First of all we would like to walk you through different parts of the system so you can navigate your way around it. You will find the main sections on the top blue menu bar under which you will find more subcategories. The menu tabs which you see depend on which modules you have subscribed to, for example, if you have chosen the Events Module you will see the Events tab.
On your Dashboard the 'Action Required' section notifies you of all new updates in the system including new shift applications, client requests, timesheets that need your approval and more. You can also view a live feed of all shifts being covered by people on that specific date, upcoming shifts and positions that need to be filled in the course of the week and a quick overview of your private messages and latest actions performed on the site.
Schedule allows you to view all shifts that need to be covered each day including the location, required position and work hours of a specific shift. You can easily assign those shifts to people by simply dragging and dropping the shift to a persons' name. After the schedule has been fully assembled, you can publish the updates either one shift at a time or publish the whole weekly/monthly schedule – involved people will then get a notification of the shift(s) assigned to them and if their confirmation is needed, they can either approve or reject it. There is also the option of sending a rota, which will email the whole weekly schedule to everyone working that week.
On the Time Clock page you can monitor your people attendance in real-time, amend and approve timesheets and view detailed activity log for every shift. The problem alerts will let you know whether someone is late, doing overtime or has left early. What is more, you can also view the exact clocking location on the map to make sure the people were at the location during starting or ending their shift.
Locations contains an overview and contact information of all both active and inactive locations in which your clients are situated. Clicking on a location name will take you to its profile where you can see the detailed information about that specific location such as address, map, contact persons, preferred and banned staff members, location specific pay and charge rates and any uploaded documents linked to the location. You can also add new locations by clicking on the “Add Location” icon and inserting the necessary information.
From under the Locations tab you will also find the Clients page which gives an overview of all the active clients your company currently has, their contact information, and the option to add new clients.
People page displays the list of all of your employees, including their contact information, any existing certificates (and their expiration dates), last login date and allows you to quickly and easily add new staff members to the system. Clicking on a staff member's name will take you to their profile where you can view, add and edit detailed information about them. From under the People tab you will also find the Subcontractors list.
Reports allow you to build, filter and manage your own reports according to your company's needs to give you an overview of pretty much everything important going on. Reports include Timesheet Summary, Payroll, Absences, Position Coverage, Revenue Summary and Action History. The latter you can use to search and filter through your entire system action log to find historical information on any action taken in the system.
Events - optional module
The Events page displays all upcoming and past events in either a calendar or list form. Both views display specifics about the event (what kind of and how many staff members are needed, who is the client etc) and also allows you to easily add new events by simply clicking on ‘’Add New Event’’ and filling out the necessary information fields about the event in general and the team involved.
Absences - optional module
The Absences page allows you to manage and get a quick overview of all existing employee absences. Here you can view and edit them as well as create new ones. Absences are colour coded according to the settings you have applied on your Absence settings page. You can filter the view by staff member, specific absence type and location to find any absences.
Assets - optional module
Assets displays all the assets your company has currently listed such as computers, uniforms etc. or the write offs and shows whether these assets are currently in stock or signed out – in case of being signed out, you can view exactly when and to which employee the asset has been signed out to and when it is expected to be returned.
Document management section allows you to upload and store any business or staff related documents and determine whether they are visible to users in the client and staff portals. You can also upload relevant documents directly on staff, location, client and event profiles.
The PARiM messaging function can be found on the top blue menu bar under the message icon. You can use it to notify staff about the open shifts, send general messages to all staff members in one go as well as message people privately.
The very last tab on your upper toolbar, the profile icon, allows you to access your personal profile settings, the company’s system settings, the billing and payment details as well as the subscriptions page which are all explained separately as follows.
Your profile & Personal Settings
‘Your profile’ will take you to your personal profile where you can insert and view personal information about yourself including contact details, expertise, education, employment background and important health information.
The ‘Personal Settings’ will take you to your profile as well but directly to the Settings section where you switch certain settings ON/OFF as needed.
The System Settings page is where you can configure the system to suit your company’s processes. Here you will find all the settings related to the people, scheduling, timesheets, role permissions, absences and more. allows you to choose which information is being displayed in the portal (show upcoming shifts to employees or not etc) and also manages what kind of rights your staff members have in their portals (is it allowed for a staff member to cancel a confirmed shift in staff portal etc).
As mentioned in the very beginning, this is where you can fill in details about your company, upload a logo and add departments if needed.
Under Scheduling Settings you can set up how the scheduling process will work. For example, you can select whether the staff is required to confirm their shifts or whether it is allowed for a staff member to cancel a confirmed shift.
Time and Attendance
Here you can choose whether you want to time and attend your employees. If you switch ‘Time & Attendance Activation’ ON the users will be able to clock in and out of their shifts. The Time Clock page will then display real time information of whose shifts are currently running as well as show problem alerts if someone is late to their shift, doing overtime or has finished their shift early.
Timesheet Approval settings allows you to choose whether the admins or employees are required to confirm timesheets.
The People Settings section is where you can add new positions and qualifications to the system and decide what information the employees will be able to see and what actions will be available for them on the staff portal. For example, you can choose whether the employees will be able to manage their unavailability or to add expenses to their shifts.
Here you can enter the absence types which are used in your company. What is more, you can also customise the holiday settings. For example, you can set on which date the holiday year starts, whether the holiday is tracked in days or hours and set the default holiday allowance for employees. Please note that it is also possible to set individual holiday allowance on employee’s profile.
Permissions for roles
In PARiM system you will find that there are five user roles. The Superadmin, Manager, Department Supervisor and Location Supervisor roles have access to the admin portal and the Employees have access to the staff portal.
The Permission Settings allow you to manage the roles that have access to the admin portal - you can switch permissions ON and OFF depending on what you want a specific user role to be able to see and manage when they log into the admin portal. For example, if you don’t wish the Location Supervisor to be able to see financial information such as pay rates for the employees then you can switch their financial access OFF.
Note: you will find that some settings are either switched ON or OFF by default and these cannot currently be edited.
Notifications allows you to manage what email notifications different user roles receive for the actions taken in the system. For example, you can set whether the employees will receive an email if a new shift has been assigned to them or choose whether managers will receive an email about an employee requesting a holiday.
TIP: Click on the heading to reveal more specific options.
Please note that users with Superadmin role do not receive notifications by default so if you are a Superadmin and want to receive the notifications you would need to add a Manager role to yourself in addition to the Superadmin role. This can be done on the Roles page which you will find from under the People tab.
Working Time Rules
Working Time Rules settings allow you to manage employees’ maximum allowed working hours as well as set the required consecutive rest time. You can set up custom rules by defining the Maximum Hours, Period and Age and if during scheduling any shift is not in compliance with the set rules it will be displayed to you on the Schedule Calendar with a problem indicator.
The billing section gives you an overview of your billing and payment history as well as recent activity, displays your payment information and current balance and if you have inserted your payment information, also allows you to pay the current balance right away. We are using Stripe as our payment gateway provider – we do not save your credit card details on the system.
The Subscriptions page gives you an overview of all the modules available. You will find the description of the default module PARiM Pro Simple as well as other optional modules to which you can subscribe to such as Absences, Assets, Events, Check Calls, Checkpoints and SMS & Voice module which among other things allows you send text messages to the employees.
Note: if you would like to activate the SMS & Voice Module you would need to contact us as we need to allocate a phone number to your company. This can be done via the blue bubble chat on the bottom right-hand corner in the system or send an email to firstname.lastname@example.org.
Now that you've got an overview of what you can do in the Admin portal, check out the three steps to get you started with using PARiM:
If you have a problem or a question you can't find the answer to in the help center, FAQ or anywhere else on the site, please contact us via the blue button located at the right bottom corner and we will be happy to help you out!