HR

Everything below lives under the HR menu in the left sidebar unless noted otherwise. Access to each screen is controlled by permissions tied to your role, so if a menu item or button doesn't appear, your role probably isn't cleared for it — ask a Super Admin or Admin to adjust your access.

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#Employees (directory)

Where to find it: HR → Employees

The employee directory is the master list of everyone in your company. It's the starting point for opening a person's profile, adding a new hire, or making quick edits.

Screenshot

Employees directory table with search box, status filter, and Add Employee button in the top right

#What you can do here

• Search people by name, email, or employee number.
• Filter the list by status (Active, Inactive, Terminated).
• Open any person's full profile.
• Add a new employee.
• Quick-edit or delete an employee.

#How to find an employee

1. Go to HR → Employees.
2. Type a name, email, or employee number into the search box.
3. Optionally choose a status from the All Status dropdown to narrow the list.
4. Click the person's row, or click View Details, to open their profile.

#How to add a new employee

1. Click Add Employee (top right).
2. Fill in the Personal Information section (first name, last name, email are required).
3. In Employment Details, choose a Branch — this is the only required field here.
4. Optionally set Department, Position, Grade, and Job Title. Choosing a department filters the Position list to that department.
5. Set Employment Type, Status, and Hire Date.
6. Click Create Employee.

#Field guide — Add / Edit employee

#Statuses

#Tips & FAQ

• Why can't I see the Add button? You need the employee create permission — typically HR Manager, Admin, or Super Admin.
• Deleting vs terminating: Deleting removes the record entirely and asks for confirmation. To reflect a departure while keeping history, set the status to Terminated instead (see below).
• Who to contact: HR Manager for data corrections, Admin/Super Admin for access issues.

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#Employee profile & tabs

Where to find it: HR → Employees → click a person

The profile is the single view of everything about one employee. The header shows their name, status badge, access badge (Seat or Portal user), employee number, position, department, email, and manager. Two header actions sit on the right: Upgrade Grade and Back.

Screenshot

Employee profile header with avatar, status badges, Assign manager button, Upgrade Grade button, and the row of tabs below

#The tabs

#How to assign or change a manager

1. Open the employee's profile.
2. Next to Manager, click Assign.
3. Search for a person by name or number, or choose No manager.
4. Click Save.

#How to edit an employee's core details

1. From HR → Employees, click Edit on the person's row (or use the directory quick action).
2. Update any fields, including Status — the edit form adds Terminated as an option.
3. Click Save Changes.

#Access & login (Portal vs Seat)

Employees can optionally be given a login. A Portal user gets limited self-service access; a Seat user gets a full paid seat. The header badge tells you which (if any) applies. Granting, upgrading, downgrading, or deactivating access is an admin action — typically handled by Admin or Super Admin. Creating an employee never automatically creates a login.

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#Contracts (the employee's employment contracts)

Where to find it: HR → Employees → open a person → Contracts tab

This is where an individual's real employment contracts live — the documents that define their pay and term. (The Contracts item in the HR sidebar is for reusable templates; see Contract templates below.)

Screenshot

Employee Contracts tab showing the active contract summary card and a list of contracts with Amend Salary, Renew, and Terminate buttons

#What you can do here

• See the active contract summarized at the top (number, total salary, start/end dates).
• View every contract the employee has had, with a full salary breakdown.
• Assign a new contract.
• Amend salary, renew, terminate, or activate a contract.

#How to assign a contract

1. On the Contracts tab, click Assign Contract.
2. Choose a Grade — the grade sets the allowed salary range.
3. Choose a Contract Template (the list is filtered to templates for that grade).
4. Set the Start Date and, if the contract is time-limited, an End Date.
5. Enter the Salary Breakdown: Basic Salary (required) plus optional Housing, Transport, Food, and Other allowances.
6. Watch the Total Salary box — it must fall within the grade's range, or the form will flag "Outside grade range" and the Assign Contract button stays disabled.
7. Click Assign Contract.

#Field guide — Assign contract

#Contract lifecycle & statuses

Contract types you'll see: Permanent, Fixed Term, Temporary, and Internship (templates also support Probation and Consultant types).

#How to amend salary

1. On an Active contract, click Amend Salary.
2. Enter the new salary breakdown; the modal shows Current Total, New Total, and the Difference.
3. Set an Effective Date and a Reason (both required).
4. Click Amend Salary.

#How to renew a contract

1. On an Active contract, click Renew.
2. Enter a New End Date (must be after the current end date).
3. Choose a Renewal Type — Manual or Automatic.
4. Click Renew Contract.

#How to terminate a contract

1. On an Active contract, click Terminate.
2. Set the Termination Date (cannot be later than the scheduled end date).
3. Enter a Reason (at least 10 characters).
4. Click Terminate Contract.

#How to activate a contract

For a Draft or Pending contract, click Activate and confirm. Activating a new contract is also part of what happens automatically during a grade upgrade (see Grades).

#Tips & FAQ

• Why is Amend/Renew/Terminate missing? Those actions only appear on the Active contract. Draft/Pending contracts show Activate instead.
• Salary changes touch payroll — expect Finance Manager or Payroll Manager to be part of the approval chain.

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#Contract templates

Where to find it: HR → Contracts

Templates are reusable contract blueprints tied to a grade. When you assign a contract to an employee you pick one of these, so setting them up first saves time and keeps terms consistent.

Screenshot

Contract templates grid of cards, each showing type, active toggle, duration, probation, notice period, and renewable flag

#What you can do here

• Filter templates by type and status.
• Create, edit, activate/deactivate, or delete a template.

#How to create a contract template

1. Go to HR → Contracts and click Create Template.
2. Enter a Code and Template Name.
3. Choose the Grade it applies to and the Type (Permanent, Fixed Term, Probation, Internship, or Consultant).
4. Optionally set Duration, Probation, and Notice Period (Duration only appears for non-permanent types).
5. Toggle Auto Renew and Active as needed.
6. Click Create Template.

#Field guide — Contract template

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#Grades

Where to find it: HR → Grades

Grades are your salary bands. Each grade sets a pay range plus default leave entitlements and working hours, and it's the backbone of contracts, pay validation, and leave balances.

Screenshot

Grades displayed as cards showing salary range, annual/sick leave days, and overtime eligibility

#What you can do here

• View all grades as cards with their salary range and benefits at a glance.
• Open a grade to see its full salary breakdown.
• Create, edit, or delete a grade.

#How to create a grade

1. Go to HR → Grades and click Create Grade.
2. Enter a Code, Name, and optional Description.
3. Set the Minimum and Maximum Salary (max must be greater than min).
4. Optionally set Annual, Sick, and Emergency Leave days.
5. Optionally set Weekly and Daily Hours.
6. Set Sort Order, and toggle Overtime Eligible and Active.
7. Click Create Grade.

#Field guide — Grade

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#Upgrade Grade (promotions)

Where to find it: HR → Employees → open a person → Upgrade Grade (header button)

Use this to move an employee to a new grade, e.g. for a promotion.

Screenshot

Upgrade Grade modal with the new grade dropdown, grade preview, effective date, reason, and the Auto-create new contract checkbox

#How to upgrade a grade

1. Open the employee's profile and click Upgrade Grade.
2. Choose the New Grade (their current grade is excluded from the list). A preview shows the new salary range, annual leave, and overtime multiplier.
3. Set an Effective Date and an optional Reason.
4. Leave Auto-create new contract ticked (default) to have the system handle the contract switch, or untick it to keep the current contract.
5. Click Upgrade Grade.

#Tips & FAQ

• Nothing changed after I clicked Upgrade Grade. That's expected — the change is pending approval. It applies once an approver signs off.
• Grade upgrades usually involve HR plus a Finance/Payroll approver because pay changes.

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#Leaves

Where to find it: HR → Leaves

Track time off: request leave, watch balances, and (for approvers) approve or reject requests.

Screenshot

Leaves page with balance cards across the top and a table of leave requests below

#What you can do here

• See remaining leave balances by type (remaining, total, and used days).
• Request leave.
• Filter and search requests.
• Cancel a pending request.
• Assign a replacement for an approved leave.
• Approve or reject requests (approvers only).

#How to request leave

1. Go to HR → Leaves and click Request Leave.
2. Choose a Leave Type (the dropdown shows how many days are available for each).
3. Set the Start Date and End Date.
4. Add a Reason (optional, up to 500 characters).
5. Click Submit Request.

#Field guide — Leave request

#Statuses

#How to approve or reject leave

Approving and rejecting require leave-approval permission (typically HR Manager, Team Lead, or Admin). Approvers can also bulk-approve pending requests and run a year-end rollover of balances (an admin-level action). A pending request shows who it's routed to; once actioned, the approver's name appears on the row.

#Tips & FAQ

• I can only see Cancel, not Approve. You have request/self permissions but not approval permission. Approvals sit with managers and HR.
• Assign Replacement appears only on Approved leaves — use it to name who covers the person while they're out.

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#Attendance

Where to find it: HR → Attendance

Record and review daily attendance — clock-ins, clock-outs, worked hours, and exceptions like late or absent.

Screenshot

Attendance page with daily summary cards (present/absent/late/total hours) and a filtered table of attendance records

#What you can do here

• See a daily summary (total employees, present, absent, late, total hours) when viewing a single day.
• Filter by employee, date range, and status.
• Check an employee in or out.
• Add or edit a manual attendance entry.
• Bulk-import attendance.
• Edit or delete a record.

#How to check an employee in or out

1. Click Check In / Out.
2. Use the toggle to pick Check In or Check Out.
3. Select the Employee.
4. Optionally add a Location and Notes.
5. Confirm.

#How to add a manual attendance entry

1. Click Manual Entry.
2. Choose the Employee and Date.
3. Enter Clock In / Clock Out times and set the Status.
4. Optionally enter worked, break, and overtime minutes and Notes.
5. Save. Manually entered records are flagged manual in the table.

#How to bulk-import attendance

Click Bulk Import and follow the prompts to upload multiple records at once — useful after an offline period or when migrating from another system.

#Statuses

#Field guide — Manual entry

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#Departments

Where to find it: HR → Departments

Departments are the teams that structure your company. Each can have a department head and shows how many people belong to it.

Screenshot

Departments as cards, each with the department head, employee count, and Edit/Delete actions

#How to add a department

1. Go to HR → Departments and click Add Department.
2. Enter the department details (name and code) and optionally a description and head.
3. Save.

#Field guide — Department

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#Positions

Where to find it: HR → Positions

Positions are roles within a department (e.g. "Software Engineer"). Each can be scoped to a department or left open to all departments, and can carry a seniority level.

#How to add a position

1. Go to HR → Positions and click Add Position.
2. Enter a Name and Code (both required).
3. Optionally assign a Department (leave blank for "All Departments") and a Level (Executive, Senior, Mid, Junior, Intern).
4. Optionally add a description; toggle Active.
5. Click Create Position.

#Field guide — Position

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#Job Titles

Where to find it: HR → Job Titles

Job titles are the public-facing titles employees carry, independent of the internal position/grade structure. They're simpler than positions: a name, an optional code and description, a sort order, and an active flag.

#How to add a job title

1. Go to HR → Job Titles and click Add.
2. Enter a Name (required) and optionally a code, description, and sort order.
3. Click Create Job Title.

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#Org Chart

Where to find it: HR → Org Chart

The Org Chart visualizes reporting relationships across the company, built from the Manager assignments on each employee profile. Use it to see the reporting structure at a glance.

Screenshot

Org chart showing the reporting hierarchy of employees and their managers

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#Benefits

Where to find it: HR → Benefits

Define the benefits your company offers (insurance, retirement, wellness, and more). Enrolling individual employees happens on the Benefits tab of their profile.

Screenshot

Benefits table with type, provider type, monthly cost, employee contribution, and status columns

#How to add a benefit

1. Go to HR → Benefits and click Add.
2. Enter the benefit's name and choose its Type and Provider Type.
3. Set the monthly cost and, if shared, the employee contribution percentage.
4. Save.

#Field guide — Benefit

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#Skills (skills matrix)

Where to find it: HR → Skills

Maintain the library of skills your organization tracks. Skills are grouped by category and can be assigned to employees to build a skills matrix used for staffing and capability planning.

Screenshot

Skills table with name, category, description, and status columns

#How to add a skill

1. Go to HR → Skills and click Add Skill.
2. Enter the Name and choose a Category (Technical, Soft Skills, Language, Certification, Other).
3. Add an optional description; set it active.
4. Save.

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#Performance & Evaluations

Where to find it: HR → Performance

Run structured performance reviews as cycles. Each cycle covers a group of participants over a period and can include self-evaluation, peer feedback, and 360° feedback, plus a Nine-Box talent view.

Screenshot

Evaluation cycles as cards showing type, status, participants, completion percentage, and feature tags (Self Eval, Peer, 360)

#What you can do here

• Filter cycles by status, type, and year.
• Create a new evaluation cycle.
• Open a cycle to manage its evaluations and Nine-Box grid.

#How to create an evaluation cycle

1. Go to HR → Performance and click Create Cycle.
2. Name the cycle and pick a Cycle Type (Annual, Mid-Year, Quarterly, Probation, Project End, Ad-hoc).
3. Set the start and end dates and choose which feedback types to include (self, peer, 360°).
4. Save. New cycles start in Draft.

#Cycle statuses

#Inside a cycle

Open a cycle to find three tabs:

• Overview — cycle details and completion stats; here you can launch the cycle and update its status.
• Evaluations — the list of participant evaluations and their progress.
• Nine-Box — the talent grid (see below).

#Nine-Box (talent grid)

The Nine-Box plots each employee on a 3×3 grid of Performance (horizontal) against Potential (vertical), each rated Low (1), Medium (2), or High (3). Every cell maps to a talent segment:

To place someone, add them to the Nine-Box and set their Performance and Potential ratings; the grid then shows where each person sits and summary stats (average performance, average potential, count of high performers).

Screenshot

Nine-Box grid with employees plotted across the Performance vs Potential cells

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#Employee Documents & Document Requests

Where to find it: HR → Employees → open a person → Documents tab

Store an employee's documents (passport, contract, certificates, and more), track expiry, verify them, or ask the employee to upload something themselves.

Screenshot

Employee Documents tab listing files with type and status badges, and Upload Document / Request Upload buttons

#What you can do here

• Upload a document on the employee's behalf.
• Request that the employee upload a specific document.
• Verify uploaded documents.
• Filter by document type and status.
• Download or delete documents.
• See expiry warnings (Expiring Soon / Expired).

#How to upload a document

1. On the Documents tab, click + Upload Document.
2. Choose a File (PDF, Word, or image).
3. Enter a Document Name and pick a Document Type.
4. Optionally set Issue Date, Expiry Date, and Notes.
5. Click Upload.

#How to request a document from the employee

1. Click Request Upload.
2. Enter the Document Name and Document Type you need.
3. Add a Message to Employee explaining what's required and any deadline.
4. Click Send Request. The employee is notified to upload it themselves.

#How to verify a document

When a document has been uploaded and is awaiting review, click ✓ Verify on its row. Verified documents show a green Verified badge.

#Document statuses

#Document types

Passport, National ID, Visa, Work Permit, Contract, Certificate, Degree, Resume, Medical, and Other.

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#Related screens

A few HR-adjacent items round out the module:

• HR → Doc Templates — reusable templates for generating HR documents and letters.
• HR → Signatures — save and manage the signature used when documents are signed.
• Resources → Document Requests — request, generate, sign, and send company documents to employees.
• Resources → HR Requests — employee-initiated HR requests that route through manager and HR approval.