATTENDANCE WELCOME

ADD YOUR EMPLOYEE

To add an employee, you need to go to Attendance Tracking section and click on the Add Your Employee
button through Attendance Welcome section. After you have filled in the form, click on the Save and Close
button to complete your work.

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CONFIGURE YOUR TIMESLOTS

To configure the details of your timeslots, you need to click on the Configure Your Timeslots button that is
located on the page of the Attendance Welcome section.

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CONFIGURE YOUR HOLIDAYS

To configure the details of your holidays, you need to click on the Configure Your Holidays button that is
located on the page of the Attendance Welcome section.

108

THE FINAL LOOK

To have a look at final attendance details, you need to click on the The Final Look button that is located on
the page of the Attendance Welcome section.

109

ATTENDANCE HOME
This section serves mainly for statistics purposes. You can see the list of leave requests under your
management, list of todays available and unavailable employees.

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SEE ALL LEAVE REQUESTS

To view the list of all leave requests, you need to click on the See All Leave Requests that is located in the right
corner of leave requests table on the Attendance Home section.

SEE ALL EMPLOYEES

To view the list of all employees, you need to click on the See All Employees that is located in the right corner
of employees table on the Attendance Home section.

111

MY ATTENDANCE
In My Attendance section, you will be able to see the list of unavailable employees, year-to-date statistics, and
the list of all tasks and projects involved. New leave requests can be added through this section.

112

ADD NEW LEAVE REQUEST

To add a new leave request, you need to go to Attendance Tracking section and click on the Add New Leave
Request button through My Attendance section. After you have filled in the form, click on the Save and Close
button to complete your work.

SEE ALL REQUESTS

To view the list of all requests, you need to click on the See All Requests that is located in the right corner of
requests table on the My Attendance section.

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SEE ALL PROJECTS

To view the list of all projects, you need to click on the See All Projects that is located in the right corner of
requests table on the My Attendance section.

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SEE ALL TASKS

To view the list of all tasks, you need to click on the See All Tasks that is located in the right corner of requests
table on the My Attendance section.

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MY LEAVE REQUESTS

In the My Leave Requests page, you can view your profile, default timeslot, your leave status and latest leave
request. My Leave Requests section is located in Attendance Tracking of Performance Appraisals.

116

ATTENDANCE TRACKING
This page helps to track attendance of the employees by departments. To track the proper attendance tracking,
all employees should log in to the system. The system will record the available and not available working hours
of employees.

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APPROVE LEAVE REQUESTS

If you are a project manager, you will be able to view the list of leave requests that are waiting for your
approval. To approve a leave request, you need to click on the Approve button on the list.

ATTENDANCE REPORT
The Attendance Report page shows the monthly timesheet report by departments in a tabular form.

VIEW AS XLS
To view the report as XLS, you need to click on the View as XLS button of Attendance Report section.

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EMPLOYEE LEAVE STATUS

Employee Leave Status section contains information about the leave statuses of the employees under your
supervision.

VIEW CURRENT YEAR

To view the current year, you need to click on the View Current Year button on theEmployee Leave Status
section.

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ACTIONS LIST
By default theAction dropdown is available on the first column of theEmployee Leave Status list. Once clicked,
dropdown gives several options as displayed on the screenshot:

LEAVE REQUEST VIEW

To view a leave request, you need to click on the Leave Request View button on the Employee Leave Status
section.

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121

GLOSSARY

360 Review is a feedback system which is

received by employees from their peers.

Deactivate is an antonym for active done

through Employees section.

Action Steps are specific changes of work to

achieve. They are recorded in Goals section of
Employee Profile.

Department Goal feature records objectives of

the organizational unit.

Actions list is the list of commands for any

actions available for the current user to take on
the displayed record.
Activate The function of making the status of an
employee active or operative.
Appraisal Template is an appraisal format that is
used by a creator to initiate his/her
employees/peers.
Appraisals Archive section stores all appraisals.
Information as the assessment name, template
name, initiation date, initiator, and reviewer
name can be reviewed.
Approver is a project manager/team leader of a
department who approves or rejects the request
received by employees.
Attachments Files or documents attached while
composing an e-mail in the Related E-mails
section.
Attendance Tracking is about tracking the
attendance of all employees, managers/team
leaders of the company. The main part of the
section is todays unavailable employees and
todays statistics.
Business Goal is one of the goals that
records/illustrates what the business needs or
wants to achieve.
Company Goalis the main goal type. It includes
the title, description and outcome of the
company goal.
Competences is a section that is located in
Performance Appraisals. Employees record their
effective performance.
Custom Fields feature is a field that may be
added or edited.

Dependent in HRMS is an employee who is

assigned to support the team leader.
Documents section stores all work related
documents in the system.
Expense Claima list of amount of money spent
for business purposes.
Expense Report a formal statement about the
amount of money spent for business purposes.
Export is transferring data in a format that can
be used by other programs.
Export to PDF means data transferred to PDF
format.
Filtration is the method of filtering
data/information of project management.
Goals are general statements of anticipated
project outcomes.
Head Counta total number of people especially
the number of people employed.
Import means transferring data into files or
documents with integration of MS Project.
Incident List provides with the information
about the negative performance and its resolver.
Initiatoris a project manager or an employee
who initiates the performance of his/her peers
or employees.
Internal Employmentrecords employment
history of an employee within the organization.
Leave Request is the request taken from the
work. Leave Requests should be approved by the
team leader.

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Locationssection records all information of a

particular place/location/address.
Outcome is the benefit achieved from the
company goal set by a department leader.
Past Employment is the section that keeps track
of the employment history of an employee of
the company.
PDF Version is a file format that provides an
electronic image of text or text and graphics that
can be printed and be viewed. It can integrate
with activira.com Tools.
Performance Appraisal is the process for
reviewing employee performance, setting new
performance goals, delivering face-to-face
meeting.
Performance Note feature is an explanation left
by an employment.
Personal Goal can be added by any employee of
the company to increase his/her own
productivity and work process.
Project Goal is set by a project manager that
includes the main objective of a project.
Salary Grade is an adjusted scale that consists of
different work-related groups. Code, level,
description and salary range is included while
adding a salary grade.
Talent profile page includes education, talents
and awards list of an employee.

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READERS COMMENT FORM

activira.com Human Resource Management System welcomes your comments and suggestions on the
quality and this publication. Next revisions will be based on your information.
1)
2)
3)
4)

Were there any errors in the Guidebook?

Do you need more information? And in what section?
Were the screenshot examples enough?
What features were useful in this manual?

If any errors are found or you have other suggestions for the product and its manual improvement, please
send us your comments through the following ways:
E-mail: support@activira.com
Phone: +966 (56) 777-7663 Ext: 810
Postal Service : 4363 Prince Muhammad Ibn Abdulaziz Rd, Al Olaya, Riyadh 12331 - 6734, KSA.