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Support

Need some help using BrightHR? You’re in the right place.

FAQs

View all FAQs

How-to-videos

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Starter Guides

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FAQs

We think the best way to get to know BrightHR is to get everybody using it. If you or any member of your team are having issues we are always here to help.

How do I change who a person reports to? I’m unable to edit this within the employee profile.

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 the Permissions page, which you‘ll find under Settings. You’ll then need to assign ‘Manager’ permissions to the person you want your employees to report to.

To do this, select a name in the ‘Person’ field. If they aren’t already a manager, select ‘Manager’ from the drop-down list.

Then, choose the employee (or employees) that you want this person to manage and click on the ‘Save’ button. The manager’s name will then appear in the ‘Reports to’ field on the employee’s profile.

How do I change the team an employee belongs to?

To add someone to a team or remove them:

  1. Click on ‘Employee hub’.
  2. Select the ‘Manage teams’ tab.
  3. Find the right team and select ‘Manage team’.
  4. Tick or untick next to the employee’s name.
  5. Click the ‘Update team’ button.

How do I send, or re-send, registration emails to my employees?

Head to the ‘Employee hub’ and click on the profile of the employee you want to send a registration email to.​

Then, click on the ‘Send registration email’ link underneath their profile picture. You’ll need to do this for each employee you want to send a registration email to.

If you can’t see the link on an employee’s profile, they’ll have already received a registration email and signed up to BrightHR.

If your employee said that they didn't receive the email the first time, ask them to check their spam folder. You should also check that you have the right email address in their contact details.

 

Why can’t my employees see each other’s absences in the calendar?

You must add employees to the same team for them to see each other’s absences. Once they’re on the same team, they‘ll see any general absences and future holidays. 

They’ll also be able to preview how many people are off on a day they want to book an absence.

What’s the difference between an employee, a manager and an admin?

Employees are the most basic permission type. They can only access and make changes to their own profile.

Managers—you’ve guessed it—manage other people. As well as accessing their own profiles, they have access to their employees’ profiles, too.  

Admins hold all the power. They can access all areas within BrightHR and all employee profiles. There’s nothing they can’t do—they’re your superusers.     

I can’t remember my password. How do I reset it?

Go to the login page and click on the ‘Forgotten password’ link. Enter your email address and select ‘Send new password’.

We will then send you an email with a secure link for you to reset your password. You should then be able to log into your BrightHR account.

Can I edit an employee’s current holiday entitlement without affecting other holiday years?

You can do this for all employees  Just click on their profile and find the ‘Contract and annual leave information’ section.

Select the arrow to expand and change the number in the ‘Current annual leave allowance’ field. You then just need to click on the ‘Save’ button to update their allowance.

How do I introduce my staff or an employee to BrightHR?

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 to assist. We have 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’.

Can I manage time off in lieu (TOIL) using BrightHR?

Yes, you can do this for both regular and variable hour employees. BrightHR allows you to record your staff’s extra hours and lets employees officially take the TOIL they’ve earned.

Got a question about BrightHR’s GDPR compliance?

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/ie/terms

 

What should I do if an employee has not received their registration email?

You can resend your employee a new registration email. Simply go to their employee profile and click the link under their .

Note: The link disappears once an employee has registered.

 

 

How do I set up mandatory holidays?

Head to the ‘Absence calendar’ and select the ‘Mandatory leave’ tab. From here, click the ‘Add mandatory leave’ button and follow the instructions. For more help, check out our detailed guide.

How do I edit or delete a working time pattern (WTP)?

At the moment you can’t edit a working time pattern, but you can delete one. To do this, head to ‘Settings’ and click on the ‘Working time patterns’ tab. Then select the bin icon next to the working time pattern that you want to delete.

How do I assign a working time pattern to an employee?

Head to the employee’s profile and click the pencil icon next to ‘Contract summary’. On the pop-up form, click the drop-down list next to ‘working time pattern’ and select a new one. Then click ‘Next step’ and follow the instructions to confirm this update.

How do I see if public holidays are deducted from an employee’s annual leave entitlement?

You can see this information on the employee’s profile. There’s a section called ‘Public holidays’ and underneath the jurisdiction field, you can see whether public holidays are deducted or not.

Who can record time off in lieu (TOIL)?

At the moment, only managers can record any TOIL that an employee earns or takes.

How do I change a fixed employee’s holiday entitlement unit (days to hours)?

Head to the employee’s profile and look under ‘Contract and annual leave information’. There you’ll see their annual leave allowance and their entitlement, click on the pencil icon next to ‘Days’. Review the information and once you’re happy, click ‘convert to hours’.

What does a ‘full time working week’ mean?

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

What does ‘company’s full time annual leave entitlement’ mean?

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

What is Blip?

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.

Blip: How do my employees log into Blip?

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.

 

 

Blip: How do I create a QR code?

Go to the menu icon and select ‘Make BrightQR code'. On this page, you’ll see a QR code that you can print off or email to yourself. For more information on setting up Blip, check out our guide.

 

Blip: I am unable to send the QR code to my email—what do I do?

You can print off the QR code or take a screenshot of it. Once you have a screenshot, you can share the image using another application. For more information on setting up Blip, check out our guide.

Blip: An employee has forgotten to clock in, how do I enter their arrival time?

Go to the menu icon and select ‘Team history’. From there, select the employee who forgot to clock in and click on the correct date. Swipe left on their shift and select ‘Edit’ to enter their arrival time.  

Please be aware that only admins and managers can amend this.

For more information on setting up Blip, check out our guide.

Blip: How do I export a report of my staff’s work hours?

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.

 Blip: I am an admin or manager. Why don’t I appear in the ‘team history’ list?

This is by design, as you are not part of your own team. The team history comprises of only the employees that you manage.

Do I need to have location services running in the background on my phone?

If you’re using the Geo-location functionality on the app then you’ll need to have the location services on your device enabled. The app will use the location to check if you're inside a geofence so it can allow you to clock in.

FAQs

We think the best way to get to know BrightHR is to get everybody using it. If you or any member of your team are having issues we are always here to help.

  • Logging in
  • Permissions
  • Absence & holidays
  • Employee profiles
  • Adding & editing employees
  • Rotas & shifts
  • Calendar
  • Documents
  • Reports
  • TOIL
  • Back to work navigator tool
  • Redundancy navigator tool
  • Blip
  • PoP
  • Notifications
  • GDPR
  • Logging in
  • Permissions
  • Contact Information
  • Absence & holidays
  • Employee profiles
  • Adding & editing employees
  • Rotas & shifts
  • Calendar
  • Documents
  • Reports
  • TOIL
  • Back to work navigator tool
  • Redundancy navigator tool
  • Blip
  • PoP
  • Notifications
  • GDPR

Logging in

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I’m having trouble logging into the mobile app. What should I do?

The mobile app will open your web browser for you to log in to BrightHR, and then redirect back to the app. This process is for added security. If you’re struggling to log in via the mobile app, there are a few things you can check:

  1. Double check you have a valid account on the BrightHR system by logging into the website directly.

  2. Make sure cookies are enabled in your default phone browser (and that you’ve recently cleared the cookies and cache). Cookies help websites and apps remember important information that improve your browsing experience.

  3. Remember to use the same email address you used when you first registered your BrightHR account (this is the email address we sent your registration details to). Email addresses and passwords are case sensitive, so make sure you’re entering them both correctly—and be careful not to add a space before or after your email address.

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How do I enable cookies in my browser?

This will depend on the browser you use.

For Chrome:

  1. Open Chrome from your phone’s home screen.
  2. Press the menu icon (three vertical dots) in top right corner of the screen. 
  3. Tap Settings in the menu that opens, then select Site settings and tap Cookies.
  4. Ensure that the toggle by Cookies is switched on.

For Safari:

  1. Open the Settings app on your phone’s home screen.
  2. Select Safari from the list of apps.
  3. Ensure that the toggle by Block All Cookies is switched off.

If your phone uses a different default browser, please check the browser's website for instructions on how to enable cookies.

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How do I clear my browser cache and cookies?

This will depend on the browser you use.

For Chrome:

  1. Open Chrome from your phone’s home screen.
  2. Press the menu icon (three vertical dots) in top right corner of the screen. 
  3. Tap History on the menu that opens, and then tap Clear browsing data....
  4. Adjust the time range to cover the period when the problem started. 
  5. Make sure Cookies and site data is selected.
  6. Tap Clear data.

For Safari:

  1. Open the Settings app on your phone.
  2. Select Safari from the list of apps.
  3. Tap the link near the bottom that says Clear History and Website Data.

If your phone uses a different default browser, please check the browser's website for instructions on how to clear your browser cache and cookies.

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What’s the difference between an employee, a manager, and an admin?

Employees have the most basic permission type. They can only access and make changes to their own profile.

Managers (you’ve guessed it) manage other people. As well as accessing their own profiles, they have access to their employees’ profiles, too.  

Admins hold all the power. They can access all areas within BrightHR and all employee profiles. There’s nothing they can’t do—they’re your superusers.   

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How do I set someone up as an Admin?

Head to Settings on the Dashboard and select Permissions across the top bar.

Find the employee you want to set as an admin from the list - or search for their name at the top.

Next, change their role to Admin using the drop-down list and hit the 'Save Changes' button at the top. You're done!

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What can a manager do on the BrightHR system?

Managers can:

  • Add, view and edit absences for themselves and staff.
  • Approve or decline employee absence requests.
  • View and edit personal details for themselves and staff.
  • Add new employees to the BrightHR system.
  • See the calendar for different teams and employees.
  • View notifications about you and your team.
  • Upload documents to all employee folders.
  • Create and view rotas.
  • Terminate contracts and delete staff from the system.
  • Add annual leave and create holiday carryover (if enabled in settings).

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How do I see all absences booked during a certain time period?

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.

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What does ‘company’s full-time annual leave entitlement’ mean?

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.

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How do I change whether public holidays are deducted or not deducted from an employee’s holiday entitlement?

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.

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How do I see if public holidays are deducted from an employee’s annual leave entitlement?

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.

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How do I change an employee’s holiday entitlement from days to hours (or hours to days)?

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.

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How do I delete or edit an employee’s absence?

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.

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How can I see my team’s holidays on the BrightHR app?

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.

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Can I edit an employee’s holiday entitlement?

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.

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How do I carry over holiday entitlement from one year into the next?

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.

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How do I add an absence for multiple employees, such as mandatory holidays?

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.

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How can I see who’s off work today?

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!

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How do I approve or decline employee absence requests?

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!

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How does a variable hours employee book a ‘half day’ holiday?

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.

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How do I change who an employee reports to?

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 then select Permissions from the bar across the top.

Find the manager’s name and change their role to Manager.

You’ll then be given the option to edit 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 save changes button on the main page to update your changes.

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How do I change an employee’s place of work?

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.

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How do I see all of the information stored for a specific employee?

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.

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How do I change an employee’s name/address/email?

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. 

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How do I terminate an employee’s 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.

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.

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How do you remove termination from an employee’s 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.

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

Then click the pink button.

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How do I send or re-send registration emails to my employees?

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.

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How do I upload a document to an employee’s profile?

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.

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How do I introduce my staff or an employee to BrightHR?

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.

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What is a variable hours worker?

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

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What does a ‘full-time working week’ mean?

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

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How do I assign a working time pattern (WTP) to an employee?

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.

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How do I change an employee’s working hours part way through the year?

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.

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Can I change a fixed term employee to a variable hours worker, or the other way around?

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

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How do I change a variable hours employee’s start date?

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.

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How do I add a team?

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.

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How do I add a variable employee?

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.

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How do I add multiple employees to the system?

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.

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How do I edit the employees in a team?

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.

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How do I create a rota?

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.

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Are employees automatically notified if I edit a published rota?

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

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Who can see a published rota?

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

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Can I copy shifts on the rota to a new week?

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.

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What can employees see on the calendar?

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

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Why can’t my employees see each other’s absences on the calendar?

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.

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How do I sync my BrightHR calendar with my personal calendar?

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 Sync 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.

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How do I upload a document to an employee’s folder so they can/can’t see it?

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.

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How do I send a read receipt to all staff for a document I have uploaded?

To do this, go to the documents section of your account and select the folder with your company name on it. Then click upload, drag and drop the document you want to add into the box and select that you want to the document to be visible. Enter in a follow up date if needed and select ‘All’ for read receipt then click upload to confirm and add this document.

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How do I view read receipts for a document that has been uploaded?

Go to the document you’ve uploaded, click the three dots to the right of the document and select View read receipts. You’ll then see which employees were invited for a read receipt and the date and time that document was downloaded by the employee.

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Can I create sub folders within an employee’s document folder?

Yes, just go to the documents section of your account and select the folder with the team this employee is assigned to. Find the employee and click on their name then click the New folder button to create a sub-folder for them.

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What is TOIL?

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

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How do I add TOIL for myself?

Just go to your profile

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

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

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How do I add TOIL to an employee’s record?

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.

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How do I add TOIL as an absence?

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.

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Who can record TOIL?

All staff are able to request TOIL to be added to their balance and TOIL absences, this can then be approved by the employee’s manager.

Just head to your BrightHR settings and ensure that your TOIL settings are set as ‘Everyone’ to enable this.

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Can I generate a report to see employees TOIL balances and absences?

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.

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Can I manage TOIL using BrightHR?

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.

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What is Blip?

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.

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How do my employees log in to Blip?

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.

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I’m an admin or a manager. Why don’t I appear in the team history list?

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.

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How do I create a QR code?

First you’ll need to add a location – if you’re not sure how to do this have a look at the ‘How to create a location’ FAQ.

Then head over to the locations section of your Blip app, tap on the location you want to get the QR code for and select the QR code option at the top.

In here you can click ‘New code’ to create a new QR code, which will deactivate any QR codes currently being used for that location, then select ‘Send code’ to email a copy of this new code to yourself to print off.

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How do I run a report on Blip?

Tap the menu button in the top right corner and select the ‘history’ option. Select the employees you want to include in the report and the date range 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.

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An employee has forgotten to clock out—how do I amend this as their manager or admin?

Go to the menu icon and select ‘Who’s in’.

Select the employee who’d forgotten to clock out and select ‘clock out user’. If you wish to edit the clock out time, go to the menu in the top right and select ‘History’.

Select the shift you’d like to edit then tap on the pink arrow next to the shift times to enter their actual leaving time.

Please be aware that only admins and managers can amend this.

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How do I setup a geo-location?

In order to clock in and out on Blip you’ll need to add a location. To do this just go to the locations section of your Blip app, tap the plus button and enter in the location address.  You’ll then have a quick form to name your location, edit any address details and select the size of the radius for your geo-fence. Once complete tap the pink tick to add this location.

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I don’t want to use a geo-fence to clock in how do I switch this off?

When creating a location you’ll have a tick box for Hide Fence select this and your employees will only be able to clock in or out of that location using a QR Code.

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How do I edit a location I’ve setup on Blip?

Just go to locations on your app, select the location you want to edit then tap on the pencil in the top right to edit this.

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Do I need to have location services running in the background on my phone?

If you’re using the Geo-location functionality on the app then you’ll need to have the location services on your device enabled. The app will use the location to check if you're inside a geofence so it can allow you to clock in.

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Can my boss see where I am?

When you use the app, the phone checks its current position using location services against the locations your Administrator set up. If your phone is in one of these locations the ‘clock in’ or ‘clock out’ button is tappable.
When you tap ‘clock in’ or ‘clock out’, the location the phone is in at that time is sent to BrightHR. Blip does not share your location with anyone at any other time.

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What data does Blip store about me?

We don't know where you are when using the app or when it's in the background. We use Google for our location services, so they may be using that location data, but we never use it for anything besides clocking in and out.

With our flexible clocking feature we will save your GPS coordinates at the time of clocking in/out so your managers/admins can see where you physically were on a map. We won't be tracking users though; we won't save their GPS coordinates when the app is in the background, only at the exact moment that they clock in or out for the benefit of their managers.

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Will the Blip app drain my battery?

The app has been designed to use as little power as possible when using your camera, location and network.

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Do I need internet access to use Blip?

An internet connection is required to use Blip, this can be via your mobile data 3g, 4g and 5g or by being connected to WiFi.

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I’ve received a notification when leaving/entering work, is Blip going to track my location?

When you log in to Blip, the locations that have been set up by your Administrator will be geofenced. When the phone enters or leaves these geofenced areas, the phone will prompt you with a push message. Your location is not sent to BrightHR at this time, this message is provided for your convenience.

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What is PoP?

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:

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How do I approve expense and mileage claims?

You’ll need to go into the menu, select approvals then swipe left or right to approve or decline the expense claim.

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How do my employees use PoP to record expense and mileage claims?

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.

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How do my employees log into PoP?

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

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Can I generate a report to see expenses that have been approved?

Head to the menu on your PoP app and select approvals. In here you’ll have all of your pending expense claims, just swipe right to approve the expense or left to decline it.

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Can I add additional currencies to PoP so my employees can add their expense claims?

Yes, in the menu on PoP you’ll have a section for preferences, in here tap the arrow next to settings then tap the arrow next to currencies. You’ll see a list of all the currencies you can add just find the relevant one, tap the blue tick next to it and then the pink tick button to confirm and add this currency.

You’ll then have the option to select a currency for any new expense requests logged.

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How do I view receipts that have been added to an expense?

If you generate a report from PoP, you’ll have a link to the image that has been attached to an expense claim, just copy this and search for it in your internet browser to download the image we’ve securely stored in the cloud for you.

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Can I get notifications when employee appraisals / training etc. are due?

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.

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I’m not getting notifications—what do I do?

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.

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Got a question about BrightHR’s GDPR compliance?

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

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What is the Back to work navigator and where do I access it?

Our back to work navigator can be found on your dashboard, all you need to do is login to access it. We’re updating this regularly in line with Government guidance to assist you with getting your employees back to work. Visit our How to hub to see it in action.

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Can I send a notification to all my employees at once through the system?

Yes, if you go to the Back to work navigator section of your dashboard and click see more you will have access to send a notification to all staff.

Simply click the create company-wide notification for your employees link, enter the message you want to send to your employees and click Send notification.

Your employees will then get a push notification if they have the app installed on their mobile phone and they will also see this in the notifications section at the top of their dashboard on the website.

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How can I set up back to work rotas with staggered shifts for my employees?

You can do this by going to the Back to work navigator section of your dashboard and clicking on create back to work rotas.

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.

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Where can I find documentation to assist with going back to work?

If you click see more on the back to work navigator section of your dashboard you will have a section at the top for essential resources including COVID-19 risk assessment templates, social distancing posters and webinars to help you get your employees back to work safely.

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What is the redundancy navigator and where do I access it?

On your BrightHR dashboard you will have a tile for the Redundancy navigator, all you need to do to access this is login. We’ve put together this handy tool to help you from start to finish with the redundancy process.

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Where can I find documentation to assist with redundancy?

If you click see more on the redundancy navigator section of your dashboard you will have access to essential resources such as our top tips on furloughing staff, commonly used phrase guide and webinars to help you through this process from beginning to end.

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How can I add a redundancy on BrightHR?

Just head over to the redundancy navigator section of your account and click Create a new redundancy. You’ll then be guided through the redundancy process from start to finish with our step by step redundancy planner.

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How can I see all absences booked for a date range?

Just go to the reports section of your account and select the absence report, in here you’ll have the option to select the date range you want to generate the report for, whether you want to include terminated employees and the format that you want the report to be in. Once you’ve selected this just click generate.

719;

How do I see all information stored for a specific employee?

To do this, go to the reports section of your account and select the employee details report. You’ll need to select the employee you want to generate this report for then click generate.

719;

Can I generate a Blip report via my BrightHR account?

First you’ll need to enable this report in your settings. To do this go to settings and select the bright labs tab, you’ll then need to ‘enable’ the blip timesheet report. Once done, go to the reports section of your account and you’ll then have the blip timesheet available in the reports section of your account.

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Can I generate a report to see employees hours worked excluding breaks on Blip?

First you’ll need to enable this report in your settings. To do this go to settings and select the bright labs tab, you’ll then need to ‘enable’ the blip timesheet report.

Once done go to reports and find the blip timesheet report then select blip summary. You’ll need to select the date range that you want to generate the report for and which employees you want to include and click generate.

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Can I generate a report to see all employees’ holiday entitlement and holiday taken so far?

Yes, just go to the reports section of your dashboard and select the Annual Leave Summary report. Then select the holiday year you’d like to run the report for and click generate.

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Can I download a report to see all employee details in one place?

Yes, just head to the reports section of your account and select the Employee information report then click generate.

719;

How do I see all lateness’s added for a date range?

Go to the reports section of your account and select the Lateness report then fill in the date range you want to generate the report for and the format you want the report in then click generate.

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Can I generate a report to see Sicknesses logged for my employees?

Go to reports on your account and click the sickness report then select sickness summary. Then enter the date range you want to generate the report for, the format you’d like to view the report in and click generate.

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Can I see all starters and leavers for a certain date range?

Yes, just go to the reports section of your account and select the Turnover & retention report. You’ll then be able to select the date range you want to generate the report for and the format you’d like to view this in the click generate.

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What is the payroll exceptions report?

A handy breakdown of all absences booked within a date range to help you with your payroll calculations.

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Can I generate a report to see all TOIL absences booked for a specific date range?

yes, go to reports and select the TOIL report then click TOIL details report then enter the date range you want to include in the report and click generate.

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Can I generate a report to see all employees TOIL balances?

Yes, go to reports on your account and select the TOIL report then click TOIL summary, enter in the date range you want to run the report for and click generate.

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Can I see a report to see my employees current working status?

Yes, just head to the reports section of your account and select the Working status report, you can then view this on BrightHR using the online button or select download and click generate to download a spreadsheet of this information.

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I need support with BrightHR who can I contact?

Once of our friendly advisors can help with any queries you have, just call us on 1800 279 841.

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I have BrightAdvice included in my contact how do I get in touch with the team?

You can contact an expert HR advisor on 1800 299 802.

Still not answered your question? Get in touch with someone on our friendly Service Team. You can quickly raise a support case, enter a few details and we will be straight back in touch.

Log a support case

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Check out our how-to-hub

We've put together some simple step-by-step videos to help you around our software. Visit our how-to-hub to learn:

  • How to change who someone reports to.
  • Set up a clocking location on Blip.
  • How to approve expenses with PoP.

Plus, you can find loads more. 

Visit how-to hub

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