Accessing the Site
Your Equus Platform site has been set up with a URL that is unique to your company. Contact your company’s system administrator for this URL.
System security has been set up based on your role and you can only access those areas of the site as permitted by this security role. Security may be further restricted by edit versus read-only access, as well as based on advanced security settings based on countries, segments, and special security groups.
If Single Sign-on (SSO) has been configured for your Equus Platform site, access will be granted automatically via the URL when using your company-provided computer.
If your company is not using SSO, you will receive login credential emails from the Equus Platform system with your username and password. If you have not received these emails, contact your company’s system administrator for assistance. In addition to login credential emails, you will receive an email containing a code that will allow you to authorize the device you are using.
Key User Roles
There are several key user roles that are common across companies as part of the assignment management process. These roles may include (but are not limited to):
Employee/Assignee – The employee being deployed on assignment.
Assignment/Relocation Coordinator – The internal global mobility team member responsible for coordinating and managing the employee’s assignment.
Employee’s Manager/Supervisor – The manager/supervisor responsible for the employee. There could be both a home and host manager/supervisor.
Human Resources Partner – The internal human resources partner who assists with the gathering of data and coordination of team members needed to effectively deploy the employee on assignment.
Payroll Administrator – The internal payroll contact responsible for processing the assignment payroll activities.
External Vendors – A variety of external companies and contacts that provide services (i.e. tax preparation, relocation services, immigration) as part of the assignment process.
Portals
Three (3) different portals will be addressed in this document: Assignment/Relocation Coordinator User Portal, Human Resource User Portal, and External Payroll User Portal. Your company may configure different portals based on the various user roles created. Each portal will allow the user to view the pages of the Equus Platform system that are available to their specified role.
Assignment/Relocation Coordinator User Portal
This portal will allow the user to access all areas of the Equus Platform system relevant to managing assignments, including but not limited to: companies and projects, employee records, assignment records, documents, checklists, notifications, compensation, and vendor service orders.
When you first access the Equus Platform system, you will need to set your default dashboard.
Click the gear (‘
’) icon on the right of the main menu header.
A list of available dashboards will appear; select the coordinator dashboard and
click the ‘Apply’ button.
The dashboard of this portal may have several widgets of assignment-related data useful to an Assignment/Relocation Coordinator user. These widgets may include: current tasks and notifications, pending authorizations, upcoming start dates, upcoming end dates, running reports, and various charts. The widgets seen will be based on your company’s system requirements.
The Recently Used button is a short-cut option and will recall those assignments that have most recently been visited. This can be used in place of the assignment search functionality.
Human Resource User Portal
In many companies, External Client (i.e., Human Resource) Users may be responsible for initiating assignments. This portal allows the user to access system areas relevant to submitting an assignment for authorization and processing, including but not limited to: searching for employees and assignments, creating new authorizations, viewing employee and assignment data, and viewing cost estimates.
The External Client (i.e., Human Resource) User portal may have several widgets of assignment-related data associated with the submission and initiation of assignments, including the ability to run reports of this data. The widgets seen will be based on your company’s system requirements.
External Payroll User Portal
The primary screens available to the External Payroll User will be related to the download and upload of payroll reports and if configured, online compensation accumulation. If a company has more than one (1) payroll, typically, payroll users are limited to accessing only data for their payroll system unless they are specifically granted additional access.
