user manual - skills db pro · gender country_name jobrole 4 - password: if passwords are left...

USER MANUAL

SKILLS DB PRO

ADMIN SKILLS MODULE SETUP

Version 1.0

06/01/2018

Prepared By:

Skills DB Pro Inc.

www.skillsdbpro.com

USER GUIDE SKILLS DB PRO – ADMIN SKILLS MODULE SETUP

2 Skills DB Pro System www.skillsdbpro.com

INDEX

1. How to Setup Your Skills List ..................................................................................................................... 3

1.1. Setup Skills Library ............................................................................................................................. 3

1.2. Manually Add Skills ............................................................................................................................ 4

1.2.1. Add New Category ...................................................................................................................... 5

1.2.2. Add New Skill .............................................................................................................................. 5

1.2.3. Add New Qualification ................................................................................................................ 5

1.3. Import Skills From Excel File .............................................................................................................. 6

1.3.1. Skills Template File ...................................................................................................................... 6

1.3.2. Launch Import Skills .................................................................................................................... 7

1.4. How to Setup Your Scoring System .................................................................................................... 7

2. How to Setup Your People List .................................................................................................................. 8

2.1. Manage People Categories ................................................................................................................ 9

2.2. Manage Job Titles .............................................................................................................................. 9

2.3. Manage Departments ...................................................................................................................... 10

2.4. Manage Business Regions ................................................................................................................ 10

3. How to Get Your People in The System .................................................................................................. 11

3.1. Invite People Using The Invitation Link ............................................................................................ 11

3.2. Manually Add People ....................................................................................................................... 12

3.2.1. Add New Person ........................................................................................................................ 13

3.2.2. Set Person Password ................................................................................................................. 13

3.2.3. Email Password ......................................................................................................................... 13

3.3. Import People From Excel File ......................................................................................................... 14

3.3.1. People Template File ................................................................................................................. 14

2.3.2. Launch Import People ............................................................................................................... 15

3.3.3. Invite People using Mail Merge ................................................................................................ 16

4. How to Setup Your Company .................................................................................................................. 17

4.1. Define Company Settings ................................................................................................................. 17



1. HOW TO SETUP YOUR SKILLS LIST

1.1. SETUP SKILLS LIBRARY

To add skills using the Skills Library to your Skills List, click on [Admin] in the main menu, and then

select [Skills Setup --> Skills Library] option.

1- Select the Professional Skills group [1]:

Professional Skills: represent skills which can be measured on scales.

Professional Qualifications: represent item skills that people either have it or not. Can be

answered true or false.

Blue Collar Skills: represent skills which can be measured on scales.

2- Select skill category [2]:

A large set of categories is defined in the system, select one category from the drop-down list.



3- Select skills to add to your list [3]:

Select the required skills from the listed skills in the Skills Library table.

Check the [Select All] option to mark all listed skills in the category as selected.

4- Click load selected skills into my Skill List [4]:

Click on the [Load Selected Skills into my Skill List] button to load all the selected skills from the

Skills Library table into your Skill List.

It may take a moment to finish loading data in case of a large selection is applied.

5- Repeat the above steps for all skills categories you want to load into your Skill List.

The system has over 6,000 predefined skills and qualifications you can choose from.

1.2. MANUALLY ADD SKILLS

To add skills manually to your Skills List, click on [Admin] in the main menu, and then select [Skills

Setup --> Skills List] option.

Skills are listed under categories, categories can have up to 3 levels.



1.2.1. ADD NEW CATEGORY

1- Click on the [Categories Add/Edit/Delete] button [1], then the [Categories Add/Edit/Delete] popup

screen will be opened.

2- Click on the [Add new category] button in the popup screen, then the [Add/Edit skill category]

popup screen will be opened.

3- Write the [Main category] name, and click on the [Update] button when finish.

1.2.2. ADD NEW SKILL

1- Click on the [Add New Skill] button [2], then the [Add/Edit Skills] popup screen will be opened.

2- Select the category from the Category drop-down list, write the Skill name and description, then

click on the [Update] button when finish.

1.2.3. ADD NEW QUALIFICATION

1- Click on the [Qualification Categories] tab [3].

2- Click on the [Add New Qualification] button, then the [Add/Edit Qualifications] popup screen will

be opened.

3- Select the category from the Category drop-down list, write the Qualification name and description,

and click on the [Update] button when finish.



1.3. IMPORT SKILLS FROM EXCEL FILE

To import skills from an excel file to your Skills List, click on [Admin] in the main menu, and then select

[Skills Setup --> Skills Import] option.

1.3.1. SKILLS TEMPLATE FILE

1- Click on the [Download - .csv Category & Skills Import Template] link [1] to download the skills CSV

template file.

2- Don't change the content of the template columns' headings.

3- Fill the template with the skills information, and don't exceed the max length for each value.

CategoryMain1(max length 40)

CategorySub2(30)

CategorySub3(20)

IsAttribute(0=Skill, 1=Attributel)

Skill(100)

Skill Description(1000)

4- Save the changes in the template CSV file.



1.3.2. LAUNCH IMPORT SKILLS

1- Click on the [Launch Import] link [2].

2- Select [Import Skills List] from the [Import File Type] drop-down list.

3- Click on the [Choose File] button, and upload the updated CSV skills template file.

4- Click on the [Import] button when finish.

1.4. HOW TO SETUP YOUR SCORING SYSTEM

To open the [Score Description] page, click on [Admin] in the main menu, and then select [Skills Setup --

> Score Description] option.

Customize your scoring system, changing it late can create confusion. So it's best to do it once correctly.



Five scoring descriptions are already defined in the system, you can easily add/edit all the scoring levels

according to your needs:

1- Click on the [Add New Score] button [1], then the [Add/Edit Score] popup screen will be opened.

2- Write the score number, description, and details description, then click on the [Update] button

when finished.

2. HOW TO SETUP YOUR PEOPLE LIST

To setup people list, click on [Admin] in the main menu and then select [People Setup --> Lists] option.



2.1. MANAGE PEOPLE CATEGORIES

Click on [People Category] tab to manage the people categories list.

Through this screen you can manage your people categories list easily:

1- Click on file type button [CSV, Excel, or PDF] at the top of the list to export the list.

2- Write the category name or any text part in the search text box to filter the list.

3- Click on [New People Category] button to expand the list and define a new people

category.

4- Click on [Edit] button to expand the list and update the people category name.

5- Click on [Delete] button to deleted specific people category.

2.2. MANAGE JOB TITLES

Click on [Job Titles] tab to manage the job titles list.

Through this screen you can manage your job titles list easily:


2- Write the job title or any text part in the search text box to filter the list.



3- Click on [New Job Title] button to expand the list and define a new job title.

4- Click on [Edit] button to expand the list and update the job title.

5- Click on [Delete] button to deleted specific job title.

2.3. MANAGE DEPARTMENTS

Click on [Departments] tab to manage the departments list.

Through this screen you can manage your departments list easily:


2- Write the department name or any text part in the search text box to filter the list.

3- Click on [New Department] button to expand the list and define a new department.

4- Click on [Edit] button to expand the list and update the department.

5- Click on [Delete] button to deleted specific department.

2.4. MANAGE BUSINESS REGIONS

Click on [Business Regions] tab to manage the business regions list.

Through this screen you can manage your business regions list easily:




7- Write the business region or any text part in the search text box to filter the list.

8- Click on [New Business Region] button to expand the list and define a new business region.

9- Click on [Edit] button to expand the list and update the business region.

10- Click on [Delete] button to deleted specific business region.

3. HOW TO GET YOUR PEOPLE IN THE SYSTEM

3.1. INVITE PEOPLE USING THE INVITATION LINK

To invite person using the invitation link to the system, click on [All People] in the main menu, and then

select [Manage Personnel] option.

11- Copy and Paste the link for your people to self register in the system.

12- Once the person opens the link, the below registration form will be displayed:



13- After successful registration in the system, the person will receive an email contains the login

username and password.

3.2. MANUALLY ADD PEOPLE

To add a person manually to your People List, click on [All People] in the main menu, and then select

[Manage Personnel] option.



3.2.1. ADD NEW PERSON

1- Click on the [Add Person] button [1], then the [Add Person] popup screen will be opened.

2- Write the person information in addition to the Login to be displayed in the invitation email, then

click on the [Update] button when finish.

3.2.2. SET PERSON PASSWORD

1- To set the user password, click on the [Password] button [2] for the added person.

2- Click on the [Set New Temporary Password] button to automatically generate a user password.

3.2.3. EMAIL PASSWORD

Click on the person email link to send the password using your email system.



3.3. IMPORT PEOPLE FROM EXCEL FILE

To import people information from an excel file to your People List, click on [Admin] in the main menu,

and then select [People Setup --> Import People] option.

3.3.1. PEOPLE TEMPLATE FILE

1- Click on the [Download - .csv Personnel Import Template] link [1] to download the personnel CSV

template file.

2- Don't change the content of the template columns' headings.

3- Fill the template with the personnel information.



LastName Company WebPage

FirstName BusinessPhone Notes

EmailAddress HomePhone BusinessRegion

YourPersonID MobilePhone DepartmentName

Login FaxNumber JobTitleName

Password Address, City PeopleTypeName

GroupId StateProvince ManagersEmail

NextAvailDate ZIPPostalCode IsActive

Gender country_name JobRole

4- Password: If passwords are left blank, the system will assign a temporary password to the user.

5- GroupID: represents the security role of the person.

6- ManagersEmail: assigning people to a manager using the manager's email address will automatically

create the hierarchy between people in the system.

7- Save the changes in the template CSV file.

2.3.2. LAUNCH IMPORT PEOPLE

1- Click on the [Launch Import] link [2].

2- Select [Import People List] from the [Import File Type] drop-down list.

3- Click on the [Choose File] button, and upload the updated CSV skills template file.

4- Click on the [Import] button when finish.

5- A detailed report will be generated describing the import process result.



3.3.3. INVITE PEOPLE USING MAIL MERGE

To invite people using mail merge to the system, click on [All People] in the main menu, and then select

[Notifications--> Mail Merge] option.

1- Click on the [Invite new people] notifications button [1].

2- You can filter on any field to create your mail merge list, e.g. Date Added [2].

3- You can change the email Subject and Body [3].

4- Click on the [Send Email to List Below] button when finish [4].

5- The sent welcome email contains the URL, user login and temporary password.

6- On user login:

The update security information page is displayed, then

The user can easily define his skills and qualifications in the system.



4. HOW TO SETUP YOUR COMPANY

4.1. DEFINE COMPANY SETTINGS

To open the Company Setup page, click on [Admin] in the main menu, and then select [Company -->

Company] option.

It is recommended NOT to [Allow employees to add skills to the skills list] [1] to avoid define

different descriptions for the same skill or multiple typo for the same skill e.g. (C#) , (C Sharp).

You can select [Do not allow employees to modify profile] [2].

Upload your company logo file [3].

user manual - skills db pro · gender country_name jobrole 4 - password: if passwords are left...

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