Employee Self Service · Reference

End-to-end workflows

How work moves through Employee Self Service from start to finish, who does each step and what the system does in response.

On this page (8)

Annual leave, from request to calendar

Who: Aisha Khan (employee), Omar Haddad (line manager)

#	What the person does	What the system does
1	Aisha opens Leave > Balances and notes Annual leave Available 20.00	Entitlement, carried forward, taken, scheduled and pending shown; Available = ledger balance
2	Apply Leave, Annual leave, Mon 5 Oct to Thu 8 Oct 2026, reason, work handed to Omar Haddad	Quote: 4 days charged, balance after 16, back at work Fri 9 Oct; Submit enabled
3	Submit	Pending leave and linked request created; Pending 4 on the card; Omar is notified
4	Omar opens Leave Approvals	Card shows 4 days, Balance after 16, and anyone else away on those dates
5	Omar approves with a note	State Approved; Aisha notified; Taken/Scheduled move (Scheduled 4 as it starts in the future); Available 16.00
6	Aisha opens Leave > Calendar and Attendance > Calendar for October	Her leave pill shows 5-8 Oct; attendance days show On Leave
7	Aisha asks to cancel before 5 Oct with a reason; Omar approves the cancellation	Days return; Available 20.00 again; calendar clear

Who: Aisha Khan, Omar Haddad (mss.approve_attendance), Hanan Saeed (HR)

#	What the person does	What the system does
1	Aisha checks in Thu 1 Oct 09:02 and forgets to check out	Day shows Missing Punch next morning
2	Attendance > Calendar, click 1 Oct, Request correction: Missing check-out 18:10 with a reason	Request REQ-0000n in Manager Review
3	Omar approves in Attendance Corrections	State HR Review; Hanan notified
4	Hanan approves in All Approvals	State Completed; correction punch 18:10 added from the ESS correction source
5	Aisha reopens the day	Check In 09:02 / Check Out 18:10, worked 9h08m, correction marked, original punches untouched
6	Check HR Time & attendance for the same day	Same hours and a linked correction record

Who: Aisha Khan, Omar Haddad, Hanan Saeed, Rashid Ali (finance, holds payment.record), Hanan as payroll operator

#	What the person does	What the system does
1	Aisha raises a Loan: AED 6,000, 12 installments, purpose	Request in Manager Review; Omar notified
2	Omar approves, Hanan approves	Moves to HR Review then Finance Review; nobody can approve their own
3	Rashid approves at Finance Review	Approved; a loan exists: installment 500.00 starting next month; Aisha notified
4	Next month Hanan generates the payroll run	Aisha's payslip shows a Loan installment line 500.00 and deductions include it
5	Publish, then Mark paid	Loan repaid 500.00, outstanding 5,500.00
6	After 12 paid months	Loan state Settled; no more deduction

Who: Hanan Saeed (ess.configure), Aisha Khan

#	What the person does	What the system does
1	Hanan opens Self-service setup > Payroll runs and Generates drafts for last month	Draft payslips for everyone with an active contract; counts shown
2	Review the draft arithmetic against the contract (basic + allowances + approved overtime - social insurance - loans)	Net = Gross - total deductions to the fils
3	Aisha opens Payroll before publishing	The new month is not listed
4	Hanan Publishes	Payslips visible; each employee gets a notice; WPS status wps_ready
5	Aisha opens the payslip and compares with last month	Net, change versus previous month, print works; the view is audited
6	Hanan Marks paid	Status paid with the date; loans advanced one installment; the period shows Closed
7	Hanan tries Generate drafts for the same month	Paid payslips skipped; unchanged

Who: Aisha Khan, Hanan Saeed (HR), a bank clerk (verifier)

#	What the person does	What the system does
1	Aisha requests a Salary certificate, bilingual, purpose 'Bank loan', addressed to the bank	Request in HR review
2	Aisha tries to approve her own request through the API	'You cannot decide your own request.'
3	Hanan approves	Letter LTR-0000n issued with a 12-character code; request Completed
4	Aisha opens Letters > View / print	English and Arabic paragraphs with the monthly gross; code in the footer
5	A colleague signed in with ess.letter_request enters the code in Verify a letter	Shows number, type, date and Aisha's name only

Who: Aisha Khan, an approver with hr.expense.approve, finance with hr.expense.settle

#	What the person does	What the system does
1	Aisha creates claim 'Client visit - Abu Dhabi' and adds Meals 120.50 and Taxi 60.00 with purposes	Claimed 180.50; lines listed
2	Submit for approval	Claim Submitted (or refused/held by policy with the line messages)
3	The approver opens All Approvals and approves	Claim Approved; Aisha sees it in her requests
4	The approver tries to approve his own claim	'A different approver must decide your own claim.'; own claims are not in his queue
5	Finance settles the claim in the Expenses module	Settled; Payable to you shows the frozen amount

Who: Aisha Khan, Omar Haddad (mss.approve_timesheet)

#	What the person does	What the system does
1	Aisha logs Mon-Fri entries (7.5 h a day) and one with a task timer	Total 38 h; no missing days
2	Submit this period to my manager	All draft entries become Submitted; Omar notified
3	Omar opens Timesheet Approvals and rejects the week with a note 'Fri entry wrong project'	Entries Rejected with the note; Aisha notified 'Timesheet returned'
4	Aisha edits or deletes the Friday entry and logs it again, then submits	Rejected entries can be changed (back to Draft) and are resubmitted
5	Omar approves	All entries Approved; Aisha notified; Omar's queue empty

Who: Aisha Khan, Hanan Saeed, Rashid Ali; company admin for field settings

#	What the person does	What the system does
1	Aisha requests a profile change: new personal phone, reason	Pending; HR notified; profile still shows the old number
2	Aisha tries a second profile change	'Finish or cancel the pending profile change first.'
3	Hanan approves in All Approvals	Number updated on the employee record; Aisha's change list shows Approved
4	Aisha requests a bank change (new IBAN)	Request goes HR then Finance; profile still shows the old masked account
5	Hanan and Rashid approve	New primary account 'AE07••••3456'; old one retired; payroll uses the new account
6	Admin hides 'Personal email' in Apps > Employees > Fields	The box disappears from Aisha's form and API values are refused

Updated 3 October 2026