Product & Feature Updates: May 2018

We're excited to share our latest product and feature releases for May 2018!

These enhancements may affect your account. Check out the highlights below, and please check in with all appropriate members of your team to ensure you're implementing the updates that will best serve your business.

ADVANCED JOB POST SETTINGS

As a hospitality professional, you need more control over every aspect of your business. This feature gives you even more control over the jobs you post. With Advanced Job Post Settings, you can now set jobs as ‘Evergreen,’ meaning they have no expiration date. You’ll also be able to pause a job, which will remove it from Harri, your Career Portal, and other job boards. You also have the ability to set a number of hires when creating a job post, set a fill date, and set actions when marking a job as filled, ensuring it’s mandatory for managers to move candidates to either the ‘Hired’ or ‘Skipped’ columns.

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ENHANCED SCHEDULE PRINTING

Schedules are the glue holding everything together. A well-built, insightful schedule has the ability to not only put the right people in the right places, it can also improve the experience of scheduling managers and improve team engagement. Our improved table view option prints the week's schedule on less pages with more info, and can also be grouped by employee, day part, and revenue center.

 

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PAY DATA SHEET IMPROVEMENTS

Everyone looks at things differently, which is why we’ve added new sorting options to our pay data sheets, including the ability to sort employees by first and last name (these options have been added to the timesheet, as well). We've also added labor cost/total wages to the Pay Data Sheet, and made improvements to both the employee name column on the Pay Data Sheet and the Pay Data Sheet header to make it readily available when managers scroll down.

 

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EXPANDED LABOR REPORTING

Are you an operations or finance professional looking for more visibility into what makes up your total labor cost? Our new Detailed Employee Labor Variance Report enables you to view actual hours worked and labor costs vs. scheduled hours worked and variance. It's easily customizable and aggregated, too: You have the ability to aggregate across the time frame of the report (timeline can be customized). We call this report 'detailed' because additional categories for wage and wage penalties are broken down (spread of hours and overtime pay is included), giving you even more visibility into what makes up your total labor cost.

 

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TEAMLIVE CHANNELS

In Q1 we added a new feature to our TeamLive communications capabilities called TeamLive Channels. This feature allows managers to communicate with their team members via position, category, and custom groups. Managers will also be able to send messages to specific groups - like servers - without spending time creating a group and adding servers to it.

 

Fair Processing Notice for Candidates

At Harri, we respect your personal data. This Fair Processing Notice explains how we will continue to use our candidates' personal data when creating a profile on Harri.

OUR CONTACT DETAILS

Harri U.S. LLC - 611 Broadway, Suite 309, New York, NY 10012

Harri U.K. - Medius House, 2 Sheraton St, London, W1F 8BH

Our Data Protection Officer is Kristy Gouldsmith and she can be contacted at DPO@harri.com

WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU? HOW WILL WE USE THAT PERSONAL DATA?

We collected and processed your personal data when you created a profile on Harri.

In order to create a profile and apply for jobs, we needed your name, email address, phone number, your employment details, if you had them (employer, position, duties, dates) and education (institution, location, qualification, dates).  We asked you to describe yourself in three words and to write a bit about yourself for your profile.  We asked for your references, if you have any. You also had the option to upload your CV and a photograph of you.

You can continue to use your Harri profile to apply for jobs on our platform or to apply for a job with an employer, if they are using Harri. 

Once you have applied for a job using your Harri profile, the employer will have access to your application and will be able to use it to assess your suitability as a candidate with them. The employer can use Harri in the recruitment process to schedule interviews, make recruitment notes and to contact you. The employer can also use Harri to ask specific questions during the recruitment process.

Your Harri profile will remain on Harri until you decide to delete it.  If you want to delete your profile, please contact us at support@harri.com. We will suspend your profile immediately, and purge your profile 90 days after receiving your request, just in case you change your mind in the meantime.

WHAT IS OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA? 

We need a legal basis in order to process your personal data.  Creating a Harri profile is entirely your choice, so our legal basis for its processing is with your consent.  You can put in as much or as little information as you like.  You can withdraw your consent at any time and request that your profile be deleted.

When you apply for a job, the sending of the application (eg. the one-click apply) is a clear affirmative action that you wish to apply for that job and therefore, the processing will be with your consent.

DO WE USE ANY AUTOMATED DECISION MAKING?

Harri, by default, does not use any automated decision making. However, an employer might use automated decision-making in their recruitment questions. This will differ depending on the company you are applying for. Please read their Fair Processing Notice for more information on their recruitment process.

WHO DO WE SHARE YOUR PERSONAL DATA WITH?

We share your personal data with the following recipients:

  • Our software providers

  • Employers
  • Harri (US) LLC
  • Harri Ramallah

DO WE TRANSFER YOUR PERSONAL DATA OUTSIDE OF THE EU OR EEA? 

Harri is a U.S. company, so we will transfer your personal data to the U.S.A. and to our sister company in Ramallah, Palestine. But don’t worry, your data is fully protected!  Harri has applied to be on Privacy Shield and we are using EU Model Contracts, too.

HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR? 

You can have a profile on Harri for as long as you like and it is up to you when you would like to delete it.  When you apply for a job with an employer, please read their Fair Processing Notice to see how long they will hold your personal data for.

YOUR RIGHTS

You have rights in respect of our processing of your personal data which are:

  • To access to your personal data and information about our processing of it.  You also have the right to request a copy of your personal data (but we will need to remove information about other people)
  • To rectify incorrect personal data that we are processing
  • To request that we erase your personal data if we no longer need it
  • To request that we erase your personal data if we are processing your personal data by consent and you withdraw that consent
  • To request that we erase your personal data if we no longer have a legitimate ground to process your personal data
  • To request that we erase your personal data if we are processing your personal data unlawfully
  • To object to our processing if it is by legitimate interest
  • To restrict our processing if it was by legitimate interest
  • To request that your personal data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out automated means.

If you want to exercise any of these rights, please contact us.

If you have any questions or concerns, please email DPO@harri.com as most matters can be resolved informally in the first instance.

You also have the right to lodge a complaint about our processing to the UK's Information Commissioner's Office.

Team Players: How to Spot High-Potential Employees

Team Players: How to Spot High-Potential Employees and Take Productive Next Steps

by Cleo Clark, VP of HR Strategy & Development at Harri

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This article originally appeared in the May 2018 issue of Hospitality Trendz.

The hospitality industry is built on people, which is why internal growth is the cornerstone of your restaurant or hotel’s success. If you are failing to promote from within, then you are doing a disservice to your staff and ultimately your business.

Some managers and owners make the mistake of giving promotions to those with tenure, but forget to consider if the respective employee is ready for the responsibilities that come with their new title. There are also cases of management pushing titles onto staff who have no desire to be promoted - which usually ends in terminations and hostile work environments.

As a business expands, the human resources practices must expand as well. Recognizing high-potential line-level employees (cooks, servers, front desk agents, etc.) early on will only help to cultivate the growth of your business as a whole.

So, let’s talk about a few attributes you should look for in that high-potential employee!

Passion:
Is your employee passionate about what they are doing? Employees who are passionate about their jobs are the ones who are usually extremely self-motivated and have a strong desire to succeed. This passion is also infectious and can have a lasting effect on other employees and the business as a whole. I have always found that an employee who has fiery passion is the one who is also reliable and will be consistent.

Great Attitude:
A “great attitude” does not always mean “happy all the time.” Rather, it implies that he or she has a “does whatever it takes” outlook while at work. Every day, service throws curveballs to line-level employees. Whether it’s an on-the- fly catering order in the middle of lunch service or the stove pilot decides to not light before peak dinner service, there are obstacles that can really test employees’ ability to keep calm in the midst of chaos. The most capable employees – those who overcome these obstacles – usually reveal themselves throughout their time working in a restaurant. Finding these employees is not difficult: it’s all about paying closer attention to your staff. Workers who deftly handle challenges tend to go above and beyond in other aspects of service as well. Maybe they cultivate regulars by remembering their names and orders, come in a little earlier, or stay later to get the job done. Positivity is definitely a plus, and if that comes with problem management skills and logical thinking in chaos – even better! These are the employees to watch.

Resourceful:
Is your employee resourceful? Can they look at a problem and find a quick-witted way to resolve it? Are they able to handle your guests with care and concern and find ways to immediately resolve their issues? Do they look at the issues and see solutions - not just problems? In today’s tough economic business environment, we are faced with so many rising costs. It is challenging to run a business in a financially feasible manner. We have all been in that situation where we have to schedule less employees and run tighter shifts. Having that “A-Player” employee working during that tough shift and knowing you can rely on them is such relief.

Exemplary Team Player:

All of your strongest staff should be team players. If you suspect that even one of them is not, it may be time to rethink your hiring strategy. As there are accessible systems to keep track of your employees' performance, your business is only as strong as your weakest employee. For the best ones to rise to the occasion, they must be surrounded by equally good workers. For a management potential employee, you need a team player who can teach others how to play the game. Keep an eye out for ambitious employees: those who go ahead of their stations and are able to help out others who might get in the weeds during a busy service. Hopefully, you will be able to recognize 1-2 employees with the ability to catch others when they fall, and hustle when their team is in need (which is most of the time). Exemplary team players will have good rapport with others, and team members will be able to give instances on when these people have stepped up to the plate. If you see certain employees flourish, especially under pressure, it would be smart to keep tabs on them.

Lastly...Do They Have A “Sponsor?”

As with any business, having sponsors in the hospitality industry can get top-performing employees to higher positions more quickly. Once you believe you have pinpointed one or more high-potential employees, speak to their supervising managers, staff they may have trained, and peers who have worked side-by- side with them. If any of these sponsors jump at the opportunity to vouch for them, it’s a very good sign. However, there is always a chance a manager might fear losing a strong team member, and deny an employee’s clearly high performance (fortunately, this is rare). Be mindful of this, and still be diligent about gaining multiple opinions, and always assure managers that if a leading team member is being promoted then you will allow ample time for them to train their successors. The last thing you need is a bitter manager on your hands.

Career Pathing (Succession Planning)

Now that you see potential in a line-level employee, it’s time to have an open discussion about the management position at hand. Have his or her current manager arrange a time to meet with you. Having coffee or a plain one-on-one works well for this instance, as long as it is a private conversation to gauge honest interest in the promotion. This conversation could go one of two ways...
1. The employee is elated that he or she has been presented this opportunity, and will happily begin the steps for manager training.
2. The team member may be reluctant to leave their team members behind, may have different career goals, or may refuse the position for monetary reasons. Lay out clear expectations, salary range, and benefits of the respective position, and be sure to give them some time to think about it (a week or so is good). The worst-case scenario is that the person turns down the position, and you have to begin the process again.

Product & Feature Updates: 2018 Recap

Hospitality businesses are forced to adapt to the ever-evolving landscape of labor challenges and laws - or face the consequences.

It’s our mission to position hospitality businesses for success. That’s why we're constantly striving to perfect our product.

Below, we've recapped some of our biggest updates so far this year: 

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CAPTCHA

Hospitality's adoption of tech and data continues to trend up. To protect our clients, we've added an extra level of security to the login process through a captcha (powered by Google) which will be prompted after 3 failed logins or when suspicious activity is detected.

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Reporting Time

Also known as “Call-In Pay”, this tool refers to what happens when an employee reports to work for a shift, but are sent home before the conclusion of their scheduled shift (and therefore are entitled to pay for unworked hours). Our tool automatically calculates the pay that employees are entitled to for being sent home before the conclusion of their scheduled shift, ensuring full compliancy.

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Employee Pooling

As labor costs become less flexible, we're here to help. Employees' wage costs can now be recorded at the unit they've clocked into, regardless of whether it's their home location. Overtime & spread-of-hours calculations are accurately calculated on a cross-location basis.

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Interview Scheduler

This premium feature was designed for customers with centralized interview scheduling or multiple hiring managers in mind. It includes enhanced capabilities like custom interview duration and location, the ability to assign and schedule specific hiring managers by role, direct applicant interview messaging interface, upgraded open day functionality, and Google Calendar sync. 

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Time Card Adjustment Flow

Time Card Adjustment Flow (TCAF) creates enhanced transparency between employers and employees regarding hours worked. When an employer or a manager makes adjustments to a time card, the changes are sent to the employee for their review. TeamLive stores the changes and the employee's response, creating a record of communication and giving the employer the ability to reference their acknowledgment at any time.

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Employee Card

Notify employees of time card changes with new shortcuts, features, and layout. Access messages, schedules, and employee availability through icons in the top nav, add more detailed info about your staff, and more.

Interested in learning more? Schedule a demo with a Harri expert!

GDPR and Harri

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Next month, we all face a major regulatory change that will impact the way we manage and store candidate and employee data, due to the General Data Protection Regulation (GDPR).

As these new regulations have the potential to negatively impact the processes of attracting talent and manage hiring, we’re working hard to ensure we are keeping our clients ahead of these changes.

What is the GDPR?

The GDPR is EU-wide legislation that will replace the Data Protection Act 1998 in the UK. Intended to strengthen and unify data protection for all individuals within the European Union (EU), it also addresses the export of personal data outside the EU. The GDPR aims primarily to give control back to citizens and residents over their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU.

Although many companies have already adopted privacy processes and procedures consistent with the directive, the GDPR contains a number of new protections for EU data subjects and threatens significant fines and penalties for non-compliant data controllers and processors once it goes into effect.

While not yet required for the Americas, GDPR requirements apply to each member state of the European Union, aiming to create more consistent protection of consumer and personal data across EU nations.

What is the Purpose of the GDPR?

The purpose of the GDPR is to provide a standard set of data protection laws across all member countries so that EU citizens can clearly understand how their data is being used or raise any complaints.

What are the key privacy and data protection requirements of the GDPR?

  • Requiring the consent of subjects for data processing
  • Anonymizing collected data to protect privacy
  • Providing data breach notifications
  • Safely handling the transfer of data across borders
  • Requiring certain companies to appoint a data protection officer to oversee GDPR compliance

What is a Data Controller, and What is a Data Processor?

  •  Data Controller - A controller determines the purposes and means of processing personal data.
  • Data Processor - A processor is responsible for processing personal data on behalf of a controller.

Who is the Data Controller in the Harri-Customer relationship?

Job seekers set up personal profiles within Harri which the job seeker can use to apply for jobs with any and all of Harri’s customers. This data is controlled by Harri until the job seeker deletes the profile. The data is shared with Harri's customers when a job seeker applies for a role with the customer. 

The customer then becomes a controller with regards to any other personal data of the candidate added by the customer during the hiring process. As Harri and its customers both make decisions on how the personal data of the candidate is processed, both Harri and its customer are deemed to be joint controllers.

What is Harri doing to ensure compliance?

Harri takes the protection of personal data very seriously, as it underpins everything we do. We continue to take advice from our legal partners, and we have enlisted the support of industry experts to ensure that we remain compliant.

Here is how we’ll support our customers:

  • An updated Data Sharing Arrangement to reflect GDPR requirements and ensure compliant data transfer with processing outside of the EU and the EEA.
  • New product capabilities to assist in compliance with the rights of the data subject. 
  • Allowing you direct communication to our Data Protection Officer (DPO) simply by emailing dpo@harri.com.

Here is how we’ll support our candidates:

  • Log-In/Sign-Up Disclaimer: When a candidate logs into or signs up for Harri, they will be notified that you, the client, are using Harri as its provider of applicant tracking software. The disclaimer explains that both you and Harri wish to keep and handle their information appropriately. The disclaimer invites the candidate to visit our Fair Processing Notice for more information on how Harri will use their data.  
  • Job Post Disclaimer: When a candidate views a job post, they will be notified that you, the client, are using Harri as its provider of applicant tracking software. The disclaimer explains that both you and Harri wish to keep and handle their information appropriately. The disclaimer invites the candidate to visit our Fair Processing Notice for more information on how Harri will use their data.  
  • Career Portal Job Alerts Disclaimer: When a candidate chooses to receive job alerts, they will receive a disclaimer stating that by clicking ‘submit’ they have chosen their consent to use the provided data to receive job alerts relevant to the positions and job types they have selected. The candidates are notified that if they change their mind and do not want to be contacted with this information, they can unsubscribe or update their preferences. The disclaimer notes that you, the client, are the data controller and will only use the candidates’ data as explained in our privacy policy.
  • E-mail Signature to Walk-In Employees & Uploaded CSVs: If a candidate is a walk-in, they will receive a notification inviting them to see your Fair Processing Notice. They will also be directed to Harri’s Fair Processing Notice if they wish to learn how Harri will use their data. 
  • Fair Processing Notices: We provide candidates with access to our clients’ Fair Processing Notices so our candidates know how you, the client, manage their data.

We look forward to assisting your company in their mission to protect the privacy rights of your employees.

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