Setting up Workability for your organisation in less than 30 minutes
Contents
Your Workability contact person is responsible for the initial setup of your organisation. After signing-up, they receive an invite email from the Workability team with a link they need to click to get started. A set-up wizard will guide your company admin through the set-up steps outlined below.
The whole process for a large organisation should take no more than about 30 minutes.
1. Create your personal account in Workability - for the company admin
First things first, your company admin needs to create their personal user account in Workability so we can validate who is acting on behalf of your organisation.
A wizard will help you through the steps that ALL users of Workability must complete to start using Workability. This takes no more than 5 minutes per user.
The steps for creating your personal user account in Workability are described below:
We need to know who is using Workability and accessing your account.
Login with BankID to confirm your identity.
We will confirm your name and national identity number.
We will transfer some of the details from your ID verification and will ask you to add:
- Email address
- Telephone number
- Password
Each time you login, the two-factor authentication method of your choice will ensure your data privacy and validate that it is really you accessing your account. Choose between:
- Microsoft Authenticator (mobile)
All users must agree to our User Terms of Use and Privacy policy, and will be given the option to customise their GDPR consents when they sign-up.
2. Set-up your organisation's details
There are several steps involved in getting your organisation completely set-up and ready to start onboarding your employees. Our wizard will guide you through the process step-by-step.
The steps for getting started setting up your organisation in Workability are described below:
Some of the information will be pre-filled by us before you start. You have the option edit or add:
- Name
- Registration number
- Address
We will pre-fill this info with the contact name you gave when you signed-up or reached out to us.
If someone else will be the primary contact for you as our customer, you can edit and update this info.
We have preset the subscription price and terms you signed-up for or with the tailored price and terms that were agreed beforehand.
You must add the invoicing details to continue:
- Billing email
- Contact name
- VAT registration number
Each of the following documents should be reviewed and agreed to before you start using Workability:
- Subscription Terms and Conditions
- Data Privacy Policy
- Data Processing Agreement
To get the most benefit from Workability, you must integrate your Altinn messages inbox. By doing this, you can retrieve employees sick-notes automatically and gain functionality for sending sick-leave follow-up plans directly from Workability to NAV.
The person completing this step must have sufficient access in Altinn to delegate rights to Workability AS. If you do not, you can skip this step and invite the person in your organisation with these accesses to do it later from the admin panel.
(Redirects to Altinn)
3. Create your Workspace
Your organisation’s Workspace is where you can invite your workforce to gain access to the tools and features of Workability. It is where you as admins can organise your workforce, teamspaces and leader/employee relationships and create policies and templates for your organisation.
Give your workspace a name!
Choose a name that is familiar to your employees. For example, if you are setting up Workability for a regional office of a national company, you should make this clear in the workspace name.
Using AstraPro as an example, you could call the workspace “AstraPro Norge” if you intend to onboard the whole Norway team of this company to the workspace. If you are only intending to onboard the team in the northern region, you could call the workspace “AstraPro Nord”.
4. Adding the organisation's key personnel
There are several steps involved in getting your organisation completely set-up and ready to start onboarding your employees. Our wizard will guide you through the process step-by-step.
Setting up your organisation involves adding the key personnel that make up the backbone of your leadership and HR functions. These are the people that will act as administrators, controllers and decision makers as to the usage and management of Workability in your organisation.
The steps for adding key personnel to you organisation are described below:
Here, you should add the person who is most senior within the HR or personnel function in your organisation, for the workforce being added to this workspace. If this is you, check the box to autofill and assign your workspace role.
Once you add their name and email address they will be sent an email to complete their own onboarding.
Here, you should add the person who will be the top leader of the organisational hierarchy, when it comes to the workforce being added to this workspace.
Once you have added their name and email address we will send them an email to complete their onboarding process.
Add all HR team members that report directly to the Head of HR and who will have responsibility for supporting leaders in your organisation.
Click on the list button to open the form for adding each person separately, and the list added will grow to reflect each new team member added.
Once all relevant team members are added, an individual invite will be sent to each to complete their onboarding process.
5. Onboarding your workforce
Once you have added the spine of your organisation, you are ready to start onboarding employees, starting at the top of each department or division and flowing down to every last employee.
NB! You should only invite the leaders of the departments you wish to include in the hiearchy for now.
5.1 Our unique onboarding process
Our onboarding process simplifies and reduces time taken to map and onboard your workforce into Workability!
Rather than a single employee sitting centrally adding departments, teams, leaders and employees to the organisation chart, responsibility for set-up is shared across the organisation. We use an onboarding cascade that flows down through the hierarchical structure, mapping teams, people and leadership relationships as it progresses.
Each employee is responsibility for setting up their own account in Workability. If an employee is also repsonsible for leading/following-up other employees in the organisation, they add a name to their teamspace and invite their employees to join it. Each employee is then invited by individual email, and repeats the onboarding steps until every employee has been added.
Your workspace admins have the possiblity to view the whole organisational hierarchy, add, remove and move people and/or responsibilities. Leaders can see and manage their own teams, while employees can see and edit their workspace profile, job role and title.
Set-up for most employees will take no more than 5 minutes!
5.2 Final steps: start onboarding
The steps for completing your organisational setup and starting onboarding are described below:
There are two types of onboarding to choose from when starting with Workability.
1. Small scale test
If you want to do a small scale test first and scale up later, the best way to do that is to choose one or two key departments you want to include. We do this by only adding the top management in that part of the hierarchy during the onboarding kick-off.
This allows you to onboard a whole department from the most senior down to the most junior with little effort. And when you want to add more employees later, just add the remaining senior directors and the onboarding cascade will take care of the rest.
We recommend to add at least 20 employees when doing a small scale test. The more people you add, the more you will see the benefits of using Workability.
2. Full-scale onboarding
To onboard your whole organisation from the start, follow the steps below and be sure to add all the top leaders reporting to your CEO in the organisational hierarchy.
This is how your organisation chart is looking so far. You can see that your HR Leader and their team have been added as a separate function, and that the CEO has been added alongside your HR Leader.
Continue by adding the direct reports to the CEO.
NB! You should only invite the leaders for the departments you wish to include in the hiearchy for now.
The HR team and workspace admins can add people, move people in and out of the organisation, move people to dofferent Teamspaces or changing those designated as HR personnel and admins at a later stage.
Add all the departments heads and employees reporting directly to your CEO (or the most senior person you will include in the workspace).
Each time you add a new employee, you can review the hierarchy until all your senior leaders are added.
For example, if you have independent departments not reporting to the internal leadership, you can choose to have them report to the HR Leader.
If you want to start-off with just one section of your organisation, you only add the leaders in this section at this stage. It is possible to add other departments later by adding the department heads a new employee to the CEO and triggering the cascade to invite their employees.
Once the top leadership teams are added, invites will be sent out to the connected employees, and your onboarding cascade will begin.
6. Ready!
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Email: contact@workability.no
Phone: +47 416 68 505
ORG no.: 926 624 636
Workability AS | 926 624 636 | Marielund 14, 2006 Tromsø, Norway
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