Setup Guide

1.Interface

Welcome to CorporateStack!

When a new user logins for the first time, they will be greeted by this screen.

Here, the user can input the email and password they have received from their system administrator. System administrators may send emails with login credentials. Please check your email if you do not have a login credential. If you cannot locate the email, or have not received one, please contact your system administrator for further assistance.

Once a user has logged in, they will be greeted by the CorporateStack Dashboard.

The dashboard is the location where the user can receive summarized views of various activities they are a part of. Users are able to see a list of their tasks, notifications, messages, actions and warnings in the center of the screen. If there are any announcements by their supervisors, these announcements are also visible on the Dashboard.

Based on the modules available in the package purchased, various module-specific widgets may also be visible on the Dashboard.The above widgets can be enabled if the CRM and HR module are purchased respectively. Other widgets can be added to the dashboard based on the modules available.

3.Organization Setup

This section discusses the organization setup that is required before CorporateStack can be utilized fully.  To start setting up the company, firstly, create a branch for your organization.

To do this, navigate to the top menu, under modules. Here, hover over company. This is where you can find the different aspects related to an organization. These are be modified as required.

3.1.Branches

A Branch of your organization can be defined according to requirements. For example, this company has defined their branches based on location.

  • A summarized view of each branch can be seen on this tab.
  • It shows the sub-branches within each branch, along with trade license information.
  • Additionally, it also shows the number of employees working at each branch.
  • Branches can also be edited or deleted by clicking on the gear icon next on the far right of each branch

To add a new Branch, click on the Add Branch button in the top right corner of the screen.

While creating a Branch, it is required to enter certain details about the branch.

  • These include the branch name and the branch code.
  • Sub branches are branches that are grouped under this branch.
  • For example, a company may have a branch in Dubai, and multiple stores under that branch. These stores count as sub-branches. To isolate each branch from the other, click on separate branch.
  • Typically, each branch has their own separate trade license information. Therefore, CorporateStack allows each branch to store their information separately. The required information can be entered here for use with other modules.
  • Certain other options such as weather widgets can also be enabled for specific branches.

3.2.Departments

Departments are teams of employees within each branch. Each branch can have several departments such as finance, HR, etc. Departments are general for the organization, and do not need to be redefined for each branch. Employees from different branches can belong to the same department.

To view a list of the departments in the organization currently, click on the Departments tab.

Here, a summarized view of all the departments in the organization can be seen.

  • The number of job titles, as well as the number of employees in each department can be seen here as well.
  • It is also possible to filter departments based on the various attributes each department contains.
  • Departments can also be edited or deleted by clicking on the gear icon next on the far right of each departments.

To add a new department, click on the Add Department button on the top right corner.

Here, the department name must be provided, and the department code is optional.

3.3.Job Titles

Job Titles are the short employee job descriptors that describe the position held by the employee. To view the list of Job Titles within the organization, click on the Job Titles tab.

Here, a list of all the Job Titles currently available in the organization is visible. Job Titles can also be filtered by various attributes as shown below. Job Titles can also be edited or deleted by clicking on the gear icon next on the far right of each Job title.

To add a new Job Title, click on the Add Job Title button on the top right corner of the screen.

Here, a new Job Title can be added to the list.

  • Certain information like the Name, the Department, and Reports to are required for each Job Title.
  • If the employee does not have a supervisor, check the NA option next to Reports to.
  • It is also possible to assign a Job category, and write a short description for the job if required.
  • You can assign the role of Division Head to this Job Title which you can use later to set certain workflows.
  • Lastly, if required, job title’s can also have no supervisor assigned to them, in case of the managing director as an example.

4.Employee Setup

This section discusses the employee setup that is required before CorporateStack can be utilized fully.  Before employees can be added to the system, an organization structure must be created for the company. To learn how to do this, please refer to the previous section.

Once an organization structure has been created, it is now possible to add employees to the system. To manage the list of employees in the system, click on Employees in the main navigation. Alternatively, click on the employees tab, as seen in the last section.

 

 

4.1.Employee Desk

On the employee desk, a list of all the employees in the system is visible. Employees can also be filtered by various attributes as shown below. Employees can also be edited or deleted by clicking on the gear icon next on the far right of each Employee.

Active/Inactive Employees

Employees can also be filtered by Active or Inactive Employees. Companies may require saving information related to certain employees, even if they quit. In such a case, companies may convert the employee to an inactive employee. An inactive employee is unable to access their account on the portal. Additionally, an inactive employee does not count towards the number of users allowed in the package purchased.

Users/Non-users

Employees can also be classified as Users or Non-users. Several companies have users that they do not want to interact with the system. Employees such as drivers and labourers do not have a need to use the system. They can be saved in the system as non-users. This signifies that this employee exists and is employed by the company, however, this employee will not get their own login. Non-users do not count towards the number of users allowed in the package purchased.

4.2.Employee Passwords

Employee passwords are the information they use to log into the CorporateStack portal.

If an employee has forgotten their password, access to their account can be restored in several different ways. However, an account with the correct privileges must be required in order to do this. 

  • To reset an employee password, navigate to the employee desk.
  • Select the employee(s) by clicking the checkbox to the far right of their name.
  • Next, click on Actions, just below the filtering options.
  • Here, select the Reset Password and Notify action.
  • This will reset the password of the employee and send them an email notifying them of the change.
Bulk Actions

Other Bulk actions can also be performed by selecting multiple employees at the same time. A list of these bulk actions is show above.

  • Send documentation to employees.
  • Change assignment for multiple employees.
  • Employees can also be deleted in bulk.

4.3.Create Employee

To add a new Employee, click on the New Employee button on the top right corner of the Employee Desk. Here, a new employee can be added to the list. If the package selected by your organization contains other modules, certain other tabs will also be visible in these settings. These are related to the specific module settings for each employee. For example, in the Insurance Tab, details about the employees health insurance can be added.

  • Account Status: Refer to the Active/Inactive section above for more information. Account status can also be set to inactive if the employee has not started yet.
  • Employee Type: Refer to the User/Non-user section above for more information.
  • Email Address: Required. Input a unique email address for the employee. This email address will be used to log into the portal.
  • Email Address (Personal): Input a secondary, personal email address for the employee. Notifications can be sent to this email address based on the settings chosen.
    • Note:  In case the mailbox domain name is not valid, select to send notifications to the personal email address. The employee can then use their personal email address for email.
  •  Notify User: Emails the employee their account details, as well as other general CorporateStack details that they may require.
Employee Details

This tab allows storing general employee details such as their name, DoB, nationality, and contact details.

Work Details

Work Details allows you to store specific details related to the what department the employee works in. This is especially useful for larger companies with multiple branches and various departments. The work details tab is divided into multiple sub-tabs.

The first sub-tab, Organization, is used to assign an employee to a branch, a department, and a job title in addition to other work-related information.

Note: Employee Numbering can be done manually for each employee, or a generic automatic employee numbering system can be specified in global system settings. For more information, refer to that section.

The second tab, Employment, can be used to enter various details about the contract signed with the employee.

The third tab, Leave Settings, can be used to enter details about the leave agreement for the employee.

  • Annual Leave / Year: Specify how many days each employee is entitled to as annual leave days. As standard, this is 30 days.
  • Annual Leave Adjusted: Adjust discrepancies in employees’ annual leave day calculations.
  • Annual Leave Every: Specify the frequency at which an employee is entitled to their annual leave.
  • Weekend: Specify an employee’s weekend days.
  • Weekend Calculation: Specify if weekend days should be included in leave calculation.
  • Air Ticket Frequency: Specify how frequently an employee is entitled to an air ticket. As standard, this is each year.
  • Working hours: Specify the number of hours this employee is supposed to work each day.
  • Sick leave taken: Specify the number of sick days taken for balance adjustment
  • Maternity leave taken: Specify the number of maternity leave days taken for balance adjustment

The last tab, Visa Cost, is used to store details about the visa cost for that employee. Various fees related to and validity of the visa can be stored here.

4.4.Import Employees

For the convenience of our clients, CorporateStack also offers a built in Smart Import Tool. To use this tool, follow the steps mentioned below.

  • First, download the Employees Template for this document from the Import Page.
  • Fill in the details according to the Excel document.
  • Upload the document back to CorporateStack.

The Smart Import Tool analyses the Excel document and automatically detects the relations between different employees, job titles, departments and branches. It creates an entire organization in a matter of minutes. It has never been this easy to setup a company before.

However, it is important to note that this feature is best used during company setup. It is better to use the tools provided by CorporateStack to add new employees.

5.Organization Chart

To view the current organization chart for the company, hover over modules in the main navigation. Here, hover over the company module. Select the Organization Chart option. Alternatively, you can click on the organization chart button found in the top right corner of the Employee Desk. Please refer to that section for further details. 

An Organization Chart is a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs. This chart will help visualize the different relationships and hierarchies within the organization. This is an extremely useful tool while restructuring organizations, or redefining workflows. 

Employees can be dragged and dropped into different departments. In this way, it becomes extremely easy to restructure the entire organization visually. Filters can also be applied at the top of the page to see organization charts for specific branches, or to see workflow hierarchy. 

6. Global System Setup

Global System Setup allows users to setup and customize the behavior of various CorporateStack modules. To access the Global System Setup, hover over the settings (gear) icon on the main navigation. Then, select System Setup from the menu.

Several different tabs are available for the settings based on the package purchased.

  • General Settings:
    • Under general, the general settings for various aspects of CorporateStack can be customized.
    • For example, under company settings, the basic details about the company can be saved. Here, a color theme can also be selected in order to match CorporateStack with the company branding.
  • Employee Settings:
    • A numbering system for employees can be set from this location. CorporateStack recommends you use the Automatic numbering in order to avoid any mistakes. However, the manual numbering option is present if required in any case.
    • Employees can also be restricted from changing their profile picture.
    • Employees can also be restricted to view only their department
  • Email Settings:
    • Ability to choose between using the default SMTP, a custom SMTP, or disabling email notifications altogether.
    • CorporateStack recommends you use the default SMTP.
    • Custom SMTP requires the generic SMTP fields that need to be filled in.
  • SMS Settings
    • CorporateStack integrates with Nexmo API and Nett API for SMS integration.
    • It seamlessly integrates with CorporateStack to send SMS notifications whenever required.
    • However, these services are paid, and require a subscription to work with CorporateStack.
    • Input the API key into the appropriate field and CorporateStack will handle the rest.

7.Permissions

Permissions dictate the different actions a user can or cannot do. It allows companies to restrict access for users to certain aspects of CorporateStack. For example, an Announcement should only be created by HR Directors. This can be an applied permission. In such a case, users will only be able to see the announcement.

To access Permissions, hover over the settings (gear) icon on the main navigation. Then, select Permissions from the menu. Here, the list can be filtered either by permission or by employee.

Assigning Single Permission to Multiple Employees

  • In this view, a specific permission can be selected on the left of the page.
  • Under each module (modules depend on the package selected), various permissions can be changed.
  • To add/remove an employee with this privilege, check/uncheck their name.
  • Save to update the permission.
Assigning Multiple Permissions to Single Employee

  • Employees can be searched for on the right side of the page by their name.
  • Once an employee is selected, a list of their privileges is displayed in a tree structure on the left side of the page.
  • Check/uncheck a privilege to add/remove the permission from this user.
Special Privileges
  • Backend Administrator: Allow user to have complete access to all portal settings and configurations. Select this option for users that are allowed to change the behavior of the portal.
    • Note: This does not mean the user has access to various modules. This permission only allows users to change generic CorporateStack settings. This depends on the various module permissions assigned to them. However, CorporateStack recommends to limit the number of users with Backend privileges as much as possible.
  • System User: Hidden user on the portal. This user will not show up in employee lists or other parts of the portal. This may be required for certain employees that need access to the portal but are not on the payroll.
  • Account Locked: Access to the portal for this employee can be revoked by checking this option.
  • View All Business Units: User is allowed to view all branches of the organization. Isolated branches can also be viewed. If there are no isolated (separate entity) branches, this option will not do anything. To read more about separate entities, refer to the Branches section above.
Passwords for a specific employee can also be reset from here.
  • Reset Portal Password
    • Select the employee to reset the password for.
    • Next, select the Reset Password option.
    • This will provide a password that can be personally sent to the employee.
  • Set Email Password
    • Select the employee to reset the password for.
    • Next, select the Set Email Password option.
    • This will retrieve the current email password for the employee. This can then be sent personally to the employee.

Lastly, a default navigation style can also be selected for the employee.

8.Workflows

Workflows allow companies to define specific flows in which work must be completed. It allows for an organized, systematic way of work to be approved and tracked between multiple stages. To access the existing workflows in the system, hover over the settings (gear) icon on the main navigation. Then, select Workflows from the menu.

  • To view a workflow for a specific action/event, select this event from the left side of the website.
  • Once selected, it will display the current workflow set for this action. If there is no workflow set for this action, there will be nothing displayed.
  • To set a workflow for this event, simply select a person in the approval process from the dropdown menu on the right.
  • The first person selected is the last person to approve the action.
  • For example, in the screenshot, the workflow selected is Purchase Orders. In this workflow, the first approval will have to go to the Supervisor. Then, it will have to be approved by the Division Head. Finally, it will have to be approved by Mohammed Abdin.
  • To reorder employees within the workflow, simply drag and drop them. To remove employees from a workflow, drag them out of the boundary of the box.

9.Notifications

Notifications are alerts that are sent to employees based on specific actions or events. Events can be triggered due to different reasons. To customize which employees get a notification on event triggers, hover over the settings (gear) icon on the main navigation. Then, select Notifications from the menu. 

Here, a list of all the trigger events can be seen on the left side of the page. On the right side of the page, a list of the employees to be notified can be seen. Simply choose an event, and check the employees for whom a notification should be generated. 

Suggest Edit