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HR Module Administration

Configuration and administration of the HR module.

Basic Setup

Module Activation

The HR module is part of the extension package. After installation:

  1. Activate the module in administration
  2. Set permissions for roles
  3. Configure default values

HR Settings

In Administration → Settings → HR configure:

Setting Description Default
Annual vacation entitlement Standard hours/year 160
Work hours per day Daily hours 8
Automatic vacation transfer Year-end transfer Yes

Number Sequences

Numbering Formats

Entity Format Example
VacationRequest ABS-{YY}-{number} ABS-25-00001
Vacation VAC-{YY}-{number} VAC-25-00001
WorkRecord WR-{YY}-{number} WR-25-00001

Sequence Configuration

{
  "format": "ABS-{YY}-{number}",
  "padLength": 5,
  "nextNumber": 1
}

Configuration: Administration → Entity Manager → [Entity] → Fields → automaticReferenceIdentifier

Entity Statuses

Absence Request Statuses (VacationRequest)

Status Value Color Description
Draft Draft - Work in progress
Pending Pending warning Awaiting approval
Approved Approved success Approved
Rejected Rejected danger Rejected
Returned Returned info For revision

Time Log Statuses (LogTime)

Status Value Color
Planned Planned -
In Progress In Progress warning
Done Done success

Absence Types

Type Configuration

Absence types are defined in WorkTimeEnum:

Type Value Deducts Vacation
Vacation vacation Yes
Sick Day sickDay No (paid leave)
Sick Leave sickLeave No
Care Leave careLeave No
Doctor doctor Depends on settings
Business Trip businessTrip No
Statutory Absence statutoryAbsence No
Unpaid Absence unpaidAbsence No
Home Office homeOffice No

Custom Types

To add a custom type:

  1. Go to Administration → Entity Manager → WorkTimeEnum
  2. Edit the type field
  3. Add a new value
  4. Define consumption behavior

Working Calendar

Calendar Configuration

The working calendar defines:

  • Working days - Monday to Friday (default)
  • Working hours - 8:00 - 17:00
  • Holidays - Public holidays
  • Non-working days - Company holidays

Calendar Assignment

  1. Create a calendar in Working Calendars
  2. Assign to users/employees
  3. Calendar is used for:
  4. Absence hours calculation
  5. Attendance generation
  6. Planning

WorkingTimeCalendarRange

For specific periods (e.g., Christmas holiday):

Field Description
dateStart Period start
dateEnd Period end
isWorking Working/Non-working

Approval Workflow

Approval Configuration

Absence request approval process setup:

  1. Administration → HR Module Settings
  2. Define approvers by:
  3. Role
  4. Manager
  5. Team

Multi-Level Approval

For complex workflows:

Level Approver Condition
1 Direct manager Always
2 HR manager Vacation > 5 days
3 Director Vacation > 10 days

Notifications

Alert configuration:

Event Recipient Channel
New request Approver Email, System
Approved Requester Email, System
Rejected Requester Email, System
Returned Requester Email, System

Automation

Automatic Vacation Transfer

At year end, the system automatically:

  1. Transfers unused hours to lastYearVacationHoursLeft
  2. Resets vacationHoursLeft to annual entitlement
  3. Creates operation log

Settings:

  • Scheduled job runs January 1st
  • Can be run manually in administration

Automatic Work Records

At month end:

  1. System finds active employees
  2. Sums time logs (LogTime)
  3. Creates WorkRecord with calculation

Configuration:

{
  "enabled": true,
  "runDay": "last",
  "includeBonus": true,
  "bonusRate": 25
}

Medical Examination Reminders

Automatic alerts before expiration:

Setting Description Default
Days ahead Warning before deadline 30
Email recipient HR or employee HR

Permissions

Role Configuration

In Administration → Roles set permissions:

Entity Actions Description
HumanResource create, read, edit, delete Employees
VacationRequest create, read, edit, delete Absence requests
Vacation create, read, edit, delete Absences
Attendance create, read, edit, delete Attendance
LogTime create, read, edit, delete Time logs
WorkTimeSummary create, read, edit, delete Summaries
WorkRecord create, read, edit, delete Work records
MedicalExamination create, read, edit, delete Medical exams
EducationAndTrainingRecord create, read, edit, delete Education
BorrowedEquipment create, read, edit, delete Equipment
Role Employees Requests Attendance Time Logs
Employee Read own CRUD own Read own CRUD own
Team Leader Read team CRUD team + approval Read team Read team
HR Manager CRUD CRUD + approval CRUD CRUD
Administrator CRUD CRUD CRUD CRUD

Own Records Restriction

For visibility of own records only:

  • Assigned User - own records
  • Team - team records
  • All - no restriction

PDF Templates

Available Templates

Template Entity Description
Employee Card HumanResource Personal data
Employment Contract HumanResource Contract data
Employment Confirmation HumanResource For authorities
Work Time Summary WorkTimeSummary Monthly overview

Template Customization

Templates use HTML + Handlebars:

Available variables:

  • {{name}} - employee name
  • {{vacationHoursLeft}} - remaining vacation
  • {{workHoursPerDay}} - daily hours

Integration

Project Integration

Linking time logs with projects:

  1. In time log, select Parent → Project/Task
  2. Costs are automatically counted in project
  3. Can filter logs by project

Production Integration

Linking with production orders:

  1. Time logs can be assigned to operations
  2. Automatic production cost calculation
  3. Production efficiency tracking

Payroll Integration

Export for payroll systems:

  1. Generate work records
  2. Export to CSV/XML
  3. Import to payroll software

Troubleshooting

Cannot Create Absence Request

Cause: Missing workHoursPerDay field on employee

Solution: 1. Open employee detail 2. Set Work hours per day (e.g., 8) 3. Save

Approval Not Working

Cause: Missing approver configuration

Solution: 1. Check settings in Administration → HR Module Settings 2. Verify approver permissions 3. Check assigned user on request

Vacation Hours Not Deducting

Cause: Absence type doesn't consume vacation

Solution: 1. Check absence type (vacation vs. sickDay) 2. Only type vacation deducts from entitlement 3. Other types are records without deduction

Attendance Not Generating Correctly

Cause: Missing or incorrect working calendar

Solution: 1. Check assigned working calendar for user 2. Verify working day definitions in calendar 3. Check holidays and non-working days

Automatic Vacation Transfer Didn't Run

Cause: Scheduled job not running

Solution: 1. Check scheduled jobs in Administration 2. Verify cron job is running on server 3. Run transfer manually in administration