ProFile Portal

SEESA ProFile – taking your compliance to the next level

In SEESA’s 18 year existence, we have assisted thousands of business owners to correctly execute their procedural responsibilities in terms of compliance with the Labour Relations Act. We have seen that one of the main causes for business owners losing a CCMA or Bargaining Council case, are that disciplinary procedures are not followed correctly.

SEESA ProFile is the ultimate online tool for business owners to deal with employees in various labour-related activities in the workplace. SEESA ProFile  ensures the complete and correct capturing and utilization of information pertaining to Human Resources and Industrial Relations functions including prepopulating correct documentation for disciplinary actions.

Implementing SEESA ProFile in your workplace raises your chance of winning CCMA cases by 50% by guiding you through procedural fairness in all disciplinary actions.

SEESA ProFile helps you in:

  • Simplifying and automating leave application procedures and capturing
  • Issuing warnings and notices for all labour-related offences
  • On-screen guidance to follow correct procedures for applicable offences
  • Capturing and storing grievances
  • Prepopulating documentation to lessen administrative burdens
  • Electronically capturing and storing employee information and employee files
  • Electronically capturing and storing all employee-related documentation pertaining to personal information, misconduct, leave, training, and more.
  • A built-in, up-to-date labour law manual to guide users through each step and providing context for legal procedures according to the Labour Relations Act.

Frequently Asked Questions

Select a category and click on a question to view the answer

What if I need help with installation?

The ProFile Support Team is ready to assist you via Teamviewer for all technical issues that cannot be resolved telephonically. Contact them as support@seesa.co.za and use this link when they need to log into your computer to save you the trouble of having to download and install Teamviewer to your computer: https://get.teamviewer.com/83db8dt

How do I navigate ProFile?

  1. Log into ProFile with your ID number and password in the top right corner.
  2. Navigate ProFile’s features and functionalities with the tabs provided at the top left of the screen.
  3. Upload your company logo by double clicking at the top centre of the screen on “No image data”.
  4. Capture your employee data (in the case of manual setup) or select the “Employee Data” tab to view your employee information.
  5. You are now ready to start adding employee information and implementing misconduct procedures.

What are Employment Categories?

Employment Categories are different levels of employment in the organizational hierarchy, for example Managers, Security, General Workers, etc. These are the different levels of employment, not to be confused with job titles.

How do I add new employees?

You can manually capture employee data on ProFile or data for new employees to your organization. To capture employee data, you must:

  1. Select the “Employee Data” tab.
  2. Click the “New” button at the bottom of the screen.
  3. Enter all required data fields with the new employee’s information.
  4. Click the “Save” button at the bottom of the screen.

How do I view the captured employee data?

To view captured employees’ information, select the “Employee Data” tab.

Select the employee in the pane on the left side of the screen – at the top of the pane, you are able to search for specific employees and call up their information.

How do I upload existing documentation?

In order to utilize ProFile effectively, previous employee files such as warnings must be uploaded. To upload existing files, you must:

  1. Ensure all relevant employee details have been captured on ProFile.
  2. Select the “Employee Data” tab.
  3. Select the “Misconduct” tab.
  4. Select the “History” tab.
  5. Select the “Capture Old Warnings” tab.
  6. Complete the required fields with the details of the existing offence.
  7. Click the “Save” button to capture the data, after which it will appear in the “History” tab.

You will now be required to scan in and upload the existing documentation to Pro.File:

  1. Select the “History” tab.
  2. Right click on the applicable warning to upload the document.
  3. Select the applicable scanned document on your computer to upload into Pro.File.

To view uploaded documents at a later stage, right click on the applicable warning.

What are the Learn More About tabs?

Specific sections of ProFile contains “Learn More About” tabs to provide users with legislative context. Clicking on the “Learn More About” tab of a specific section will provide a short overview of applicable legislation, broken down into relevant sections.

These tabs are useful to guide users in their decision-making and understand why specific steps need to be followed.

What are the system requirements for ProFile?

profile-system-requirements-2016-09

How can I get training for using ProFile & Abacus Payroll software?

To book ProFile and Abacus Payroll training, simply open ProFile after installation and click on the “Book training for this software” tab. You can then select a convenient time and location to attend training at no extra cost. ProFile and Abacus Payroll training are conducted on the same day as 2 sessions for your convenience.

How do I know I’m following the correct procedure?

ProFile is developed intelligently in order to guide users to follow the correct legal procedures and alerting users when they are not. For example, when a ProFile user is following an incorrect procedure by issuing an employee with a hearing notice where no previous warning has been issued, ProFile will alert the user of the advised correct procedure. The user can then choose to continue issuing a hearing notice, or be reverted to following the correct procedure.

How do I view previously captured documentation?

  1. Select the applicable tab in ProFile of which you need to view previous documentation, e.g. Misconduct, Incapacity, etc.
  2. Select the “History” tab.
  3. Right click on the relevant entry and select “View”.

What must I do if ProFile gives an error pop-up window?

If you encounter an error pop-up window, please contact the Support Team with the details of what action you were trying to perform when you encountered the error.

Select continue on the pop-up window and continue using ProFile’s other features while our support team fixes the error you have reported.

ProFile is a new system – we appreciate and value each user’s assistance in reporting any errors in the system in order for us to optimise the software.

How can the Support Team assist me?

The ProFile Support Team is ready to assist you via Teamviewer for all technical issues that cannot be resolved telephonically. Use this link when they need to log into your computer to save you the trouble of having to download and install Teamviewer to your computer: https://get.teamviewer.com/83db8dt

How to issue a warning

  1. Select the “Issue Misconduct Related Documentation” tab
  2. Select the “Warning” tab
  3. Select the misconduct category
  4. Pro.File will indicate the appropriate action for each offence occurrence (first offence, second offence or third offence)
  5. Select the applicable rule violation
  6. Select the applicable date on which the incident occurred
  7. Indicate the warning lapse period
  8. Select the type of warning to issue. *ProFile will warn you against violating progressive disciplinary procedure
  9. Submit a description of the offence to appear on the warning document
  10. Click the “Issue” button to issue the warning
  11. Scan the signed document and upload to ProFile – this document can later be viewed under the “History” tab

How to issue a Disciplinary Hearing Notice

  1. Select the “Employee Data” tab
  2. Select the employee for which you wish to issue misconduct-related document on the left side of the screen
  3. Select the “Misconduct” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  4. Select the “Issue Misconduct Related Documentation” sub tab
  5. Select the “Notices” sub tab
  6. Specify the type of notice you want to issue from the drop-down list provided
  7. Select the applicable date of the hearing
  8. Specify the hearing location and time
  9. Specify the nature of the offence from the provided list
  10. Submit a description of the offence to appear on the notice
  11. Click the “Issue” button to issue the notice
  12. Click the “Print Minutes” button to print the Minutes of Disciplinary Hearing document
  13. Scan the signed document and upload to ProFile – this document can later be viewed under the “History” tab

How to capture the outcome of a hearing

  1. Select the “Issue Misconduct Related Documentation” tab
  2. Select the “Disciplinary Hearing” tab
  3. Complete all fields provided on the screen as to give a clear illustration of the hearing’s outcome
  4. Click the “Save” button to save the captured information

How to create a Disciplinary Hearing Appeal Notice

  1. Select the applicable employee from the “Employee Data” tab
  2. Select the “History” sub tab
  3. Select the “Disciplinary Hearing” sub tab
  4. Select the applicable hearing on record and complete all the fields provided at the bottom of the screen
  5. Click the “Create Notice of Appeal” button.

Issuing a Certificate of Service

Certificates of Service is issued if an employee is dismissed or resigns from employment.

  1. Select the applicable employee
  2. Select the “Issue Misconduct Related Documentation” tab
  3. Select the “Certificate of Service” tab
  4. Select the relevant manager or employer
  5. Provide the reason for termination of service
  6. Specify the employee’s remuneration at the time of their termination of service
  7. Specify the physical address of employment
  8. Click the “Create Certificate” button to print the document

The currency of the program is not ZAR

Your computer has a default setting to determine the currency it implements. If you add amounts to Pro.File such as the Settlement Amount for the Notice of Full and Final Settlement, your computer may automatically insert the amount as $.

To change the currency Pro.File uses to ZAR, you need to change your computer’s default settings.

How to submit an employee leave application

  1. Select the applicable employee from your employee list
  2. Select the “Leave” tab
  3. Select the “Summary” tab to check of the employee has sufficient leave available
  4. Select the “Application” tab
  5. Click the “New” button
  6. Select the applicable leave dates requested
  7. Click the “Submit” button to submit the application

Upon submission of a leave application, an email will be automatically generated and sent to the relevant manager for approval.

Employee Leave Overview

  1. Select the “Employee Data” tab
  2. Select the “Leave Calendar” tab

The Leave Calendar will give you a complete overview of all employee leave from different offices or branches.

How to issue a Poor Work Performance Meeting Notice

  1. Select the relevant employee from your employee list at the left of the screen
  2. Select the “Incapacity Meetings” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  3. Select the “Incapacity (Poor Work Performance)” sub tab
  4. Select the “Issue Notice” sub tab
  5. Complete the provided fields
  6. Click the “Issue” button to issue the notice

How to issue a Poor Work Performance Enquiry Notice

  1. Select the relevant employee from your employee list at the left of the screen
  2. Select the “Incapacity Meetings” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  3. Select the “Incapacity (Poor Work Performance)” sub tab
  4. Select the “History” sub tab
  5. Right click on the applicable notice you wish to issue an enquiry for and select “Create Enquiry” from the list of actions provided
  6. Complete the provided fields
  7. Click the “Issue” button

How to capture the outcome of a Poor Work Performance Enquiry

  1. Select the relevant employee from your employee list at the left of the screen
  2. Select the “Incapacity Meetings” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  3. Select the “Incapacity (Poor Work Performance)” sub tab
  4. Select the “History” sub tab
  5. Select the applicable notice (the status will be displayed as “Enquiry”)
  6. Select the notice when it appears in the “Enquiries” table and right click on the applicable notice
  7. Select one of the outcomes provided
  8. Complete all provided fields
  9. Click the “Create Notice” button

How to issue an Ill Health Enquiry Notice

  1. Select the relevant employee from your employee list at the left of the screen
  2. Select the “Incapacity Meetings” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  3. Select the “Incapacity (Ill Health)” sub tab
  4. Select the “Enquiry” sub tab
  5. Complete all fields provided
  6. Click the “Issue” button

How to capture the outcome of an Ill Health Enquiry

  1. Select the relevant employee from your employee list at the left of the screen
  2. Select the “Incapacity Meetings” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  3. Select the “Incapacity (Ill Health)” sub tab
  4. Select the “History” sub tab
  5. Right click on the applicable Ill Health Enquiry entry
  6. Select one of the outcomes provided
  7. Complete all provided fields
  8. Click the “Create Notice” button

How to remove an Ill Health Enquiry Notice

  1. Select the relevant employee from your employee list at the left of the screen
  2. Select the “Incapacity Meetings” sub tab. You can navigate to more tabs using the arrows on the tabs bar at the top right of the screen
  3. Select the “Incapacity (Ill Health)” sub tab
  4. Select the “History” sub tab
  5. Right click on the applicable Ill Health Enquiry entry
  6. Select “Remove Enquiry”

Why do small enterprises no longer need BEE certificates?

The  Amended BEE Codes of Good Practice has brought an end to BEE certificates for small enterprises. The only requirement for small and black-owned enterprises is now one of the following:

  • An affidavit confirming 1) that the enterprise turnover is less than required by the Codes or relevant industry sector and 2) the percentage black ownership.
  • To obtain a CIPC certificate that states the same as above.

The BEE Commission has made a determination in September 2016 that no verification agency is allowed to issue any certificate/affidavit to these types of enterprises.

How do I obtain an affidavit?

SEESA BEE clients can obtain a pre-populated affidavit through ProFile by clicking on the “SEESA BEE” tab.

Who must commission the affidavit?

The commissioning of an affidavit must be done by a Commissioner of Oaths. A Commissioner of Oaths can be:

  • A South African Police Service member
  • A South African Post Office employee
  • A practicing attorney
  • Certain banking employees

Do I still need SEESA BEE services with regards to BEE?

Yes, the BEE landscape is a minefield that holds serious consequences for employers.

Fronting practices hold a penalty of up to 10 years imprisonment and/or a penalty of 10% of an enterprise’s annual turnover.

Enterprises that foresee becoming Qualifying Small Enterprises need to put plans and strategies in place to avoid finding themselves non-compliant when they exceed the relevant threshold. SEESA BEE specialises in advising our clients on how to be compliant and how to improve on the current status on an annual basis.

Contact our Support Team