Handbook

Handbooks in Huma are easy to create, easy to use and easy to maintain.

Before you deep dive, have a look at this video to get a quick overview in less than 2 minutes

The basics

In Huma you have ONE handbook. In the Handbook there are topics and they are grouped in categories.

Each topic can be shared with either everyone or member of specific teams or locations.

Employees will only see the topics that is shared with them.

A topic can either be Draft or Published.

Categories will only be displayed if it contains at least one published topic.

The Handbook must be published for employees to be able to see the content that is shared with them.

How can I…

• ...set up a personnel handbook as quickly as possible?
• …ensure that the employees find and read the contents of the handbook?
• …ensure that you have a handbook that is always up to date in accordance with current
  legislation and best practice?
  
• …publish more handbooks, such as a management handbook, HSE handbook or personnel
  handbooks for employees in other countries?
  
• …adapt the contents of the handbook to our culture?
  
• …know who gets to see what when I've published the handbook?
  
• …change the order of the contents of the handbook?
  
• …emphasise important content?
  
• …change access, status or add tags to lots of subjects at the same time?
• ...know what's possible in the editor?
• ...import a template I've already created into another organization?
• ...link to a document? 
• ...download our Handbook as PDF?

How can I set up a personnel handbook as quickly as possible?

To be able to set up the handbook in Huma, you need system access to the handbook, and you must also use a browser, either via your phone or a PC.

1. Go to the handbook and select “Set up the handbook”
2. Choose one of the predefined templates to start with. You can add more handbooks later.
3. Decide what you want to include and press "Add"
4. Decide who should have access to the content you selected
5. Go through the content, update what is marked in yellow and add your own categories and content.
6. When you are satisfied, publish the handbook by selecting "Publish" at the top of the handbook.
   
   

How can I ensure that the employees find and read the contents of the handbook?

• Make sure to divide the content of the handbook into small pieces – then you will be able to highlight individual topics and it will be much easier for the employees to find what they are looking for when they search the handbook.
• Tell your employees about the Huma app and make sure they download it. After publishing, the Handbook will appear in the navigation at the bottom of the Huma app. Employees will be able to receive notifications that apply to either the entire handbook, certain categories or subjects as and when needed.
• (Coming soon) If you use Slack, integration to ensure notifications are sent to your employees may be easily set up.
• Use tags and define the correct language for each topic in the handbook – this will improve searching and ensure that the employees find the content they are looking for when they search the handbook.

How can I ensure that you have a handbook that is always up to date in accordance with current legislation and best practice?

If you have chosen to use one of our templates, you will receive updates by e-mail when the templates are updated. Updates to legislation and changes to rules will not automatically appear in your handbook.

If I use Huma PHB-templates but delete or adjust a topic, will I still be notified of all changes in the entire PHB-template?

When you edit a topic that was imported from a Huma template, you will continue to receive notifications about updates. By utilizing the “Update topic from template” feature, you can selectively choose which sections to refresh.

If you want, you can copy your customized version before updating, then paste it back in afterward for a manual merge.

• To check for updates
  1. Go to the handbook module. 
  2. Navigate to the topic you want to check for new updates.
  3. Scroll down to "Connected template"
  4. Click "Select what to replace" and choose what you want to update in your excisting topic.

Below the topics created from a template, there is a link to the template. The original template is always at the bottom when you edit the content. If there is an update to the template, you will be able to see it, and you can choose to update the subject with the content from the template.

How can I publish more handbooks, such as a management handbook, HSE handbook or personnel handbooks for employees in other countries?

In Huma, we only have one handbook that the employees must refer to. This handbook contains all the information the employees need.

You can add as many templates as you want to your handbook and control who has access to what.

How can I adapt the contents of the handbook to our culture?

All content can be adapted and rewritten to suit your company.

Do you want to link a document to the handbook? 

Go to the "documents" => and right click on the document you want to share in the handbook.
Then press "copy address link" and paste this url in the handbook. 

How can I know who gets to see what when I've published the handbook?

When you publish the handbook, you get an overview of how many subjects are published, how many subjects are available as drafts, and who has access. If you open "Show details" you can easily get an overview of all the handbook contents. You will also be able to see the status and who has access to the various parts.

How can I change the order of the contents of the handbook?

As an administrator, you can press "Edit order" at the top of the Handbook. You can move all topics within a category or transfer them to other categories.

How can I emphasise important content?

You can choose to highlight certain topics. This may be a good idea if you often get questions about certain things or if there are certain topics that are relevant to the current period.

Highlighted topics lie on the dashboard and are clearly visible in the Handbook. 

How can I change access, status or add tags to lots of subjects at the same time?

1. Go to a category.
2. Press ··· in the upper right corner and select either
   • Change access for all subjects
   • Change the status of all subjects
   • Add tags for all subjects
3. All subjects in categories will be updated with what you choose to change.

If there is anything you wonder about or something we can help you with, don’t hesitate to get in touch! We’ll be happy to go through things with you or help you set up your handbook! Remember that we’re not consultants and don’t sell help by the hour, so don't be afraid to ask! We are more than happy to help you!

How can I know what's possible in the editor?

When you edit a topic or a category there's a lot of things you can do. Most of the editing options might be familiar but there are also some great tools to use.

1. The visual toolbar is for the most common tools
2. Under + in the top right corner you'll find additional tools
3. Under Help in the bottom right corner you'll get a full overview over what's possible.

youtube.com/watch?v=533FtTwzXv8

How can I import a template I've already created into another organization?

If you are responsible for the handbook in multiple organizations, you may want to share the same handbook with other companies. Perhaps you are a partner and want to share your handbook with your clients.

Here are the steps to import the handbook template:

1. Create the handbook as you wish.
2. Go to the ··· menu located in the top right corner of the handbook and choose "Export."
3. Navigate to the organization where you want to import the handbook.
4. Open the "Add from template" modal and select "Import."
5. Upload the exported handbook file, preview it, and choose what you want to import.

How can I link to a document in the handbook?

To link a document to the handbook you need to 

1. Go to the "Document module"

2. Navigate to the three dots to the right of the document.

3. Click "Copy link" 

4. Go to the "Handbook module" and navigate to the topic you want to edit.

5. Select the text you want to use as a link and click the "link sign" above the text field.

How can I download our Handbook as PDF?

1. Go to the "Handbook" module. 

2. Navigate to the three black dots located at the top right corner.

3. Click on "Download as PDF". 

4. Choose to 

• only include content shared with everyone
• include content shared with a team or location
• include all content

5.  Click "Download".