How to Get Started with Azets Cozone

Welcome to your own Cozone Portal! This is your landing page for notifications and information from Cozone, and your pathway to reach our other applications. The sidebar on the left hand side of your screen shows you all the applications you have access to. In this example "Home" is selected, this represents the Cozone Portal. Clicking on the home icon will take you back to the Cozone Portal. Your selection of applications might look different from this example. You will always have the home icon, but can have any combination of applications developed by us or by third parties to which your organization wants you to have access to. By clicking on any of them, that application will open. If it's an application developed by us, it will open in the same browser tab and will have the sidebar available for easy navigation. Applications developed by third parties will open in a new tab.

In the Employee widget you can get a quick overview of your salary. You can find your two latest payslips, how long until you must close your time report and an overview of your balances.

 

Links can be displayed for users in the Cozone Portal. These can be general links that are seen by all the partner's clients or only by user's of a specific companies.

The manage links feature allows creation of new links or editing of existing ones.

To edit existing links or add new ones, open the top-right menu in the Portal. Specific privileges are required to be allowed to create/edit links.

News can be published in the Cozone Portal for our clients. They can be posted to specific companies, or partner-wide to all clients belonging to a partner.

The manage news feature allows publishing news that will be visible in the Portal for the users in a certain company. Already published news can be ordered/searched by name, address, and company/corporation name.

To create new news, or edit existing ones, go to the top-right corner in the portal and select Manage News. Specific privileges are required for you to be allowed to do this.

We're going to explore the general layout of the interface, the different views that are available, and what type of filtering is possible.

When you access Activity, the default landing page will be in the "Single company" mode view and it will display the calendar for the company your user belongs to.

You can select to view the calendar as year, month or list.

 

If you have access to several companies, you can search and select another company from the drop-down menu.

On the left side you have the filtering options:

- Activity type (activities that have been already added to the calendar)

- Owner (an activity will either be owned by the customer or the partner)

 

In the upper-right part of the page, you can choose to sync the calendar with your own calendar (Google, Outlook), print(save as pdf), or copy the calendar to another company. 

The approval log shows all the changes that have been done for a certain year plan.

 

 

In this mode, you can select multiple companies from the Company list. This view helps managing schedules and avoid deadline clashes for multiple companies on the same day.

In the Multiple Companies mode, activities from different processes can only be viewed, they cannot be edited, added, or removed and the calendar is displayed in a monthly view.

Here we explain the steps to sync Activity Calendar with Outlook. You can either copy the calendar link or download the iCal file and import it into Outlook. Additionally, there is an option to add an internet calendar using the URL.

1. Go to the calendar that you want to sync and click on the sync ( export to your calendar) button.

 

2. The following window appears and you can choose to copy the calendar link by using the corresponding button or to download the iCal file:

 

2.1. If you choose to download the file, then you'll need to import it next as described below:

 

2.1.1. If you want to import activities with the rest of your current tasks and meetings follow the below steps, otherwise go to step d )

a. In Outlook, go to Calendar--> Add calendar

 

b. Choose Upload from file and you can drag the .ics file you just downloaded from Cozone Activity, or you can Browse it from your computer. After selecting the file, choose your Calendar from the drop-down and click on Import:

 

c. After Import., the items are automatically imported into your calendar.

2.1.2. If you want to have a separate calendar just for Activity, please do the following:

d. In Outlook, go to Calendar--> Add calendar

 

e. Select Create blank calendar, write a name for the new calendar, select a color and charm ( if you want to ). Then choose from the drop-down where this new caledar will be added and click Save.

 

f. After saving, choose Upload from file and you can drag the .ics file you just downloaded from Cozone Activity, or you can Browse it from your computer. After selecting the file, choose the previously created blank calendar from the drop-down and click on Import:

 

g. The activities will be imported into the Activity calendar that you created previously and you'll be able to view them separately:

 

2.2. There is also the option to "Subscribe from web" in Outlook to a Calendar by following the below steps:

a. In Activity copy the link:

 

b. In Outlook, go to Calendar--> Add calendar

 

c. Select Subscribe from web, paste the URL you copied from Activity, write a name for the new calendar, choose a color and a charm and, from the drop-down, select where the new calendar will be added ( My calendars, Other calendars etc. ) and click on Import:

 

d. The activities get imported and you can see the new calendar in the list:

Here we explain the steps to sync Activity Calendar with Google Calendar. For this, you need to copy the calendar link and paste it into Google Calendar. 

Below are the steps you should follow:

1. Go to the calendar that you want to sync and click on the sync button.

 

2. The following window appears and you can choose to copy the calendar link by using the corresponding button:

 

3. Open your Google Calendar and click on "other calendars"

 

4. Click on --> From URL

 

5. Paste the URL you previously copied from Activity, click Add calendar, and it's done!

 

6. From Settings for other calendars, click on the newly added calendar and rename it as you desire.

Here we explain the steps to sync Activity Calendar with iCalendar. For this, you need to copy the calendar link and paste it into iCalendar. 

Below are the steps you should follow: 

1. Go to the calendar that you want to sync and click on the sync button.

 

2. The following window appears and you can choose to copy the calendar link by using the corresponding button:

 

3. Open your iCalendar.

 

4. Click Files --> New Calendar Subscription

 

5. Paste the link from Activity and done!

To access Drive the users needs to log in to the Cozone portal and click on the Drive icon:

After the user clicks on the Drive icon, the Drive landing page will be displayed:

In recent users can find all recent files uploaded to their drive. They are categorized in two ways, to consultant (files uploaded by consultants) or from consultant (files uploaded by client users). 

 

Here you can se an overview over all your file requests. .

 

With file drop the user can drop files privately do their consultant. The files dropped here are not visible other users. 

 

The option to Upload files is only visible to client users

 

In Drive, we have files organized in Document Areas. These are parent folders usually organized in business areas with permission based access.

 

The recycle bin is where all deleted files get stored for 30 days until they are permanently deleted.

 

Here you can adjust your notification settings and get an overview over which folders you are watching.

Here you can find information about how notifications are managed in the Drive application and how to watch/unwatch a folder.

 

Go to the Settings icon, from the top left corner.

 

If the notification line is set with “ON”, then the user will get the notification via email when files are added on the folders where he set himself as a watcher. If the line is set with “OFF”, no notifications will be received, even if the user is set as a watcher on the folders.

By clicking on the “eye” icon in a folder, you will watch the correspondent folder and you will receive notifications if there are any updates (new file upload, new comment, etc ).

 

You can view all the watchers of the folder by clicking on the button “Watcher” at the bottom of the page

 

If you want to unwatch a folder, there are 2 ways to do it:

If you have received a file to be approved you will receive an email notification. You need to have rights to the folder to be selected as an approver. By clicking on the file name in the email you are directed to the folder containing the file.

Under Actions, you can approve or reject the file:

Should you choose to approve or reject, a window will pop up, that will give you the possibility to leave a comment, before finally approving or rejecting the file:

 

Here we provide information on how to close or open a time report, verify the status history of the time report, view the report summary, and check the balance.

As an employee, upon logging into Azets Employee, you will arrive at your Calendar page, which by default displays the current month or period (noting that some employees may have time reporting periods beginning mid-month and concluding in the middle of the following month).

You can navigate between periods by clicking the arrows located near the period display.

After you have completed adding events to your calendar, you can close it simply by clicking the "Close" button.

 

Be aware that a time report with a pending request cannot be finalized until the absence is approved, rejected, or removed from the calendar. A notification will appear to inform you of this, and the 'Close Time Report' button will remain disabled.

 

Upon closure, the status of the time report shifts to "Pending". In this state, it remains possible to reopen the report. The current status of the time report is visible in the Overview section, while the history of the time report's status, including your manager's name, is accessible under the Approvals tab in the Overview.

 

The Overview section has 2 other tabs: Summary and Balance.

If you click on Summary you will see your scheduled, presence and absence hours.

 

Here we provide instructions on how to add, modify, or remove events from the Calendar.

 

There are two methods to add an event to your Calendar: you can click on the "New Event" button and select an event type from the dropdown list on the right, or you can first select the day you wish to schedule the event, then click the "New Event" button on the right and choose the event type from the list.

If you opt for the first method, you will need to select the date, with the default being the first day of the period. If you select the second method, the day will already be chosen.

First method:

 

Second method:

 

The most frequently used events will appear first in the dropdown list, but you can scroll down for others as well.

For certain events, it is necessary to enter both the start and end dates, as well as a comment. The comment may be required, depending on the type of event.

If you need to report the same event multiple times, you can easily duplicate it by selecting "Duplicate event for new dates" and choosing the date range. You may also choose to activate "Exclude non-working days." Once you click "Save," the event will be duplicated across each day within the range you specified.

 

Once an event is added, you may edit or delete it by clicking on the event. It will be highlighted when selected for editing. During this process, you have the option to adjust the start/end date, add or remove a comment, or delete the event entirely.

For approving your employees' period transactions you need to go to Time reporting --> Period transactions --> List or Grid view. 

Both views offer the "Approve All" button, which allows you to approve all transactions marked as "Open" within the selected time frame.

 

On the right side of each employee's row, the status of their registered transactions is displayed, allowing for individual approvals. In Grid view, approving a single row will approve all transactions associated with that particular employee.

 

Clicking on a status will display the transaction history, detailing when it was added and who approved it.

Here we explain how to create period transactions for your employees as an approver or manager/admin in your organization's system. The transactions can be registered from the Time reporting --> Period transactions page.

There are two view options available for creating period transactions - Grid or List view. The Grid view is set as default, but List view can be selected under Administration --> General tab.

The Grid view facilitates working with multiple employees and transactions simultaneously. It allows the selection of various employees and transaction types, with a filtering option also available. Any transactions inputted in this view will be assigned the next available pay date for the chosen period.

You will need to enter the amount or quantity for each transaction you want to register. 

 

The List view displays transactions for the current and the following month. To record a new transaction, choose an employee from the list, specify a future payment date, select the transaction type, and enter the amount or quantity. Already registered Transactions will appear on the page only if their payment date is within the chosen time frame.

So if you choose the time range to be only the current month, but you've previously entered a transaction with a pay date on the next month, it won't be displayed.

In 'Employee', under 'Time Reporting' and then 'Team Absences', you can view your own absences as well as those of your team members (employees within the same attest group), or the absences for the entire company, depending on the company-level settings. These settings can be configured in the 'Administration' section under 'General Settings'.

 

Below is the appearance of the Team Absences section for an employee with "Attest group's absences" setting:

 

And here is the appearance of the Team Absences section for the same employee when the "Whole company's absences" setting is selected:

 

Please note that you will have the ability to view the absences, but not to edit them.

Hovering over your absence will display the duration and status of the absence (status is available if it's a requested absence)

 

In this section, you have the option to delegate responsibilities to another user for a specified period. Even if the chosen user does not possess the necessary rights, they will inherit all the rights from the delegator for the duration of the delegation.

The overview displays all delegations within the chosen time frame. The default start date for the time range is today's date. A delegation will appear if its start or end date falls within the selected time range.

 

Once you deactivate an ongoing delegation, you cannot reactivate it by editing the end date. A message will indicate that the delegation is deactivated.

 

When setting up a new delegation, you must select the specific delegator from the drop-down menu. Based on the rights of the chosen person, the relevant responsibilities to be delegated will appear. If the individual is an attestor in multiple attest groups, you will need to specify which attest groups are to be delegated.

The delegatee will also be selected from the drop-down list, and then the duration of the delegation. Creating the delegation will automatically give the attest rights to the user for the selected period, even if that user does not have the specific role assigned.

Please be aware that as an attestor, you are permitted to delegate only to those employees within your attest group who are also part of the same company. Delegations at the corporate level must be established by client administrators.

 

The delegation setup will check whether the user will be active during the delegation period, otherwise, the delegation cannot be configured.

 

When going to Employee-->HR-->Employees-->Login tab (login tab view needs certain access rights for end-users) for an employee that is also a delegatee, the delegated privileges, duration, and the delegator will be displayed under the existing assigned roles for that employee.

 

If you possess approver or admin rights, you can view the employees you need to approve, or the reported absence ( sickness i.e.) under Approvals --> Absence, as well as those who are in the same attest group as you (your team members).

As an approver, you are limited to managing absences submitted by employees you can attest for, whereas as an admin, you have the capability to edit any request.

There are 2 tabs under Absence: Absence overview and Absence requests. 

The Absence Overview allows you to view all absences, both reported and requested. It provides options to select specific employees, define the time range, and filter by the status of the absence requests.

From the upper right corner, you have the option to export the file in .xls format, and then print it or save it as a .pdf.

 

Clicking on an absence reveals various details: the period for which it was requested or reported, the type of absence, and, in the case of an absence request, the history of the request, including when it was requested and approved and by whom. You can also navigate from there to the Absence requests tab.

 

To change the status of an absence request, simply click the 'Approve' or 'Reject' button located at the bottom right of the page.

 

The Absence Requests tab is exclusively for tracking employee absence requests within the company. It features a status dropdown list to toggle between Pending, Approved, and Rejected requests, with Pending as the default selection. Additionally, you can search by employee name or number, type of absence, or attest group.

On the right, action buttons are available to approve, reject, or delete requests. However, it's important to note that you cannot delete an approved request if it is part of an exported time report.

From this view you can also click on a certain request to view more details about it.

As an attestor or client admin you have the access rights to approve your employees' time reports. This can be done in Approvals --> Time reports

All the existing time reports ( of the employees you have access to ) included in the selected time range are displayed here.

Time reports can have different statuses ( exported, not started, open, pending, rejected). You can filter by status, employee name and period category ( ie: monthly, weekly, etc )

From this view, you can also send reminders for closing or approving time reports and export all or certain reports. ( Depends on the user privileges - exports are not visible to end-users )

 

You can access each time report by clicking on it and then you can have the status changed to approved, rejected, open, etc. 

Not started reports can be changed to closed or directly to approved, by selecting either close or close and approve.

 

If an Open time report contains an unapproved absence request, then the Close and Approve button will be missing and you'll see a message about this. You can approve the absence request directly from the time report by simply clicking on the approve or reject buttons near the pending absence request:

 

Once you approve the absence request, the Open time report can be closed or approved as well. 

The time report view shows also the summary ( number of scheduled, presence and absence hours), the balance ( number of available vacation days, if in use ), the name of the approver.

If the report has Pending status then it can be changed to approved, reject or open.

 

An Approved time report can be either rejected or opened:

 

For the Rejected time reports there are 3 options: open, close or close and approve in one click.

 

This section provides a summary of all reported absences and presences over a specified period for all company employees or only those you are authorized to view.

The default setting is "View All," which shows the total scheduled hours, presences (in hours and days), absences (in hours and days), and other hours. You will find totals for each attest group and the total hours at the company level.

Scrolling down the page, you will find the categories organized separately as follows: presences, absences, others, and transactions. For all these categories, predefined filters are available for selection from the dropdown list.

 

Any employee will see here only the employees belonging to the same attest group ( regardless of having approver or admin rights )

Approvals --> Request for absence 

Approvers/attestors will see the employees belonging to the same attest group ( won't be able to edit their requests )and they will also see the employees that they need to approve ( they will be able to approve/reject absence requests )

Admins will see here all the employees from the company and also will be able to edit their absence requests.

All the existing user changes that were made on the company will appear in this section.

If 'Require approval for User changes' is enabled in General settings from Administration then the changes require approval and are visible on tab Waiting for approval, otherwise, the changes are visible to Exportable tab.

 

The default time range is the last 3 months, but a custom time range can be selected by choosing a begin and end date.

To approve changes, ensure the time period is set, then navigate to the 'Waiting for Approval' tab.

 

From this view, you have the option to approve or reject every change one by one or all of them at once from the right page button:

 

Here you can export all changes by clicking on Export all.

 

The file exported can be viewed or downloaded from Export history tab:

 

If you are a manager or a client admin, you have access to view and edit all the employees in the company. This can be done from HR --> Employees. 

The overview displays all current employees, including inactive ones if selected, along with details such as their staff category, the attest group they belong to, and contact information (accessible by clicking on an employee). Additionally, you have the option to add a new employee, import employees, and edit the details of existing ones.

 

Depending on the access, you can edit each employee,  the personal information, information about employment, time reporting, inactivate or add employees and even send them password reset emails.

In the Personal Information tab, you can edit the employee's name, address, phone number, bank account, social security number, etc.

 

In the Employment tab, fields may vary depending on the payroll system,  but the most common fields are the employment/resign date, information about the type of employment, salary, and benefits.

In this section, the payslips and the annual statements will be uploaded and published: