Core HR
The employee record, assignments and the org chart, documents with verification and expiry, tax details, salary structures, onboarding checklists and exits.
StatusOnboardingActiveOnLeaveSuspendedOnNotice
The employee record
One row per person per employing entity:
| Field group | What it holds | Maintained by |
|---|---|---|
| Identity | Employee number, name, date of birth, gender, national ID, work email | HR Manager |
| Organisation | Entity, department, position, manager, location, cost centre, work pattern | HR Manager, from the active assignment |
| Employment | Type, hire and continuous service dates, contract end, probation and status | HR Manager |
| Statutory | Tax identifier, social insurance number, annual tax details | Payroll Officer, from a verified declaration |
| Payment | Bank name and account, payment method, pay calendar | Payroll Officer, with account fields applied from an approved request |
| Contact | Address, phone, emergency contact | Employee |
National ID and bank account are masked outside authorised HR and payroll access. Privileged access is audited. An employee submits BankAccountChangeRequests with proposed bank details and a ProofDocument. Approval requires a verified BankProof belonging to that employee and matching that account. A Payroll Officer other than the requester approves it; only then are the current account and VerifiedBankChange updated. Approved requests remain immutable. A bank return clears BankVerificationStatus and another approved request is required before reissue.
Status runs Onboarding → Active → OnNotice → Exited, with OnLeave and Suspended for continuing employment. Active and OnNotice employees enter payroll; absence and suspension follow configured pay rules. Onboarding staff enter only after blocking tasks are complete.
Approval conditions
HR Manager approves it (Status: PendingApproval → Active).
PendingApproval
- CR-54084 LJ 140 in 2 d
- CR-63767 XT 370 9 d
- CR-98935 GP 570 today
- CR-85197 PL 570 in 6 d
- CR-13459 GZ 410 in 12 d
CR-54084
- Employee
- LJ
- EffectiveFrom
- 19 Sep
- PayBasis
- Salaried
- AnnualGross
- 140
- HourlyRate
- 5
Active waits for the hr manager.
Tax details
EmployeeTaxDetails records the tax year, code or filing status, allowances, residency and applicable declared reliefs. The employee submits the declaration; Payroll Officer verifies it. Payroll reads the verified record effective on the pay date. A later declaration supersedes the earlier one from its effective date.
StatusPendingOverdue
Positions, assignments and the org chart
A position holds a title, department, grade, salary band, approved headcount and reporting position. Openings recruit against available seats and offers are checked against the band. Freezing a position stops new openings.
EmployeeAssignments records effective-dated position, department, manager, location, cost centre and entity. The employee shows the current assignment; history supports headcount and cost reporting. A group transfer closes employment in the old entity and creates an employment record in the new one, with continuous service reviewed during the transfer.
Departments supply a default cost centre. Locations supply the holiday calendar, work pattern and region. A work pattern defines working days and hours.
StatusInitiatedNoticePeriodClearanceFinalSettlement
Documents
Contracts, identity and address proofs, tax declarations, bank proofs, qualifications and work permits belong to an employee. Each carries its type, issue date, expiry date where relevant and verification status. Employee uploads; HR Manager verifies. HR filters employee documents by expiry date for renewal. Verification of a document alone does not authorise a bank change.
Salary structures
CompensationRecords holds the effective dates, currency, revision reason and pay basis: annual gross, hourly rate or daily rate. CompensationLines holds the components and per-period amounts or percentages. Payroll Officer completes the draft header and lines, then submits. HR Manager approves from Compensation Approvals; the approver and date stay on the record. A back-dated revision produces arrears for review in an eligible open run without rewriting posted payslips.
Onboarding
An accepted offer creates an employee in Onboarding and tasks across HR, payroll, the manager, employee and Admin for IT work. Tasks cover contract, documents, tax, verified bank request, approved compensation, benefits, equipment and access. BlocksFirstPayroll tasks prevent inclusion until complete. Completion does not replace the normal payroll and payment approvals.
Exits
An employee initiates a resignation; HR Manager records other exits. The Exits record holds notice, last working day and terminal amounts. HR Manager authorises those amounts and confirms clearance evidence from the manager, Admin and finance. Payroll Officer prepares the FinalSettlement run; Finance Controller approves it and a different authorised controller approves the payment batch. After payment and journal posting, HR completes the exit, changes the employee to Exited and releases headcount. Outstanding recoveries are recorded and resolved under the configured policy.
Modules
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Core HR
The employee record, assignments and the org chart, documents with verification and expiry, tax details, salary structures, onboarding checklists and exits.
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Recruiting
Requisitions against approved positions, candidates through stages, interviews with feedback, and offers approved against the band before they are sent.
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Leave & attendance
Leave policies and balances, requests and approval, work patterns, shifts and rosters, daily attendance from devices, and the timesheets with a line per day that payroll reads at cutoff.
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Payroll
Pay components, calendars and periods, inputs from attendance and benefits, gross-to-net calculation under statutory rules and the employee's tax details, review, approval, payslips, the bank file and the payment behind each payslip.
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Benefits
Plans with premiums and employer contributions, eligibility and enrolment windows, coverage levels, dependants and nominees, and the deductions payroll takes from them.
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Compliance
Statutory rules and their bands as effective-dated data, monthly and year-end returns built from posted pay runs, employee tax statements, the tax year lock, policy acknowledgement and the documents that expire.
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Payroll accounting
Ledger accounts and cost centres, the payroll journal drafted for every approved run, allocation by cost centre and timesheet line, accruals with their reversals, reconciliation of clearing and liability accounts, and the period lock.
Reports
All reportsPayroll Variance
This run against the previous run per employee, flagging changes in gross or net above the entity's threshold with the input or revision that caused them.
Headcount and Attrition
Headcount by entity, department and employment type from the assignments effective in the month, with joiners and leavers and the reasons for leaving.
Roles and permissions
Owns the employee master, assignments, positions, policies, offers and exits, and decides leave exceptions and compensation revisions.
Runs openings from requisition to accepted offer.
Approves leave, attendance corrections and timesheets for direct reports, keeps the team roster, and interviews for openings.
Prepares the pay run: employee pay setup, inputs, calculation, review, payslips, bank file and statutory returns.
Approves the pay run, authorises the bank file, owns the payroll journal and its reconciliation to the ledger, and locks periods and tax years.
Sees their own record, payslips and balances; raises leave and timesheets; keeps their documents, tax details and dependants current; records feedback on interviews they conduct.
Related processes
Pay run
Inputs, calculation, payroll approval, payment authorisation and posting, with held amounts reconciled separately.
8 stages · 3 approvals
Hire to pay
From offer approval to the first payslip, with verified bank details, salary approval and separate payment authorisation.
8 stages · 7 approvals
Exit to final settlement
Notice, documented terminal amounts, clearance, final payroll approval and separate payment authorisation before closure.
7 stages · 5 approvals