Citation HR Software Account Set-Up: Getting you up and running

Optimising Citation HR Software for Your Business

Citation HR Software is a cradle-to-grave employee-lifecycle management tool that provides you with compliant and up-to-date employment documentation as well as best-practice guidance on all employment law matters.  

Citation HR Software is user-friendly however the system works best once it is optimised for your business.  It is important that you familiarise yourself with the system to ensure you are getting the most you can out of Citation HR Software.  

This checklist provides you with a framework that will ensure business optimisation. Please refer to the Knowledge Base articles set out below for step-by-step guidance on how to complete each stage of the set-up framework.

There are four training sessions you can attend to assist you with learning how to use Citation HR Software. You can register or watch the sessions on demand: Learn how to use Citation HR Software - Setup and training sessions

This article supports all the content included in the training session 'Citation HR Software Account Setup: Getting you up and running'.  

Setting the Foundation

Step 1 - Company Branding

Citation HR Software allows for you to set up the system with your company logos, letterheads and email signatures.  This means that whenever you create a document through the completion of Citation HR Software's workflows and checklists, the documents will be automatically generated with the relevant company branding.

- How can I brand my Citation HR Software account with my business' branding (logo and letterhead)?

How can I insert a signature (image and HTML)?

Step 2 - Create your Branch Structure

Branches are how Citation HR Software separates and organises Employee Records. Put simply, branches are set up in Citation HR Software to mirror your organisation’s structure. Branches are central to your Citation HR Software account because they structure the relationship between your managers, your employees and the HR documentation you upload or generate from our legally compliant templates.

- How can I create a new branch?

Step 3 - Upload or Create Worker Records

Worker Records (Employees / Contractors / Volunteers)

To ensure that your workplace and HR management processes are integrated with Citation HR Software, you will need to upload existing candidates, employees and/or contractors into the system. You can manually create them one by one, upload them in bulk via the Excel importer, or import them using payroll integration (if available).

For each employee, you will need to assign them a unique Employee ID number for automation purposes and will also need to assign the employee to the branch that is relevant to them.  

- Import Employees in Bulk using Citation HR Software's Importer

- How can I create a new employee?

Please refer to the relevant guide/s for step by step instructions on how to complete a payroll integration:

- Xero Guide

- Meridian Guide

- Wage Easy Guide

- MYOB Guide

Step 4 - Upload company HR documents

Just as individual employees might have historical HR documents that need to be uploaded against their own HR record, you probably also have company documents that you want your managers and employees to be able to access via the Management Portal and/or the Self-Service Portal.

Citation HR Software stores three types of company HR documents:

  1. Policies - for current workplace policies
  2. General Docs - for general workplace documents such as general forms, guides, organisational charts, etc.
  3. Library and Awards - for any Awards or Enterprise Bargaining Agreements you have.

Step 5 - Upload Employee HR Documents

Worker History (Employees / Contractors / Volunteers)

It is now important to ensure that each of these new candidate / employee / contractor files are complete with up-to-date information and documentation on the employment history to ensure that manager/s are appropriately informed on all employee matters when managing staff throughout the employee-lifecycle.

Citation HR Software allows for you to upload in bulk all types of employment documentation, such as contracts and letters, which will automatically be saved to each candidate / employee / contractor file through the use of unique Employee ID numbers.

Overview: Uploading documents in bulk - What are the Methods?

How can I manually upload employment documentation?

Step 6 - Training and Qualifications

Your business will first need to set up your Competency Library to reflect the job requirements for each role and function. Once your Competency Library and Roles have been created, you will need to apply them to your Employee Records. The final step is to update the Competency details and upload or link Employee documents to the Competency on the Employee's Record. 

 - Overview of the Training and Qualifications Functionality

- Your Checklist to Getting Started with Training & Qualifications

Once set up and launched, workers can create, manage and update their own competencies, training and qualifications through their eSS portal. As part of your launch, you might require each worker to review their current training and qualification and update any licenses or certificates that may have expired.

Almost Ready!

When you have completed the steps above, you will have setup and populated your Citation HR Software account to a point where you can start using it. There are further steps to complete to finalise your setup that will assist your business to utilise Citation HR Software to it's full potential. 

You can now start to do the following:

  • View and manage worker records (employees/ contractors / volunteers)
  • Generate employment documentation such as contracts, policies, letters, guides, form and more
  • Complete checklists for all types of employment matters


To take your account to the next level, go through our Citation HR Software Account Setup: Additional Features; training your managers; launch to your employees article.