Workforce Management

This group holds the employee records themselves, and the small structural records that almost everything else in the system refers to.

Set the structure up first

Branches, departments and designations are chosen from drop-downs when you create an employee. If they do not exist yet, the drop-downs are empty and you cannot fill the form in properly.

If you are setting the system up for the first time, do this group first, in the order it appears on this page. Ten minutes here saves an afternoon later.

Employees

Workforce Management → Employees

The central record. Almost every other screen in the system points at an employee, so this list is the one you will return to most.

Each row is one person. The list shows their name and photo, their department and designation, their branch, and whether they are active.

Clicking a row opens that employee’s full record — personal details, job details, salary, documents, assets, leave and attendance all in one place.

Adding an employee

The form is long and is grouped into sections. The fields that matter most:

Field	What it does
Name and Email	The email is also their login username. It must be unique.
Employee ID	Your own reference number. Keep the format consistent.
Date of Joining	Drives length of service, and leave accrual on some policies.
Branch, Department, Designation	Where they sit. Must exist already.
Shift	The hours they are expected to work. Attendance is judged against this.
Attendance Policy	The rules applied to their clock-ins — grace periods and the like.
Salary	Their pay. Feeds payroll.

Shift and attendance policy are not optional in practice

An employee with no shift and no attendance policy will not have attendance calculated properly — the system has nothing to compare their clock-in against.

The form may let you save without them. Do not. Set both when you create the record.

For the whole process, including what to do after the record is saved, see Onboarding an Employee.

Organization Chart

Workforce Management → Organization Chart

A visual tree of who reports to whom, built automatically from the reporting manager set on each employee record.

You do not edit the chart directly. If somebody is in the wrong place, fix their reporting manager on their employee record and the chart follows.

A flat chart usually means a missing field

If everybody appears at the same level, reporting managers have not been filled in. The chart has nothing to draw the lines from.

Branches

Workforce Management → Organization Structure → Branches

A branch is a physical location — an office, a site, a shop. Employees belong to one.

Branches are worth setting up even if you only have one location, because several reports and filters are built around them.

Departments

Workforce Management → Organization Structure → Departments

A department is a functional team — Finance, Engineering, Operations. Departments belong to a branch, so the same department name can exist in more than one location.

Departments drive a great deal: filters, approval routing, who a manager can see, and reporting.

Designations

Workforce Management → Organization Structure → Designations

A designation is a job title — Accountant, Senior Developer, Shift Supervisor. Designations belong to a department.

Designation is the title, not the person

Create Accountant, not Accountant (Maria). Several people can hold the same designation, and the same designation outlives whoever currently holds it.

Holidays

Workforce Management → Organization Structure → Holidays

Your organization’s non-working days — public holidays and company closures.

This matters more than it looks. Holidays are excluded from working-day calculations, so getting them wrong quietly distorts attendance and leave figures for the whole year.

There is also a calendar view, which is much the easier way to spot a holiday you have forgotten.

Enter next year's holidays before next year

Holidays are entered per date, not as a repeating rule. January’s public holidays need to exist in the system before January, or the first weeks of the year are calculated as ordinary working days.

Put a recurring reminder in your own calendar for December.

Announcements

Workforce Management → Organization Structure → Announcements

Internal notices shown to staff inside the system — policy changes, closures, events.

An announcement has a title, the body text, a start and end date, and an audience. The audience can usually be narrowed by department or branch, so a notice meant for one site does not go to everybody.

There is also a dashboard view summarising what is currently running.

An announcement is not an email

Announcements appear inside the system, to people who log in and look.

They are not a substitute for telling people. If something is urgent, or the audience does not log in daily, send it another way as well.

Award Types

Workforce Management → Organization Structure → Award Types

The categories of recognition you give — Employee of the Month, Long Service, Safety Award.

This screen only defines the types. Giving an award to a person is done on Awards.

Document Types

Workforce Management → Organization Structure → Document Types

The kinds of document the system recognises — Passport, Contract, Certificate, Visa.

Setting these up is what lets you answer “who is missing a signed contract?” later, because the documents on an employee’s record are classified rather than just being a pile of files.

Types are a small setup task with a large payoff

Award Types, Document Types, Leave Types, Contract Types, Training Types, Job Types and their relatives all follow the same pattern: a short list you define once, which then makes everything downstream searchable and reportable.

It is tempting to skip them and use free text. Resist it — free text cannot be filtered, counted or reported on.

Calendar

Overview → Calendar

A combined monthly view of what is happening across the organization — holidays, approved leave, meetings and events, depending on what you have permission to see.

This is the screen to check before scheduling anything: it is the fastest way to notice that half a team is already on leave in the week you were about to book training.