Assigning an employee's manager

When updating an employee's profile, there are two ways a manager can be assigned to an employee. The method used will depend on the situation, such as:

• When recruiting and onboarding new employees.
  • A manager can be assigned during the review and approve workflows. This method is the preferred way to assign a manager for a new employee, as it will allow you to review and add other details such as office code and employment start date. 
• When an existing employee changes team, or venue, or receives a promotion.
  • Managers can be updated from the employee profile's overview, this is a quick way of updating an employee's manager when the need arises.
     

How to update a manager from the Employee Profile overview:

1. Navigate to People > Approved People.
2. Find the employee and select or search for any employee. Once selected, this will bring up the employee's profile.
3. In the Overview screen, locate Manager and select the edit icon (pencil). 
4. From the drop-down list locate and select the new manager's name.
5. Select Save.

  Hot tip: The manager needs to be set up as an Admin user so that they appear in the drop-down. If you cannot see the manager's name, refer to the section 'How to make a manager assignable to employees' at the bottom of this guide.

When a manager leaves your business, or reporting lines change, you will need to ensure that you change employee managers to ensure that leave applications and communications still flow seamlessly to the correct person.

In the cases listed above, you can reassign managers in bulk, from the People menus.
 

To update employee managers from the People menus: 

1. In the quick menu, navigate to People > Approved/ Pending People.
2. Select Show Filter, and choose your criteria for employees to assign the same manager to (e.g. via position, position locations, employment type, etc).
   
     Hot tip: If a manager is leaving and being replaced by another, search for employees with the original manager assigned to quickly identify everyone who needs to be updated. 
3. Select Apply Filter below your search criteria.

4. Select Bulk Actions > Assign Manager to Selected.

   

5. Select the Manager's name from the drop-down and select Assign.

If you navigate to one of these employees, you will now see their new manager listed in their profile.

The manager import is a great tool to use when you're making large-scale changes, as you can make changes for multiple managers all at once. This can be beneficial in the below scenarios:

• Opening a new venue/ operation
• Large-scale department changes
• Mass recruitment
• Moving across from another platform

This function is used to reassign or add managers to multiple employees at once, but not to assign multiple managers to one employee (as this is not a foundU functionality).
 

How to assign managers using an import: 

1. Navigate to the main menu > Import/ Export > CSV Import.
2. From the dropdown menu, select Employee Manager. 
3. For this import, you will require the following:
   • Employee Manager - Select Export Current Employee Managers for a list of your current managers and their ID Numbers.
   • Employees - You can collect your employees' names and ID numbers by exporting a list from the Approved/ Pending People menus. 

4. Download a sample CSV file select Download Sample. This document can be edited (to remove the sample text) and then used to assign or update your employee's manager. 
   
     Hot tip: The Get Field Definitions button is a helpful tool that provides a list of required formatting for each column in the CSV. Mandatory fields are marked with a (*).

   

5. Complete and Save your amended CSV document.
6. To upload your completed CSV, select the Choose file button and upload your CSV document. Then select Import CSV.

Once your CSV document has been uploaded, please wait for the bar to finish importing the details before navigating to another screen.
 

Data validation

When importing data into foundU, the data must be provided in the correct format. Below, you will find all the information required about the columns included in this import and the formats accepted for editable data. 

  Please note: The bold rows in the table below denote editable columns in your export. 

For an person to be assignable as a manager in foundU, they must meet the following criteria:

• Be a foundU admin
• Have the toggle 'Is this admin assignable as a manager' turned to on in their User profile
   

To make an existing admin assignable as a manager:

1. Navigate to the full menu, Platform Settings > Users > Search for User's name.
2. To Edit admin details select the ellipsis under Actions and turn on the toggle 'Is this admin assignable as a manager'.

3. To save, select Update User.

   

You will now find that this manager will appear under the drop-down box when either singularly or bulk assigning a manager.
 

Removing an admin user from your platform

When you deactivate an admin user from your platform, and they are assigned as a manager to employees/ operations, your platform will prompt you to reassign these people before deactivating the user.