Give each person their own HR page

Each person can have their own HR page. People who sign in to Kluvan open it as My HR page. People who never sign in get a personal link instead: they open it on their phone, with no password, and see only their own data.

Before you start

• You need access to HR → HR settings, and Manage HR (files, documents, leave) to make links.
• Put the person's Personal e-mail and Personal phone on their file if you want to send the link from Kluvan.

Switch personal links on

1. Open HR → HR settings → Self-service and the team.
2. Tick Personal links for employees.
3. Select Save.

Make a link for one person

1. Open HR → People and select Open file on the person's card.
2. Go to Personal link.
3. Type a Label, for example "phone", and pick the person's Language.
4. Tick E-mail it to the person's address on file if you want Kluvan to send it.
5. Select Make a link.
6. Copy the link now and send it to the person. It is shown only once.

What the person can do

On the page of their link the person sees today's shift and the week's roster, the month's attendance, their time off balances and requests, payslips, documents on file, loans and advances, notices, reviews, warnings and letters. They can:

• ask for time off, or cancel a request that is still waiting;
• send a request: an Advance, a Letter, an Expense claim, Correct my details or a Missed punch;
• clock in and out, if phone clock-in is switched on;
• read notices, acknowledge a warning and send their part of a review;
• change their own phone, e-mail and emergency contact.

Signed-in people see most of this on My HR page too; warnings, reviews, letters and changing their own details are on the link page only. What they see and do is described for them in Use your own HR page.

Good to know

• A person can have at most three live links at a time. A payslip sent by WhatsApp uses its own link, which does not count towards the three.
• The link opens that person's page and nothing else in your organisation. If it leaks, select Revoke; the link stops at once. Make a new one if needed.
• The file shows how often each link was opened and when it was last used.
• Switching a person off, or removing their personal data, stops all their links.
• Changes the person makes to their phone, e-mail or emergency contact are written to the activity log, by field name only. Anything else goes through a Correct my details request.
• Requests arrive in the approvals inbox.
• The person can keep a payslip as a PDF with their phone's Print or Share menu.