What HR owns
- Employees — the master employee record used across the ERP
- Payroll — calculate and process monthly salary runs
- Leave requests — manage annual leave, sick leave, and other absence types
- Attendance — clock-in/clock-out tracking and timesheets
- Onboarding — structured onboarding checklists for new hires
Data flows out of HR to
| Module | What it sends |
|---|---|
| Finance | Payroll for accounting |
| Projects | Resource allocation |
| Travel & Expense | Employee travel policies and per diem rates |
| Compliance | Employee records for policy assignment |
| Reports | Workforce data |
An employee must exist in HR before they can be assigned to projects, log expenses, or be included in payroll. Create the employee record before setting up their system user account.
Common tasks
Add a new employee
Enter personal details
Fill in full name, date of birth, national ID or passport number, personal email, phone, and emergency contact.
Set role and department
Assign a job title, department, and reporting manager. The reporting manager is used for leave approvals and expense approvals.
Set compensation
Enter the salary, pay frequency (monthly, bi-weekly), and employment start date. Add any recurring allowances or deductions here.
Upload documents
Attach the signed employment contract, ID documents, and any required certifications. These are stored securely against the employee record.
Assign an onboarding checklist (optional)
Select a checklist template. The employee will receive automated reminders to complete each item.
Run payroll
Select the period
Choose the pay period (e.g. March 2025). The system pulls in all active employees with their base salaries and recurring adjustments.
Review deductions
Check automatically calculated tax, pension, national insurance, and any other statutory deductions. Adjust exceptions manually — one-off bonuses, unpaid leave deductions, or advance repayments can be added here.
Review the payroll summary
The system shows total gross pay, total deductions, and total net pay. Verify the figures before proceeding.
Process
Click Process Payroll. Payslips are generated as PDFs for each employee. Employees can access their payslips from their profile.
Approve a leave request
Open HR → Leave or check your notification inbox
Pending leave requests appear in your notification bell at the top of the screen.
Review the request
Check the requested dates, leave type (annual, sick, parental, etc.), and the employee’s remaining balance for that leave type.
Check team coverage (optional)
If the employee is on a project or has upcoming scheduled tasks, flag the dates to the project manager before approving.
Record a sick day
Open HR → Leave → New Leave Request
You can submit on behalf of an employee, or employees can submit themselves.
Set the dates
Enter the first day of absence. If the duration is unknown, enter a single day and extend it later.
Track attendance and timesheets
Employees clock in and out
Employees use the Clock In / Clock Out button in their dashboard. Each entry is timestamped.
View daily attendance
Open HR → Attendance → Daily View to see who is in, who is absent, and who has not yet clocked in.
Review timesheets
Open an employee’s profile → Attendance tab to see the full monthly timesheet. Managers can edit incorrect clock entries.
Offboard a departing employee
Review open items
The system checks for: outstanding leave balance (accrued but untaken), open expense reports, active project assignments, and assigned IT assets. Each item is flagged for action.
Process final payroll
Include the employee in the next payroll run or run an off-cycle payroll for their final payment. Any accrued leave payout is added as a line item.
Troubleshooting
An employee is missing from the payroll run
An employee is missing from the payroll run
Check that the employee’s start date is on or before the payroll period start, their status is Active, and they have a salary entered on their record. Employees on unpaid leave for the full period can also be excluded — check their leave status.
Payroll deductions look incorrect
Payroll deductions look incorrect
Deductions are calculated based on the tax and deduction configuration in Settings → Payroll. If rates have changed (e.g. a new tax year), update the rates there and rerun the calculation. One-off corrections can also be entered manually per employee on the payroll run screen before processing.
A leave request was approved but the balance did not update
A leave request was approved but the balance did not update
Open HR → Leave → Employee Balances and search for the employee. If the balance shows the same number, check whether the approved leave type has a balance configured. Some leave types (e.g. sick leave without a cap) do not deduct from a numeric balance. If the balance should have decremented, contact support.
An employee cannot clock in
An employee cannot clock in
Clock-in requires the employee to have an active system login and the Attendance feature to be enabled for their role. Check Settings → Users & Roles to confirm their account is active. If attendance is role-restricted, confirm they have the correct permissions.
I deactivated an employee but they still appear in project assignments
I deactivated an employee but they still appear in project assignments
Deactivating removes their login but does not remove them from active project tasks. Go to Projects and manually reassign their open tasks to another team member. Deactivated employees are hidden from new assignment dropdowns but will remain on records they were already assigned to.
FAQ
Can employees submit their own leave requests?
Can employees submit their own leave requests?
Yes. Employees with the Employee role can submit leave requests from their dashboard. The request goes to their reporting manager (set on the employee record) for approval.
Can I run payroll for a subset of employees?
Can I run payroll for a subset of employees?
Yes. When creating a new payroll run, you can filter by department or select specific employees instead of running for all active staff. This is useful for off-cycle runs for new starters or departing employees.
How are payslips shared with employees?
How are payslips shared with employees?
Can I set different leave entitlements per employee?
Can I set different leave entitlements per employee?
Yes. Each employee’s leave entitlements are configured on their individual record. You can set a default policy for new hires under Settings → HR → Leave Policies and then override per employee as needed.
What happens to an employee's data when they are deactivated?
What happens to an employee's data when they are deactivated?
Deactivating an employee revokes their login but retains all their data — payroll history, leave records, attendance, documents — permanently. This is necessary for audit and compliance purposes. You can reactivate the employee at any time if they return.
See also
Compliance
Assign and track policy acknowledgements for employees.
Projects
Log employee time against projects and track utilisation.
Careers Portal
Publish job openings and receive applications online.