How to Use Yor Microsoft 365 License to Create an HR Portal/Workspace

Did you know that you can use a feature already included in your Microsoft 365 license, SharePoint, to create an HR Portal or Workspace, which can essentially act as an HR system for you? On the SharePoint site, you can host all your policies/procedures, any HR forms, (such as onboarding and offboarding), and make it look slick like an HR system!

Benefits

·       If you already have an existing Microsoft 365 license, it is completely free!

·       Centralises all things HR-related.

·       Is an easy location that your team will be able to access already with the login details they use to access their email and other Microsoft 365 products, so no additional system and login is required.  

How to create your SharePoint

What you will need before you begin to create your SharePoint:

·       Identified forms that you wish to host online, think about the following:

o   Policies / Handbook

o   Onboarding documents – payroll and tax forms etc.

o   Offboarding documents – e.g. exit checklist

o   Recruitment – role requisition, reference check questions etc.

o   Contracts – how to request a new contract or change to a contract

o   Health & Safety Incident or Near Miss Form

·       Any other forms, the opportunities are endless!

·       TOP TIP: You can create forms to capture data using ‘Microsoft Forms’, also included in your 365 licence.

Once you are all set with the information you need, log in to your existing SharePoint account and:

1.     Create a new site.

2.     Choose the Communication Site.

3.     Select template: Department OR Human Resources.

Using a template is a great way to add information to pre-selected parts, but you can delete anything that is not relevant to you and add anything else you would like. A template is helpful as it will show you an idea of a format to follow and what your site could end up looking like as a finished product.

You will create sections, and insert web parts (quick links, text and images are our personal favourites!). How you set it up and want it to flow will depend on your organisation and the vibe. Further below is a layout we tend to default to.

Note that you can have multiple different pages within the site, e.g. a documents library to host your policies, a whole page on Health, Safety & Well-being etc., and you can use a quick link on your main landing page to link to these. When creating the HR Workspace, the landing page should host everything someone would need to know or be able to find and will link out to other areas – either within SharePoint or externally (e.g. your payroll login page).

Our recommended layout  

Some Tips

·       We encourage you to include imagery (either brand-related or icons!) to make the site look fun and encourage your team to engage with it!

·       The site can be edited whenever possible, and you just need to ensure you hit ‘publish’ so the latest version is available.

At Core HR, we are always here to help make your human resources processes easier. If you wanted to find out more, are time sensitive, or after some help in creating the perfect HR Workspace for your company, please get in touch and one of our HR Business Partners will be in touch with you.