How to Protect Your HR System Against Self-Service Misuse

October 8, 2014

How to Protect Your HR System Against Self-Service Misuse

One of the best ways modern HR systems help you save stacks of time is through self-service.

Self-Service opens up your HR system to your entire company, and lets your employees access and update their own records, request holidays and even manage their timesheets.

But although this is great news for your tasklist – no more paper holiday forms landing on your desk, no more manual timesheets to process, and no more old contact and next of kin details to update – many HR professionals are still wary about switching the Self-Service functionality on, as they worry it opens their HR system to damaging misuse by employees:

–       What if timesheets aren’t maintained with honesty?

–       What if people start entering incorrect sick days?

–       What if holidays are requested on days my company cannot allow holidays?

These are all valid questions. But they are not reasons to avoid the Self-Service functionality built into your HR system.

Three Ways to Protect Your HR System Against Self-Service Misuse

There are several ways to protect your HR system against misuse of the Self-Service functionality:

1.    Assign The Correct Permissions

The best HR systems will let you set certain permissions for certain people within your company. For example, you might want to let your employees request holidays… but you might want to only let managers authorise them!

With the best HR systems, you will be able to go into the settings and manually assign permission levels to individuals within your company. This is the first step towards making sure people can only do the things they’re supposed to do with your HR system.

2.    ‘Lock’ Holiday Days

If you are worried that employees will be requesting holidays that should be ‘off limits’, then it’s worth finding out if your HR system has the functionality to ‘lock’ certain days.

For example, within People’s cloud HR system, any day can be ‘locked’ by the admin, meaning any employee who tries to book a holiday for that day will be automatically declined. This is useful for days you know will be extra busy, key company dates or even days where a lot of employees already have time booked off.

3.    Keep A Permanent History

One of the most important settings within your HR system should be a record of every change that’s been made within your system.

This lets you find out what changes have been made and when, so nothing passes you by unnoticed.

By following these three key steps, you’re already well on your way to running an HR system that lets your employees serve themselves without having to worry about system misuse. But for more tips, why not get in touch with our HR Software Experts at PeopleHR? People’s HR system comes with in-built Self-Service for employees, and if you decide to switch it on, our experts can help you make sure it’s helping, not hindering, your company’s growth.

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