Page Comparison

PEOPLE

The People menu consists of the users in the organisation (excluding unapproved users in Lucidity Induction).

In the People page of Lucidity HR, administrators can:

• Create and edit people

• Apply access permissions to people (via Lucidity Access)

• Convert users between people types

• Archive people

• View individual employment periods, employment reviews and HR records

Within the People page, users are categorised by people types - employees, casuals and subcontractors. Users can be found either via searching on the All page or via the specific Person Type page. 

Create People

Users can be manually added to Lucidity HR from the People page by:

1. Select the appropriate person type (employee, casual, subcontractor)

2. Click 'Add New'

3. Complete the fields (see table 'Definitions of Fields' below)

   1. The details captured for each user may vary slightly between each system configuration. Fields marked with * are mandatory.

Definitions of Fields

Employee Details	Username	When editing a user account, the username will display as read only. This can only be edited via Lucidity Access Note: when a user is created via Lucidity HR, the username will automatically be set to FirstnameLastname. Users can then log in using the 'Reset Password' link, provided a notification email is provided.
	First Name	Open text field
	Middle Name	Open text field
	Last Name	A pop-up message will appear if a user with the same last name already exists. The message will advise if the user is an employee, casual or subcontractor or if they are an archived user. In order to prevent unintentional duplicates, review the message carefully. Image Modified
	Date of Birth	May be required if users are required to log into Lucidity Competency
	Gender	Drop down list
	Payroll Number	May be required if users are required to log into Lucidity Competency When integration with an external HR system is used, the payroll number is the unique identifier and therefore can't be duplicated. A pop-up message will appear in the event of a duplicate. Image Modified
	Organisation Details	These fields are utilised in reports as well as well as for permission scoping in Lucidity Access. There may be several drop-down fields available here, for example: Division Business Unit Location Department Project
	Employment Type	Type of employment, such as  Causal Part-time Full-time
Photo	Photo	Upload photo tile of person Refer to the Uploading Files in Lucidity Modules user guide page for more details.
Contact Details	Phone Number	Open text field
	Mobile Number	Open text field
	Email (Notifications)	Email address that will be used for system-generated email notifications (for example, in the event of training completion requirements, task related to incidents raised or actions allocated to a user)
	Email	Populate if email notifications are not required
Residential Address Details	Address Details	Combination of drop down and open text fields
Employment Details	Employment Status	Status of employment, such as Contractor Employee
	Agreement	Drop-down list EBA Agreement
	Rate Amount	Open text field Pay rate
	Rate Type	Open text field Pay rate type
	Rate Due Date	Date field
Position Details	Direct Supervisor	Supervisor must have existing account in system
	Direct Manager	Direct manager must have existing account in system
	Manager	Manager must have existing account in system
	Category	Category of user, such as HR Manager Admin
	Job Title	Drop-down list
	Bonus Type	Drop-down list
	Bonus Due Date	Date field
	Allowance	Drop-down list
	Allowance Amount	Open text field
	Allowance Expiry Date	Date field
	Terminated Employee	Radio Button
	Do Not Rehire	Radio Button
Next of Kin	Next of Kin Details	Combination of drop-down and open text fields
Additional Details	Company Name	Open text field
	Company	Drop-down list
	Indigenous	Radio Button
	Camp	Open text field
	Site Address	Open text field
	Room Number	Open text field
	Crew	Open text field
	Agreement Text	Open text field
	Point of Hire	Open text field
	Start Date	Date field
	End Date	Date field
	Working Visa	Radio Button
	Notes	Open text field

1. Click 'Save'

Edit People

To edit users in Lucidity HR:

1. Click 'Show Filters'

2. Use Filters as required to locate the relevant user

3. Click 'Edit' to the far right 

   

4. Adjust fields as required

5. Click 'Save' to keep the changes

Editing Users in Bulk

Users can be edited in bulk using the bulk changes feature.

For more detail on how to use this feature, refer to the Bulk Changesuser guide.

Print User Card

User NFC card PDF templates can be printed directly from Lucidity HR. These can be used for contractors and employees alike. They contain QR codes to access user information and can be used in conjunction with tap-on tap-off features within Lucidity OnSite.

The Company logo that is printed on the card as well as the card stripe colour can be adjusted in Lucidity Access. Refer to the Branding section in the Access Configuration user guide.

The card will automatically contain 2 QR Codes - one for HR user information and one for Competency training records. Those accessing the QR Codes will require relevant permissions within Lucidity in order to view the information.

To print the PDF card template, from the People page in HR:

1. Click 'Show Filters'

2. Use Filters as required to locate the relevant user

3. Click 'Actions' to the far right 

4. Click 'Print Card'

   

5. The PDF will open and can be sent to the card printer. 

A sample card is shown below:

Convert Users Between People Types

Users can be converted between the different people types - employee, casual and subcontractor. For example, a subcontractor may be hired as an employee and therefore their person type needs to change.

To convert users to a different person type, from the People menu:

1. Click 'Show Filters'

   1. note this can be actioned from the All page or from a specific Person Type page

2. Locate the individual by entering their name in the search field

3. Click 'Filter'

4. Click 'Actions' on the far right

5. Click 'Convert'

   

6. Select the relevant person type the individual needs to be converted to

   

7. Click 'Save'

8. The user will now appear on the relevant person type page as well as the All page.

Merge People

In some cases, duplicate accounts are accidentally created. The merge users feature allows for the merging of these accounts.

To merge users, from the People menu:

1. Click 'Show Filters'

   1. note this can be actioned from the All page or from a specific Person Type page

2. Locate the individual whose account needs to be retained (primary user) by entering their name in the Search field

   1. This account will retain the HR details and access permissions associate with it

3. Click 'Filter'

4. Click 'Actions' on the far right

5. Click 'Merge User'

   

6. Using the wizard that opens, click 'Add'

7. Select the user(s) whose account need to be merged (Secondary user)

   1. These accounts will be archived and all records associated with the account (such as Competency records, action items etc) moved to the primary record

      

8. Click 'Next'

9. Review the changes listed

   

10. Click 'Merge' to merge the accounts. Note this step make take a few minutes to complete

    1. The primary user will retain all records, needs etc

    2. The secondary user(s) will be archived and can still be access from the archived users menu

11. Click 'Return to List' to return to the People page

Archive People

When users leave the organisation, they can be archived. This means the user will no longer have access to the system and, unless specifically requested, will no longer appear in any reports throughout the entire Lucidity Software suite. This allows for more accurate reporting on current staff only.

To archive users, from the People menu:

1. Click 'Show Filters'

   1. note this can be actioned from the All page or from a specific Person Type page

2. Locate the individual by entering their name in the search field

3. Click 'Filter'

4. Click 'Actions' on the far right

5. Click 'Archive'

   

6. In the pop-up box that appears, select 'Archive'

   

7. Archived users can then be viewed from the archived people menu

Reporting from the People Page

To generate a report for a specific group of people for a particular division, such as all employees from the Star Wars Galaxy division; from the People page:

1. Click the people type 'Employees' in the left menu

2. Click 'Show Filters'

3. Select the relevant filters

   1. Select the division; in this example 'Star Wars Galaxy'

   2. Click 'Filter'

4. All results will be displayed at the bottom of the screen

5. Click 'Excel Export' to generate this report into Excel

View individual Employment Periods, Employment Reviews and HR Records

Administrators can view individual user's employment periods, employment reviews and HR records from the People page. When editing a user's account, additional menu options appear on the right-hand side. Select the relevant menu item to view the details for the user.

Instructions for each of these areas can be found in this user guide in the sections below.