DIY HR: CiviHR’s Self Service Portal

Written by Frank - 05 Jun 2017 Category: Feature

CiviHR's Self Service Portal (manager view) running on a laptop

CiviHR's Self Service Portal (manager view) running on a laptop

In a busy workplace, maintaining HR information on your staff can be difficult. Keeping track of leave requests, sickness absence and people’s details is particularly challenging when all of this is split across a number of spreadsheets or different systems.

CiviHR’s mobile friendly Self Service Portal (SSP) allows staff to see and update their details (including addresses and emergency contact information), request leave and record sickness, and even search the staff directory all while on the go. Managers can even respond to leave requests, all from their mobile.

If you would like to get to grips with the SSP, you can try it out on our demo site here.

Manager dashboard and SSP

Everyone in the organisation has access to this portal. For people with ‘staff’ and ‘manager’ permissions, the SSP is the screen they see when they log in. As an ‘admin’, you can find your SSP by clicking the CiviHR logo on the dashboard and then selecting ‘Self Service Portal’.

My Details

Here staff can check if their personal details, such as home address and emergency contact, are accurate, and update as necessary.

My Tasks

The My Tasks window, showing open tasks

Once a Task has been created and assigned by an HR manager, the assignee will receive a notification email inviting them to check their SSP, where they’ll see the task displayed. Selecting it shows more info, while you can use the tick box in the Mark Complete column to mark the task as done. You can also filter open tasks by when they’re due (Overdue, Today, This Week or Later) by selecting the relevant filter in the left column.

You can find out more about this module in the Tasks and Assignments blog.

My Leave

From here, you can also take care of what is, for many organisations, the single most time-consuming HR task: leave and absence. From the My Leave panel, your staff can view and request all leave types for which they are eligible (Annual Leave, TOIL, Parental Leave, etc.). There’s also a calendar view with colour-coding of leave types so that staff can easily view their leave histories.

The My Leave window, showing approved leave, leave types and leave balance.

Sickness Report


As you might expect by this point, this is where you view past sickness or report a new sickness absence. It works in a similar way to My Leave, but shows only past absences. Selecting ‘Report new sickness’ opens a new window allowing you to report the date and reason for your sickness, and attach any supporting documentation (e.g., a doctor’s note) that may be required.

The My Sickness Report window, showing approved sickness absences

Staff Directory

Your staff can search the directory for info about their colleagues. They will only be able to see names, job titles, managers and work contact details by conducting this search. All private and sensitive information remains accessible only to admins.

HR Resources

This window shows any HR Resources that you’ve uploaded. These might include the employee handbook, company health and safety policy, or any other document you wish your staff to be able to read. They can download and view them from here.

Current Vacancies

Finally, staff can view any internal vacancies available and apply for them online using CiviHR’s built-in vacancy module.

Find out more

The SSP is easily accessible from any device with a web browser, so your staff can request leave and check their HR tasks from pretty much anywhere. It’s designed to make it easy for your staff to perform any HR-related task in a way that ensures that, as an HR manager, you can keep track of who’s done what and when, without having to do all the heavy lifting yourself.

Look out for our next blog, on the brand new Leave and Absence module, coming soon!

If you’d like to join CiviHR's pilot programme, get in touch with Frank Podmore at or 07841 023 287.

You can also follow us on Twitter, Facebook and LinkedIn for regular updates.


New version release: 1.6.9 is here

Written by Frank - 09 May 2017 Category: Version release

New Version Release: CiviHR 1.6.9

New Version Release: CiviHR 1.6.9

It might not feel much like spring here in London, but CiviHR is embodying the growth and renewal of the season with a new version release. Updates were successfully completed yesterday, so you don’t have to do anything to get the latest, best version of CiviHR

Let’s check out what’s new!

  1. We’ve upgraded to the latest stable version of CiviCRM (4.7.18), which Jamie Novick blogged about here. This update fixes some minor bugs that were affecting CiviHR’s performance, including:

    • Changes to ‘Relationship type’ in the Managers tab now save correctly

    • ‘Add Identification Record’ form now loads blank; previously, it showed the details of existing records

  2. Pension providers are now managed using the ‘Organisation’ contact type.

  3. You can now define biweekly and bimonthly pay cycle options to Job Contracts, as requested by our pilots the Sargent Shriver National Center on Poverty Law, and the Boys and Girls Club of London, Ontario.

  4. We’ve fixed the issue where only one manager received email notifications about leave request when the User making the request had more than one leave approver. Thanks to UK Youth for flagging it up.

  5. The Staff Directory previously listed Contacts’ private email addresses when those were the first ones entered. This has been fixed so that only work emails are listed in the directory.

  6. And of course, we’ve made numerous small bug fixes and updates to make using CiviHR smoother and easier.

As always, thanks for being part of the CiviHR community! We’re heading ever closer to the next ‘big’ release, where we make the leap from 1.6 to 1.7, with a brand new Leave and Absence module, so stay tuned for that.

Introducing our new Community Outreach & Marketing Manager

Frank Podmore
Written by Frank - 17 Mar 2017 Category: CiviHR

I thought I’d use the blog this week to introduce myself as the new Community Outreach and Marketing Manager for CiviHR, taking over from Fernanda Munhoz.

I thought I’d use the blog this week to introduce myself as the new Community Outreach and Marketing Manager for CiviHR, taking over from Fernanda Munhoz. I’ll be running marketing for CiviHR, as well as interactions with our growing community of pilots, partners and developers. My professional background draws on several areas, including sales, marketing and education. I've most recently been working with a startup serving the university sector.

This is an exciting time for CiviHR. While we continue to onboard organisations as pilot users, we’re moving steadily towards a stable version that will be available for public use this autumn. It’s great to be working on a project from early on like this, as we establish a strong identity to go with the product the developers have been working on for the last 18 months.

One of the great things about working with a system built by and for non-profits is becoming familiar with the huge variety of activities covered by the loose term ‘third sector’. I’ve already met people from organisations with such disparate focuses as canal boat appreciation, hackspaces and community radio stations, and people with responsibility for enormous organisations with thousands of volunteers alongside those running microcharities out of their front rooms. All of them are united by a desire to build communities and improve people's lives, which could hardly be a better motive for going to work every day.

In addition to providing some of the basic code for our software, CiviCRM has also provided a model of the kind of community we hope to build around our product. I was lucky to have the opportunity to talk about CiviHR at the UK’s first CiviCamp up in Manchester, and at the CiviCRM meetup at Compucorp HQ earlier this month. It was inspiring (and mildly surprising) to see such a strong community based around a CRM―something I doubt could be achieved without the open source philosophy that underpins both CiviCRM and CiviHR.

If you have any questions about CiviHR, whether you’re an existing pilot or you’ve only just heard of the project, please get in touch with me at or 07841 023 287. Alternatively, take CiviHR for a test drive at our demo site!

About CiviHR

CiviHR is a project to create a great open source HR solution for non-profit organisations. By developing technology in a collaborative manner the benefits can be shared by non-profits everywhere.


CiviHR is a project to create a great open source HR solution for non-profit organisations. By developing technology in a collaborative manner the benefits can be shared with non-profits everywhere. 

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