Getting started with WaypointHR

Using WaypointHR for the first time is designed to be as easy as possible.

If this is your first log in, the default username and password are both admin. Please change this immediately using the Options / Preferences / Change password tool.

(If you have changed and forgotten the admin password, please see below.)

WaypointHR is based around 'modules'. Each module is represented by a tab. For a fresh installation, you will see 'Employees' and 'Reports'. (And to the right, links for the options and to logout.) The available modules will continue to grow as WaypointHR develops.

Updates and settings

If it has been a few days or more since you downloaded WaypointHR, it is worth checking for any updates. (Options / Check for Updates.) We aim to release updates early and often, and encourage all users to post their feedback in our support forums.

In the Options module, you will see a section called 'Options and preferences' (from the list on the left hand side). Here, you can set your organisation name and an administrator email address. The organisation name is used in various places, including on the reports. The administrator email will be useful in future to support password reset and system alert facilities.

Once you have set your organisation name and administrator email address, you can register with WaypointHR.com. We encourage you to register, as we love to know when people are using our software. Also, you can register for updates and alerts, including notifications of updates to WaypointHR, and whether you would like to receive our occasional mini-magazine! Click 'Register with WaypointHR.com', select your preferences and click 'Register'. You can change your preferences at any time, and we promise to treat your personal details with respect.

From the Options and preferences section, you can also set your default holiday year start period, and other settings such as email server details. (These are not currently used, but will be in a forthcoming update.)

Organisation structure

The organisation structure is the list of departments (or locations, or a combination of both) used to group employees. This can be a simple list with just a few items, or an extensive hierarchy.

The easiest approach is to start at the top and work down. Add your first department and ignore the subsidiary option. If you require sub-departments, further departments can be added by selecting the 'subidary of' option.

For example, 'Operations' might be a top level department, with 'Finance' and 'Manufacturing' subsidiaries of Operations.

The process can be repeated to create as many levels as required.

(If required, the organisation structure can be viewed as either a hierarchy or in alphabetical order.)

Job titles and descriptions

It is possible to create a simple list of job titles (each with an associated description.

When adding employees, this list can be used to select the job title for the employee.

The job title and description module is currently in development - more advanced features will be available soon. If you have any comments or suggestions, please post them in our forums.

Adding employees

A step-by-step 'wizard' makes adding new employees easy.

Step 1 (and the only 'required' step) is to enter the employee's name. The only required fields are family name (surname) and first name. Other fields are also provided, including title, middle name(s) and preferred names ('known as'). If required, name prefix and suffix can be entered. This is particularly useful for names such as 'van Outen', where 'van' is the prefix and 'Outen' is the family name (thus allowing the correct sorting of employees on reports etc.).

Clicking the 'save' button will create the employee record. The wizard can then continue (to set other details) or you can return to the employee list.

Step 2 allows you to set the employee's department. The department list will default to the current department (from the employee list page), making it easy to add several employees to the same department.

Step 3 allows you to select a job title (if required).

Step 4 allows you to select the employee's line manager. (For this reason, it is easier to start by adding more senior employees, then working down through the organisation.) The list of employee's within the same department (as previously selected in step 2) will be shown, though if a manager from another department is required, the appropriate department can be selected first.

Step 5 is the final stage, allowing contract details (start date, weekly hours, start/finish time) to be entered.

If you need to step back (or skip forward) through the wizard, you can click on the list of steps on the left hand side.

Resetting the administrator password

Passwords in WaypointHR are encrypted using the most effective encryption methods available on your particular setup.

If you need to reset the admin password, find the reset.php file in the root folder of you WaypointHR installation. You will see a line beginning:

// reset_admin_password

(This appears around line 28, below a row of equals symbols.)

Full instructions are included within the file, but essentially you should change the password (the text inside the single quotes on the reset_admin_password line), remove the // at the start of the line, then point your browser to reset.php within your WaypointHR installation.

Your admin password will have been changed to whatever you entered inside the single quotes.

Afterwards, remove the pasword from reset.php and replace it with something else, and add the // back to the beginning of the line.

Any comments or suggestions?

If you have any ideas for improving this page, please post your feedback in our community support forums.

Need additional support?

You can post your question in our forums, or please contact us for professional support and assistance.