Employee and operation profile comments

When using Comments, it's best practice to set up some Comment Types that suit your business.  Comment Types can be customised to suit your reporting needs. 

Once Comment Types have been created, you can update or archive them when required. 
 

Create a new comment type

Comment Types can be created at any time. You can create as many Comment Types as required by your business. 
 

To create a Comment Type: 

1. Navigate to the main menu and select Platform Settings > Set Comment Types. 
2. Select the Add New tab and enter the Label of the Comment Type and choose whether this Comment Type will be associated with Employees, Operations or Prospective Operations. 
3. Once the details have been entered select Add. 

Update or archive a comment type

There may be times when you need to slightly adjust the name of the Comment Type or simply archive it as it is no longer required. 
 

To update a Comment Type: 

1. Navigate to the main menu and select Platform Settings > Set Comment Types.
2. Select the name of the Comment Type you would like to update. 
   
   
3. Make the required changes to the Label of the Comment Type and select Save.
4. Or, select Archive if the Comment Type is no longer required. 

 Please note: Comment Types can only be deleted if they have no comments associated with the Comment Type. For example, if the Comment Type was added in error. 

You're able to add Comments to an employee's profile at any time. Comments can be used in a number of ways. A few examples include:

• Storing interview or reference notes
• Update admins about employee changes
• Keeping general comments about the employee
   

Add a comment to an employee: 

1. Navigate to the employee either from the global search or via People > Approved People.
2. Under the Comments section, select a Comment Type from the drop down list, type in your comment and select the Add Comment button.
   
   
   
     Hot tip: If you need to add a document or require more space for comments, you can do so in the Employee Records area.

3. If needed, you can pin a comment at the top of the comments list. To 'pin' a comment, select the pin image. This will ensure this comment stays at the top as comments order by date added.

   

4. If multiple employees are involved in the comment contents, you can tag other employees in the comment to display it on the tagged employee's profile. Comments with tagged employees will appear yellow on the profile.

 Please note: For compliance reasons, comments cannot be deleted. However, you can use the edit pencil to make changes to past comments if necessary.

Just like adding Comments to employees, Comments can also be added to Operations. Comments can be used in a number of ways. A few examples include:

• Storing invoicing or payment notes/changes
• Update admins about client changes
• Keeping general comments about the operation
   

To add a comment to an operation:

1. In the quick menu, select Operations > Approved Operations and select the Operation’s name to access the profile.
2. Under the Comments section, select the relevant Comment Type from the drop down, type in your comment and select the Add Comment button.
   
   
3. If needed, you can pin a comment at the top of the comments list. To 'pin' a comment, select the pin image. This will ensure this comment stays at the top as comments order by date added.
   
   
4. You can tag other employees, admins or Operations in the comment to display it on the tagged profile. Comments with tagged employees/operations will appear yellow on the profile.
   
   

 Please note: For compliance reasons, comments cannot be deleted. However, you can use the edit pencil to make changes to past comments if necessary.

Only admins can view comments on employee and Operation profiles. Employees/clients cannot see the comments made by admins. 

However, User Permissions can be customised to allow or disallow admin users to view comments made by other admins. If disallowed, the admin can only view comments made by themselves.
 

To update User Permissions for Employee Comments:

1. Navigate to the main menu then to Platform Settings > Users.
2. Select the Permission Groups tab and select the edit pencil to edit the relevant Permission Group.
3. If you are wanting to disable your admins from viewing other admins comments then ensure the 'View Employee Comments' permission is disabled, or enable if you want your admins to view other admins comments. 
   
   
4. Once you have made the relevant changes, select Update. 

  If you would like more information on Permissions, then check out our User Permissions help guide here. 

For your reporting needs, we offer two options for reviewing comments added to your Employees and Operations. These reporting options will allow you to review all your comments simultaneously.

Your options for reporting are the:

• Exporting from the People menus 
• Manager Activity Report 
   

Exporting from the people menus

If you decide to export comments for your employees from the people page, you can quickly sort through and find the employees you are looking for using one of our handy filters. 

To export employee comments:

1. From the main menu, navigate to > People > Pending/Approved People. 
2. You can either export all of your employees or a select group by:
   • Applying a filter - Expand your page size to export to ensure you capture all your employees simultaneously. Use the filters to show specific employees. 
   • Selecting employees - Select the checkbox next to their name to export specific employees. 
3. Navigate to Bulk Actions and choose your export.
   • Export comments for all filtered - This option is available when exporting with a filter. 

   • Export comments for all selected - This is available when individual employees have been selected. 

     

4. Select the relevant details for export, then Export CSV.

  Hot tip: If this report will be used regularly, you can save your selection as a template.
 

Manager activity report

The Manager Activity report can be used to report all comments made against Operations and Employees on your platform.

Use cases for the Manager Activity report might be:

• To see all comments made against a Specific Operation to see the comments made over a long period.
• To report your team's activity (by filtering by manager and activity type), including any comments made on employees (candidates).

  Please note: This report only contains comments for Approved Operations. It does not include prospects (saved in the CRM menu) or Pending Operations.
 

To use the Manager Activity report:

1. In the main menu, navigate to Reports > Business and select Manager Activity.
2. In the filters, select: 
   • Date range - If you are searching for a specific day, set the range to 1 day before and 1 day after.
     • For example, if you are searching for 10th April only, set the range to 9th-11th April. 
   • Filter by Manager - Select a specific employee or operation manager to filter the comments made by or to. 
   • Filter by Type - This contains all comment types that you have set in the main menu > Platform Settings > Set Comment types.
   • Filter by Note Type.
     • Select Operations - Show all comments against Operations for your chosen date range.
     • Employees - Shows all comments made against employees for your chosen date range.
   • Office code - If your platform has multiple paying entities, you can filter to select an individual or multiple. 
3. Select Filter. Your report will appear below.
4. The report can be exported to a CSV file using the Export button.

  Hot tip: If the 'Filter By' section is set to Operations, the column names will update to display Operation data - E.g. Operation ID instead of Employee ID.