Human Resources · Setup & configuration · 9 min read

Organization setup, features and reports

Maintain departments, positions, checklists and approval escalation, switch features and field rules, and read the headcount and HR reports.

Before you begin

• hr.configure saves jobs, positions, grades, contract types, onboarding and offboarding checklists and approval escalation. reference.manage saves departments and cost centres.
• Turning features on or off and setting field modes needs a company administrator. A second administrator approves the change.
• The Headcount report needs hr.report.view.

Steps

Maintain the organization masters

1. Open Employees > Configuration > Organization and choose Departments, Cost centres, Jobs, Positions, Grades or Contract types.
2. Select New record, or open a row and Edit. Enter the Code (upper-cased, unique), Name, optional Arabic name and the other fields for that master.
3. For departments and cost centres, set Rolls up to to build the hierarchy, and Open from and Closed after if the unit has a life span.
4. For positions, set the Job, Department, Grade and Capacity FTE.
5. Select Save. To retire a master, set Status to Archived.

Build the checklists

1. Open Onboarding checklists and select New record. Choose the Contract type it applies to (blank means the company default). Under Tasks, add each task with a key, title, Owner (HR, Line manager, IT, Finance, Administration or New joiner), Due (days) counted from the join date (negative means before the first day) and whether it is Required. A template can have up to 40 tasks.
2. Open Offboarding checklists and select New record. Choose the contract type, Notice days, whether Notice can be waived, the departments that must clear, Clearance due, the company assets that must come back, the Access cutoff rule (End of last day, Hour of last day or Immediate) and Frozen for payroll.

Set approval escalation

1. Open Employees > Configuration > Approval escalation, select Edit, set Response time (hours) (1 to 720, default 48), choose whether the scheduled escalation is enabled and whether administrators are notified, then Save.

Switch features and field rules

1. Open Applications > Employees > Features and Fields. Change a switch or a field mode, select Preview, then Propose with a reason. A different administrator approves or rejects.

Read the reports

1. Employees > Reporting > Headcount & FTE. Choose As of and optionally a Department, then select Run report.
2. Leave balances, Leave ledger, Document expiry, Renewal campaigns and Attendance exceptions are described in Request, approve and cancel leave, Document renewals and Attendance days.
3. In Attendance exceptions, set the dates and filters. The footer reconciles punches to payable units. Select Export for a CSV of the filtered rows.

What happens next

• Positions, departments and calendars are offered on assignments and offers once saved.
• Feature switches take effect after the second administrator approves.
• Turning a feature off removes its menus and refuses new entries and changes, but past records can still be read.

Worked example. On 30 Sep 2026, A is active at 1.0 in Sales, B is active at 0.5 in Sales and 0.5 in Operations, C is active at 1.0 in Operations, and D is a draft. The report shows Distinct employees 3, Active assignments 4, FTE 3.0000. Sales has 2 employees and 1.5 FTE; Operations has 2 employees and 1.5 FTE. Department headcounts overlap because B counts in both; D is excluded.

Good to know

• 'Use 2–30 letters, digits, underscores or hyphens.' and 'Another value of this dimension already uses that code.' for department and cost centre codes.
• 'Dimension hierarchies cannot form a cycle.' 'The closing date cannot precede the opening date.'
• A master used by a position or assignment cannot be archived: 'This master is used by an active position or current/future assignment.' Its code cannot change: 'Create a new master for structural changes once this master has active assignments or positions.'
• Capacity is 0.0001 to 10000. Probation in a contract type is 0 to 12 months.
• Only one active offboarding checklist per contract type and one company default: 'Another active checklist already covers this contract type.' 'Another active checklist is already the company default.'
• Many master errors read 'Use the supported fields and valid values for this master.' Check the code, name and numeric limits.
• The Headcount report counts only employees whose latest status is Active. Employees in Probation, or whose probation was confirmed, are not counted, while HR Home counts Active, Probation and Notice. The report can therefore show fewer people than HR Home; use HR Home for today's total.
• The menu shows the escalation, headcount and renewal screens to everyone in HR; the server refuses without the permission.