Employee Self Service (ESS)

Significantly reduce your payroll and HR queries with Zambion’s Employee Self Service Kiosk. This is one of the most popular features with staff, allowing them access to areas such as leave balances, leave planning, rosters, timesheets, expense claims, payslips, policy documents, and personal details. They can update and change their details personally so you don’t have to! Staff can also access their Kiosk on their mobile phone, tablets (iPhone, Android, and Windows), or personal computers.

At A Glance


  • Staff can Easily Access Historic Expense Claims
  • Staff can apply for leave via the Internet (no more paper forms to fill out) (optional)
  • Staff can view rosters and apply for shift swaps directly from their Kiosk (optional)
  • Staff can populate and submit their timesheets for manager approval (optional)
  • Staff can access Payslips, Expense Claims, and Earning Certificates via the Internet
  • Certain documents can be made available to staff such as ACC correspondence, IRD deduction letters and so on (optional)
  • Built in virtual keyboard to support stand-alone touch screen kiosks
  • Tablet and Mobile apps are available to download for free enabling staff to access their Kiosk!

MANAGING LEAVE

The leave area is the most popular in the employee kiosk. Employees can view their leave balances, apply for leave online and even use the calculator in some leave types to project a leave balance at a future date.


LEAVE CALENDAR

The Leave calendar is an excellent tool that shows a full year's booked and pending leave in one simple view. When planning leave, staff can see at a glance where leave has already been booked by their colleagues. Once an employee has determined the time they want off is available, they can apply for leave via their Kiosk and the request is automatically sent to the appropriate manager for approval.


HOME PAGE

The Home Messages page is an excellent tool for communicating with your employees and is the default page that every employee will see each time they log into their Self Service Kiosk. This page can show announcements, tasks, policy documents, staff surveys, personalised messages etc. Zambion also provides the ability to track when an employee has read a message or document and can ask for confirmation that they have read, signed and understood the information. Perfect for auditing purposes and for handling those employees who say they didn't read or receive anything from you!


electronic timesheets

PAY SLIPS

Our Payslips page is always popular and provides staff the ability to view and print payslips for standard pays, special pays, expense claims and earnings certificates, with up to 7 years of current and historical information being available online. Specified Leave balances and year to date earnings can also be displayed on the payslips for easy reference. Employees can be given the option to have a password protected payslip automatically emailed to them each pay period.

PERSONAL DETAILS

Staff are able to view their relevant personal details. This access is customisable from view only to allowing staff to edit some of their own information such as next of kin information, home address etc. Individual details can be set to be automatically emailed to the employee or employer when they have been changed and a full audit history with name, date effective and date stamp is available online.

TIMESHEETS

Employees can view their electronic timesheets through their Kiosk and where electronic time capture is not being used (i.e. time clocks), they can manually enter their start and end times. The Employee Entitlement Interpretation Engine then displays the ordinary and overtime hours and any allowances in the timesheet automatically. At the end of each period employees can submit their timesheet after completing an electronic acknowledgement that the timesheet is accurate. A full audit trail with date stamps of who submitted the timesheet is always visible on the timesheet page. If Time Clocks are being used the actual clockings are also visible on the timesheet page for reference.

SECURITY

Security is paramount not only in terms of access, but also functionality. Each employee has their own unique username and password to access their Kiosk. With customisable functionality, certain areas like timesheets can be set to ‘view’ only for general staff if electronic time capture is being used, or if expense claims are not relevant, access may be restricted to that area for some staff. As added security, when staff are terminated their access to their Kiosk is automatically disabled. In addition, all changes made by staff are date time audit stamped.

ROSTER SOFTWARE

Employees can view their own roster as well as their department roster (optional) once it has been published. With customisable view options, employees are able to view and print blocks of one to four weeks at a time. The roster also displays any leave that has been approved for the employee and their colleagues. Additionally, automated Email and SMS can be sent to the employee if changes are made to published rosters. An optional feature available is allowing employees to join vacant shifts in the roster via their Kiosk which can reduce the time administrators spend trying to fill shifts.

EXPENSE CLAIMS

Employees can complete expense claims directly from their Kiosk. When travelling, employees are able to build a travel itinerary to which expenses can then be associated. Where appropriate, staff will be prompted to indicate if they have the corresponding receipts and copies of receipts or other expense claim documentation can be attached with a simple drag and drop motion. Similar to the electronic time sheets, each expense claim is electronically submitted for approval to the appropriate manager. The employee can then follow the progress of the expense claim through its various stages until it is paid.