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Head Office ‘Next Employee Portal’
USER GUIDE
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Contents This package introduces you to the Next Employee Portal for Head office Staff and should be used as a reference guide. This manual remains the property of the Next Head Office and the information contained should not be disclosed or abused in any way. Introduction ....................................................................................................................................................... 3 Registration ....................................................................................................................................................... 4 Home Page......................................................................................................................................................... 6 Navigation .......................................................................................................................................................... 7 My Employment ................................................................................................................................................ 9
Booking Holidays/Lieu Hours....................................................................................................................... 10 Cancelling Holidays ...................................................................................................................................... 12 Absence Planner .......................................................................................................................................... 13 My Holiday Record ...................................................................................................................................... 14 My Team’s Holiday ...................................................................................................................................... 15 Update My Details ....................................................................................................................................... 16 My Benefits .................................................................................................................................................. 21 My Payslips .................................................................................................................................................. 22 My Lieu ........................................................................................................................................................ 23
My Messages ................................................................................................................................................... 24 Manager Portal ................................................................................................................................................ 25
Holiday Management .................................................................................................................................. 26 Employee Search ......................................................................................................................................... 29 Red Weeks ................................................................................................................................................... 30
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Introduction
Next Employee Portal is a website specifically for use by Next Employees only. It has been designed so that employees of Next can access certain information for example; holiday booking, view payslips via a link on the Internet. It can be accessed during breaks while at work but also from any location where internet access is available, outside of work. For the purpose of Registration, all employees will be provided with their own personal logins which will be displayed on their May’s payslips. These are confidential and should not be divulged to any other member of staff. However please note that part of the registration process will be to set up a unique password which should be kept secure and used to access NEP on every occasion after initial registration.
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Registration The website can be accessed via the link https://employee.next.co.uk/ The NEP screen will appear as follows:
To register on HNEP for the first time click
Enter your Payroll Number and your unique Registration Password then click
Click on New User to register.
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Registration
To complete the Registration Process, it is necessary to complete the following information:
• Enter and Confirm your personal Email address • Create and Confirm a memorable NEP Password (at least 6 characters long containing at
least one symbol i.e. !, £, ?) • By using the drop-down arrows:
o Select all 5 Security Questions and o Enter and Confirm the Security answers
And click on Confirmation E-Mail Once the registration process has been completed, a confirmation link will be sent to the email address provided which will complete the final registration process.
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Home Page Once registered, on accessing the NEP link the New User/Sign-In page will appear as before:
To sign-In, Enter the e-mail address and Password then click , the following Home page appears:
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Navigation As with most websites, there are buttons displayed across the top of the page which will allow the user to navigate to various links. The following information describes the information contained in each link:
Click on:
• Or the Next logo to return to the Home page.
8 further options appear as follows: • My Pension Select to view Pension related policies and documents • My Holidays Select to book, view or cancel holidays. • Update My Details Select to update your personal details, bank details and Emergency
contact details. • My Benefits Select to access Direct to Desk website, Corporate perks website,
Salary Sacrifice Scheme and to request a replacement Staff Discount Card. • My Payslips Select to view and print your Payslips. • My Lieu Select to view your Lieu hours breakdown detail screen. Please Note:
• My Holiday Record Select to view summary of all your booked holidays.
This screen is only available if you have got hours in the Lieu Bank.
• My Team’s Holiday Select to view holidays booked by anyone in your team.
• Select to view confirmation messages of any requests and changes made through NEP.
• Select to access various Policies and Documents and a link to Next Career Website.
• Select to update your password, change email address, update your security questions and Logout out of NEP.
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• There are also Quick Links which when selected, will navigate straight to the desired page.
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My Employment
My Holidays – Booking/Cancelling On selecting My Employment followed by My Holidays, the following screen appears:
The Holiday Planner screen provides a yearly overview and has been categorised as follows:
Key:- • Approved Approved holiday/lieu requests • Pending Holidays/Lieu hours requested pending for a manager’s approval. • Rejected Holidays/Lieu requests that have been rejected by the manager. • Fully Booked All available holiday hours for the day have already been booked by
other members of staff. • Contracted Your contracted shift. • Non Contracted Non contracted days. • Earliest Request The earliest date to request or cancel any booked holidays. • Entitlement Displays the number of holiday hours allocated for the whole holiday year. • Left to Book Remaining entitlement. • Lieu Remaining Displays the number of lieu hours remaining for the year.
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My Employment Booking Holidays/Lieu Hours
Select whether you want to book a holiday or Lieu hours. Please note:
The Lieu hours button option will be greyed out if you do not have any lieu hours remaining for the holiday year. To book a holiday/lieu click on the desired date/start date and the following Holiday/Lieu Request pop-up will appear:
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• From and To boxes
Pre-set with the date previously selected from the Holiday Planner page therefore this information can be over-keyed or the Calendar function can be selected to choose a date.
Please Note:
• Start of Shift
The dates selected must be contracted.
Select to book the start of the shift off only (half shift). Please Note:
• End of Shift
if you are booking the holiday for more than one day then this option is greyed out for the first day of absence. This is because the period of the absence requested needs to be unbroken.
Select to book the end of shift off (half shift). Please Note:
• Max
if you are booking the holiday for more than one day then this option is greyed out for the last day of absence. This is because the period of the absence requested needs to be unbroken.
The maximum number of hours you can take off for the selected date.
• Hours Showing in the Box Displays the number of hours you are requesting for the date selected.
• Status Displays the total number of hours being requested, the full holiday year entitlement, Number of hours that already taken, number of hours of any holidays booked already and the remaining balance (left to book balance).
• Click Submit To receive a confirmation message in your My Messages folder.
5.50
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My Employment
Cancelling Holidays
To cancel a holiday/lieu click on the desired date/start date and the following Holiday/Lieu Cancellation pop-up will appear:
• From and To boxes Pre-set with the date previously selected from the Holiday Planner page therefore this information can be over-keyed or the Calendar function can be selected to choose a date. Note: The dates selected must be contracted. All hours within the specified dates will be cancelled regardless of whether ‘Start/End of Shift’ are ticked.
• Status Displays the total number of hours being requested to cancel, the full year entitlement, Number of hours that already taken, number of hours of any holidays booked already and the remaining balance (left to book balance).
• Cancel Holiday To receive a confirmation message in your My Messages folder.
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My Employment
Absence Planner In addition to the Holiday Planner, employees also have access to view the Absence Planner. This displays all the absence occasions the employee was off during the holiday year. To view your Absence Planner click on the Absence button on the Holiday Planner screen and the following screen appears:
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My Employment My Holiday Record
This screen lists all the holidays you have taken and booked in the holiday year.
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My Employment My Team’s Holiday
This screen shows the holidays booked by everyone in your team in the next 3 weeks from the date selected on the screen.
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My Employment
Update My Details By clicking on My Employment then Update my Details, the following screen will appear with 3 further options to select from on the left-hand side:
Use the links on the left hand side to:
1. Update Personal Details 2. Update Emergency Contact Details 3. Update your Bank Details
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My Employment
Update My Details
1. Update Personal Details
This screen should be used to update your Address and Contact Details. Please Note: The Name and Email Address fields cannot be updated from this screen. To update your Email Address click on NEP Account/Logout then Manage My NEP Account and select the option to change your email address. To update your Name please contact HR Department. On completing all relevant fields, input your HNEP Password at the bottom of the screen and click Update.
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My Employment
Update My Details
2. Updating Emergency Contacts
This screen should be used to update your Emergency Contact details. On completing all relevant fields, input your HNEP Password at the bottom of the screen and click on Update.
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My Employment
Update My Details
3. Updating Bank Details
This screen should be used to update your bank details.
• Input your new Sort Code, Account Number and B/S Ref (if applicable). • Input your HNEP Password at the bottom of your screen and click Update. • This will then take you to the Bank Details Confirmation Screen.
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Bank Details Confirmation Screen
• Review the bank details on this screen to ensure all of the information entered is correct. • Click on Submit new details to update your bank details.
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My Employment My Benefits Request a Replacement Staff Discount Card By clicking on My Employment then My Benefits, the following screen will appear:
Click on the Order button to request a Replacement Staff Discount Card.
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My Employment My Payslips
You can view/print your payslips online via this screen. You also have the option to opt out of receiving paper payslips.
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My Employment My Lieu
This screen details the summary of your Lieu hours accrued and taken. Please Note: This option will not be available if you have never accrued any Lieu hours.
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My Messages You will receive a message confirmation and an email to the registered email address when you update/request the below:
• Personal Details • Emergency Contacts • Update Bank Details • Booking Holidays/Lieu • Cancelling Holidays/Lieu • Manager/Supervisor Booking Holidays on employee’s behalf • Manager/Supervisor Cancelling Holidays on employee’s behalf • Requesting a Replacement Discount Card
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Manager Portal In addition to all the screens shown above, Managers/Supervisors have access to another screen Manager Portal. This screen can be used to:
• View and manage the holidays/lieu requests made by employees. • View and manage employees’ absences. • Book/Cancel holidays and Lieu on behalf of employees • Update employees Lieu hours record. • Add or delete Red weeks
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Manager Portal
Holiday Management Click on the Manager Portal and then Holiday Management. This will bring up Monthly view of Holiday Management screen.
Monthly View
Use the drop down box to filter through cost centres and suffix.
Use this to navigate through Month and Year.
This shows the number of Approved, Pending and Rejected Holiday requests. Clicking on this also takes you to the daily view of Holiday Management Screen.
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All the holiday requests will appear here for your approval. Use the Arrow buttons to navigate through requests. Weekly View To access the weekly view click on the week number on the left hand side.
The above screen shows the list of employees with approved, pending and rejected holiday requests and the number of hours requested over the period shown. Clicking on any employees’ name will take you to their Holiday/Absence Planner.
This is the week beginning date, use the arrows to navigate through the weeks.
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Daily View To access the Daily View of the Holiday Management, Click on the desired date in the Monthly View. Daily view can also be accessed via the Weekly View by clicking on the Date showing in the weekly view.
This shows the list of employees with approved, pending and rejected holiday request for the date selected. This also show the employee contracted start and finish time and as well as the Start and Finish time of the holiday requested.
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Manager Portal Employee Search Use this screen to search and view employees’ Holiday Planner and access employees’ Lieu Details screen where you can update the employees’ Lieu hours’ record.
Click on the employee whose Holiday Planner or Lieu Details screen you want access and select the desired option from Select Page drop down box and click Go.
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Manager Portal Red Weeks These are the dates which you can set to prevent employees requesting holidays/lieu during peak periods.
To set red weeks, select the Desired Date and select the Cost Centre and Suffix and click on Add Date.
