People Administration Guide

As the administrator of the People module, you will be able to manage your staff information by adding, removing or modifying existing data. Know more by going through the guide below:

Step 1: Login to the account.

Step 2: Click on  .

You will see options below: 

• Part 1: Info – Each staff will see their own information in this section. This is where user can update their own information (if allowed in the Configuration).
• Part 2: Administration– This is the company directory, where you can view the employee names and other information. Refer to the Company Directory Guide to setup visibility of employee information. 
• Part 3: Report - This report will allow you to submit the Occupational Employment Data (OED) set and view all the history of your submissions to MOM (Ministry of Manpower). Refer to this OED Submission Through APEX (GovTech) for more details
• Part 4: Company Files - allows you to upload and share files with your employees. You can also require an acknowledgement receipt for specific documents. All files can be organized by creating different folders.

Step 3: Click on .

Part 1: Info

All personal information of employees can be viewed and edited here.

Panels: There are several panels for each section. Each panel can be expanded or collapsed, depending on what you prefer, by clicking on To edit the information, click on Each portion will have its own edit button to accommodate the different access levels that are configured for People.

Panels include:

• Personal Details

• Other Details

• Education Details

• Certification Information

• Language Information

• Skills Information

Employment

Track employment history, salary progression, designations, and other employment-related data.

NOTE: Salary Progression is visible only to Payroll Admins.

Expanded panels:

• Designation History

• Employment History

• Salary Progression

• Other Information

  

Training

The training section allows you to add trainings offered by the company that the staff has attended/will attend. 

NOTE: Available options depend on system configuration.

Files

Upload files/documents related to an employee’s employment. Create a folder first; it will then be available on a company level, but files are specific to the employee.

Notes

Admins can record employee performance, character or any other notes related to the employee. Only People Admins and SuperAdmins can add notes. Access and visibility depend on configuration.

Email

Monitor system-generated emails, including leave approvals, benefits submissions, birthdays, password resets, etc. This page helps you monitor all system-generated emails, and it also provides an option to create a new email using the New Email button.

Part 2: Administration Tab

2.1. Employee Tab

Displays all employees in your system.

Search and Filters:

• Use the filter options to search by department or specific employee.

• Click on the hyperlinked name in blue to view staff details.

NOTE:

• Only SuperAdmins and People Admins have full access to employee information

• Direct Managers will only see information of employees assigned to them.

Once you click on the staff name, you will be directed to the staff details page to view full information:

NOTE: Visibility/ability to edit controls in these pages are based on the access levels. Please refer to the Access Levels Guide.

You can toggle between widget and list view by clicking on the or buttons.

Example of Widget View:	Example of List View:

Deactivate/Reactivate User:

In Widget View (default), click the three dots on the top-right of a staff profile to deactivate/reactivate.

Note: superadmin's account cannot be deactivated. Attempting to do so will trigger a message. .

More Actions:

• Add User: Go to More Actions > Add User to create a new employee profile.

• Bulk Import: Update multiple employees’ details using a downloadable template.

• Export: Download all existing employee data from the People Module.

2.2 Approvals Tab

When enabled, People Admins can approve changes made by employees:

• To Do – Approve or reject pending data change requests.

• My Requests – Track your personal change requests, if any,

• Approval History – View history of all approved requests.

2.3 Organization Chart Tab

Provides a graphical view of your organization’s structure.

Warning: Some employees may not have an assigned supervisor. Assign supervisors to see the complete structure.

Here is a sample of Full Chart:	Here is a sample of Screen Chart:

Setup Manager: Click the button to assign supervisors via a dropdown menu beside each staff name.

Part 3: Reports

This report will allow you to submit the Occupational Employment Data (OED) set and view all the history of your submissions to MOM (Ministry of Manpower).

The Occupational Employment Dataset or OED was initiated in 2019 by the Ministry of Manpower (MOM). It serves as a centralised database that collects key employment and occupational data from all registered enterprises in Singapore. Companies are required to submit up-to-date employment information to MOM as part of this initiative. The OED gathers data on:

• Primary job titles and associated responsibilities
• Employment classifications (e.g. full-time or part-time)
• Work hours and remuneration
• Workplace location and facility particulars

To support this requirement, SuperAdmins or People Module Admins can easily generate and submit the OED report directly to MOM from the JustLogin system.

• Refer to this OED Submission Through APEX (GovTech) for more details

Part 4: Company Files

Use this page to upload and share files with all or selected employees. You can request acknowledgement for documents, and organize all files into folders for easy access.

4.1. Company Files Tab

Shows all uploaded files that employees can view and download if shared publicly.

4.2. Upload Files Tab

Lets you create and manage folders, as well as upload documents.

When you click the blue Upload File button, a window will appear with these options:

1. Drag or Drop File – Upload the file you would like to add.

2. Set File Name – Enter the name employees will see on the Company Files page.

3. Choose Folder – Select an existing folder. If no folder exists, return to the Upload Files tab and click the Add Folder button to create one.

4. Select Privacy –

   • Public: All employees with access to Company Files can view the file.

   • Private: Choose specific employees who are allowed to view the file.

5. Acknowledgement Receipt – Tick this if you require employees to acknowledge the document. 

4.3. Employee’s view of Company Files:

Employees can click the file link to open the document. If acknowledgement is required, they simply click the 👍 icon to confirm receipt.

4.4. Admin tracking of Company Files Acknowledgment:

Admins can track acknowledgements by going to the Upload Files tab and clicking the Acknowledgement Receipt button under the Actions column.

A green tick indicates the employee has acknowledged the file, while a grey tick indicates they have not.