Regelneef update 7.8.0
Digital signing
Regelneef includes an integrated feature for sending documents for signature and receiving them back within Regelneef.
This is – just like SMS – an optional module within Regelneef, which establishes a link with the services of signrequest.com. See www.sunbase.nl/prijs for more information on the costs of using this service.
General operation
When you have a digital document that needs to be signed without having to print it out, you create a new signing request. This includes, amongst other things, the following:
the file;
the recipient’s email address, name and signing action (signature or approval only);
the sender’s email address, name and signing action (none, signature or approval only);
optionally, a message for the signatory.
When the signing request is sent, it is converted to PDF format (if necessary) and each signatory receives an email asking them to sign the document. Within Regelneef, the request can be tracked via an overview, which displays the details and current status of each request.
By clicking on the link in the email, a signatory is taken to a website where the content of the document is displayed and the signature can be provided. This works on all sorts of devices, including, for example, a mobile phone.
Once all signatories have signed, the request in Regelneef is given the status ‘Signed’, at which point the document, including signatures, is available for download. A signing report is also available. These documents can then be stored in, for example, the file archive, for which Regelneef offers various useful options. The signed document and the signing report are also sent by email to the relevant parties.
Personalisation
Your own company logo is used in the emails and throughout the signing process, and the background colour is matched to it. After signing, users are automatically redirected to your company website. This personalisation makes it clear to the signatory that they are dealing with your company.
These settings are configured by SunBase in consultation with you when the module is activated.
Contact SignRequest
Regelneef uses SignRequest’s services for electronic signing. Further information about SignRequest can be found at signrequest.com/nl/faq.
They will also be happy to assist you if you have any specific questions: signrequest.com/nl/contact.
New Regelneef design, new website and social media
The programme icon, the Regelneef logo and the icons within Regelneef have almost all been updated. These changes are linked to the recently launched new Regelneef website. The icons on the toolbar are now also slightly larger than before, which is also reflected in the menu.
It is now easier to keep up to date with news and, for example, tips on using Regelneef. You can do this via the website, by subscribing to a newsletter, or via Facebook or Twitter. Social media buttons have been added to the status bar at the bottom of the Regelneef screen.
Two new themes have been added:
Foggy
Metropolis
Financial documents
This module offers a new way to create financial documents. Based on completed weeksheets, it allows you to create invoices, for example, showing a breakdown of all types of hours worked and the wage components. For the purposes of invoicing, VAT is calculated based on the VAT percentages entered for each placement, and the total amount is split into a G-account portion and a unrestricted portion.
You can choose to group by client or not to apply any grouping. When using this to create an invoice, it is useful to tick the ‘Only billable hours and wage components’ option. This ensures that lines to which no rate applies are excluded.
This new module can also be used to quickly gain an overview of the total turnover, total wage costs and the difference between them for a specific period. With grouping enabled, these totals can also be split directly by client.
An invoice layout is available as an example; this can be found here: [Regelneef programme folder]\reports\layout Factuurvoorbeeld.doc.
The financial documents are accessible via the following buttons:
Employee planlist -> ‘Weeksheets’ section -> Documents
Weeksheet overview -> Documents
Employee import
Import as registration
When importing an employee, the ‘As registration’ box can now be ticked. This ensures that the BSN number, and any scans of ID documents, passport photos and the like, are ignored. This provides a simple way of complying with current legislation, which stipulates that this type of data may not yet be stored until the applicant actually starts work.
Incidentally, if the import file originates from Securitech’s ID scanner, Regelneef will import the file containing the verification report.
Refinement of the determination of existing or new employees
The process for determining whether an import relates to a new employee or requires an update to an existing one has been refined. If there is no match for the BSN number or staff number, the system now also checks whether someone with the same surname and date of birth is already on record. If this is the case, the user must confirm, to be on the safe side, whether it is indeed the same person.
Improved display of import issues
From now on, any issues found are listed on separate lines, accompanied by further details. This makes it quicker to identify exactly what the problem is.
Opening an existing employee’s record
It is now also possible, when the status is ‘Update’, to open the relevant existing employee’s record.
Drop-down lists
Drop-down menus have been added to the details screen of an import record for Country, Country of Birth, Nationality and Subcontractor. This also allows a value to be added or amended directly in these menus if necessary.
New import fields
The import now also supports the Level and Warning fields.
Miscellaneous
Clients: G-account percentage
This new field also plays a role in financial documents; based on this value, the allocation of the invoice amount between a G-account and the unrestricted portion is determined for invoicing documents.
Document layouts: link to email
The drop-down list of email addresses in the layout screen now displays the person’s name alongside the email addresses. This makes it even clearer who the email is for, particularly if the email address does not resemble the person’s name.
The drop-down list has been widened to display the additional information in a single view.
The person’s name is now also passed on to the New sign request window. Both the email address and the recipient’s name are now filled in, and, where necessary, the number for SMS verification is also passed on.
Weeksheet export
The weeksheet export to Freepack has been updated to better handle multiple lines with the same wage percentage.
Social media integration
New fields for employees (General 2 tab): LinkedIn, Facebook
New fields for clients: LinkedIn, Facebook, Twitter
For client contact person: LinkedIn, Facebook
Accommodation planning
In the Accommodation planboard, the available columns in the lower section have been significantly expanded, including for the Excel lists. The columns available for selection are (and will remain) now exactly aligned with those in the Accommodation planlist.
In the planboard, the ‘Accommodation’ button now works even if no people have been assigned to the accommodation on the day displayed.
The ‘Occupants’ button in the Accommodation Overview now works correctly even if there are multiple accommodation units with the same name.
Timesheets: including hourly totals from weeksheets
Timesheets can now display the normal hours entered in weeksheets for each employee, broken down by Monday to Sunday. This has been expanded to include the following options, which can be incorporated into your own timesheet layout using new merge codes:
Total number of hours per employee
Total number of hours for all employees, by weekday
Total number of hours for the week in question
Client import now also supports comments
The import module now also supports comments. This means the text can be longer. If the import updates an existing client, the comment from the import will be added to the existing comments for that client. A comment can be imported using the Excel import function.
Permissions for editing vehicle usage have been refined
Within a user level, it is now possible to set separately whether drivers or passengers can be edited. This makes it possible, for example, to allow someone to edit only passengers and not drivers.
Miscellaneous
The ‘Comments’ field in a weeksheet now also includes a merge code in the weeksheet documents.
The Hired-in staff man-day statements now also include merge codes for the Chamber of Commerce number and VAT number of the employeesing agency in the detailed lines.
Accommodation planlist: New columns available for the employee’s date of birth and telephone number.
Employee planlist: New columns are now available for Properties and the subcontractor’s Chamber of Commerce number.
The entire system for on-screen and Excel lists has been rewritten internally, with a view to Regelneef’s forthcoming cloud support later this year.
A new employee now has ‘male’ ticked by default again.
The ‘Excel list’ button in the Employee planlist and Employee overview now once again takes into account any column filter set in the on-screen list.
In the Affiliates table, the ‘Assign affiliate permissions’ button is working again.
In the Employee planboard, the ‘Request Start Date’ column now handles empty values correctly.
In the Client overview, the Email button now works correctly again with larger numbers of clients (> 1,000).In the ‘Client Overview’, the ‘Account Manager’ column is working again.
Documents: the merge codes for an employee’s individual NBBU dates are available again.
The display and refresh of an employee’s passport photo on the various screens has been improved.
Employee planlist: retrieving a weeksheet document now handles placements for which no weeksheet exists correctly.
Employee planboard: an employee’s placement information (visible when the cursor is hovered over the start date of the placement) now displays the day planning.
The tab showing a client’s requests now also displays future requests.
In the permission levels, it is now possible to set separately whether a user is permitted to add or delete a client contact.
