What is Softworks?
• Softworks is an HR and Workforce Management System, which will:
• Retain Employee HR data
• Record Time, Attendance and Absence
• Allow better Scheduling and rostering
• Provide Better HR reporting
• Softworks is a very secure system that is ISO 27001 accredited and is fully compliant with all legislation around confidentiality and privacy
• N.B. no personal data held within Softworks is shared externally by Softworks as a company.
What are the benefits of Softworks?
• A dedicated App that can be accessed at any time, alongside Sharepoint and Staff Hub links
• Employees will be able to:
• Clock in/out of shifts
• Check their logged overtime more easily
• Check and book holiday time
• Check and update their personal information
• Get quicker responses to T&A queries without waiting for line managers, HR or payroll
• Managers will find it easier and quicker to:
• Plan and roster
• Manage holiday requests and other absences
Phase 1
of Employee and Manager Self Service
• Once Softworks launches you will be able to:
• Book holidays and absences
• N.B. Staff who may have been using Coolcare will now be using Softworks. Please note Bank Holiday hours form part of your overall holiday entitlement hours. You will be required to book all Bank Holidays off in the new system.
• Check your holiday balance
• If you have requested any holidays/other absence after 1st July it may not have been updated on the new system.
• Please can you check your holiday balance via the option under this icon
• Any missing holidays/other absences, will need to be re-booked and approved by your line manager
Phase 1 – Launch of Employee and Manager Self Service
• Check and Update your personal details
• If you have sent HR any updated personal information after 1st July it may not have been updated on the new system.
• Any missing personal data - you can now amend yourself in most cases. Any information that you cannot amend yourself, please let HR know and they will amend it for you
• Note if you have signed up to Wagestream, please note that your bank sort code and account details will show as the your WageStream account details. I,e Sort code will be 04-00-72.
• DO NOT OVERWRITE THESE DETAILS WITH YOUR OWN ACCOUNT DETAILS
• Check your roster details
• To ensure you are on the correct roster please can you check information via this section
• If your roster information is not correct, please let your line manager know
Phase 2
E-rostering
• Once Softworks launches, we will start to phase in the new e-rostering clocking system, which will allow you to check your shifts and book overtime.
• The dates for the roll-out of e-rostering are:
• Supported Living, Mill Place and Pirton Grange - 30th September with payroll parallel runs until early October
• OCS and Castleton Court 28th October with payroll parallel runs until early November
• Hospitals and Beechwood College 10th February with payroll parallel runs until early April.
You should continue to book your overtime through your existing system, until we phase in the new e-rostering system.
Employee Self-Service (ESS)
• Softworks ESS is the user-friendly tool that will help empower you to manage your work life when it’s convenient for you.
• Here’s what make ESS great:
• Personalised Schedule Management: Employees can view their work schedules/rosters and request various types of leave
• Real-Time Leave Balances: Offers instant access to view and manage annual leave
• Comprehensive Clocking Option: Records clocking information and for services which won’t have in-service clocking-in systems, can enable remote clocking info via the App or desktop
• Personalised Information Control: Employees can update their personal information independently
• Team Calendar Visibility: Provides access to view team calendars for better coordination and planning
• EnhancedAccessibility:Available on both desktop and mobile platforms for easy access anywhere
What should you do Next?
1. Login to Softworks by:
• downloading the App, alternatively you can
• following the link on Sharepoint/Staffnet, or
• going to the Softworks section of our Staff Hub (www.iricaregroup.co.uk/staff)
• Find all the ‘How To’ guides here https://www.iriscaregroup.co.uk/staff-homepage/
You can check how to download the App and login on the next slides
2. Check your personal details and bank account details are correct (remember the Wagestream point above)
3. Check your holiday details are correct. If it appears that the holiday you have booked so far this year is incorrect, please contact your line manager in the 1st instance
4. Start booking your holidays via Softworks from today
5. Keep an eye open for update information letting you know when the rostering and clocking in phases for your service/site will start
1. Download the mobile app to your phone
• Softworks mobile app is available for the iPhone and Android handsets. Search ‘Softworks’ through the relevant app store and install. Alternatively, scan this QR code.
• N.B. Work mobile phones will have the app pre-installed.
2. Once the App has installed, open it and enter our company reference
• Company/Client Reference = HLC0122 (N.B. it’s a zero in the code)
Logging into Softworks
• Whether you are logging into Softworks via the App or via the link on Sharepoint/Staffnet, you’ll need to follow the next steps to login:
• You do not have a password yet, so you need to click on the ‘forgot password’ then enter your email address so a link can be sent to you to set up your own password
• N.B. If you are a manager or member of the Central Support team in Wales you should enter your work email.
• All other staff should use the personal email address they have supplied to HR.
• When you receive your email with your password you can now login:
1. Enter your Username
• This is the first letter of your 1st name followed by your surname all in capitals e.g. AEVANS
• N.B. If there is more than one person with your surname and first initial, you will be sent a separate email to confirm your username
• 2. Enter the password that you have just set-up
• You should now be logged in to Softworks
• If you have any problems logging in email softworks@iriscaregroup.co.uk
Using Softworks on the App
iriscaregroup.co.uk
• The App version of Softworks will give you access to all the functionality except the ability to update your personal details.
• To update your personal details, you will need to access Softworks via a web link:
• If you have access to a PC at work or have a work laptop, then you can access Softworks directly through Sharepoint or Staffnet.
• If you don’t have access to a work PC or a work laptop you can go to the Softworks section of the Staff Hub (www.iriscaregroup.co.uk/staff) or go directly to the Softworks system: https://iriscaregroup.co/Softworks
If you have any problems logging into Softworks or using the system email:
softworks@iriscaregroup.co.uk