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Human Resources · Reference

Actions and results

What each Human Resources button and automatic behaviour does, with worked numbers and what the system refuses.

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HR Home Employee directory Employee record Documents IDs & visas Assignment editor Assignments Job & pay > Contracts Contract detail Activate employee dialog Transfer dialog Suspend / Resume Probation decision My HR Approvals Delegate my approvals Renewal campaigns Headcount & FTE Document expiry HR masters Departments Approval escalation Employees app configuration Candidates Candidate record Offer record New hire Onboarding tasks Onboarding checklist Pay changes Pay change record Benefit plans Start offboarding Termination record Terminations Dispute holds Onboarding checklists Offboarding checklists Time off Time off > Request leave Approvals > Leave request Approvals > Leave cancellation Leave balances Leave ledger Leave types Accrual plans Accrual runs > Accrual Accrual runs > Expiry Accrual runs > Year end Accrual runs > FTE change recompute Accrual runs > Run history Allocations & adjustments Holidays Calendar preview Applications > Employees > Features Attendance days Attendance day record Corrections Overtime approvals Timesheets Timesheet record Shifts Rosters Working calendars Attendance exceptions Expense categories Travel policies Travel Expense claim record Company cards Expense claims Talent (API)

HR Home

Action	When	What you do	What happens
Tiles match the drill-down	HR manager; 3 Active, 1 Probation, 1 Notice employee with assignments	Open Home; note Headcount; click it	Headcount counts Active + Probation + Notice (5) with summed FTE; the list shows exactly those 5
Line manager scope	User without hr.employee.view who manages 2 employees	Open Home	'Showing your team'; tiles count only the 2 reports; no Documents or Probation tile
Documents tile buckets	Today 02 Oct 2026; documents expiring 20 Oct, 15 Nov, 20 Dec and one expired 01 Oct	Open Home; read the documents tile; click it	Tile shows 30d 1 · 60d 1 · 90d 1; attention item 'expired documents 1'; click opens Document expiry on 'Next 30 days'
Quick actions		Click New employee, Review approvals, Request leave	New employee opens New hire; Review approvals opens Approvals; buttons not allowed for your role are absent

Employee directory

Action	When	What you do	What happens
Search and filter	Employees EMP-T001 'Test Employee One' and Arabic name 'موظف تجريبي'	Search 'T001', then the Arabic name, then part of the work email; filter Status = Draft	Each search finds the row; filter shows only drafts; '%' or '_' typed are searched literally
Cards / List remembered		Switch to List; reload the page	List is still chosen (per browser); cards show photo or initials and an expiring badge
Create a draft employee	hr.employee.manage	New employee; number EMP-T001, legal name, join date today; Save	Saved as Draft, revision 1; tabs Job & pay, Documents, Time, Access, History appear; audit 'hr.employee.created'

Employee record

Action	When	What you do	What happens
Duplicate employee number	EMP-T001 exists	Create another with 'emp-t001'	Refused 'This HR record conflicts with another saved record. Reload and use a unique code or request ID.' (lower case is upper-cased first)
Edit general details	Active employee	Edit; change work phone and Arabic name; Save; then try to change join date via the API	Phone/name saved, revision +1; Employee number and Join date boxes are locked; API change refused 'Employee number and joining date cannot change after activation.'
Edit conflict	Same employee open in two tabs	Save a change in tab 1; then save another change in tab 2	Tab 2 refused 'This record changed. Reload before saving.'; no overwrite
Private information	HR manager (hr.private.manage)	Edit; nationality, date of birth 15 Mar 1990, personal email, emergency contact; Save	Saved through the private command in the same save; revision +1; the general and private parts share one revision
Photo		Upload a 1 MB JPEG; reload; remove it	Photo shown (re-encoded PNG, max 512 px); directory card shows it; removed -> initials; each change moves the revision

Documents

Action	When	What you do	What happens
Add a document	Active document type 'Residence visa' (alert 30 days)	Add a document: type, number TEST-VISA-0001, issued 01 Oct 2024, expires 20 Oct 2026; Add	Row shows number, authority and 'Expires in 18 days' in warning colour (today 02 Oct); header Expiring tile counts it
Upload evidence	The document above	Upload a 400 KB PDF; click the file link	File listed and downloadable to private HR; a renamed .docx is refused
Required and missing banner	Document type 'Labour card' marked required	Open an employee without one	'Required and missing: Labour card'; Activate readiness shows Required documents as blocked

IDs & visas

Action	When	What you do	What happens
Add an Emirates ID	hr.private.manage	Add an identifier: Emirates ID, 784-1990-1234567-1, issued 01 Jan 2025, expires 25 Oct 2026; Add	Listed; band chip '30 days' (23 days left falls in the 30 band, narrowest wins); IDs & visas tile +1
Expiry bands	Identifiers expiring today+5, +14, +45, +100, -1 and +200 days	Open IDs & visas	Bands 7, 15, 60, 120, Expired and none (beyond 120) respectively
Remove an identifier		Click the bin icon on a row	Row deleted at once (no confirmation, no history row except audit 'hr.identifier.remove')

Assignment editor

Action	When	What you do	What happens
Create and activate an assignment	Draft employee; position SALES-EXEC (capacity 2.0, grade G5), calendar, contract type	Job & pay > New assignment; dept = position's, grade G5, manager, FTE 1; Save; Activate assignment	Saved Draft then Active; snapshot of names kept; Assignments tile 1; activated assignment can no longer be edited ('Active assignments are immutable. End this assignment and create its successor.')
Employee FTE ceiling	Employee with an active 0.6 FTE assignment	Add a second overlapping assignment 0.5 to another position; Activate	Refused 'Concurrent assignments cannot exceed 1.0 employee FTE.' (0.6 + 0.5 = 1.1); with 0.4 it activates (total 1.0)
Position capacity	Position capacity 1.0; employee A holds 0.6	Activate employee B at 0.5 on the same dates; then at 0.4	0.5 refused 'The position's FTE capacity is exceeded during this interval.' (1.1 > 1.0); 0.4 accepted
Reporting cycle	A reports to B	Give B an assignment with manager A overlapping in time	Refused 'This manager creates a reporting cycle during the assignment interval.'
End an assignment	Active open-ended assignment	End assignment: last date today + 30, reason; then try to end it again at today + 60	Valid to set; history entry kept in the snapshot; second end refused 'Use a date earlier than the existing end date; create a successor to extend.'

Assignments

Action	When	What you do	What happens
Retry is not doubled		Activate an assignment; replay the same request (same request_id) with the network tab	Same answer returned, nothing done twice; same request_id with different data -> 'This request ID was already used with different command data.'

Job & pay > Contracts

Action	When	What you do	What happens
Create a contract from a structure	Structure with Basic 10,000 (EOS, overtime, WPS) + Housing 4,000 (WPS) + Transport 1,000	New contract: starts 15 Jan 2026, Full time, Expatriate, the structure, probation 6; Create	Draft contract with a generated number; probation ends 14 Jul 2026 (6 calendar months minus one day); lines copied: Gross 15,000, WPS 14,000 (Transport not WPS), EOS base 10,000, currency AED

Contract detail

Action	When	What you do	What happens
Hourly rate and Why?	Contract above, 8 h x 5 days, hr.pay.view	Open the contract; read 'One hour is worth'; click Why? on End-of-service base	Hourly = 10,000 / (40 x 52 / 12 = 173.33 h) = AED 57.69; Why? lists Basic included, Housing and Transport excluded 'not marked eos included'
Put in force and overlap	Draft contract; another active contract for the same dates	Put in force	Refused 'Contract <no> is already in force for this period. End it first.'; without the clash: state In force, Status chip 'In force'
Salary hidden without pay right	User with hr.contract.view but not hr.pay.view	Open Job & pay > Contract & pay; open a contract	Number, dates, type and status shown; Gross, bases, components, hourly and Why? not returned

Activate employee dialog

Action	When	What you do	What happens
Readiness blocks activation	Draft employee with no assignment and no contract	Actions > Activate employee	Checks list Assignment in force today, Work calendar, Reporting manager, Signed contract as blocked with 'Go fix' links; Confirm disabled
Activate into probation	Active assignment with manager, active contract with probation end in the future, required documents held	Tick each warning (e.g. no bank account, contract unsigned); Confirm	State becomes Probation (not Active); history 'activated'; payroll event raised; an Access request 'Pending' appears on the Access tab when there is no login
Waive the manager	Top-of-organisation employee, assignment without manager	Tick waive manager; leave reason empty; then type a reason	Empty reason refused 'Say why this employee has no manager.'; with reason activates and history records the waiver

Transfer dialog

Action	When	What you do	What happens
Transfer from a date	Active employee in position A	Transfer from today + 7 to position B with reason	Old assignment ends today + 6, new one starts today + 7 (both checked for FTE/capacity/cycles); History shows the transfer; nothing in the past rewritten

Suspend / Resume

Action	When	What you do	What happens
Scheduled suspension	Active employee	Suspend from today + 3 with reason; check the Actions menu; then Cancel scheduled suspension	Notice shows the scheduled suspension; menu offers 'Cancel scheduled suspension'; a second schedule refused 'A suspension is already scheduled. Cancel it first.'

Probation decision

Action	When	What you do	What happens
Extend probation	Probation employee, probation start 15 Jan 2026, end 14 Jul 2026	Extend to 14 Dec 2026; then try 20 Jan 2027	First saved (contract probation end moves); second refused 'Probation cannot run past 12 months (14 Jan 2027).'
Confirm probation	Probation employee	Outcome Confirm; Confirm	State Active; history 'probation confirmed'

My HR

Action	When	What you do	What happens
Submit a profile change	Employee with a linked login	My HR > Request a profile change: personal phone +971500000201, reason; Submit	Form replaced by 'A profile change is awaiting HR review.' with Withdraw; a second request refused 'Finish or cancel the pending profile change first.'
Request a document renewal	Employee's visa expiring 20 Oct 2026	My documents > Request renewal; new expiry 19 Oct 2028; reason; attach a PDF; Submit	'Renewal pending HR review' with Withdraw renewal; the current document stays unchanged until approval

Approvals

Action	When	What you do	What happens
Approve a profile change	The request above; HR manager B (not the requester)	Approvals > type Profile change > Approve	Private record updated (personal phone), employee revision +1; requester notified 'Profile change approved'; item leaves the inbox
Stale profile change	Pending request; HR then edits the employee's record	Approve the request	Refused 'The employee profile changed after this request was sent. Reject it and ask the employee to submit the current values again.'
Reject needs a reason	Pending item	Reject; leave reason empty; then type 'Number not reachable'	Reject disabled while empty (API: 'Say why you are rejecting this.'); rejection saved and shown to the requester
Bulk approve	3 leave requests + 1 profile change selected	Approve selected	'3 approved, 1 not approved' - profile changes are decided one by one; max 100 per bulk
Overdue flag	Response time 48 h; an item submitted 50 h ago	Tick Overdue only	Item shown with 'Overdue'; items under 48 h hidden

Delegate my approvals

Action	When	What you do	What happens
Delegate leave approvals	Manager with direct reports; EMP-T002 active with a login	Delegate my approvals: EMP-T002, today to today + 7; Delegate; sign in as EMP-T002	Delegation listed with Revoke; EMP-T002 sees the team leave under 'Delegated to me' (leave only, not profile changes)

Renewal campaigns

Action	When	What you do	What happens
Approve a renewal	Pending renewal; HR manager other than the requester	Approve with a note	Document number/dates/authority replaced by the renewal's; old files kept inactive, new files active; expiry reminders resolved; employee notified 'Document renewal approved'
Preview and launch a campaign	Company today 02 Oct; 5 documents expire 01 Nov-31 Dec: 1 has a pending renewal, 1 has an unresolved reminder, 1 belongs to an employee without a login	Name 'Q4 visa renewals', 01 Nov 2026 - 31 Dec 2026; Preview recipients; Launch campaign	Preview: Eligible 2, Already pending 1, Already notified 1 (employee without login not counted); launch creates 2 notifications; history row 'launched', Recipients 2
Campaign completes	Campaign with 2 recipients	Both employees submit renewals; HR approves one, rejects one	Recipient states approved 1 / rejected 1; campaign state 'completed'
Nothing to launch		Preview a window with no documents; force Launch via the API	Launch button disabled at 0; API refused 'No eligible employee documents match this campaign.'

Headcount & FTE

Action	When	What you do	What happens
Report arithmetic	On 30 Sep 2026: A active 1.0 (Sales), B active 0.5 Sales + 0.5 Ops, C active 1.0 (Ops), D draft with an assignment	As of 30 Sep 2026; Run report	Distinct employees 3, Active assignments 4, FTE 3.0000; Sales: 2 employees / 1.5 FTE; Ops: 2 employees / 1.5 FTE (department headcounts overlap); D excluded

Document expiry

Action	When	What you do	What happens
Windows	Documents expiring -1, +10, +40, +80 days	Click each window chip	Expired 1, Next 30 days 1, 31-60 1, 61-90 1, All within 90 days 3; no numbers shown

HR masters

Action	When	What you do	What happens
Create a position and archive guard	Job, department, grade	Positions > New record: SALES-EXEC, capacity 2; Save; assign someone; then set Status Archived	Saved; archiving refused 'This master is used by an active position or current/future assignment.'; changing its code refused 'Create a new master for structural changes once this master has active assignments or positions.'

Departments

Action	When	What you do	What happens
Create a department	reference.manage	Departments > New record: HR-OPS, Human resources operations; Save; use it on a position	Saved upper-case; offered on positions and assignments

Approval escalation

Action	When	What you do	What happens
Change the response time	hr.configure	Edit; Response time 24; Save; wait for the scheduler (or HR runs escalation)	Saved (revision +1); open approval notices re-timed; an item older than 24 h is escalated and admins get 'HR approval is overdue' when the box is ticked

Employees app configuration

Action	When	What you do	What happens
Hide Personal email	Two company admins	A: Fields > Personal email = Hidden; Propose; B approves; open an employee and My HR	Personal email box gone on the record and on My HR's profile change; a profile change sending personal_email is refused
Turn off Document renewal campaigns	Two admins	A: Features > Document renewal campaigns Off; B approves; open Reporting > Renewal campaigns; try Launch via the API	Menu entry gone; POST refused 'capability_disabled'; existing campaigns still readable

Candidates

Action	When	What you do	What happens
Create a candidate	User with hr.recruit.manage	Hiring > Candidates > New candidate; Full name 'Layla Hassan', Source Referral; Save	Reference CAN-nnnn, status New; not listed in Employees, Headcount or Home counts
Status tabs and search	5 candidates in mixed statuses	Click each status tab; search by part of a name and by CAN reference	Tab counts add up; list narrows; search matches reference, name and email

Candidate record

Action	When	What you do	What happens
Duplicate identifier is refused	Candidate CAN-0001 (live) has passport P1234567	Create a second candidate with ID type Passport and number 'p-123 4567'	Refused: 'CAN-0001 is already this person (same identifier).' (spaces, dashes, case ignored). After CAN-0001 is rejected the same number is accepted
Consent and retention date	Candidate open for edit	Type a Keep details until date with consent unticked; then tick consent and save; then untick and save	First: 'Record the candidate's consent before setting a retention date.' With consent: date saved and consent time stamped once; untick clears both
Screen a candidate	Candidate in New	Screen	Status Screening. Screen on a candidate already Screening is refused: 'A screening candidate cannot be moved to screening.'
Reject / withdraw needs a reason and no live offer	Candidate with a Submitted offer	Reject with a reason; then withdraw the offer and reject again; try a blank reason	First refused: 'Withdraw offer OFR-0001 first.'; blank reason: 'Say why.'; after the offer is withdrawn the candidate is Rejected and can no longer be edited ('A rejected candidate can no longer be edited.')
Edit conflict	Same candidate open in two browsers	Save a change in browser A; save a different change in browser B	B refused with 'This record changed. Reload before saving.' and nothing of B is saved

Offer record

Action	When	What you do	What happens
Create a draft offer with pay	Candidate Screening; position 'Sales executive' with free capacity; user with hr.recruit.manage + hr.pay.manage	New offer: position, calendar, contract type Limited (probation 6), start 2026-11-01, FTE 1; pay BASIC 9000.00, HOUSING 4000.00, TRANSPORT 800.00; Save	Offer OFR-nnnn Draft; Total per month 13,800.00 AED; probation ends 2027-04-30 (calendar months); no seat is reserved yet
Probation default and end date	Contract type Limited has probation 6	Leave Probation blank; then enter 3; start 2026-08-31 with 6 months	Blank takes 6; 3 gives end one day before 3 calendar months later; start 31 Aug + 6 months ends 27 Feb 2027 (short month handled, not +180 days)
Offer without pay permission	User with hr.recruit.manage but not hr.pay.view / manage	Open the offer; try to save pay lines (API)	No pay block, 'Pay is restricted'; list shows only whether pay exists; saving pay refused: 'Setting pay needs the pay permission.' (403); saving the offer without pay lines keeps the existing proposal
Submit reserves the seat (capacity worked)	Position capacity 2.0000; one employee in post at FTE 1.0; one other Approved offer for FTE 0.5	Submit a new offer FTE 0.5 from 2026-11-01; then submit another FTE 0.5	First: peak 1.0+0.5+0.5 = 2.0, accepted. Second: peak 2.5 > 2.0, refused: 'The position has no free capacity from that date (people in post and other offers already fill it).'
Submit for approval	Draft offer; creator has hr.recruit.manage	Submit for approval	Status Submitted; creator and submitter recorded; Approve/Reject buttons are not offered to the creator
Approver is a different person	Submitted offer; user B has hr.recruit.approve and is neither author nor submitter	B: Approve; try the same as the author (API)	B: Approved and the candidate moves to Offered. Author/submitter: 'You cannot decide an offer you prepared.' (403)
Reject an offer	Submitted offer	Approver: Reject with blank reason; then with reason	Blank: 'Say why the offer is rejected.'; with reason: Rejected, seat released
Record acceptance and expiry	Approved offer expiring 2026-10-20; today 2026-10-02 / 2026-10-25	Record acceptance on each date	On 2 Oct: Accepted. On 25 Oct: 'This offer has expired.' Only an Approved offer can be answered ('Only an approved offer can be answered.')
Candidate declines	Approved offer	Candidate declined (note)	Offer Declined; candidate returns to Screening if no other live offer
Withdraw an offer	Offers in Draft, Submitted, Approved, Accepted	Withdraw each with a reason; try with blank reason; try on a Hired offer	Allowed in those four states; blank: 'Say why the offer is withdrawn.'; Hired: 'A hired offer cannot be withdrawn.'; candidate back to Screening when no live offer remains
Only a draft can be edited	Submitted offer	Try to edit (API PATCH)	'Only a draft offer can be edited. Withdraw it and make another.'
Start date in the past	Draft offer	Set start date yesterday; Save	'The start date cannot be in the past.'

New hire

Action	When	What you do	What happens
Full guided hire (happy path)	Accepted offer for candidate CAN-0001 with passport number recorded; user holds recruit.manage, employee.manage, private.manage, contract.manage	Open the offer (re-enters at step 3); enter Employee number blank and a work email; step 4 keep the default checklist; step 5 Create employee	Success panel: Employee (Draft state), Contract (draft) with the offered pay lines, N onboarding tasks; offer and candidate Hired; assignment Active from the start date; history 'hired' event
What the hire creates, in one step	Same as above	After the hire open the employee record	Private info holds nationality, personal email/phone from the candidate; passport identifier is Primary and not verified; contract draft with probation start = start date and end by calendar months; worker category national only when nationality matches the company country
Hire needs the ID number	Accepted offer, candidate with no ID number	Create employee	'Record the candidate's passport or national ID number before hiring.' - nothing created
Nobody is hired twice	An existing employee already holds the passport P1234567	Hire a candidate with 'P-1234567'	Refused: 'This identifier already belongs to employee EMP-T001. Nobody is hired twice.' Nothing is created
Hire is atomic and idempotent	Accepted offer	Click Create employee twice quickly / retry after a lost answer	One employee only; the second call returns the first answer; a different employee number on the same request is refused ('This request ID was already used with different command data.'); a used offer: 'This offer has already been used to hire someone.'
Hire revalidates seat and date	Accepted offer; meanwhile another person filled the last seat / the start date passed	Create employee	'The position has no free capacity ...' / 'The offer's start date has passed. Withdraw it and make a new offer.' - nothing created
Missing rights are explained	User with recruit.manage but not private.manage	Reach step 5	A notice names the missing permissions; the server refuses the hire with 403 and creates nothing
One-person team stops at approval	User both writes and is the only approver	Submit; try to Approve	Wizard shows 'Waiting for approval' with a link to Offers; the offer is saved; approving as the same person is refused
Onboarding tasks dated from the join date	Checklist ONB-STD: 'Collect documents' due -3, 'Issue laptop' due 0, 'Orientation' due +5; join date 2026-11-01	Hire; open employee Overview > Onboarding	Due dates 2026-10-29, 2026-11-01, 2026-11-06; progress 0/3 (0%); editing the template afterwards does not change these tasks

Onboarding tasks

Action	When	What you do	What happens
Tick, waive, reopen a task	Employee with 3 open tasks; one assigned to the line manager	Manager ticks their task Done; manager tries Waive; HR waives another with a note; HR reopens a done task	Done by assignee ok; manager waive refused 'Only HR can waive a task or reopen it.'; HR waive without note 'Say why this task is being waived.'; reopening clears who/when; progress counts done+waived

Onboarding checklist

Action	When	What you do	What happens
Which checklist a hire gets	Checklists: one for contract type Limited, one company default	Hire a Limited offer; hire an Unlimited offer; pick a checklist explicitly on step 4	Limited uses its own; Unlimited uses the default; explicit choice wins; no checklist at all still hires (0 tasks)

Pay changes

Action	When	What you do	What happens
Raise a salary (worked)	Employee EMP-T010 Active, contract in force with BASIC 9000.00; user with hr.pay.manage	New change: Salary, BASIC, effective 2026-11-01, new 9900.00, reason; Save	Draft PCH-nnnn; In force before 9,000.00, New 9,900.00, Difference +900.00

Pay change record

Action	When	What you do	What happens
Nothing to change is refused	Same employee	Enter new amount 9000.00	'That is what is already in force from that date; there is nothing to change.'
Reason needed to submit	Draft without reason	Submit for approval	'A reason is required before a pay change is submitted.'
Approval by a different person	Submitted change; approver has hr.pay.approve	Approver (not requester, not submitter): Approve. Requester tries Approve (API)	Approved. Requester refused: 'A pay change is approved by somebody other than whoever wrote or submitted it.' (403)
Apply writes a version, never edits history	Approved change, no frozen period involved	Apply	Status Applied; one new pay version (BASIC 9,900.00 from 2026-11-01, previous 9,000.00) is written; the contract line, earlier versions and old payslips are untouched; Pay history shows both
Stale change is refused	Approved change drafted at 9000.00; another change took BASIC to 9500.00 first	Apply	'The pay in force from that date has changed since this request was written. Withdraw it and raise a new one.'
Retroactive change (worked)	BASIC 9000 -> 9900; July, August and September payroll periods frozen; effective 2026-08-01	Submit (Retroactive banner appears); approve; Apply without ticking acknowledge; then with it and a reason	Without: refused with the acknowledge message naming the periods. With: Applied; one queued adjustment per affected frozen period of +900.00 (the periods from the effective date on: Aug and Sep = Adjustments queued 2); frozen runs and payslips unchanged; adjustments appear in the next open run
Retro apply needs a reason	Retro approved change with blank reason	Apply with acknowledge ticked	'Say why a retroactive change is being applied.'
Only one open change per item	Submitted change for EMP-T010 BASIC	Create another BASIC change for the same employee	Refused: 'PCH-0001 is already submitted for this employee and item. Finish or withdraw it first.'
Benefit enrolment (worked)	Plan MED-GOLD employee 150.00 / employer 300.00, both mapped; employee joined 2025-01-10; plan needs 12 months	New change: Benefit, plan MED-GOLD, effective 2026-11-01	Shown from plan: employee 150.00, employer share 300.00; eligibility passes (21 months served); applying writes one version per share
Benefit eligibility refusals	Plan for expatriate staff, 12 months; employee national / joined 2026-03-15	Try each	'Plan MED-GOLD is for expatriate staff; this employee's contract is national.' / '... needs 12 months of service by the effective date; this employee will have 6.'
End a benefit	Employee enrolled in MED-GOLD	Tick End this benefit; effective 2026-12-01; apply	New shares 0.00 / 0.00; applying writes versions to zero. Not enrolled employee: 'This employee is not enrolled in the plan on that date.'
Loan instalment cap (worked)	Active loan principal 6000.00, repaid 1500.00	Change instalment to 5000.00; then 500.00	5000: 'The instalment cannot be more than the 4500.00 still owed.'; 500.00 accepted
Withdraw and reject	Changes in Draft, Submitted, Approved, Applied	Withdraw each; reject a submitted one with blank reason	Withdraw allowed for the first three; Applied: 'A applied request cannot be withdrawn.'; reject blank 'Say why the change is rejected.'
Only working employees	Terminated and Draft employees	Raise a change for each	'Pay changes are for people who are working (on probation, active, on notice or suspended).'

Benefit plans

Action	When	What you do	What happens
Create and edit a plan	User with hr.pay.manage	New plan: code MED-GOLD, shares, dates, worker class, mapping; Save; reopen and change the name	Saved; list shows shares and dates; Archive hides it from new enrolments
Share needs a payroll component	New plan	Employee share 150 and no component	'A share needs the pay component that carries it into payroll.'
Code is frozen once used	Plan used by an applied pay change	Change the code	'A plan with history keeps its code; archive it and create a new one.'

Start offboarding

Action	When	What you do	What happens
Give notice (notice worked)	Employee Active; checklist notice 30 days; today 2026-10-02	Start offboarding: last day 2026-10-20; Next; read the preview	Notice required 30, served 18 (20 Oct minus 2 Oct), shortfall 12; Give notice creates TRM-nnnn Draft; the employee state becomes Notice
Notice waiver request	Preview shows shortfall 12; checklist allows waiver	Request a waiver with a reason; Give notice	Waiver 'requested', a second person must decide; blank reason refused; a checklist that forbids waiver refuses it; full notice shows 'The notice is served in full.'
One separation per person	Employee already has a draft termination	Start offboarding again	'This employee already has a separation in progress.'

Termination record

Action	When	What you do	What happens
Approve by a different person	Draft termination requested by user A	A: Approve (refused). B with hr.offboard.approve: Approve	A: 'A different person must approve a separation you recorded.' B: state Notice; clearances seeded per checklist; recoveries listed; leave frozen at the last day; access cutoff defaulted
Guard checklist blocks clearing	Notice state, nothing done	Read Guard checklist; Move to cleared	Blocked items (notice, each department clearance, assets, recoveries, access, leave, inputs) listed; refused with the list in the Blockers box
Clearances	Notice state, 9 departments required	Decide Finance Cleared; IT Blocked with note; Store Not applicable; Fleet request waiver	Counters Clearance done/total update; Blocked needs a note; waiver stays 'waits for a second person' until an approver other than the requester decides it
Waiver decided by a different person	Clearance / notice / recovery waiver requested by user A	A tries to decide; B (approver) approves; B refuses another	A: 'A different person must decide a waiver you requested.' B approve: item Waived and counts as satisfied; refuse: back to Pending
Assets and recoveries	Employee holds a laptop, owes a 1,200.00 advance	Refresh what is owed; mark laptop returned; set advance to Recover from final pay	Both listed; asset 'returned' accepted (loans cannot be marked returned by HR); decided items no longer block; 'Owed back' tile falls
Leave freeze	Employee has approved leave starting after the last day and one request spanning it; balances 12 days	Freeze leave; choose Keep on purpose or Cancel them too	Leave starting after the last day cancelled; spanning leave blocks clearing until one choice; balances snapshotted before/after
Freeze settlement inputs	All recoveries decided	Freeze inputs; then change a recovery; then freeze again	First locks leave snapshot and recoveries for payroll; later edit refused 'The settlement inputs are frozen; this item is locked.'; freezing twice 'The settlement inputs are already frozen.'; undecided recoveries refuse the freeze
Access cutoff	Approved termination; employee has a login	Schedule cutoff 2026-11-01 17:00; try a past time; use checklist default; Revoke now (approver)	Future time saved; past refused; default follows the rule (end of last day / hour / immediate); Revoke now by an approver ends sign-in at once, logged
Move to cleared	All guard items satisfied except the two terminate-only ones	Move to cleared	State Cleared; a later new blocker (e.g. an asset reissued) drops it back to Notice
Terminate on the last day	Cleared; last day today; no open hold	Terminate	State Terminated; employee Terminated; sign-in revoked; payroll is told through a termination event (identifiers and dates only, no money); settlement requested
Terminate before the last day	Cleared; last day in 10 days	Terminate as hr.offboard only; then 'Terminate before the last day' as approver with a reason	Plain: 'Their last day has not come yet.' Early by non-approver: 'Terminating before the last day needs an approver.'; blank reason refused; approver succeeds (last-day check skipped, all others kept)
Open hold stops termination	Cleared record with an open hold	Terminate	Refused: 'This separation cannot be terminated yet.' with 'No dispute hold: 1 open hold(s): HLD-0001.'
Close after settlement is paid	Terminated record; payroll settlement Posted / Paid	Close when Posted; close when Paid	Posted: 'Payroll has not reported the final settlement paid or closed.' Paid: Closed
Cancel a separation	Draft / notice / cleared record	Cancel with reason; try on terminated; try with blank reason	Employee returns to the state before notice; terminated: 'Only a separation that has not ended can be cancelled; use ...'; blank 'Say why the separation is cancelled.'
Reinstate (approver)	Terminated record	Reinstate as approver with a reason; as hr.offboard only	Approver: separation Cancelled and employee returns to work with reason logged; non-approver refused (403); blank 'Say why the employee is reinstated.'
Settlement handoff states the facts only	Terminated record	Read the Settlement card and the handoff data	Shows join date, last day, reason, service days and 'calculated by payroll'; no AED amount. Payroll (not HR) works the gratuity: e.g. 7 years 6 months of service = 5 x 21 + 2.5 x 30 = about 180.04 days of basic
Probation not confirmed leads here	Employee in Probation	Probation decision > Terminate with a last day	A Draft termination (reason 'Probation not confirmed') appears in Terminations; a different person must approve; it never terminates by itself

Terminations

Action	When	What you do	What happens
Overdue and status tabs	An open record whose last day was last week	Switch 'Overdue only'; open each status tab	Overdue badge shown; list narrows to open records past their last day; tabs count by status

Dispute holds

Action	When	What you do	What happens
Place a hold	User with hr.hold.manage	Place hold: employee, Legal, reason	HLD-nnnn Open; attached to the employee's open termination if any; Holds counter on the termination rises
Release by a different person	Open hold placed by user A	A: Release; B: Release with blank note; B with note	A: 'A different person must release a hold you placed.'; blank: 'Say why the hold is released.'; B: Released, stays in history; releasing twice 'This hold has already been released.'
Hold placed before the termination exists	Open hold on an Active employee	Give that employee notice	The hold is adopted by the new termination and blocks terminating

Onboarding checklists

Action	When	What you do	What happens
Create a checklist	User with hr.configure	New record ONB-STD; add 3 tasks (key, title, owner, due, required); Save	Saved; tasks table keeps order; keys must be unique; archived checklists are not offered at hire

Offboarding checklists

Action	When	What you do	What happens
One active checklist per contract type	Active checklist for Limited exists	Create another active one for Limited; create two company defaults	'Another active checklist already covers this contract type.' / 'Another active checklist is already the company default.'
Checklist drives a new termination	Checklist for Limited: 30 days, departments HR+Finance+IT, assets laptop+mobile, cutoff hour 17	Start offboarding for a Limited employee; approve	Notice required 30 (locked, source checklist); only HR, Finance, IT clearances; only laptop and mobile listed; default cutoff 17:00 on the last day

Time off

Action	When	What you do	What happens
Status chips and counts	Requests exist in several states	1. Open Employees > Time off. 2. Note the counts on All, Pending, Approved, Rejected, Cancelled. 3. Click Pending.	The list shows only pending requests; the chip counts add up to All; counts follow the people the signed-in person may see (a manager sees only their team).

Time off > Request leave

Action	When	What you do	What happens
Price a request on a Mon-Fri calendar	Aisha has 10 days of ANNUAL; no holidays in the range	1. Time off > Request leave. 2. Employee Aisha Test, type Annual leave. 3. From Thu 15 Oct 2026 to Tue 20 Oct 2026, whole days. 4. Read the live summary and 'Day by day'.	Thu 1, Fri 1, Sat 0 (weekend), Sun 0 (weekend), Mon 1, Tue 1: 'Charges 4' against 'asked for 6'; Balance 10, available 10, after approval 6; the plan ANNUAL30 shown; Send request is enabled.
Whole-day holiday inside the range	Holiday 'Test holiday' on Mon 19 Oct 2026 on STD40 (whole day)	1. Quote the same 15-20 Oct request. 2. Read Day by day.	Monday shows the holiday name and costs 0; total charge 3.
Half-day holiday inside the range	Half-day holiday on Fri 16 Oct 2026 (no other holiday)	1. Quote 15-20 Oct 2026.	Friday costs 0.5; total 1 + 0.5 + 1 + 1 = 3.5.
Leave type that counts calendar days	A type with 'Count calendar days' on	1. Quote 15-20 Oct 2026 with that type.	Weekends and holidays are charged: Thu 1, Fri 1, Sat 1, Sun 1, Mon 1, Tue 1 = 6 days.
Morning, afternoon and hours	ANNUAL allows half days and hours; STD40 is 8 h a day	1. Quote Mon 19 Oct 2026, 'Morning'. 2. Quote the same day with hours 09:00-11:00. 3. Switch to a type counted in hours and quote 09:00-11:00 again.	Morning = 0.5 day; 2 hours = 2 / 8 = 0.25 day on a day type; on an hours type the charge is 2 (hours). A morning and an afternoon of the same day do not clash with each other.
Half days at the start and end of a range	ANNUAL allows half days	1. Tick 'Half day at the end' for Thu 15 Oct to Fri 16 Oct 2026.	Charge is 1.5 days (Thursday 1 + Friday morning 0.5).
Send a request	Quote shows no blockers	1. Send request with reason 'Family event'. 2. Open Time off. 3. Open Approvals as Omar.	Message 'Leave request sent. It now waits in Approvals for the reporting manager.'; list shows Pending, Days 4; nothing is deducted yet (Balance still 10, Pending 4); Omar sees it in his Approvals inbox; the request keeps its balance before (10), pending and after (6).
Not enough balance	Aisha balance 6, another pending request holds 2	1. Request 5 chargeable days.	Refused with 'Only 4 days are left (2 more are held by requests awaiting a decision).' (numbers may print with decimals); the dialog shows 'Not enough balance for this request.'
Overlapping request	Aisha has a pending request for 19-20 Oct 2026	1. Request 20-21 Oct 2026.	Dialog warns 'This time overlaps ... leave already requested' and Send is disabled; the API says 'This time overlaps Annual leave leave already requested (<dates>, pending, request <8 chars>).'
Weekend-only request	STD40 works Mon-Fri	1. Request Sat 17 Oct to Sun 18 Oct 2026.	Refused: 'Those days are not worked, so there is no leave to take.'
Minimum service	Leave type with minimum service 6 months; employee joined 1 Jul 2026	1. Request 15 Oct 2026 on that type.	Refused with '<type name> needs 6 months of service.' (3 months have passed).
Plan eligibility	Plan ANNUAL30 with waiting period 3 months; employee joined 1 Sep 2026	1. Request ANNUAL leave for 15 Oct 2026.	Quote shows 'Not eligible for this leave' with the reason; submit is refused with '<employee> is not eligible for Annual leave: still in the waiting period.'
Leaving employee freeze	A termination in progress with last day 31 Oct 2026	1. Request 30 Oct to 4 Nov 2026.	Refused: "This employee's last day is 2026-10-31. Leave cannot run past it."
Archived leave type and unknown employee (API)	API access	1. POST /leave/requests with an archived type. 2. Again with an employee id of another company.	'That leave type is archived.' and 'Choose an employee of this company.'
Retry with the same request ID (API)	API access	1. POST /leave/requests twice with the same request_id (8-80 characters) and identical body. 2. A third time with a different body.	The second call returns the first answer and creates no second request; the third is refused with a conflict ('This request ID was already used with different ...'); a 5-character request_id -> 'A request ID is 8 to 80 characters.'

Approvals > Leave request

Action	When	What you do	What happens
Approve leave and spend the balance	Pending 4-day request; balance 10; Hana (not Aisha) decides	1. Employees > Approvals > Approve on Aisha's request. 2. Open Reporting > Leave balances and Leave ledger.	Request Approved; ONE ledger row 'used' of -4 dated the first leave day; Balance 6, balance after 6; payroll period '2026-10' recorded; 'Leave request approved' notification; Used column +4 in this year's equation.
Balance re-checked at approval	Two pending requests of 6 days each against a balance of 10 (the second was quoted when 10 were free)	1. Approve the first. 2. Approve the second.	Second refused with 'Only 4 days are left now.'; stays pending (unless the plan allows a negative balance, then it approves and the balance goes to -2).
Reject needs a reason	Pending request	1. Reject with an empty reason. 2. Reject with 'No cover that week'.	'Say why it was refused.' first; then the request is Rejected, the reason is stored, and no ledger row is written.
Decision on a changed request	Open the same request in two browsers	1. Approve in browser A. 2. Reject in browser B without reloading.	B gets 'This request changed. Reload before deciding.' (or 'Only a pending request can be decided.'); one ledger row only.
Nobody decides their own leave	Hana is also an employee and has a pending request	1. Hana opens her own request (or calls approve).	Refused: 'A different HR user must decide this leave request.' (403).

Approvals > Leave cancellation

Action	When	What you do	What happens
Cancel approved leave and refund	Approved 4-day request, balance 6	1. Cancel it with note 'Plans changed'. 2. Open the ledger.	State Cancelled; a 'cancellation' row +4 dated today refers to the 'used' row; balance back to 10; answer says refunded 4; if the pay period was already frozen the days come back as a payroll adjustment in the next run (payroll_adjustment true).
Cancel a pending request	Pending request	1. Cancel it.	State Cancelled; no refund row (nothing was spent); refunded 0.
Cannot cancel what is finished	Rejected or cancelled request	1. Try to cancel it (API).	'Only leave that stands can be cancelled.'

Leave balances

Action	When	What you do	What happens
Balance equation for the year	Aisha: opening 10 on 1 Jan, accrued 25, used 12, expired 3, adjustments +2	1. Open Reporting > Leave balances. 2. Find Aisha / Annual leave.	Opening 10, Accrual 25, Used 12, Expired 3, Adjustments +2, Closing 22 (10 + 25 - 12 - 3 + 2); Balance matches the whole ledger sum; Pending shows requests awaiting a decision as a memo.
Manager sees the team only	Omar is a manager with no hr.employee.view	1. Omar opens Leave balances and Time off.	Only his direct reports appear; a person with no HR access and no team gets 'You do not have access to time off.'

Leave ledger

Action	When	What you do	What happens
Report equation, totals and drill-down	hr.report.view; ledger movements in several types	1. Open Reporting > Leave ledger with Cutoff 31 Dec 2026. 2. Filter Leave type = Annual leave. 3. Open 'Movements' on a row.	Each row reconciles (Yes); the totals by unit use the same filters and keep days and hours apart; the drawer lists every movement (accrual, used, expired, carryover, adjustment...) with plan version and note.
Period validation	hr.report.view	1. Set From 1 Dec 2026 and Cutoff 1 Nov 2026.	'The period cannot start after its cutoff.'

Leave types

Action	When	What you do	What happens
Create a leave type	hr.configure	1. New leave type. 2. Code SICK, Name Sick leave, counted in Days, Deducts from a balance off, Paid on. 3. Save.	Type saved Active; appears in Request leave; a request on it needs no balance check and writes no ledger row when approved.
Duplicate code and length limits	Type ANNUAL exists	1. Create another with code ANNUAL. 2. Use a 31-character code.	'A leave type with that code exists.' and 'That is too long: 30 characters for the code and 120 for the names.'
Unit locked after use	ANNUAL has ledger rows	1. Change 'Balance is counted in' to Hours and save.	'Balances or requests already use this type, so its unit cannot change.'
Archive a type	Open requests on the type exist	1. Untick Active and save. 2. Open Request leave.	The type is no longer offered in new requests (API: 'That leave type is archived.'); existing requests and balances remain.
Edit conflict	Two users open the same type	1. Both change the name. 2. Save one, then the other.	Second save: 'This leave type changed. Reload before continuing.'

Accrual plans

Action	When	What you do	What happens
Author a plan	hr.configure; hr.leave.policy.approve held by someone else	1. New plan. 2. Code ANNUAL30, leave type Annual, each month, Rate 2.5, Maximum 30, Prorate by FTE on, waiting 0, carryover capped 5, carried leave lapses after 3 months, legal source filled. 3. Save.	Plan v1 with status Configured, author you; it cannot post accruals yet; 'Before this plan can go into force' shows source done, cases not yet.
Only the author edits while configured	Configured plan authored by Hana	1. Hamdan opens it and tries to change the rate.	403 'Only the plan's author changes it while it is being configured.'; the figures are read-only for him.
Independent expected cases	Plan configured by Hana; Hamdan holds hr.leave.policy.approve	1. Hana tries to add a case (needs the approve permission). 2. Hamdan adds: 'Full-time, 12 months' FTE 1 service 12 expected 2.5; 'Half-time' FTE 0.5 expected 1.25; 'Third' FTE 0.3333 expected 0.8333.	Each case shows Plan computes 2.5, 1.25, 0.8333 (2.5 x 0.3333 = 0.83325, half-up to 4 places) and 'Matches'; cases by the author would show 'Author's own - does not count'; a case is removed only by the person who entered it ('A case is removed by the person who entered it.').
Approve with a wrong case	Same plan, a case with expected 2	1. Hamdan clicks Approve plan.	Refused with 'The plan cannot be approved yet.' listing 'Case "Full-time, 12 months" expects 2 but the plan computes 2.5.' (figures may print as 2.0000 / 2.5000); status stays Configured.
Approve with no cases, or without a source	Plan with no cases / blank legal source (not DEMO)	1. Approve.	Problems listed: 'Enter at least one expected case, worked out without the plan's figures.' / 'Cite the legal source the figures come from.'
Author cannot approve	Plan authored by Hana with passing cases	1. Hana (also holding the approve permission) clicks Approve.	403 'A plan is approved by somebody other than its author.'; button explains 'You wrote this plan. A different person approves it.'
Approve then put in force	Passing independent cases	1. Hamdan approves. 2. Hana (hr.configure) clicks Put the plan in force, In force from 1 Nov 2026.	Status Approved ('Approved. The plan can now be put in force.', content hash saved) then In force from 1 Nov 2026; all five checks ticked; only now can it post accruals and govern requests.
Cannot activate before approval	Configured plan	1. Try Activate (API).	'A plan goes into force only after an independent review approves it.'
New version supersedes the old	ANNUAL30 v1 in force from 1 Nov 2026	1. New version (v2, Configured, no cases, same figures). 2. Change Rate to 3. 3. New cases, approve, activate from 1 Jan 2027.	v1 gets 'In force to' 31 Dec 2026 and status Superseded; v2 in force from 1 Jan 2027; activating v2 on or before v1's start date is refused ('Version 1 starts on <date>; start this one after it.'); a second new version while one is still Configured is refused.
Retire a plan	Plan in force	1. Retire plan, confirm.	Status Retired, plan inactive; what it posted stays in the ledger; it can no longer be approved or run ('That plan is archived.').
Create DEMO plan	hr.configure	1. Click Create DEMO plan twice.	A DEMO leave type and DEMO-LEAVE plan (2 a month, cap 30, carryover capped 5) with DEMO badge and a 'NOT A LEGAL SOURCE' text; the second click creates nothing new; it still needs the same independent review.

Accrual runs > Accrual

Action	When	What you do	What happens
Preview (dry run)	ANNUAL30 in force; 3 employees covered	1. Pick the plan, As of 31 Oct 2026. 2. Click Preview.	Rows show Decision, Units, FTE, Period 2026-10, Why skipped; 'nothing was posted'; the ledger is unchanged afterwards.
Monthly accrual at FTE 1 and 0.5	Aisha FTE 1, Basma FTE 0.5, both eligible	1. Run accrual As of 31 Oct 2026.	Aisha +2.5, Basma +1.25 (2.5 x 0.5), one ledger row each with plan version, period 2026-10 and FTE used; run appears in history with People 2, Postings 2, Units 3.75.
Cap on the balance	Maximum 30; Aisha balance 28.5	1. Run accrual for October.	Aisha lands 1.5 (room left), the gross 2.5 is recorded; with balance 30 the row is skipped with 'at the cap'.
Running twice adds nothing	October already run	1. Run accrual As of 31 Oct again.	Everyone is skipped with 'already run'; no new ledger rows; two people pressing together also post once.
Waiting period	Waiting 3 months; Dina joined 1 Aug 2026	1. Run As of 30 Sep. 2. Run As of 30 Nov.	Sep: Dina skipped 'still in the waiting period' (1 whole month); Nov: 3 whole months, she earns 2.5 for November only - September and October are not back-paid.
Probation, joiners and leavers	Plan 'Earn during probation' off; one probation employee; one who joins 15 Nov 2026; one with a termination last day 15 Oct 2026	1. Run As of 31 Oct 2026 (preview).	Probation employee 'on probation'; future joiner 'not yet joined' when As of is before the join date; the leaver 'leaving: accrual stops after the last day'.
Mid-month joiner is not pro-rated by days	Joined 20 Oct 2026, eligible, FTE 1	1. Run As of 31 Oct 2026.	A full 2.5 is earned for October (the plan prorates by FTE only, not by days of service). Record as expected behaviour; raise with HR if a day-based proration is required.
Upfront plan in monthly slices	Plan frequency 'a year released in monthly slices', Rate 20, FTE 1	1. Run As of 1 Jan 2026. 2. Read the ledger.	Twelve monthly rows: 1.6667, 1.6666, 1.6667, 1.6667, 1.6666, 1.6667 ... adding up to exactly 20.0000 (each slice = running total rounded less the previous rounded total); a second run posts only missing months.
Upfront slices follow the FTE month by month	Rate 30 upfront; FTE 1 January-June, 0.5 from July	1. Run for the year.	January-June 2.5 each (15), July-December 1.25 each (7.5): total 22.5; changing the FTE from July leaves January-June untouched.
Real run needs a plan in force and hr.configure	Configured plan; a user without hr.configure	1. As Hana run accrual on the configured plan. 2. As a user without hr.configure open the screen.	Run refused 'This plan is not in force yet (configured). ...'; preview is allowed; the second user sees 'Running accruals, expiry, year end and recomputation needs the HR configure permission. You can read the history below.' and disabled buttons.

Accrual runs > Expiry

Action	When	What you do	What happens
Lapse expired grants	Allocation of 4 days effective 1 Jan 2026 lapsing 30 Jun 2026; 1 day taken in March	1. Expiry As of 1 Jul 2026, Preview then Run expiry.	3 days lapse (4 less the 1 used, which draws on the earliest-expiring grant first): ledger row 'expired' -3 dated 30 Jun 2026; running again lapses nothing; the Leave balances Expired column shows 3.

Accrual runs > Year end

Action	When	What you do	What happens
Close the year, capped carryover	Plan carryover capped 5, lapse after 3 months; Aisha balance 12 on 31 Dec 2026	1. Year end 2026, Preview, then Close the year.	Carries over 5, lapses 7: rows 'expired' -7 ('Above the carryover limit at 2026 year end'), 'carryover' -5 and 'carryover' +5 expiring 31 Mar 2027; balance becomes 5; the preview showed 'carried leave lapses on 2027-03-31'.
Carryover none, unlimited and repeat	Plans with carryover none / unlimited (no expiry months)	1. Close 2026 for each. 2. Close 2026 again for the first.	none: the whole balance lapses; unlimited with no expiry: 'nothing to lapse or re-date' and no rows; second close: 'already closed for this year'; a person governed by another plan is left alone with 'governed by another plan'.

Accrual runs > FTE change recompute

Action	When	What you do	What happens
Future FTE change re-prices posted periods	Aisha FTE 1 -> 0.5 from 1 Nov 2026; Nov and Dec 2026 already accrued 2.5 each	1. Pick Aisha, effective 1 Nov 2026, Preview. 2. Apply.	Preview lists Nov and Dec: Posted 2.5, Should be 1.25, Difference -1.25 each; Apply reverses and re-posts each period (net -2.5); running the preview again says 'Nothing to change: the postings already match the FTE.'
Past-dated change becomes a review	Same, effective 1 Aug 2026 (before today) with Aug and Sep posted at 2.5	1. Hana runs the recompute for 1 Aug 2026. 2. Hamdan opens Reviews awaiting HR and clicks Apply with a reason.	Nothing is changed immediately; a review appears; after Hamdan applies, Aug and Sep become 1.25 each (-2.5 in total); Hana cannot decide her own review ('A different HR user decides a change that was raised by you.'); Dismiss leaves the ledger untouched; empty reason -> 'Say why you are applying or dismissing it.'

Accrual runs > Run history

Action	When	What you do	What happens
History of real runs	Several runs done	1. Read Run history.	Each real run lists time, kind, plan and version, People, Skipped, Postings, By; previews never appear.

Allocations & adjustments

Action	When	What you do	What happens
Allocation approved by a second person	Hana holds hr.leave.allocate, Hamdan holds hr.leave.policy.approve; Aisha balance 10	1. Hana: New request, Allocation, +2, effective 5 Oct 2026, lapses 31 Dec 2026, reason 'Worked 2 Dec'. 2. Hamdan approves.	Pending until approval, balance still 10; on approval ONE ledger row 'allocation' +2 expiring 31 Dec 2026, balance 12; the dialog showed Current balance 10 -> 12 'if approved'.
Negative adjustment	Balance 12	1. Adjustment -1.5 with reason. 2. Approve by another HR user.	Ledger row 'adjustment' -1.5; balance 10.5; an adjustment cannot have 'Lapses on'.
Maker-checker and self-service refusals	Hana raised the request; Aisha's own HR login (if any)	1. Hana tries to approve her own request. 2. Aisha, if she holds the approve permission, tries to approve a change to her own balance.	403 'A different HR user must decide this request.' and 403 'Nobody decides a change to their own leave balance.'
Reject and withdraw	Two pending requests	1. Reject one with an empty note, then with a note. 2. The requester withdraws the other; someone else tries to withdraw it.	'Say why it was refused.' then Rejected; ledger untouched for both; withdraw by the asker -> Cancelled ('Withdrawn'), by someone else 403 'Only the person who asked can withdraw it.'; a decided request cannot be decided again ('Only a pending request can be decided.').
Opening balance is a one-time direct load	hr.configure (API POST /leave/adjustments); employee with no movements	1. Post an opening balance of 10 with a note. 2. Post another for the same person and type.	First: one 'adjustment' row (source 'opening'), balance 10. Second: refused 'This person already has movements for this leave type. Ask for an allocation or an adjustment, which a second person approves.'; no note -> 'Say why the balance is being corrected.'

Holidays

Action	When	What you do	What happens
Add and remove a holiday	hr.configure; calendar STD40	1. Pick STD40, 2026. 2. Add holiday 2 Dec 2026 'UAE National Day'. 3. Add the same date again. 4. Remove it and confirm.	Listed with Day (Wednesday) and Whole day; duplicate -> 'That date is already a holiday on this calendar.'; removal asks 'Keep it / Remove'; later requests price the day at 0 only while the holiday exists (existing approved requests are not re-priced).
Half-day holiday	STD40	1. Add 1 Dec 2026 'Eve of National Day' with Half day on. 2. Quote leave over that day.	Charges 0.5 for the day.
View-only user	User with hr.employee.view but not hr.configure	1. Open Holidays.	Holidays visible; Add and Remove are not offered (server would refuse with a permission error).

Calendar preview

Action	When	What you do	What happens
Price a range without saving	Any calendar	1. Choose STD40, Annual leave, 15-20 Oct 2026. 2. Choose a bad range (end before start).	Day-by-day table with 'Charge' and 'Chargeable'; bad range shows 'Choose a valid range.'; nothing is stored.

Applications > Employees > Features

Action	When	What you do	What happens
Turn off Time off	Two company admins	1. Admin A sets Time off Off and proposes; B approves. 2. Open Employees menu. 3. Try POST /leave/requests.	Menus Time off, Leave balances, Leave ledger disappear; new requests, runs and allocations are refused with 'capability_disabled'; old requests and balances still read.
Turn off Time and attendance	Two company admins	1. Admin A sets Time and attendance Off; B approves. 2. Look at the menu. 3. Try to import punches or approve a day.	The Time & attendance group, Attendance exceptions and ESS attendance menus go; changes are refused with 'capability_disabled'; recorded days and punches stay readable.

Attendance days

Action	When	What you do	What happens
Generate absent days	Aisha was due at work Mon-Fri 5-9 Oct 2026, no punches, no leave; hr.attendance.manage	1. Attendance days > Generate absent days. 2. From 5 Oct, To 9 Oct 2026. 3. Generate.	Dialog says 'days created', 'of them absences', 'people considered'; five rows with Exception 'Absent', Net 0.00, Scheduled 8.00; running again creates nothing new; an approved leave day shows 'On leave' instead of Absent.
Generate limits	Same screen	1. Range of 90 days. 2. From after To. 3. A range ending today or in the future.	'Generate at most 62 days at a time.' (API) ; the screen blocks From after To ('The period cannot start after it ends.'); today and the future are never generated (the end is cut to yesterday); people without a known schedule or not yet joined are skipped.
Scope: company, team, nobody	A: hr.employee.view; B: Omar, manager with reports; C: no HR and no reports	1. Each opens Attendance days.	A sees the company; B only his direct reports; C gets 'You do not have access to attendance.' (menu entries for the listing screens need a scope).
Net hours with an automatic lunch	DAY shift; punches in 09:00, out 18:00	1. Import the two punches. 2. Open the day.	Clocked 9.00, unpaid break 1.00, Net 8.00, Regular 8.00, Overtime 0.00, Payable 8.00 (once approved), no exceptions.
Lunch taken by punching out is not deducted twice	DAY shift; punches 09:00-13:00 and 14:00-18:00	1. Import. 2. Open the day.	Clocked 8.00, break deduction 0.00, Net 8.00. With 13:15-13:45 out (30 minutes): clocked 8.50, deduction 0.50, Net 8.00. With only 09:00-12:00 worked: nothing deducted, Net 3.00 (nobody was there for the lunch).
Paid break taken punched out	Shift with a paid break window 11:00-11:30 (allowance 15); lunch as above; punches 09:00-11:00 and 11:15-18:00	1. Open the day.	Clocked 8.75, unpaid break 1.00, paid break added back 0.25, Net 8.00: a paid break never costs the employee anything.
Night shift across midnight (T006)	Shift NIGHT 22:00-06:00; the same two punches (Mon 22:00 in, Tue 06:00 out) imported twice	1. Import both rows twice (second as a repeat file). 2. Open the days of Mon and Tue.	One session of 8.00 hours belongs to Monday (the evening it started), not 16.00 and nothing on Tuesday; the repeat rows are skipped as duplicates (dedupe by source, device, person, moment).
Daily overtime bucket	DAY shift, policy OT-TEST; punches 09:00-19:30	1. Open the day.	Clocked 10.50 - 1.00 lunch = Net 9.50; threshold = shift's 8.00 scheduled; Overtime found 1.50 in the Daily bucket, Regular 8.00; exception 'Unapproved overtime' until decided. Payroll later prices it (test multiplier 1.25x -> 1.875 equivalent hours); attendance shows hours only.
Weekly bucket	Policy weekly threshold 48 h; Aisha already worked 44 regular hours this week; use Shifts > Sample day with 'Regular hours already worked this week' 44	1. Calculate 09:00-19:30 on a working day.	Daily 1.50; of the 8.00 regular hours, 44 + 8 - 48 = 4 fall over the weekly limit: Weekly 4.00; overtime total 5.50, regular 4.00.
Rest day and holiday buckets	Policy has the rest-day and holiday buckets on; Sat 17 Oct is a rest day; 2 Dec 2026 a holiday	1. Sample day, Kind of day = Rest day, 09:00-15:00. 2. Holiday, 09:00-17:00 with no lunch. 3. Turn the rest-day bucket off and repeat 1.	Rest day: all 6.00 hours in the Rest-day bucket; holiday: all 8.00 in the Holiday bucket; with the bucket off the 6.00 hours are plain regular hours with no overtime.
Minimum minutes and rounding	Policy minimum overtime 30 min; round 15 min; use Sample day	1. Net 8.33 (20 minutes over). 2. Punch to 19:24 (1.40 over): nearest, down, up.	20 minutes is below the minimum so overtime is 0.00; 1.40 h = 84 min: nearest -> 90 min = 1.50, down -> 75 min = 1.25, up -> 1.50.
Late, early leave and grace	DAY shift grace in 10, grace out 5; punches 09:25-17:30	1. Open the day.	Late 15 (25 - 10), Early 25 (30 - 5); exceptions 'Late' and 'Left early' (and 'Short' only for the minutes not explained by those); column Short shows the remainder.
Missing punch and repeat swipe	Punches: one 'in' at 09:00 and no out; another person with ins at 09:00 and 09:05	1. Open both days.	First: day Incomplete, exception 'Missed punch out', cannot be approved; second: the two swipes within 10 minutes count once, exception 'Device duplicate'; an exit with no entrance gives 'Missed punch in'.

Attendance day record

Action	When	What you do	What happens
Approve a day	Complete day with no overtime; Hamdan (hr.attendance.approve) or Omar (mss.approve_attendance)	1. Open the day. 2. Approve day (note optional).	'Day approved.'; status Approved; Payable hours = Regular; approved by and at recorded.
Approve is refused on a missing punch	Incomplete day	1. Approve day.	'This day has a missing punch. Correct it before approving.'
Approve the day and the overtime together	Day with 1.50 daily overtime, overtime needs approval; Hamdan	1. Approve day without the tick. 2. Reopen. 3. Approve day with 'Also approve the overtime found'.	Without the tick the overtime stays found and unpaid (Payable 8.00); with it Overtime approved 1.50, Payable 9.50 (regular 8.00 + approved 1.50), overtime item Approved.
Reopen withdraws overtime approval	Approved day with approved overtime	1. Reopen day.	'Day reopened. Any overtime approval made with it was withdrawn.'; status Open; overtime back to Waiting; payable hours drop to regular.
Day locked by payroll	Period locked with this day (state Locked); payroll period still frozen	1. Try Approve / Reopen / Correct the times.	'Payroll has this day already.' / 'Payroll has this day. Correct it in the next period.'; a change allowed after unlock is queued as a payroll adjustment instead of rewriting frozen pay.
HR direct correction of the times	hr.attendance.manage; day with in 09:30 out 18:00; HR is not the employee	1. Correct the times. 2. First in 09:00, reason 'Device offline'. 3. Save correction.	A correction request is created and approved in one act (source HR, note 'Corrected directly by HR'); a correction punch is added and the original swipe stays visible as 'Replaced'; day redrawn (late disappears); Change log shows Before/After and the reason.
Corrections never overwrite punches	Day after a correction	1. Read the Punches section.	Original punches remain (marked Replaced); correction punches marked 'Correction'; sessions and net hours use the corrected ones.
Nobody corrects their own day	HR user who is also an employee with a day	1. Open own day and click Correct the times.	403 'You cannot correct your own day.'

Corrections

Action	When	What you do	What happens
Raise a correction (HR, manager, employee)	Aisha forgot to swipe out on Mon 5 Oct 2026	1. Omar (manager with mss.approve_attendance): New correction for Aisha, work date 5 Oct, kind Missing punch out, time out 18:00, reason 'Forgot to swipe'.	Request Pending with 'Raised through Manager'; the day is unchanged until decided; a second request for the same day is refused ('There is already a correction waiting for that day.').
Approve a correction	Pending request raised by Omar; Hamdan decides	1. Hamdan opens the request and clicks Approve.	Status Approved; 'Applied to the day'; a correction punch out at 18:00 makes the day complete (Missed out exception gone); decided by and on recorded.
Reject needs a note	Pending request	1. Reject with an empty note. 2. Reject with 'Door log shows exit at 16:00'.	'Say why the correction is rejected.' then 'Rejected. The day was not changed.'
Maker-checker and self decision	Omar raised the request; Aisha is the employee	1. Omar tries to approve it. 2. Aisha tries to approve it.	403 'A correction is decided by somebody other than the person who raised it.' and 403 'You cannot decide your own correction.'
Withdraw	Pending request raised by Omar	1. Omar withdraws (confirm 'Yes, withdraw'). 2. Another manager tries to withdraw one.	State Withdrawn, day unchanged; others get 403 'Only the person who raised it, the employee or HR withdraws a correction.'; a decided request: 'Only a correction that is waiting can be withdrawn.'
Validation of a new correction	Corrections screen	1. Work date tomorrow. 2. Date before the join date. 3. Missing session with only a time in. 4. Time out earlier than time in. 5. A locked day.	'A correction is for a day that has happened.'; 'That is before the employee joined.'; 'A missing session needs both times.'; 'The exit must be after the entrance.'; 'Payroll has this day. Correct it in the next period.'

Overtime approvals

Action	When	What you do	What happens
Approve all found overtime	Candidate item with Daily 1.50; Omar (mss.approve_overtime) or Hamdan	1. Overtime approvals > Approve. 2. Leave the hours as found. 3. Confirm.	'Approved N hours'; status Approved; Approved (h) 1.50, Approved buckets Daily 1.50; immutable payable units created with units version 1; day payable hours now include 1.50.
Approve part of the hours per bucket	Item with Daily 1.50 and Weekly 4.00	1. Approve with Daily 1.50 and Weekly 2.00 (Total to approve 3.50). 2. Try Weekly 5.	First approved: Approved 3.50; second refused 'Only 4.00 hours of weekly overtime were found.'; all zeros refused 'Approve some hours, or reject the overtime.'
Reject overtime	Waiting item	1. Reject without a note. 2. Reject with 'Not pre-approved'.	'Say why the overtime is rejected.' then 'Rejected. No units are payable for this day.'; a rejected item can still be approved later.
Withdraw an approval	Approved item	1. Withdraw without a reason. 2. Withdraw with a reason. 3. Approve again.	'Say why the approval is withdrawn.'; then the old units are superseded (nothing is deleted) and the item is Waiting; re-approval creates units with the next version number.
Segregation and scope	Omar's own overtime; an employee of another team	1. Omar decides his own item. 2. Omar decides another team's item.	403 'You cannot decide your own overtime.'; 403 'This overtime is not yours to decide.' (or not found when out of scope).
Overtime after payroll froze	Day locked by payroll, approved item changes	1. Withdraw or approve on that day.	Refused 'Payroll has this day already. Unlock the period, or change it in the next period.' unless the period was unlocked, in which case the difference is queued as a payroll adjustment.

Timesheets

Action	When	What you do	What happens
Create the week's sheet	Aisha (employee) or HR	1. New timesheet. 2. A date in the week: Wed 7 Oct 2026. 3. Create. 4. Create again for 9 Oct.	Sheet for Mon 5 Oct to Sun 11 Oct 2026 in Draft with attendance hours pre-filled for reconciliation; second attempt 'That week already has a timesheet.'; a user without rights for that employee: 'You cannot start a timesheet for this employee.'

Timesheet record

Action	When	What you do	What happens
Lines and limits	Draft sheet	1. Add lines Mon-Thu 8 h on PRJ-ERP and Fri 12 h (total 44). 2. Add a line with no project and no task. 3. Two lines on one day of 14 and 12 hours. 4. A line dated 12 Oct.	Total (not saved yet) updates; refusals: 'Every line names a project or a task.', 'More than 24 hours on <date>.', '<date> is outside the week of 2026-10-05.'; a project not in the Projects module is flagged 'Not known to Projects' but accepted.
Variance flag against attendance	Attendance net 40.00 for the week; tolerance 2.00 hours (company setting)	1. Save the 44-hour sheet. 2. Read Reconciliation. 3. Set the tolerance to 4.00 and save again.	Reported 44, Attendance 40.00, Variance +4.00, Flag 'Flagged'; the Day table marks 'Reported time, no attendance' / 'Attendance, nothing reported' where they differ; with tolerance 4.00 the variance is not flagged (only greater than tolerance flags); a flag never blocks submit or approval.
Submit and approve	Saved sheet with hours; Aisha submits, Omar (mss.approve_timesheet) decides	1. Aisha: Submit. 2. Omar: Approve with a note.	'Submitted for approval.' then 'Approved.'; lines locked (editing: 'Only a draft or returned timesheet can be edited.'); submitted by and decided by recorded.
Submit an empty sheet	Draft with no lines	1. Submit.	'Add some hours before submitting.'
Return needs a note	Submitted sheet	1. Return with an empty note. 2. Return with 'Thursday looks high'.	'Say why the timesheet is returned.' then 'Returned to the employee for correction.'; status Returned; Aisha edits and re-submits (decision cleared).
Segregation of duties	Aisha submitted; HR submitted on behalf of Aisha	1. Aisha tries to approve her own sheet. 2. HR who submitted it tries to approve.	403 'You cannot decide your own timesheet.' and 403 'A timesheet is decided by somebody other than the person who submitted it.'

Shifts

Action	When	What you do	What happens
Create a day shift and read its scheduled hours	hr.configure	1. New shift: code DAY, 09:00-18:00. 2. Add break Fixed 13:00-14:00, unpaid, deducted automatically. 3. Save.	Scheduled (paid length) 8.00 = 9.00 span - 1.00 unpaid; Overnight 'Same day'; appears in the list and can be assigned.
Night shift and break window	hr.configure	1. New shift NIGHT 22:00-06:00. 2. Add a Window break 02:00-03:00 with allowance 30, unpaid, automatic.	Overnight set automatically; Scheduled 7.50 = 8.00 - 0.50; the break belongs to the morning after the shift starts; allowance 90 on a 60-minute window is refused 'A break allowance cannot be longer than its window.'
Validation	Shift form	1. Code of 31 characters. 2. Duplicate code. 3. Grace in 800. 4. Unknown overtime policy (API). 5. 22:00-06:00 forced to 'same day' (API).	'A shift needs a code of up to 30 characters.'; 'A shift with that code exists.'; 'Must be between 0 and 720.'; 'There is no overtime policy with that code.'; 'The shift ends before it starts, so it crosses midnight.'
Assign an employee to a fixed shift	hr.attendance.manage; self-service installed; shift DAY active	1. Open DAY > Assign employee. 2. Aisha from 1 Nov 2026, leave Until empty. 3. Assign. 4. Assign NIGHT from 15 Nov 2026.	She is listed 'Open'; the DAY assignment ends 14 Nov when NIGHT starts; Until before From -> 'The assignment cannot end before it starts.'; an archived shift cannot take assignments.
Sample day calculator	Shift DAY open	1. Sample day: clock in 09:00, out 19:30, Working day, regular hours so far 44. 2. Calculate. 3. Change an input.	Shows 'clocked - unpaid breaks + paid breaks = net', overtime by bucket and the policy used; nothing is saved; after an input change it says 'The inputs changed. Calculate again.'

Rosters

Action	When	What you do	What happens
Weekly roster	hr.configure	1. New roster WEEK5, Weekly, Mon-Fri DAY, Sat-Sun blank. 2. Save.	Seven days saved (blank = rest day); an array that is not exactly 7 days is refused 'Give exactly 7 days: a shift for each, or blank for a rest day.'
Rotating roster with a phase offset	Shifts DAY and NIGHT exist; Aisha has no roster	1. New roster ROT3: Rotating, 3 days, Day 1 = 1 Oct 2026; days DAY, NIGHT, rest. 2. Assign Aisha from 1 Oct 2026 with offset 1. 3. Show schedule 1-6 Oct.	Day index = (date - anchor + offset) mod 3, so 1 Oct NIGHT, 2 Oct rest, 3 Oct DAY, 4 Oct NIGHT, 5 Oct rest, 6 Oct DAY, with 'Read from: roster'; a weekly roster ignores the offset and follows the weekday.
Overlapping assignment and precedence	Aisha already on ROT3 from 1 Oct 2026; she also has a fixed DAY shift and a calendar	1. Assign ROT3 again from 10 Oct. 2. Show schedule across a week.	'That person already has a roster over those dates.'; the schedule reads the roster first, then the fixed shift, then the working calendar; leave and holidays show in 'Holiday or leave' ('On leave', 'Part-day leave').

Working calendars

Action	When	What you do	What happens
Create a calendar	hr.configure	1. Configuration > Working calendars > New. 2. Code STD40, Name 'Standard 40-hour week', Timezone Asia/Dubai, Hours per week 40, tick Monday-Friday. 3. Save.	Saved Active; leave on it is priced at 40 / 5 = 8 hours a day; timezone and hours validate (Dubai alone, 0 or 169 hours, no weekday ticked are all refused with 'Use the supported fields and valid values for this master.').
Calendar already in use	STD40 used by a current assignment	1. Change hours to 45 and save. 2. Untick Active and save.	'Create a new master for structural changes once this master has active assignments or positions.' and 'This master is used by an active position or current/future assignment.'; name and Arabic name can still be changed.
Weekend choice drives leave and absence	Calendar with Sunday-Thursday ticked	1. Quote leave Fri 16 - Sun 18 Oct 2026 for a person on it. 2. Generate absent days for that week.	Friday and Saturday cost 0; Sunday 1; absent days are generated only for ticked weekdays.

Attendance exceptions

Action	When	What you do	What happens
Filter the exceptions	Days with late, absent and unapproved overtime exist	1. Open Reporting > Attendance exceptions. 2. Set From/To to October 2026. 3. Choose Exception kind = Absent. 4. Tick 'Also list days with no exceptions'.	Only absent days list; with the tick, clean days appear too; filters on shift, department and status narrow both rows and footer.
Reconciliation footer	A month with imports and overtime decisions	1. Read the footer. 2. Filter to one employee and compare.	Punches: unique = 2 x sessions + unpaired + repeats ('Matches the stored punches'); Hours: clocked - unpaid + paid = net, regular + overtime found = net; Overtime: found = approved + waiting + declined; Payable = regular on approved days + approved overtime; Imports counts batches, rows, duplicates skipped, rows rejected, batches voided.
Export to CSV	A filtered period	1. Click Export.	attendance-exceptions.csv contains the same filtered rows (never more than the scope allows, capped at the export limit); an audit entry 'attendance.report.exported' is written.

Expense categories

Action	When	What you do	What happens
Create a category	hr.expense.configure	New category TAXI, receipt above 50, line limit 200	Listed; used by new lines at once

Travel policies

Action	When	What you do	What happens
Create a policy		New policy GCC-STD: per diem 300, meal deduction 50, mileage 0.50, trip cap 2,000	Listed

Travel

Action	When	What you do	What happens
Trip and per diem	Policy GCC-STD	New trip 5-8 Oct (4 days), 2 meals provided (API meals_provided=2)	Days 4; per diem = 4 x 300 - 2 x 50 = 1,100.00 in the answer
Approve a trip and pay the advance	Trip with advance 1,000 for employee B	Approver: Approve; settler: Pay the advance	Approved, then 'Advance paid' with date; paying twice -> 'That advance has already been paid.'; paying before approval -> 'Only an approved trip can draw an advance.'

Expense claim record

Action	When	What you do	What happens
Create a claim and add lines	Employee B, category TAXI	New claim; title; Create; Add an expense 85.50 paid by employee with purpose and receipt	Claim Draft; line listed; Total 85.50; Payable 85.50
Mileage line	Claim linked to a trip with mileage 0.50	Add an expense: amount empty, distance 120 km	Amount = 120 x 0.50 = 60.00
Submit refuses policy faults (all at once)	Line 250 in TAXI (limit 200) with no receipt and no purpose	Submit	Refused 'Check the highlighted lines.' listing all three: receipt required, 'Above the Taxi limit of 200.00.', 'Say what this was for.'; claim stays Draft
Duplicate inside a claim holds it	Two lines same date, merchant, amount, currency	Submit	State Held with 'Lines <a> and <b> look like the same expense (detail).'; not refused
Same receipt on another claim holds it	Receipt RCPT-1 used on an earlier claim	Submit a new claim with RCPT-1	Held 'Receipt RCPT-1 has already been claimed.'
Let a held claim through	Held claim; approver	Let through with a note	Submitted; hold reason kept on the record; note recorded
Approve / Refuse	Submitted claim of employee B; approver A (not B)	Approve (another: Refuse with reason)	Approved / Refused with note and who decided
Settle with no advance	Approved claim: employee paid 400, card 600	Settle	Settled: Total 1,000; On the card 600; Payable to employee 400.00; Returnable 0.00; figures frozen
Settle against an advance (employee owed)	Trip advance 1,000 paid; claim: 700 spent from advance, 500 employee paid	Settle	Advance applied 1,000 (700 + 300 offset); Payable 200.00; Returnable 0.00; trip becomes Settled
Settle against an advance (employee returns)	Advance 1,000; claim: 400 from advance, 100 employee paid	Settle	Advance applied 500; Returnable by employee 500.00; Payable 0.00 (never both non-zero)
Card line	Statement line CC-TEST-1 450.00	Add an expense paid on the company card, pick CC-TEST-1	Line linked; Company cards shows Claimed Yes; not payable to the employee
Remove a card line frees the transaction	Card line in a draft claim	Remove line	Line gone; CC-TEST-1 Claimed No and offered again
Closed claim cannot change	Submitted / approved / settled claim	Add or remove a line (API)	Refused 'A submitted claim cannot be changed.'
Settlement does not post or pay	Settled claim	Look for a journal or payment	None: settlement only records who owes whom (finance posting not wired) - mark N/A

Company cards

Action	When	What you do	What happens
Load a statement twice		Load 3 transactions; load the same 3 again	First: added 3; second: added 0, skipped 3

Expense claims

Action	When	What you do	What happens
Feature switch	Admin turns off 'Expenses, travel and company cards'	Open the menus; try New claim (and ESS expenses)	Menus gone; changes refused 'capability_disabled'; lists readable
Field settings	Expense merchant = Hidden; Receipt reference = Required	Add a line with a merchant; add a line without a reference	Merchant refused when sent; line without reference refused (HR form)

Talent (API)

Action	When	What you do	What happens
Vacancy lifecycle	Position with capacity 1; users R (raises) and V (approves)	R: create, submit; V: approve; R: name a recruiter, open; fill when hired	draft -> submitted -> approved -> open -> filled; R cannot approve; opening without a team -> 'Name a recruiter or a hiring manager ...'; fill early -> 'Not every seat has been filled yet (0 of 1 hired).'
Applicant privacy	Vacancy team member T; other HR user O	List applications as T and as O	T sees the vacancy's applicants; O sees none (no count either) unless hr.applicant.all; salary expectation only with hr.pay.view
Review cycle	Template in force; 3 active employees	Create cycle (draft), preview, launch; close with reviews open	Reviews created pending_self; close refused '<n> review(s) are not published yet...'
Self and manager assessment	Launched review for E with reviewer M	E: self; M: manager with every competency rated and overall rating	Only E writes the self part ('Only the person being reviewed writes their own ...'); only M the manager part
Calibrate, sign off, publish, acknowledge, appeal	Review in calibration; HR user H with hr.review.publish	H calibrates, signs off, publishes; E acknowledges or appeals; another H resolves	Reviewer cannot sign off own ('The reviewer cannot sign off their own assessment.'); nobody acts on their own review; appeal resolved by neither E nor M
Goals	Draft goal written by M for E	M agrees it (refused); E agrees; report progress; close	'Whoever wrote a goal cannot agree it: the other party does.'; SMART fields required; weights capped at 100
Training session	Course and approved provider	Create session, register 3, complete with results after it ends	Registered; complete before the end refused 'A session cannot be completed before it has ended.'
Learning plan approval	Plan version with 2 items submitted by M	M decides own (refused); approver approves	'You cannot decide a plan you submitted ...'; approved version in force

Updated 3 October 2026