How do I create a personell handbook?

If you have purchased our HR module, you have access to creating personnel handbooks. Only administrator users can create handbooks. It is not possible to choose that some roles are able to create and others not, but only those users with the user type admin have access. All other users can only see the handbook(s) that have been created for them.

Creating a new handbook

To create a new handbook, click on "New" at the top right. Now, in the first step, you must choose what the handbook should be called, which department it should be available for and which languages ​​it should be available in. In the field for department, you can either select the entire company, or one or more departments. This is where you decide who should have the access to view the handbook. If you select a department, only employees registered in that department will see it.

In the field for language, you can select up to 4 languages. The ones you select here are the ones that employees can then choose between when they view the handbook. For example, if your company has some employees who only speak English, it may be a good idea to create the handbook in both Norwegian and English so that employees can choose which language they want to read it in.

In the next step, you choose which chapters and articles you want to include in the handbook. We at Grønn Jobb have created 12 different chapters with a total of 67 different articles that should be included in a personnel handbook. These are a very good starting point and contain important legally regulated information with relevant links. You can of course choose whether you want to include these chapters/articles or whether you want to delete them. You can also add more or change them if there is something you are missing. All changes you make are saved per language, so if you want something to be added or deleted from all languages, you must do so in each tab. All the articles we offer are available in each of the languages.

When you are satisfied, click finish, and the handbook will be created. The handbook has now been created but not yet published. It is therefore only visible to admin users. You can now see the content of the various articles and make changes to them. These suggestions are standardized text that explains much of what is regulated by law, such as the holiday law.

In the suggestion from Grønn Jobb, many articles will contain red text. This means that there is something you must or should change in the text of the article in order for it to be adapted to how you work in your company. All articles with red text are also marked with a red dot in the list on the right so that you can easily see which articles you need to edit. When you have edited the text in the article and saved, the red dot will disappear.

When you are satisfied with the content, you can publish the handbook. It will then be available to users who have been granted access, both on the web and in the mobile app.

Editing the personell handbook

You can of course make changes to the personnel handbook whenever you want. To make changes to an article, click on the pen on that article. This will bring up a window with all the content where you can change the text and add tags, links and documents. The documents you add here have no link to the document archive, they are only stored in the handbook.

The tags can be used to simplify the search function for users, but must not be used. When employees search the handbook, the content of the articles is searched, but if you add tags, they are also searched. You enter the tags manually and click "Enter" to add them.

You can choose how the links appear in the article. Adding a title to the link will display that, but if you don't choose a title, the entire link will be displayed. If you don't want any links at all, delete all the link fields from the list.

You can see what the article text looked like in the original suggestion from Grønn Jobb at any time by clicking "Preview default text" at the very bottom when editing an article. If you want to revert the article to the original text with the original links, you can click "Reset article".

You can also edit, delete, add and change the order of the chapters and articles by clicking on "Edit menu". This will bring up a window that is exactly the same as the second step when you created the handbook. Here you can make the changes, and then save.

If you want to make changes to the language, name, or who the handbook is available to, you must exit the detail page and return to the list view. Click the edit icon and you will see a window with the same fields as in the first step when you created the manual. When you then click save, those changes will be saved and the manual updated.