When you register a new Account in PeopleTray, a range of default Settings are configured for you. This makes it easy to get started and it is easy to modify the Settings when required.
The Settings button on the Menu Bar is displayed for users assigned the System Administrator User Role.
The Settings are easy to follow by simply stepping through the Settings Menu.
Modifying Settings: Like all Data management systems, once your settings lists (e.g. Industres in CRMTray) have data associated with them (E.g. Companies are associated with an Industry), the List Item (e.g. Industries) cannot be deleted, as it has data associated with it. It can, however, be renamed. If you wish to Delete an item in a list, you must first assign each item associated with it to a different Industry.
You can work your way down the Settings Menu and update items as required.
User Roles
Within Settings System Administrators can centrally manage user roles.
In User Role settings you can also give people access to the PeopleTray Modules, including CRMTray (Sales) TalentTray (Recruitment) and SheTray (Health and Safety).
For more information on User Roles, view the User Role Guide.
User Roles on Person Profiles
System Administrators can all also manage User Role settings from the Person Profiles by opening the Product Settings Tab.
Licence Management
The Manage Licence page allows you to add and maintain your licences.
When you create a new Account in PeopleTray you are assigned a free licence for 30 days.
There are no charges for adding Readers (Team Members) to your Account.
Each person assigned Workgroup Editor (Team Leader), Administrator, System Administrator or assigned to a special module is required to be licensed with a monthly licence fee.
Account Details
Modify your Account details at any time. Your Company name is used in the header of reports. You need to sign out and sign back in to complete any change to your company details.
Document Types
Document Types can be associated with People or any Module. If associated with a Module, the Document Type will be available for any Workflows associated with that Module.
For example:
CRMTray: Typically requires document types of Proposal or Quotation, Request for Proposal, Purchase Order or Contract.
TalentTray: When adding documents to a Person (Documents Tab of Person Profile), you may require document types for things like Role Description, Medical or Trade Certificate or Drivers licence. Additionally, if you wish to be notified when documents (such as Drivers licence) expire, set the document type to expiring, and set an expiry period.
SHETray: When adding Safety Health and Environment documents to a SheTray event workflow or Risk (Risk Register), you may need document types including: Incident Investigation, Audit Report, Inspection report.
Tip: If the document type doesn’t expire, you only need to enter the three fields at the top the setup form.
TalentTray: Recruitment type documents may include Resumes, Reference Checks, Compliance, Role Description.
TeamTray Settings
TeamTray is the Core module of PeopleTray and all users have access to TeamTray by default. To gain access to other modules, users must be assigned to those module in User Role settings, or via the Product Settings Tab on their Person Profile (Both of which are covered near the top of this page).
In Settings, click on the TeamTray folder to view the TeamTray settings.
Default Entries have been added for Workgroups, Roles and Employment types.
Workgroups: All users are assigned to a Workgroup. Workgroups can have team leaders (Editors) that can manage the people in their Workgroup.
Roles: Roles are used to associated Workflow steps to users. That is, the different Steps of a Workflow can be associated with a Role. For example, a Travel Administrator (Role) may be required to approve travel as a step in a Travel Request Workflow.
For more information on User Roles, view the User Role Guide.
CRMTray Settings
Settings for CRMTray are automatically set when you create your account. However most users will wish to adjust those settings to their requirements. The default settings are:
Opportunity Stages:
- 1. Lead
- 2. Development
- 3. Advanced
- 4. Stalled
- 5. Closed Won
- 6. Closed Lost
Company Categories:
Company categories provide the flexibility to associate different Company Types to specific user groups (Workgroups). For example, you may like to have the members of a Workgroup called Procurement, view and manage Companies of the Vendor or Supplier Company Type. Alternatively, you could set up a Workgroup named Customer services, and Associate them with Companies of Customer type for existing customers.
The default settings do not associated Company Types with Workgroups.
Company Types:
The default Company types are:
- Customer (Prospects and Customers)
- Partner
- Contractor
- Supplier
Industries:
Default industry settings are:
- General Industry
- Government
Most sales teams will require the Industry settings to modified to their requirements.
SHETray Settings
Settings for the SHETray Safety, Health and Environment module include:
Cause Types
Safety Incidents and Events can be associated with Causes for the purpose of identifying areas of focus for safety improvement initiatives and corrective actions. An hierarchy of causes is provided by default, but can be modified based on your requirements.
Risk Type Settings
Risk Types are associated with the Risk Register. They can be modified to the requirements of your business. The default settings are:
Risk Type
- Business
- Community
- Environment
- Health and Safety
- Legal
- Stakeholder
Risk Category
Records the management status of the Risk with default settings of: Development, Approved, Review.
Exposure Group
Associates Risks with groups of people.
Risk Assess Settings
The Risk Assess settings allow you to configure your Likelihood and Consequence definitions, and define how they combine to determine Risk Rating.
Likelihood, Consequence and Risk Ratings are used both in assessing Incidents and Events in safety workflows, and to rate risks in the Risk Register.
Workflow Setup
If you are setting up Workflows for you team to use, it is recommended that you read the Workflow Guides.
If you prefer to jump straight in, here are some tips that will help.
From Settings, open the Workflow Admin folder, then open Configure Workflow folder, to see Workflow Types and Workflow Processes.
Explore the default Workflow Types. Click the checkbox on the left of the Table on the row of interest, then click the Edit button above the table. Note the field named Module. If you assign a workflow to a Module, then only users assigned to the Module will be able to view and administer those Workflows. This allows you to restrict access to things like Health and Safety issues to people that are assigned to (for example) the SheTray module.
Returning to Workflow Types table, click the Configure Workgroups link on the right end of the table on the row of interest. If you assign the Workflow Type to a Workgroup, the Workflow initiate button will display in the Menu Panel only for users in the associated Workgroup. If no Workgroup is selected, the initiate button will display for all users.
Workflow Processes
Each Workflow Type must be associated with a Workflow Process. A process is the series of steps that a Workflow can transition through on its path to closure. Each Step has:
- Participants – The roles that are assigned to the step. Options are:
- The initiator
- the Initiators Workgroup Editor (team leader)
- People Assigned to a Role.
- Transitions – A list of steps that the Step can transition to.
- Tabs – The data entry and admin tabs that are displayed for the Step.
From Settings > Workflow Admin > Configure Workflows – Click Workflow Processes to explore the default processes. Once a process is set up it can be used by more than one Workflow Type.
The setup of workflows is explained in detail in the Workflow Guides.
Export Data
PeopleTray provides some options for downloading your data, including the Download options in settings. PeopleTray provides comprehensive data downloads are part of its support service.
More information on Settings can by found in the various User Guides.
The next guide is a list of things you can do using PeopleTray.