How to use Simply Personnel

User Guide for the HR Self-Service Portal (v2.0)
Contents:
Login for the very first time
Login
Forgotten Password?
Request a holiday
Cancel a holiday
FAQ’s
How do I authorise holiday requests?
(This section is for Line Manager’s only)
To access the HR Self Service Portal, please click here*
*Please note: If you are not office-based, you must be connected to the FortiClient before you use the Self-Service Portal.

Retrieve your login details
If you are a new user and therefore haven’t logged in before or you have simply forgotten your password, you will need to retrieve your login details from the
Self-Service portal. To retrieve your login details, click on the ‘Forgot Password?’ link which can be found in the bottom right-hand corner of the login screen.
You will then be asked to enter your username which is always firstname.surname (e.g. jake.powney).
Once you have done this, click on the Send Password button and an email will be sent to your work email address with your login details.

Login
Username:
Password:
Your username for the Self-Service Portal is always ‘firstname.surname’ (e.g. jake.powney)
You will have been sent your password in an email providing you have following the steps on the previous page.
Once you have entered your username and password, click on the Login button.

Request a holiday
Once you have logged in you will then able to book Annual Leave. To do so, click on ‘Request a Holiday’.
You will then be able to see how much of your Annual Leave you have already taken (if any) and how many days you have remaining of your entitlement. In
the example below, the user has not used any of their entitlement which means they have their full entitlement remaining.

Scroll down the page to see the booking form. The two drop-down menus that require your attention are the Start Date and the End Date. Once you have
selected the Start Date and End Date, the Taken field will automatically calculate the amount of days to be taken off of your entitlement.
For example, if your working week ran from Monday to Friday and you wanted the week commencing Monday 5 th January as Annual Leave, the system will
deduct 5 days (as shown in the Taken field).
Click on the Save button to submit your request for Annual Leave which will go straight to your Line Manager.
Please Note: Only click on the Save button once. The system will take approximately 10 seconds to process the information as it is sending an automated
email to both you and your Line Manager informing them of your request for Annual Leave. If you click the Save button more than once, duplicate holiday
requests will be created.

Cancel my holiday booking – if request has not yet been authorised
To cancel a holiday request that has not yet been authorised, click on the Outstanding Requests tab which is under the Simply Personnel logo.
Then click on View My Pending Requests.
Once you have followed the steps above, find the holiday request(s) that you wish to delete and then click on the Red cross as illustrated below.

Click on OK to confirm you wish to delete the holiday request.

Cancel my holiday booking – if request has been authorised
To delete a holiday booking that has already been authorised by your Line Manager, click on the My Details tab.
Then scroll down and click on the Attendance tab. This will show a list of all your holidays (including Bank Holidays – if applicable).

Once you have followed the steps from the previous page, find the holiday request you wish to cancel and then click on the Red cross which is on the righthand
side.
Click OK to confirm you wish to delete the holiday booking.

Frequently Asked Questions (FAQ’s)
I can’t remember my password, what do I need to do?
Click on ‘Forgot Password?’ on the login screen and then you will be asked to enter your username which is always firstname.surname (e.g. jake.powney).
Click on Send Password and you will be sent your login details to your work email address.
When I go on the Self-Service Portal, it comes up with ‘The page cannot be displayed’. What do I need to do?
The Self-Service Portal will not work without an internet connection. Please make sure you are connected to the internet.
If you are not office-based, you will need to connect to the FortiClient. If you are not connected to the FortiClient, the Self-Service portal will not work.
Why is my holiday entitlement on the Self-Service Portal incorrect?
If you believe your holiday entitlement is incorrect, please speak to a member of the HR Department who will be able to help you.

How do I authorise holiday requests? (The following section is for Line Manager’s only)
If you have outstanding holiday requests which need to be authorised, you will see a Red light on the right-hand side of the Home Page with a link which says
‘Please authorise outstanding changes’. Click on this link to see a list of holiday requests from your team.
You will then be presented with a summary of all outstanding requests. Depending on whether the holiday request needs to be approved or declined, click on
either the Green tick (to approve) or the Red cross (to decline).

Once you have clicked either the Green tick or the Red cross, a pop up box will appear (as illustrated below). Whilst the Approver Comments box is optional,
you may wish to use it especially if declining a holiday request (an opportunity for you to explain why the request is being declined).
The box below appears if you have clicked on the Green tick.
The box below appears if you have clicked on the Red cross.