HR Module User Guide

User guide for working with personnel records, attendance, and other HR functions. The HR (Human Resources) module provides comprehensive tools for human resource management - from employee records through attendance and absence tracking to training and medical examination records.

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Purpose and Scope

This documentation covers the complete lifecycle of HR processes:

• Employee records - personal data, job positions, organizational structure
• Attendance and time - check-in/out records, worked time tracking
• Absences - vacations, sick leave, requests and approvals
• Development - training, certifications, career planning
• Health and safety - medical examinations, occupational safety

Who is this guide for

This guide is intended for HR specialists, team leaders, employees, and management who work with personnel administration. For module configuration, see HR Administration.

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Key Concepts

HR System Architecture

flowchart TD
    subgraph Employee["Employee Records"]
        E[Employee] --> EP[Job Position]
        E --> ED[Department]
        E --> EC[Contract]
        E --> ES[Supervisor]
    end

    subgraph Attendance["Attendance and Time"]
        E --> AT[Attendance Record]
        AT --> TS[Time Logs]
        TS --> WS[Work Records]
        TS --> WSH[Timesheet]
    end

    subgraph Absence["Absence Management"]
        E --> AR[Absence Request]
        AR --> AA[Approval]
        AR --> AB[Leave Balance]
    end

    subgraph Development["Development and Training"]
        E --> TR[Training]
        E --> CE[Certification]
        E --> HE[Medical Examination]
    end

    subgraph Equipment["Equipment"]
        E --> EQ[Loaned Equipment]
    end

Core Entities

Entity	Purpose	Typical Usage
Employee	Basic HR record	Personal and work data
Job Position	Role in company	Position definitions, competencies
Department	Organizational unit	Organizational structure
Attendance Record	Daily records	Check-ins, check-outs
Time Log	Worked time	Work on projects/tasks
Absence Request	Leave request	Vacation, sick leave, other
Training	Training records	Courses, certifications
Medical Examination	Medical check-ups	Entry, periodic, exit
Loaned Equipment	Assets with employee	Laptop, phone, car

Employee Lifecycle

stateDiagram-v2
    [*] --> Candidate: Recruitment
    Candidate --> Hired: Acceptance
    Hired --> Onboarding: Start
    Onboarding --> Active: Active
    Active --> OnLeave: On Leave
    OnLeave --> Active: Return
    Active --> Terminated: Termination
    Terminated --> [*]

    Candidate: Candidate
    Hired: Hired
    Onboarding: Onboarding
    Active: Active
    OnLeave: On Leave
    Terminated: Terminated

Status	Description	Typical Activities
Candidate	In recruitment process	Interviews, tests
Hired	Offer accepted	Contract preparation
Onboarding	First days in company	Training, equipment handover
Active	Normal working status	Work, development
On Leave	Temporary absence	Vacation, sick leave
Terminated	Employment ended	Exit process

Absence Types

VacationSick LeaveOther

Type	Description	Approval
Annual Leave	Paid vacation	Manager
Unpaid Leave	Leave without pay	HR + Manager
Personal Days	Personal reasons leave	Manager
Study Leave	For studies/exams	HR + Manager

Type	Description	Document
Sick Leave	Work incapacity	Medical certificate
Family Care	Caring for family member	Doctor's confirmation
Quarantine	Mandated isolation	Health authority decision

Type	Description	Entitlement
Maternity/Parental	Child care	Statutory
Wedding	Own/close person's	1-2 days
Funeral	Close person	1-3 days
Moving	Address change	Per contract

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Prerequisites

System Requirements

Before starting work with HR module, verify:

• [x] You have been granted HR record access rights
• [x] Organizational structure (departments) is set up
• [x] Job positions are defined
• [x] Work calendar is configured
• [x] Absence types and rules are set up

Recommended Preparation

Before Creating EmployeeOrganizational Structure

Prepare the following information:

• Personal data (name, date of birth, address)
• Employment contract (position, start date, salary)
• Bank account for payroll
• Emergency contact details
• Photo for ID card

Level	Example	Responsibility
Company	ABC Ltd.	CEO
Division	Sales, Production	Division Director
Department	Sales, Marketing	Department Head
Team	Team A, Team B	Team Leader

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Integration with Other Modules

Project Module

flowchart LR
    E[Employee] -->|assignment| T[Project Task]
    T -->|tracking| TS[Time Log]
    TS -->|costs| PC[Project Costs]

• Resource assignment - employees as project resources
• Time tracking - work on projects
• Costs - automatic personnel cost calculation

Sales Module

flowchart LR
    E[Employee] -->|user| U[System User]
    U -->|owner| O[Opportunity]
    U -->|assigned| A[Activity]

• Users - linking employees with user accounts
• Sales reps - tracking sales performance
• Activities - planning and tracking activities

Production Module

flowchart LR
    E[Employee] -->|operator| WP[Workplace]
    WP -->|work| WK[Work Performed]
    WK -->|time| TS[Time Log]

• Operators - assignment to workplaces
• Work tracking - work performed on orders
• Payroll data - data for salary calculation

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User Roles and Permissions

Role	Permissions	Typical Tasks
HR Manager	Everything	Complete HR management
HR Specialist	Employees, absences	Personnel administration
Team Leader	Own team	Approvals, monitoring
Employee	Own records	Requests, timesheets
Payroll Accountant	Attendance, timesheets	Payroll preparation

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Workflows

New Employee Onboarding

flowchart TD
    A[Start] --> B[Create Employee Record]
    B --> C[Fill Personal Details]
    C --> D[Assign Position and Department]
    D --> E[Set Supervisor]
    E --> F[Create User Account]
    F --> G[Equipment Handover]
    G --> H[Induction Training]
    H --> I[Medical Examination]
    I --> J[Activate Employee]

Absence Request Workflow

sequenceDiagram
    participant E as Employee
    participant S as System
    participant M as Manager
    participant HR as HR Department

    E->>S: Submit Request
    S->>M: Request Notification
    M->>S: Approve/Reject
    S->>E: Result Notification
    S->>HR: Update Records
    HR->>S: Balance Check

Daily Attendance Workflow

flowchart TD
    A[Arrival at Work] --> B[Record Check-in]
    B --> C[Work]
    C --> D{Break?}
    D -->|Yes| E[Record Break]
    E --> C
    D -->|No| F{End of Work?}
    F -->|No| C
    F -->|Yes| G[Record Check-out]
    G --> H[Automatic Hours Calculation]

Monthly Attendance Closing

flowchart TD
    A[End of Month] --> B[Review Records]
    B --> C{Complete?}
    C -->|No| D[Fill Missing]
    D --> B
    C -->|Yes| E[Manager Review]
    E --> F{Approved?}
    F -->|No| G[Correction]
    G --> E
    F -->|Yes| H[Lock Period]
    H --> I[Export to Payroll]

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Key Features

Attendance Tracking

Feature	Description	Automation
Manual Entry	Enter check-in/out	Manual
Terminal	Chip cards	Automatic
Mobile App	GPS location	Semi-automatic
Calendar Integration	MS Outlook sync	Automatic

Working Time Calculation

flowchart LR
    subgraph Inputs["Inputs"]
        AT[Check-in/Out]
        BR[Breaks]
        AB[Absences]
    end

    subgraph Calculation["Calculation"]
        WH[Working Hours]
        OT[Overtime]
        NT[Night Work]
    end

    subgraph Outputs["Outputs"]
        TS[Monthly Timesheet]
        PR[Payroll Data]
    end

    AT --> WH
    BR --> WH
    AB --> WH
    WH --> TS
    OT --> TS
    NT --> TS
    TS --> PR

Leave Management

Feature	Description
Leave Entitlement	Automatic calculation per contract
Usage	Tracking used leave
Balance	Current entitlement status
Carryover	Unused leave transfer
Expiration	Automatic notification

Automatic Notifications

Event	Action	Recipient
New Absence Request	Email	Manager
Approval/Rejection	Email	Employee
Contract Expiring	Email	HR + Employee
Medical Examination Due	Email	Employee
Birthday	Email	HR + Team

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Handling Common Situations

Correcting Attendance Record

How to correct an incorrect attendance record?

flowchart TD
    A[Incorrect Record] --> B{Period Locked?}
    B -->|No| C[Direct Correction]
    B -->|Yes| D[Request Unlock]
    D --> E[HR Approval]
    E --> F[Unlock Period]
    F --> C
    C --> G[Save with Note]

Insufficient Leave Balance

Procedure when leave entitlement is exceeded

1. Check current status - verify balance
2. Consider alternatives:
3. Unpaid leave
4. Work from home
5. Reschedule dates
6. Consult HR - advance leave option
7. Manager approval - exceptional cases

Long-term Illness

flowchart TD
    A[Report Illness] --> B[Record Absence]
    B --> C{Duration > 3 days?}
    C -->|No| D[Personal Day]
    C -->|Yes| E[Sick Certificate]
    E --> F[System Record]
    F --> G{Duration > 14 days?}
    G -->|Yes| H[Contact Employee]
    H --> I[Return Plan]

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Section Contents

Detailed guides for individual features can be found in these chapters:

Chapter	Description
Employee Management	Employee record management
Absence Requests	Submitting and approving requests
Attendance Tracking	Check-in and check-out records
Working Time Definitions	Working hours and shift definitions
Time Logs	Worked time tracking
Work Records	Work performed records
Medical Examinations	Medical check-up records
Training Records	Training and certifications
Loaned Equipment	Asset management with employees
Bulk Actions	Bulk operations on records
Tips and Recommendations	Best practices

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Additional Resources

• Module Administration - Administrator guide
• Reference - Technical API documentation
• Project Module - Project management
• Production Module - Production operations

Need help?

For complex HR processes or specific workflow implementation, contact your implementation partner or HR consultant.