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To see absences within a date range you need to generate an absence report.

Head to Reports on the Dashboard and click Absence.

You can choose whether to download the report as a CSV (spreadsheet) or a PDF.

Then click the pink button to create your absence report.

This is the number of days’ or hours’ entitlement you give to your full-time employees. We use this information to pro-rata annual leave entitlement of employees who work less time than full-time.

Head to Settings on the Dashboard—it appears near the bottom of the page.

Then select Working time patterns from the bar across the top. Click the pink button.

You can choose whether public holidays are deducted or not deducted from an employee’s holiday entitlement at the bottom of the form.

 Don’t forget to click  . Changes aren’t saved automatically, so this is really important.

You can see this information on the employee’s profile.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

There’s a section called Public holidays—underneath the jurisdiction field you can see whether public holidays are deducted or not.

You do this from your employee profile.

You’ll find your employee in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

To convert days to hours:

Next to Contract and annual leave information, click the icon. A pop-up will open—click the pink button.

To convert hours to days:

You can’t do this. You need to terminate the employee’s profile and re-add them to the system.

You’ll find your employee in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Scroll down to see Current & future absences in the right hand column. Here, you’ll see a list of any upcoming absences.

Click on the icon to edit the absence, and the icon to delete it.

On the BrightHR app, click Planner on the bottom bar.

This will bring up a new menu across the top—select Choose dates to bring up a calendar.

Then choose the date range you want to look at. Click the pink button. You’ll then see a list of all absences over that period of time.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Underneath Contract and annual leave information you’ll see Current annual leave allowance—you can change the number of days’ holiday your employee gets in this field.

Remember, this only affects the current holiday year—if you want to change contractual leave allowance for all years, click the icon next to Contract summary.

This will open a pop-up. Check your employee’s contract details and click . You’ll then be able to change their minimum annual leave entitlement and click again.

You’ll be shown a Summary of your changes—click the pink button to finish.

Before you can do this, you need to enable holiday carryover in Settings.

You’ll find Settings on the Dashboard—it appears near the bottom of the page.

 There’s a section here called Carryover of annual leave with two check boxes next to it—select Enable.

Remember to press the pink button—changes aren’t saved automatically, so this is really important. 

Now you need to find your employee. Head to the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

On the right hand side of the screen you’ll see All absences.

Select the Leave year you want to add the carryover to and click Update carryover.

This will open a pop-up—type in the number of days of annual leave you want to carry over and click the pink button.

Head to the Calendar on the Dashboard.

Then select Mandatory leave from the bar across the top. In here, you can add days where everyone is off work (such as Bank Holidays) by clicking the pink Add mandatory leave button.

A pop-up window will appear. Add a few details, like the name of the mandatory leave (e.g. Christmas Day), then click assign employees. 

Select all employees this mandatory leave applies to, and then click to update your changes.

Head to the Calendar—this appears near the top right of the Dashboard.

Click on today’s date and it will bring up a list of who’s absent. Simple as that!

Head to the Calendar—this appears near the top right of the Dashboard.

Then select Pending requests from the bar across the top.

This will bring up a list of any employee absence requests, and you can click Approve or Decline for each one.

Job done!

The variable hours employee is not able to change the duration of a holiday request—their average working day is automatically deducted.

But they can "add a note" to their holiday request that specifies they only want to use half a day—it is then up to the employee’s manager to update this at the time of approving or declining the holiday request.

You don’t change who the employee reports to, you change who the managers manage. (Don’t worry, it’s simpler than it sounds!)

Head to Settings on the Dashboard—it appears near the bottom of the page.

Then select Permissions from the bar across the top.

Select the manager’s name in the Person field and change the New role field to Manager.

You’ll then be given the option to Click here to modify their subordinates. This opens a pop-up where you can select the employees that report to this manager.

Click the pink button on the pop-up, and then the pink button on the main page to update your changes.

Head to Settings on the Dashboard—it appears near the bottom of the page.

Select Places of work from the bar across the top, and then click the pink button.

This will open a pop-up where you can add some details. Click Next. Select your employee and click .

You’ll see a summary of your changes—click Create and then to save your changes.

Head to Reports on the Dashboard and click Employee details.

Click into the Search employees box. A dropdown list of all your employees will appear—click the checkbox next to the employee you wish to select (alternatively, you can type their name into the search box).

Click the pink button to create the employee report. There might be a lot of information to process, so it could take a few minutes for the report to generate.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

 You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Then select Personal from the bar across the top of the right-hand column.

Here, you can make changes to the employee’s Contact information and Personal information.

Remember to press the pink button in each section—changes aren’t saved automatically, so this is really important. 

You’ll find your employee in the Employee hub—this appears in the top right of the Dashboard.

 You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Scroll down the page until you see the Termination section. Click on the icon to open it.

In here, you can add details such as the Termination date and Reason for termination.

Remember to click to update your changes.

You’ll find your employee in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Scroll down the page to the Termination section—click Undo on the red bar.

Then click the pink button.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

 You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

There’s a pink button near the top of the page. Click this and your registration email will send automatically—you’ll see the text change to say Registration email sent.

First, you need to go to the Employee Hub and select the employee whose profile you want to upload the document to.

Then, click on the Documents tab in the top right corner of their profile and select Upload.

Drag and drop or click Browse to select the file you want to upload to the employee. Then you can enter a follow-up date if needed (you will then receive a notification to remind you this is due).

Now you can select whether you want this document to be visible to the employee and whether you would like the employee to be notified that the document has been uploaded.

Finally, click Upload to add the document.

To help introduce BrightHR software to your staff, we’ve put together an email template you can use to let them know what’s coming. Plus, posters you can dot around the office.

We’ve also created an admin user guide, which covers everything you need to know on how to get started. These support resources are readily available for you to download further down the page, under Additional support and resources.

A variable hours worker means the employee does not work the same set hours each week.

This is the usual number of hours a full-time employee works in one week.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Click the icon next to the employee’s Contract summary to open a pop-up—this is where you can change the employee’s Working time pattern and the Custom date (whenever you want the change to start).

Click , then again, then .Changes aren’t saved automatically, so this is really important.

You’ll need to find your employee first. Head to the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Scroll down and click the icon next to Contract summary.

This will open a pop-up where you can change your employee’s working hours. Click , then you’ll be able to change their annual leave entitlement, and click again.

You’ll then be shown a Summary of your changes—click the pink button to finish.

It’s not possible to do this—you need to terminate the employee profile and then add it again.

You can only change a variable hours employee’s start date if there are no absences logged, as these may be affected by the change. If absences have been logged, you’ll need to delete them before changing their start date.

Head to the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Scroll down and click the icon next to Contract summary. This will open a pop-up—click on the Start date to change. Click , then again, then to make these changes.

Head to the Employee hub—this appears in the top right of the Dashboard.

Select Manage teams from the bar across the top and click the pink button.

This will open a pop-up where you can type in your new team name. Click the pink button.

Click on your employees to select who you want in the team, then press the pink button.

Head to the Employee hub—this appears in the top right of the Dashboard.

Click the pink button. Fill in a few details—employee name, email address and start date. Click the pink button.

Then you can choose the type of employee—select short hours or variable. Click the pink button.

Here you need to add some details (employee’s contracted hours, average working day, company working week and public holidays). Click the pink button.

Add a few more details about the company’s annual leave and click the pink button.

You will then see a Summary. Check it to make sure you’re happy with all the details you’ve entered and then click the pink button.

Click on the Employee hub—this appears in the top right of the Dashboard.

In here, you’ll see a pink button at the top of the page that says .

Click the button.

This will bring up a New record.

You’ll be taken through some steps to add details about your employee—Employee details, Address details, Employment details and Employee set up.

Keep pressing Save and continue as you go, until you’ve added your employee to the system.

If you have more employees, repeat the process with each one—you can add as many as you want.

Head to the Employee hub—this appears in the top right of the Dashboard.

Then select Manage teams from the bar across the top.

Click on the icon next to the team you want to change. This will open a pop-up—click the pink button.

This brings up a list of all your employees. You can choose who’s in the team by selecting or deselecting their name from the list. Selected team members will show in blue with a tick by their name.

Click the pink button—changes aren’t saved automatically, so this is really important.

Go into Rota planning on the Dashboard and click the pink button. 

Type in your Rota name and select your Rota start date by clicking the [calendar] icon. Then press the pink button.

This will bring up a list of days in your rota—click on Add shift.

A pop-up window will appear where you can add the shift hours, break duration, and assign an employee. Click the Add shift button to save your changes and repeat the process as needed.

Once you’ve added all the shifts you want, click the pink button at the top of the page and your rota will be sent to your employees in an instant.

Yes—but the employees need to have enabled push notifications on their BrightHR app.

Admins, managers, and any employees who have been assigned a shift on that particular rota.

Yes, but you can only copy shifts from an unpublished rota.

Head to Rota planning on the Dashboard.

Here, you’ll be able to click on any of your unpublished rotas. This will take you to the rota—underneath you can click on Copy a week.

If you need to copy a published rota, click into your Older rotas and click the pink button. It will then appear in your Unpublished rotas and you can go into it and click Copy a week, as above.

Employees can see who’s in and who’s absent in their team, but they can’t see any notes or reasons why.

Remember, employees need to be on the same team to be able to see each other in the calendar.

You can assign employees to the same team by heading to the Employee hub—this appears in the top right of the Dashboard.

Select Manage teams from the bar across the top.

In here, click the icon next to the team you want. This will open a pop-up—click the pink button.

This will open a window where you can manage which employees are in the team.

Don’t forget to click . Changes aren’t saved automatically, so this is really important.

You can copy the BrightHR calendar link and paste it into whichever personal calendar you’re using, such as Outlook or Gmail.

Head to the Calendar on the Dashboard and click the pink button.

This will open a pop-up with your calendar link. Click and you can paste this into your personal calendar to sync the two together.

Head to Documents on the Dashboard.

In here you’ll see a bunch of different team folders. Click on the team that your employee is in.

Then select Upload a document from the bar across the top. Here you can drag and drop the file you want to upload, or click browse to find your file.

Once you’ve added your document you’ll see a question appear on the page: Do you want to make this visible?

Check the box for Yes or No and click the Upload a document button to save your changes.

TOIL stands for time off in lieu. It can also be known as lieu bank.

You can’t add TOIL to your own profile—you need to get another manager to do it for you.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Select TOIL from the bar across the top. Then click the pink button and it will open a pop-up.

In here, enter the TOIL details and click another pink button to save your changes.

You’ll find your employees in the Employee hub—this appears in the top right of the Dashboard.

 You can either type your employee’s name into the search bar, or select See all employees to bring up a full list. Once you’ve found your employee, select View full profile.

Select TOIL from the bar across the top. Then click the pink Take TOIL as absence button.

Enter the TOIL details and click the pink button to save your changes.

All staff can request to add TOIL, however this feature will need to be enabled for employees by their admin.

To enable this, log into BrightHR as an admin and head to Settings. Then select Everyone next to Recording earned TOIL.

Yes. First, go to the Reports section of the system.

Then, select the Time off in Lieu (TOIL) report.

You’ll need to select whether you want to see a TOIL summary (this gives you an overview of your team's TOIL, how much TOIL they have accrued, they have used or left to use), or TOIL details (which gives you a detailed breakdown of every TOIL record requested by your team).

Select the date range of the report and whether you would like terminated employees to be included or not.

Finally, click Generate.

Yes, if you are an admin or manager, you can do this for both regular and variable hours employees.

BrightHR allows you to record your staff’s extra hours and lets employees officially take the TOIL they’ve earned (as long as it’s been logged by a manager or admin).

Blip is a free mobile app for BrightHR customers. It’s a clocking system that lets you keep an eye on your staff’s work hours.

Find out more about how Blip works.

They just need to download the app and log in using their BrightHR email address and password. Discover how to set up Blip in our detailed guide.

This is by design, as you are not part of your own team. The team history comprises of only the employees that you manage. You’ll see your own history in my history.

Go the menu icon and select QR code. On this screen, you’ll see a unique QR code that you can print off or email to yourself using the send button. For more information on setting up Blip, check out our guide.

Go to the menu icon and select Team history. Then select the export icon in the top-right hand corner to generate your report. You can share it through the usual options on your mobile.

For more details on how to set up Blip, read our guide

Go to the menu icon and select Who’s in right now?

Select the employee who’s forgotten to clock out and select clock out user. If you wish to edit the clock out time, go to Team history and select the employee.

Then swipe left on the shift and click on the icon to enter their actual leaving time.

Please be aware that only admins and managers can amend this. For more information on setting up Blip, check out our guide.

PoP stands for proof of purchase (we’re clever like that). It’s an expenses app that makes managing employee business costs quick and easy.

You can download it here:

There’s a handy how to guide within the mobile app. Simple head over the main menu and select Getting started.

Or you can see it here.

There’s a handy how to guide within the mobile app. Simple head over the main menu and select Getting started.

Or you can see it here.

They just need to download the app and log in using their BrightHR email address and password.

Yes, you can add follow-up dates when you upload any document to the system.

Head to Documents on the Dashboard and select Upload a document from the tab across the top.

 In here, you’re given the option to select a follow-up date.

 Click the pink Upload button to save your changes—you’ll get a notification reminder on the date you’ve set. Simple.

Head to Settings on the Dashboard—it appears near the bottom of the page.

Then click the Notifications tab across the top bar.

In here, you can choose to receive notifications from everybody or nobody. Select everybody to activate your notifications.

Don’t forget to click the pink button at the bottom to save your changes.

We've put together some useful FAQs to help answer all your GDPR-related questions here: GDPR FAQs

We've also published a data processing agreement which can be found here: brighthr.com/terms