Requirements

Admin access to the boarding module.

General

Roles are used to group certain boarding tasks. Employees can be linked to roles and this way the system knows which tasks should be created for which employees.

A role is not necessarily linked to a specific function. Employees in the same job may be assigned different roles and employees in different jobs may have the same roles.

One role that is often used is that of a new employee. Attached to this are all the boarding tasks that apply to every employee. All employees are then also given this role.

Additionally, other roles can be created with boarding tasks that do not apply to everyone.

In the system, you can create roles by going to Admin > Organisation data > Organisation roles. Here you can:

1. Link boarding tasks to roles (so it makes sense to create the boarding tasks first)

2.Add employees to roles.

Create new role

• Click on ‘Add role’.
• Give the role a code
• Give the role a name
• Define the organisational unit to which the role belongs.
• The organisational unit you select here determines to whom you can assign this role. You will only be able to assign this role to employees who belong to this organisational unit or to the underlying departments. So if you want the role to be available to all employees, you will have to select the organisational unit at the highest level.

Add/remove boarding tasks

To add new boarding tasks, go to the ‘On and offboarding’ checklist tab. Under ‘Add boardings to role’, you can search for the desired boarding tasks. Click ‘add’ to assign the boarding tasks to the role.

If you want to delete a boarding task, you can follow the following steps:

• Select the boarding action(s) you want to delete
• A button will appear saying ‘Delete boardings’.
• After clicking this button, the selected boarding tasks will be removed from the role

Adding employees

Adding an employee to a role is as follows:

• Go to the ‘People’ tab
• In the ‘Add persons to role:’ field, enter the employees you want to add.
• Click on ‘Add’

Deleting an employee

• Removing an employee from a role follows a similar process:
• Go to the ‘People’ tab
• Use the checkbox to select the employees to be removed.
• A button will appear saying ‘Delete person(s)’. Click this to remove the employee from the role.

Edit role

Click on the roles tab. Find a role and click Edit. To manage the boarding tasks or persons of a role, follow the steps mentioned above in this article.

Tips

• If you also already use the training matrix, you can reuse the same roles. However, you can also opt to create completely new roles or choose a combination where you both use roles from the training matrix for boarding tasks and create new ones.
• It is possible to individually delete boarding tasks that are created for an employee based on the role they belong to. Read more here.