To ensure that the employees’ information is uploaded correctly to Sage Self Service there are 4 steps that need to be taken:

• Step 1: Generate employee consent forms
• Step 2: Activate consent flags on the Employee Information screen
• Step 3: Upload selected employees
• Step 4: Upload leave history transactions

The steps can all be completed from the Employee Setup screen

To access the Employee Setup screen:

From the Main Menu

• Click on the Self Service >  Sage Self Service >  Employee Setup 
• The Sage Self Service Employee Setup Screen will display

NOTE: The steps need to be completed in sequence as some of the buttons will remain inactive until the previous step had been completed

• Generate Employee consent forms

  Step 1: Generate employee consent forms

  Employees need to sign consent forms to allow the administrator to access the employee’s information and send personal details into the cloud.

  To access the Employee Consent Forms, from the Employee Setup screen:

  • Click on the Step 1 button
  • Click on the radio button next to Print Consent Forms to PDF
  • Browse to the location to save the consent forms
  • If you would like to send the consent form via email tick the Would you like to E-mail the Consent Forms? box
  • To select the employees, you want to print the consent forms for, click on Select Employees
  • For employees that should be uploaded on Sage Self Service, double-click on the Selected column to change it to Yes
  • If all the employees need to be uploaded to Sage Self Service, the Select All tick box can be ticked in the bottom right of the screen
  • Once all the applicable employees have been selected, click on Continue
  • Click on Continue to print the consent forms
  • The following message will display:
  • If you would like to ensure all the employees have received their consent forms, click on Yes
  • The report can be exported and/or printed from this screen by using the buttons at the top right of the screen
  • Click on Finish
• Activate consent flags on the Employee Information screen 

  Step 2: Activate consent flags on the Employee Information screen 

  This option will allow you to select all the employees that have signed the consent forms, in order to activate the Consent tick box on the Employee Information screen. 

  To access the Self Service Employee List screen, from the Employee Setup screen: 

  • Click on the Step 2.1 button
  • Select the employees that you have received signed consent forms for
  • Click on Continue
  • Step 2.2 will now be available
  • Click on the Step 2.2 button to tick the Self Service Consent box on the selected employees’ Employee Information screens 
  • Click on OK
  • Click on Cancel

  The Self Service Consent tick on the Analysis Details tab of the Change Employee screen will now be activated, this means that the employees’ information can be uploaded to the cloud. 

  To access the Change Employee screen, from the main menu: 

  • Click on the Employee option
  • Click on the Change Employee option
  • Select the applicable employee
  • Click on the Analysis Detail tab

  Field	Description
  Mobility and Self Service section
  Self Service Consent	If this box has been ticked it means the employee has signed the required consent forms for their information to be uploaded to the cloud.
  GUID No	Once the Self Service Consent box is ticked the system will allocate a unique GUID no to the employee.

  • Click on Save
  • Click on Cancel to return to the main menu

  NOTE: The Self Service tick can also be activated when any new employees are added as part of the add employee cycle

• Upload selected employees and transactions

  Step 3: Upload selected employees

  All the employees that need to be loaded on the Sage Self Service system needs to be selected before they can be uploaded.
  To access the Employee Setup screen, from the main menu:

  • Click on the Self Service option
  • Expand the Sage Self Service option
  • Click on the Employee Setup option
  • Click on Step 3.1
  • Select the applicable employees to be imported to Sage Self Service
  • Click on Continue
  • Step 3.2 is now available
  • Click on Step 3.2 to upload the selected employees to Sage Self Service
  • Once the upload has been completed the system will return to the Employee Setup screen, with details regarding what information was uploaded and what not

 Once the employees have been uploaded, access the Sage Self Services site, where the following should be done:

• Link employee to the Default Approval Structure (if applicable)
• Link Employee to Workflow (if applicable)
• Link Employee to Approval Group (if applicable)
• Reset password for employee, to receive an email with the username, and link to passwords