The simplest management system. It includes a "Recruitment & Selection" spreadsheet with a form that candidates can use to apply for positions at the company by submitting their resumes, as well as automated alerts to notify HR staff when new candidates have submitted their applications.

When a candidate is hired, some information from this system's spreadsheet can be copied to the system's core spreadsheet, "Employee Registration Data."

Main system of the solution. The core spreadsheet "Employee Registration Data" has a form for HR staff to enter new employees into the system. In this spreadsheet, the HR manager will have information such as: important dates of entry into the company, employment status (CLT/PJ/Internship), document data, information about admission exams, etc. The attachments field in the Smartsheet spreadsheet helps manage all of this. 

Once a new employee is entered by the HR employee, a contract management spreadsheet is automatically created using the contract management template via API code. The HR manager can then manage the employee's contracts and upload information such as promotion dates, salary amounts, benefits, etc. 

In addition, when an employee leaves the company, the "Employee Registration Data" spreadsheet has a checkbox field that activates an automation that moves the lines of the terminated employee to the " Terminated Employee Registration Data" database, thus avoiding the accumulation of data from employees who are no longer part of the group. In summary, data management is highly automated and intelligent.  

Once hired, employees will be asked to fill in their personal information using Dynamic View or a form. The information entered will be found in the "Employee Birthdays & Personal Information" spreadsheet, which will be responsible for sending alerts to the entire company about birthdays and work anniversary celebrations for that month. The form in the "Employee Birthdays & Personal Information" spreadsheet has a picklist of employee names fed by data from the "Employee Registration Data" spreadsheet, ensuring that information from these two spreadsheets is linked by the employee's name as the key. 

If the customer chooses to purchase the system with Dynamic View, the name and email information is automatically loaded from the "Employee Registration Data" spreadsheet to the "Employee Birthdays & Personal Information" spreadsheet, and the personal information is filled in via Dynamic View. The advantage of using Dynamic View is that the employee who entered the information can later consult and edit it. 

The calendar view of the "Employee Birthdays & Personal Information" spreadsheet, using the birthday as a setting, allows HR to easily check the birthdays of employees in the company. In addition, when an employee leaves the company, this spreadsheet has a checkbox field that activates an automation that moves the lines of the terminated employee to the "Terminated Employee Registration Data" database, thus avoiding, for example, birthday alerts for employees who are no longer part of the group. In summary, data management is highly automated and intelligent. 

The "Employee Registration Data" spreadsheet feeds into the "Employee List" spreadsheet, which is responsible for activating the PDI and 360º assessment systems.  

 There is a form in the system that uses the TaskIT "auto picklist" product. The product loads the names of employees into the picklist so that they can have data associated with the core spreadsheet "Employee Registration Data" or the "Employee List" spreadsheet for the parent spreadsheet of the form. This prevents typos or problems in associating information. Not using this product means editing the picklist columns "Employee Name" and "Employee Email," where an administrator of the "Employee Birthdays & Personal Info" spreadsheet will need to add/remove names and emails from the selection list. 

 If desired, the TaskIT "automatic groups" solution can be applied, which consists of adding/removing employees who are registered/removed from the core "Employee Registration Data" spreadsheet to/from Smartsheet groups, so that all common work areas are automatically shared/unshared with them via the group. Dynamic view permissions are also automatically granted/removed via the group by this solution. Not using this product means that Smartsheet groups must be managed manually, with system administrators manually adding and removing employee emails from Smartsheet groups. 

 The automatic creation of contract management spreadsheets via API is done through a TaskIT product. Failure to adhere to this product will result in the manual creation of these new spreadsheets using the Smartsheet template. 

Monthly spreadsheet "Employee List” automatically requests that employees complete a self-assessment, which can be done via the Smartsheet form or via Dynamic View. The information is uploaded to the “Monthly Self-Assessment" and protected. Only HR has access to this confidential information. 

Every two months, the spreadsheet "Employee List” automatically requests that employees complete the team evaluation, which can be done via the Smartsheet form or via Dynamic View. The information is uploaded to the “Team Evaluation" and protected. Only HR has access to confidential information. 

Every four months, the spreadsheet "Employee List" automatically requests that employees follow up on their PDI goals with their managers. The goals are entered is done via a Smartsheet form that uploads the information to the "Open Goals – General" and can be tracked via the Smartsheet report "My Managers' Goals" or via Dynamic View. When goals are completed, they are moved to completed goals spreadsheets. These completed goal spreadsheets are individual to each employee and are created via API using a Smartsheet template. 

Both employees who own the goals, their managers, and HR professionals will have access to the goals. Smartsheet and Dynamic View have data protection settings. 

 All forms in the system use the TaskIT "auto picklist" product. The product loads employee names into the picklists so that they can have data associated with the core spreadsheet "Employee Registration Data” or the “Employee List” to the form’s parent spreadsheet. This prevents typos or problems with information association. Failure to adhere to this product will result in the editing of the “Employee Name” picklist column. An administrator of the “Monthly Self-Assessment” and “Team Evaluation" will need to add/remove names and emails from the selection list. 

 The non-adherence of Dynamic View to the solution means that employees cannot subsequently consult the evaluations they have carried out themselves.  

The creation of automatically closed goal spreadsheets by the API is done through a TaskIT product. Failure to adhere to this product implies the manual creation of these new spreadsheets using the Smartsheet template. 

The employee's vacation balance is calculated based on the employee's contract (Intern, CLT, or PJ) and the start date of this contract as reported in the core spreadsheet "Employee Registration Data. " 

The "Vacation/Day Off/Medical Leave Record" spreadsheet contains two very important forms: the vacation or day off request form and the medical leave and certificate record form. Both forms have automatic picklist fields. The "employee name," used as a key in formulas to associate management information, start date, and calculate vacation balance, has options loaded from the name data in the core spreadsheet "Employee Registration Data." 

Smartsheet automations are used to configure workflows for analyzing and approving vacations or days off, as well as alerts for medical leave. 

Once a vacation or days-off request has been submitted, approval of the request is requested from HR and the employee's manager. For this approval, the dates of the request, the total number of days requested, and the employee's current balance (before approval of this vacation) are provided. If the vacation is approved by HR and the manager, the employee is informed and the days are subtracted from their balance. If the vacation is refused by one of the parties, the reason for the refusal must be recorded and the employee receives notification. 

The "Vacation/Leave Management" spreadsheet is responsible for displaying this data and compiling vacation balances. 

The employee's manager has the power to grant days off to employees via a form. The information is loaded into a spreadsheet and, in addition to showing who was granted days off and how many days were granted, this spreadsheet contains data on the date and time the days were granted and the login of the person who submitted the request for days off. The form that records days off granted has its "Name" field populated by the TaskIT automatic picklist product. This field is used as a key in formulas to associate management information, start date, and calculate the balance of days off. The options in the "Name" field are loaded from the name data in the core spreadsheet "Employee Registration Data"via auto picklist through the API.  

The system has buttons that provide easy access to forms on the dashboard. In addition, the dashboard displays Gantt chart information and KPIs about employees on vacation. 

* All forms in the system use the TaskIT "auto picklist" product. The product loads employee names into the picklists so that they can have data associated with the core"Employee Registration Data" spreadsheet or the "Employee List" spreadsheet for the form's parent spreadsheet. This prevents typos or problems in associating information. Not using this product requires an administrator to edit the picklist columns: "Name" and "Employee Name" inthe"Vacation/Day Off/Medical Leave Record" and "AUX - Add Day Off" spreadsheets. This administrator will need to add/remove names from the selection list. 

The employee manager information contained in the core spreadsheet "Employee Registration Data" is associated with the leave management system. 

The "Vacation/Day Off/Medical Leave Record" contains two very important forms: the vacation or day-off request form and the medical leave and certificate registration form. 

When a medical leave request is submitted, the employee's manager is informed of the employee's name and the date of the leave, nothing else. The HR manager receives the employee's medical certificate and additional information, if submitted via the form, as an attachment. Medical leaves do not require approval. 

The system has an easily accessible button to the form on the dashboard. 

 * There is a form in the system that uses the TaskIT "auto picklist" product. The product loads the names of employees into the picklist so that they can have data associated with the core spreadsheet "Employee Registration Data” or the “Employee List” to the form’s parent spreadsheet. This prevents typos or problems with information association. Failure to use this product will require an administrator to edit the picklist column: “Employee Name” in the “Vacation/Day Off/Medical Leave Record." This administrator will need to add/remove names from the selection list.