Zoho People 5.0 Migration Document

Zoho People 5.0 - What has changed?

Changes in Home tab and Self Service

Zoho People 4.0
Zoho People 5.0
Landing page is Home > Dashboard



Self Service page:


 
New Landing page is Home > My Space > Overview (Replacement for Self service in Zoho People 4.0 with additional features). Dashboard widgets are now accessed in Home > My Space > Dashboard.



Important benefits and updates:
  1. My Space: A space that revolves around the employee, with quick access to actions and service based updates.
  2. Activities: Perform contextual actions, approve requests, see your team availability, work schedule, receive daily reminders and more.
  3. Team Space: Team collaboration simplified with team details, department wall, groups, celebrations, and access to Reportees, Department, Projects, Team List and HR Process tabs. 
  4. Organization Space:  Covers organization related aspects such as organization announcements, policy documents, Employee Tree, Department tree, hires and birthdays tabs). Click here to learn more about the three spaces in Zoho People 5.0
  5. New Reportees & Favorites list in My Space > Overview for quick access to
  6. Profile tab in Home > My Space > Overview > Profile to view profile. For editing profile, click on Ellipses icon > View Profile > Edit Profile.
  7. Service based tabs in My Space > Overview (Example: Leave, Attendance, Timesheet which display relevant information and provide related actions. These tabs can be enabled / disabled / rearranged.
  8. Employees can now view their career history easily (My Space > Overview > Career History), with details such as date of joining, current and total experience. Click here to learn more. This can also be accessed in Reports > Career History

  1. Calendar tab in Home > My Space > Calendar (shows monthly attendance data)
  2. Personal Settings are accessible through Ellipses Icon > Personal Settings (Delegations can also be configured here)
  3. Apply Leave from Home > My Space > Overview > Leave tab. (by clicking an absence record).
  4. Home tab and other left side service tabs are for all employees. If the employees have reportees (reporting mangers) then the Team tab will be visible with reportee related data. (in essence, the left side tabs and home tabs are similar for all users, even administrators)

  1. Access payroll shorcut is now present in Home > My Space in the top right corner (only for Zoho Payroll users). 

Settings, Operations, and Services 

Settings

Zoho People 4.0
Zoho People 5.0
Common, core settings accessed through Settings icon:


Service based settings accessed within each specific service:

Example: Attendance > Settings


All configurations are within the left side service spaces



Adding custom forms was achieved in Settings > Customization ) > Select Service > Add Form or when creating a Custom Service in the Services page.



Organization tab lets you add and import users, manage designations, departments, locations, groups and delegations. 



The Company Details page (Settings > Company Details), along with basic information about the company, also had locale, display, profile photo, chat, notification, employee-related preferences, and search settings. 
New space for Settings (common settings, service based settings are moved to a centralized settings space).

From home page, navigate to Settings (gear icon) in top-right corner.




Important benefits and updates:
  1. Core, System Service settings and Custom Services are moved here. No requirement to switch to the left side service for configuring settings. 
  2. All settings, permissions, approvals for a particular service can be accessed from one place (For example: Settings > Leave)
  3. An improved search bar to search settings.
  4. Intended for Administrators and HRHR (good knowledge of HR Processes and the functioning of your organization)
  5. Manage services (enable or disable services) and adding new custom services are handled here.
  6. Administrator / Superadministrators can configure Zoho People and its services here without having to navigating through each service in the left side tabs as in Zoho People 4.0 
  7. New Organization Details page in Settings > Manage Accounts > Organization Setup page holds the basic information about your organization such as the name and contact information.

  1. Adding, importing users and employee profiles is now handled in Settings > Manage Accounts > Users / Employee Profiles.

  1. Adding employees, setting up organization, user access control, managing services, managing subscription are all within the new Manage Accounts setting. (Settings > Manage Accounts). Click here to learn more.
  2. Locations, Departments, Designations, Domains, Rebranding, From Address are all configured in Settings > Manage Accounts > Organization Setup

  1. New Organization Policy page within Settings > Manage Accounts > Organization Setup to configure alert and chat preferences, employee personal information preferences, profile picture, search, and locale & display format preferences.

  1. Streams and Dual Reporting are now configured in Settings > Employee Information > Policy > Streams / Dual Reporting. If streams are enabled, the Home > Team > Department page will display streams data as well. 


  1. Extend Service page within settings services. Example: Settings > Leave > Extend Service  > Add Form (Editing base service form or adding custom forms to a service to extend the capability for meeting organization-specific requirements)

  1. Approvals specific to a service are configurable each service (in settings). Example: Settings > Leave > Approvals

  1. Automation related actions such as creating workflows, blueprints, actions, templates are within each service (in settings). Example: Settings > Leave > Automation

  1. Adding Module Administrator, and configuring permissions aspects are handled within  each service (in settings). Example: Settings > Leave > Permissions

  1. Connections / Zoho People API are accessible in Settings > Developer Space > Zoho People API / Connections
  2. New Widgets creation in Zoho People 5.0, developed using JS Framework. Click here to learn more about Custom Widgets
  3. Zoho and third party integrations are accessed through Settings > Marketplace.

Operations

Zoho People 4.0
Zoho People 5.0
Previously records and employee data was accessible through each service

For example: Leave > Leave Applications



Additional example: Leave > Compensatory Off



Performing user specific customization was handled within the left-hand side service:
New Operations space for handling day-to-day HR Processes, Manage employee data, perform user specific customizations. 

From home page, navigate to Operations in bottom left corner.

 



Important benefits and updates:
  1. All employee-related operations are handled here. The objective is to declutter operations and settings while providing secure access to data only to authorized employees.
  2. Operations is aimed at HR Personnel, administrators or specific authorized employees with data only access who may not be authorized to change Zoho People settings.
  3. Search bar to quickly search and access operations.
  4. Limit access easily to only data for users without granting access to change settings. To do this Settings > Manage Accounts > User Access Control > Administrators > Add User or select a user and enable only Data/Operations. Applicable locations can also be selected. When performing this action the user will be asked to reauthenticate for security reasons.


  1. Viewing employee data records is now within the corresponding service in operations. For example: Operations > Leave > Leave Requests 


  1. Performing employee specific customization are within the corresponding service in operations. For example: Leave > Userwise Operations > Search Employee > Select the corresponding tab


List of relocated / new pages in Operations in Zoho People 5.0:

  1. View and manage employees, departments, designations, groups, delegation and exit details.
  1. View import, export and activity logs.
  2. Perform data backup.
  3. Perform copy customization.
  4. Create sandbox environments for testing.
Shifts
  1. Assign and manage shifts.
Comepensation
  1. See salary history and revise salary for specific employees.
  2. View all employee salary records and add salary information to the system.
  3. View salary revision history classified by revision status.
  4. Generate salary revision letters.
  5. Handle hike push requests from the performance service.
LMS
  1. Add trainers, view their ratings and associated courses.
  2. Add rooms used for blended learning class room sessions.
Employee Engagement
  1. Define metrics used for surveys.
  2. Create survey templates.
  3. Manage questions used for surveys.
Assessments
  1. Manage categorized question banks, add new questions.
  2. Import questions in GIFT, AIKEN, XML formats.
Approvals
  1. View and manage approval records classified by form.

For reading the complete list of what can performed in operations based on each service, click here.

Services

(This section covers changes in the the user services, accessed from the left-side bar)

Zoho People 4.0
Zoho People 5.0
As mentioned earlier in the document (Settings, Operations sections) the left side tabs in Zoho People 4.0 included Settings and Operational views. 
Additionally, normal user specific actions specific to each service was also handled here.
With Zoho People 5.0, Settings and Operations are now moved to dedicated spaces and are no longer part of the left side services. The service is aimed at being an interactive, accessible space for all employees, be it managers, administrators or team members. They hold employee related actions such as raising a leave request, selecting a course to learn, performing a self review, etc.



Important benefits and updates:
  1. Services now have two commons tabs: My Data and Team.
  2. My Data: Intended for all users, all employees part of the organization can see their own data here. Such as their available leave count. They can also perform actions specific to them like applying leave, adding a personal file, etc.

  1. Team Tab: If the employee has reportees the team tab will be shown with reportee related data, such as regularization requests, reportee appraisal data, etc.
  2. Additional tabs with service related features are displayed. For example for the Attendance service, the following tabs are shown: Overtime, Regularization, On Duty. Hourly Permission, Shift. 
  3. Enable or disable left tabs using the Preferences option in More > Preferences from the left side services menu.

Significant Changes in Services

Common Changes in Zoho People 5.0

  1. Automation, approvals, and permission-based settings for all services are now within Settings > Select a Service > Automation / Approvals / Permissions.
  2. Adding or editing forms for all services is now handled in Settings > Select a service > Extend Service.
  3. Employee data related actions are handled in Operations.
  4. Employee-specific customizations are handled in Operations > Select a service > Userspecific Operations.
  5. Actions and service-related updates, can now be performed directly from the Home Tab > Actions List or within the corresponding tabs.
  6. Automation features such as Work Flows, Actions, Email Alerts, Field Updates, Checklists & Tasks, Webhooks, Custom Functions, Posts for Zoho Connect, Reminders, Schedulers, Email Templates , Letter Templates , Mail Merge Templates are all available in Settings > Select a service > Automation tab (for applicable services).
  7. E-Sign configuration feature is now called E-Sign Flow in Zoho People 5.0 and it is available in Settings > Select a service > Automation > Actions > E-Sign Flow (for applicable services).

Leave Service Settings

  1. Leave Types are now renamed as Leave Policy and have an entirely new organized creation process. Leave Policy can be confiugred in Settings > Leave > Configuration > Leave Policy in Zoho People 5.0
Zoho People 4.0
Zoho People 5.0


  1. Leave Type Gallery - Location based preconfigured leave policies (Settings > Leave > Leave Type Gallery).

  1. Pay Period can now be configured in Settings > Timesheet / Leave / Attendnace > Configuration > Pay Period (all 3 places).
    in 5.0 there is now an option to automatically apporve / reject any requests that are pending approval at the end of the payroll processing day. 
  2. Calendar Settings is now renamed as Work Calendar and it is configured in Settings > Leave > Configuration > Work Calendar
  3. Leave policy modes - Fixed entitlement (for simple and straight-forward leave policies) / Experience-based entitlement (for multi-level and advanced leave policies) / Grant-based entitlement (for leave credits on demand).


  1. Methods tab - A central control to enable / disable the sub-features of leave service.

  1. User-wise operations to get the complete leave profile of a user.

  1. Leave operations like customize policy, customize balance, importing / exporting leave applications, compensatory off requests, leave grant requests, holidays, and exceptional working days can be done.
  2. Customize policy, customize balance, exceptional working days - These 3 tabs were previously under settings. Now they are moved to operations.

Attendance and Shift Service

  1. Attendance and Shift services are now split into two services.
  2. Shift module can work independently even if Attendance service is disabled. 
  3. Since Shift service is also related to Leave, it is now displayed as a tab in leave service. Leave (left side service) > My Data > Shift)
  4. Shift service is included in all subscriptions and will be automatically enabled when any of the time and attendance related services are enabled.
  5. Attendance general settings is now renamed as Attendance Policy (Settings > Attendance > Configuration). Settings are now organized in a more streamlined manner).
  6. Pay Period can now be configured in Settings > Timesheet / Leave / Attendnace > Configuration > Pay Period (all 3 places)
Zoho People 4.0
Zoho People 5.0


  1. A central control to enable / disable the sub-features of attendance service.

  1. User-wise operations to get the complete attendance profile of a user.

  1. Attendance operations like biometric ID mapping, punches, regularization, OD records, and hourly permission records can be imported and exported.
  2. Biometric ID mapping - Previously it was under settings. Now it is moved to operations.
  3. Permissions (4.0 terminology) - Hourly permission (5.0 terminology).

Timesheet Service

  1. Specific Settings is now renamed as Specific Policy.
Zoho People 4.0
Zoho People 5.0


  1. Job Schedule management can now be accessed in Timesheet (left service) > Team > Job Schedule.
  2. Pay Period can now be configured in Settings > Timesheet / Leave / Attendance > Configuration > Pay Period (all 3 places)
  3. Settings > Payroll settings moved to Operations > Employee Wage Rate
  4. Currency configuration moved from Billing Settings > Timesheet
  5. User-wise operations to get the complete timesheet profile of a user.

  1. Timesheet operations like Jobs, Clients, Employee Wage Rates, and Time Logs can be imported and exported. Other operations like job scheduling, generating bills, and invoices can be done under operations.

Cases Service 

  1. Notifications are moved into Settings > Automation > Notifications and are split as Agent and Requestor Notifications.
  2. Restrictions settings are moved into Settings > Cases > Preferences > Customization
  3. Improved category creation/edit pages which includes SLA and Agents related options.
Zoho People 4.0
Zoho People 5.0


  1. SLA is now moved within category configuration (noticeable when adding or editing a category).
  2. Views in Cases (left service) in Zoho People 4.0 is now organized into Cases (left service) > Agent.
Zoho People 4.0
Zoho People 5.0


  1. New Link To Cases option in Zoho People 5.0. This option can add the selected service as a category in cases service. Once it is linked, employees will be able to raise queries on that category. This option in available in Settings > Select a service > Extend Service > Link to Cases (for applicable services). Any related reference documents and FAQ can also be added right here. 

Onboarding Service

  1. A space to track onboarding in Operations > Onboarding > Track Onboarding.
Zoho People 4.0
Zoho People 5.0


  1. Onboarding Flows moved from left side service to Settings > Onboarding > Onboarding Flows.
Zoho People 4.0
Zoho People 5.0


  1. Option to enable or disable onboarding flows in Settings > Onboarding > Flows > Preferences.

Performance Service

  1. Performance Modules in Performance (left side service) > Settings > Performance Modules is now renamed as Performance Methods and is accessed through Settings > Performance > Performance Methods in Zoho People 5.0. The user interface is now enhanced.
Zoho People 4.0
Zoho People 5.0


  1. Settings related to KRA, Goals, Competency, Skillset, Feedback and Salary configured in Performance (left side service) > Settings are now accessible through service settings in Settings > Performance in Zoho People 5.0

  1. New Appraisal Templates feature in Zoho People 5.0 with varying review parameters, reviewer settings, rating methods, salary hike / normalization preferences can be created.

  1. Once Compensation service is enabled, salary data management will be moved to Compensation service from the Performance service in Zoho People 5.0.
  1. Skillset, Competency, Review Questions, KRA and Summary tagging and their corresponding Libraries are now part of Operations in Zoho People 5.0. For example: Operations > Performance > Competency.

  1. Appraisal cycle creation and management, salary hike cycle creation and management, review extension approval, and selection for multi-rater reviews are now part of Operations in Zoho People 5.0. For example: Operations > Performance > Appraisal > Appraisal Cycle.

  1. Continuous review will be managed in Operations in Zoho People 5.0 (Operations > Performance > Continuous Review (when a review is in progress). 
  2. Import and export of appraisal data will be handled through Operations in Zoho People 5.0 (Operations > Performance > Import / Export.
  3. Records (form view) of Goals, Employee Salary and Multi-rater Review selection (when being used) will now be handled through Operations in Zoho People 5.0. For example: Operations > Performance > Goals.

  1. Employee can view and manage Goals, Skill Set, etc, in their corresponding tabs in Home > My Space > Overview (when active) in Zoho People 5.0.

Files Service

  1. You can now use Zoho Sign templates when configuring e-sign documents. Click here to learn more.
  2. Zoho Sign templates can only be used when sending e-sign documents using Zoho Sign. It cannot be used when Adobe Sign or Docusign is used (File can be uploaded and mail merge templates can still be used).
  3. Files user service (left side service) is now revamped. Only personal uploads can be added from here. However, Administrators will have a Manage option in the Organization tab to navigate to Operations > Files > Organization where they can add organization files and other files.

  1. You can now mark a organization file as a policy document when uploading. This will make the file available to all users in the organization as an important policy document (accessed through Home > Organization > Policies). Click here to learn more.

  1. Sent E-Sign documents are visibile in Operations > Files > E-Sign Documents tab. However, this is only visible for Administrators with access to all corresponding services and forms. Other users can view E-Signature documents from the corresponding form.

    LMS Service

    1. Adding trainers, viewing their ratings and associated courses is now handled in Operations > LMS in Zoho People 5.0.
    2. Adding rooms used for blended learning class room sessions is now handled in Operations > LMS in Zoho People 5.0.
    3. Assessment question bank management is now accessed in Operations > Assessment > Question Bank in Zoho People 5.0.

    1. Content Management in LMS > Resources > Content Management is now removed in Zoho People 5.0.

    Employee Engagement

    1. New templates system in Zoho People 5.0, This lets you simplify your survey creation with pre-designed and custom survey templates.

    1. Metrics addition and management is now handled in Operations > Employee Engagement > Metrics in Zoho People 5.0.
    2. Question Pool is now managed in Operations > Employee Engagement > Question Pool in Zoho People 5.0.

    Automation Service (Common)

    1. Automation and approvals settings for all services are now within Settings > Select a Service > Automation / Approvals in Zoho People 5.0. Example: Settings > Leave > Automation / Approval. 
    2. Adding or editing forms for all services is now handled in Settings > Select a Service > Extend Service.
    3. Configuring Delegations has been moved from Self Service page to Home > My Space > Overview > Ellipses Icon > Personal Settings > Delegrations and is also configurable in Operations > Employee Information > Delegations in Zoho People 5.0.

    1. From Address configuration has been moved from Settings > General > From Addresses to Settings > Manage Accounts > Organization Setup > From Addresses in Zoho People 5.0.

    1. Approvals is no longer a seperate tab in left side services. It can now be accessed in Home > My Space > Approvals and is also viewable in Operations > Approvals in Zoho People 5.0.

    1. Configuring approvals was handled in Settings > Automation > Approvals. Now it is accessible within each service settings in Zoho People 5.0. For example: Settings > Leave > Approvals.
    Zoho People 4.0
    Zoho People 5.0


    1. Configuring workflows, blueprints, actions was handled in Settings > Automation > Workflows/Blueprint/Actions. Now it is accessible within each service settings in Zoho People 5.0. For example: Settings > Leave > Automation > Workflows/Blueprint/Actions.
    Zoho People 4.0
    Zoho People 5.0


    1. Configuring templates was handled in Settings > Customization > Workflows. Now it is accessible within each service settings in Zoho People 5.0. For example: Settings > Leave > Automation > Templates.
    Zoho People 4.0
    Zoho People 5.0


    1. Record Templates are renamed as Letter Templates in Zoho People 5.0
    2. Configuring custom actions was handled in Settings > Customization > Custom Actions. Now it is accessible within each service settings in Zoho People 5.0 and it is also renamed as Custom Button. For example: Settings > Select a service > Extended Service > Custom Button.
    Zoho People 4.0
    Zoho People 5.0


    1. Custom and Mail Scheduler configuration was handled in Settings > Automation > Scheduler. Now it is accessible in Settings > Employee Information > Automation > Schedulers in Zoho People 5.0. (Now renamed as Custom and Email Schedulers).
    Zoho People 4.0
    Zoho People 5.0


    1. Report Scheduler was under Report Settings in Reports > Report Settings. It is now available in Reports > M  Reports / Team Reports / Organization Reports > Access Permissions > Schedulers in Zoho People 5.0.
    Zoho People 4.0
    Zoho People 5.0


    General Updates

    Managing services

    Zoho People 4.0
    		 Zoho People 5.0
    Services management was performed in Settings > Customization > Services
    Service Management is handled in Settings > Manage Accounts > Manage Service



    You also have a shortcut to this page in the Settings main page 

    User Access Control - Administrators Management

    Zoho People 4.0
    Zoho People 5.0
    This feature was called Admin Operations in Zoho People 4.0 and it was accessed through Settings > User Access Control > Permissions > Admin Operations
    1. This is now handled in Settings > Manage Accounts > User Access Control > Administrator.
    2. Now features a split view (User & Services)
    3. User interface is simplified
    4. Click Add User to add any user in the organization as administrator 

    1. Click on a user to fine-tune access for the selected administrator. This is used to grant access separately for operations (data) without having to grant them access to settings for the selected service.

    Employee Status Customization

    Zoho People 4.0
    Zoho People 5.0
    Employee status customization was handled in Settings > Customization > Forms > Employee Form > Employee Status > Employee Status Customization
    Employee status customization is a lot more straight forward now and it is accessed through Settings > Employee Information > Policy > Employee Status

    Custom Service Creation and Adding Forms

    Zoho People 4.0
    Zoho People 5.0
    To create a new custom service, navigate to Services > Create New Service 



    To add a new form, click on Add New Form after creating a service or Settings > Customization > Forms > Add New Form
    To create a new custom service go to Settings > Add New Service



    To add a new form, go to the service settings page of the service you want to add the form to, for example to add to a custom service or a system service,  go to Settings > Select a service > Extend Services > Forms > Add Form



    The flow for creating a form is a lot more streamlined in Zoho People 5.0. The permissions step is now renamed as Access Control.

    Web Forms

    Zoho People 4.0
    Zoho People 5.0
    For configuring web forms, go to Settings > Developer Space > Web Forms and Select a form using the provided drop-down
    To configure a web form, go to Settings > Select a custom service > Extend Service > Web Forms

     

    Record, Field, Import, Export, Tabular Section Permissions

    Zoho People 4.0
    Zoho People 5.0
    These permissions were configured in Settings > User Access Control and through the Customization page
    Record Permissions for General and Specific Roles, Field Permissions, Import and Export Permissions, Tabular Section Permissions are handled in Permissions tab of a selected service settings. For example Settings > Leave > Permissions > Record Permissions.

    Roles Management

    Zoho People 4.0
    Zoho People 5.0
    Roles and Specific Role Assignment was handled in Settings > User Access Conrol
    Creating and managing roles, specific roles and specific role assignment is handled in Settings > Manage Accounts > User Access Control 

    Global Permissions

    Zoho People 4.0
    Zoho People 5.0
    Global Permissions were configured in Settings > User Access Control > Global Permissions
    It is not renamed as Function Based Permissions and is configured in Settings > Manage Accounts > User Access Control > Function Based Permissions

    Copy Customization and Data Administration

    Copy customization is now moved to Data Administration Operations in Zoho People 5.0 (Operations > Data Administration > Copy Customization). Click here to learn more about Data Administration in Zoho People 5.0 (in Zoho People 4.0, Copy Customization was available in Settings > Customization > Copy Customization).


    Organization Structure

    Zoho People 4.0
    Zoho People 5.0
    Organization Structure was defined in Settings > Company Details > Organization  Structure
    Organization Structure is now defined in Settings > Manage Accounts > Organization Setup > Organization Strucure. You also now have an option to enable or disable Organization Structure.

    Manage Subscription

    Zoho People 4.0
    Zoho People 5.0
    Subscription details could not be viewed within Zoho People. However, you have a hyperlink to the corresponding page from the home screen.
    A new detailed page with Subscription information is available in Settings > Manage Accounts > Subscription. You can also view the Files, and API usage stats from here by clicking on the corresponding tabs.

    List of new features in Zoho People 5.0

      1. New Home Tab
        - My Space
        - Team Space
        - Organization Space
      2. New Settings
      3. New Operations
      4. E-Sign Templates
      5. Appraisal Templates in Performance
      6. Survey Templates
      7. Custom Widgets
      8. Reports
      9. Compensation
      10. Policy Documents
      11. Career History
      12. Sandbox 
      13. HR Process

      People Plus Updates in Zoho People 5.0

      Access to the various People Plus apps from Zoho People is now from the left service tabs menu. (More service icon)
      Zoho People 4.0
      Zoho People 5.0


      1. An enhanced welcome screen that presents all the various services in a neat and simple layout (screenshot below).
      2. This is the screen that users will see when they access People Plus for the first time.
      3. Here, you can see the linking status of all the services. Actions previously done from the services tab can be performed here. In case there is an issue with linking, a retry option will be available. When a non-administrator tries to enable one of the services, they will be able to send a request to the administrator. Once the administrator approves a request, the app will be listed for access from People Plus. 
      4. If apps like Zoho People, Zoho Expense, and Zoho Payroll have multiple organizations configured within the same account, the organization to be linked with People Plus can be selected here.
      5. Once this page is closed, it is still accessible by clicking the user profile on the top right corner > Manage Apps.

      1. The Admin Panel is now accessed from Settings > Admin Panel in Zoho People 5.0
      Zoho People 4.0
      Zoho People 5.0















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