Employees (HR) overview
What the Employees app covers, who uses it, the key terms, and how it connects to the rest of a2NSoft.
What the Employees app is for
The Employees app (also called HR) keeps the record of every person who works for the company, from the day they are a candidate to the day their final settlement is paid. It answers four everyday questions: who works here and where do they sit, what have we agreed with them, when are they away or at work, and what do they cost us in claims and pay changes.
The app is made of several areas that you reach from the top menu:
- Employees, Hiring, Pay & benefits, Offboarding: the people core and the life of an employment.
- Approvals and My HR: the work waiting on you, and your own record.
- Time off and Time & attendance: leave, attendance days, corrections, overtime and weekly timesheets.
- Expenses: expense claims, trips and company cards.
- Reporting and Configuration: headcount, leave and attendance reports, and every master the app needs.
Who uses it
| Person | What they do here |
|---|---|
| HR officer | Creates employees, assignments and contracts, runs hiring and offboarding. |
| HR manager | Holds the private permissions (documents, identity numbers), decides profile changes and renewals. |
| Payroll or pay approver | Raises and approves pay changes and benefit enrolments. |
| Line manager | Sees their own team, approves leave, corrections, overtime and timesheets. |
| Employee | Uses My HR to see their record, ask for leave, change contact details and renew documents. |
| Administrator | Sets up masters, leave and attendance rules, and the Applications > Employees switches. |
Key ideas in plain words
- Employee record. One page per person, with tabs for Overview, Job & pay, Documents, Time & attendance, Access and History. A new record starts as Draft and moves through Probation, Active, Suspended, Notice and Terminated.
- Private information. Date of birth, personal email, emergency contact, document numbers and identity numbers are kept apart. Only people with the private permissions see or change them.
- Assignment. Where a person sits for a period: department, position, manager, grade, working calendar and FTE. Assignments have dates and are never rewritten; you end one and start another.
- Contract. What was agreed with the person: dates, type, salary lines and probation. An assignment and a contract are separate.
- FTE. Full-time equivalent. 1.0 is full time; 0.5 is half time. A person cannot hold more than 1.0 in total, and a position cannot be filled beyond its capacity.
- Maker and checker. Wherever money, access or a person's status is decided, a second person decides. Nobody approves their own offer, pay change, termination, leave or correction.
- Candidate. A person who may be hired. A candidate is not an employee and never appears in the directory, headcount or payroll.
How it connects to other modules
- Payroll reads contracts, pay changes, unpaid leave, approved overtime hours and the termination event. HR hands over facts (dates, hours, reasons); payroll works out the money, including the final settlement.
- Self-service (ESS) shows employees their own leave, attendance, timesheets and expenses and sends requests into the HR approvals.
- Administration creates the sign-in for a new employee; the activation of an employee raises an access request that an administrator fulfils.
- Projects is asked whether the project or task on a timesheet line exists.
- Finance does not receive expense claims yet: settling a claim records who owes whom but does not post an entry or a payment.
Not available yet
The recruitment pipeline for vacancies, applicants and interviews, performance reviews, goals, skills and learning exist only behind the scenes and have no screens. They are not described in this help. Document types (required documents and alert days) have no screen either.