Check Lists

1. Check Lists

Check lists can be used to monitor certain information about an employee or tasks which need to be performed and repeated for the employee. Queries can be created based on check lists to monitor the status of each item on the list. Check lists can be reflected on the self service portal too.


Single Central Record checks. The various check required on an employee to make up their SCR can be set up and the date of renewal monitored.

Data Verification. A check list can be set up with a list of information you wish the employee to confirm is OK via the self service portal – address, emergency contact, bank details. You can email employees requesting they check their information on the portal and confirm if it is correct. Monitoring this check list would allows you to see who has or hasn’t confirmed their details.

Policies. Another use of check lists is to provide policies via the self service portal and to ask employees to confirm when they have read and understood these. This check list can then be monitored by HR to see who has confirmed and who they need to chase up.

Check lists have 3 components which need to be set up..


Personnel > Definitions > Check Lists > Groups

The group is essentially the title of your list. For example, Single Central Record, Data Verification or Policies Read.


Personnel > Definitions > Check Lists > Type

This refers to the items on your check list. For example, on the Data Verification check list you may have types Address, Emergency Contact, Bank Details.

Check List Status

Personnel > Definitions > Check Lists > Status

You can create a list of valid statuses which can be applied to any checklist type. These can then be used for reporting purposes to check what is outstanding. For example, Y – yes, N – no, A – not applicable, R – refused to say, C – Complete, P – Pending

1. Adding a Group

Personnel > Definitions > Check Lists > Groups

Enter an appropriate description for your group.


Automatic – This check list will be automatically applied to every new employee’s HR Record when it is created

Manual – You will use the Update Check List wizard to select which employees will have this check list

Qualifying Query

If you have selected Action to be Automatic then you can apply a filter to decide which employees will get this check list. For example, you may wish the SCR checklist to only be added to teaching staff. If you use automatic and don’t add a Qualifying Query then all employees will get this check list.

2. Adding new check list types

Personnel > Definitions > Check List > Type

Type – a unique code for the specific check list type. This can be anything as long as it is unique

Description – this should be the name of the check list type. For example, DRB Check, Health and Safety Policy

Group – this is the name of the check list this item belongs to. For example, DRB Check would belong to the SCR Group, Health and Safety Policy would belong to the Policies Group.


3. Applying Check Lists to Employee Records

Personnel > Functions > Utilities > Update Check Lists

Once you have created a new check list you need to attach it to each employee record.

Check list types within an Automatic group will be created for new employees when you enter their new HR Record, however check list types within a Manual group must be assigned to employees using the Update Check Lists wizard.

If you wish to add a new check list to your existing employees you can use the Update Check Lists wizard regardless of whether it is automatic or manual. Employees where the check list already exists and may contain data will not be overridden. The checklist will only be added to employee records which don’t already have it.

4. Maintaining the Employee Check List Data

The status and various dates held for this employee can be maintained in the windows application using

HR Record > Employment > Checklist

Frequently, certain check lists will be used on the self service portal too so that employees can enter this data themselves. For example, on the employee portal, pages for Policies and Data Verification.

5. Monitoring Check Lists Status for Employees

Check Lists can be monitored using the Query tool in the windows application.

For example, to monitor which employees have read a particular policy in the Policies group:

Queries > New

Select Personnel module as the module

Select Check List as the data source

Enter a meaningful title for your Query such as “Employee who have Read Health Policy”

On the query results window, the important fields to select are Check List Status, Date Checked, and Type but you could simply select all and you may also want to pull through relevant fields from HR Record i.e. forename and surname.

On the Selection Criteria window, set up a filter so you only see the Check List you are interested in, in this case “Policies”. Click Group, in the drop down below select Equals (=) and “Policies”. If you only want to see employees who have read the policy, you can add a second filter at this point. Click Save for each filter entered.

Finally, click Finish to run the Query.