HR & Payroll

Executive Summary

HR & Payroll is the people hub of Operations. It brings together everything an organisation needs to manage its workforce in one place — employee records, team structure, hiring and leaving processes, payroll runs, performance scorecards, internal communications, and work schedules.

Instead of maintaining separate spreadsheets for staff lists, email chains for onboarding checklists, and disconnected payroll files, HR & Payroll provides structured workflows with clear ownership. HR administrators manage the full employee lifecycle; line managers track performance and complete review cycles; payroll officers process pay periods and distribute payslips; and employees (where permitted) view their own performance and download payslips.

The HR Dashboard gives leadership a workforce snapshot: headcount, grade distribution, performance trends, active onboarding and offboarding pipelines, upcoming birthdays, recent announcements, and optional AI-generated HR analysis summarising workforce health.

HR connects naturally to Organisation settings for roles and permissions, to School and Clinic modules through user groups (streams, classrooms, departments), and to the core user account system that controls who can sign in to Operations.

Who This Is For

Key Capabilities

• HR dashboard with workforce KPIs, charts, and AI analysis
• Employee directory with inline editing, import, and invitations
• User groups and group types (teams, streams, classrooms, business units)
• Payroll processing with bonuses, deductions, overtime, and payslip email
• Pay period management
• Onboarding and offboarding with checklist templates
• Performance management — scorecards, metric tracking, reviews, grading scales
• Metric overseers (subject/classroom assignment for scoring)
• Announcements with rich content, attachments, and bulk email
• Timetables — individual entries and group shift creation
• Role management (via Organisation → Roles, linked from Users menu)

Important Concepts

Table of Contents

1. Getting Started
2. HR Dashboard
3. Managing Users and Employees
4. Importing and Inviting Users
5. User Groups and Teams
6. Payroll
7. Pay Periods
8. Onboarding
9. Offboarding
10. Performance Management
11. Metric Overseers
12. Announcements
13. Timetables and Shifts
14. Roles and Permissions
15. How HR Connects to Other Modules
16. Recommended HR Workflows
17. Troubleshooting Common Situations

Getting Started

1. Open HR & Payroll in the sidebar.
2. Review the Dashboard for your workforce snapshot.
3. Confirm Pay Periods exist before running your first payroll.
4. Ensure Roles are configured under Organisation before inviting users.

![Screenshot: HR sidebar navigation — placeholder]

HR Dashboard

Open HR & Payroll → Dashboard.

What you see

Quick navigation to Employees, Groups, Performance, Onboarding, Offboarding, Payroll, Announcements, and Timetables.

KPI cards typically include:

• Total headcount (active employees)
• Average or aggregate performance score
• Active onboarding processes in progress
• Recent announcements count

Charts and tables:

• Grade or level distribution
• Performance trend over time
• Onboarding pipeline — who is mid-checklist
• Offboarding pipeline — pending exit tasks
• Recent hires
• Upcoming birthdays
• Workforce demographics breakdown
• Recent newsletters and policies

AI HR Analysis (where enabled) — an optional sidebar summarising workforce status, flagging bottlenecks in onboarding, and highlighting performance trends.

Quick action: Add Employee from the dashboard banner.

Managing Users and Employees

Go to HR & Payroll → Users.

Users list

A searchable, sortable table of all employees showing:

• Name, email, username, phone (editable inline)
• Assigned role
• Account status — Active or Pending (invited but not yet accepted)

Search by name or email. Filter by group to see one team only.

Inline editing

Click directly in name, email, username, or phone cells to edit. Changes save on confirmation — useful for quick corrections without opening the full profile.

Bulk actions

Select multiple rows, then:

More menu

From More:

• Manage Roles → Organisation role management
• User Subjects → Metric overseers setup
• Invite Users → send email invitations
• Import Users → bulk file import
• User Groups → group management

Per-row actions

• Change role from dropdown
• View / Edit — full profile
• Reset password
• Upload scorecard — attach performance document
• Delete — remove record (use with caution)

Creating and editing an employee profile

Navigate to HR & Payroll → Users → Add User or open an existing user.

![Screenshot: Full employee profile form — placeholder]

Core details

Custom fields

Your organisation may define additional custom fields — complete these per your internal HR policy.

Group leadership

On edit, assign the employee as leader of:

• Streams
• Classrooms
• Teams

Leaders appear on group records and may receive additional permissions.

Saving

Save the profile. If the person needs system access, proceed to Invite Users or assign a role directly.

Importing and Inviting Users

Import users

Go to HR & Payroll → Users → Import Users (via More menu).

![Screenshot: Import users screen — placeholder]

File import mode:

1. Download the CSV/Excel template.
2. Fill in rows — first name, last name, email (required), phone, job title, address, department.
3. Upload the file.
4. Map columns if headers differ from the template.
5. Preview imported rows.
6. Confirm import.

Manual entry mode:

Enter rows directly in a spreadsheet-style grid without uploading a file.

Invite users

Go to HR & Payroll → Users → Invite Users.

![Screenshot: Invite users screen — placeholder]

1. Enter email addresses — one per line.
2. Click Send Invites.
3. Track invitation history — status shows Pending, Accepted, or Expired.
4. Resend or Revoke pending invitations.
5. Copy join link for manual sharing.

Invited users receive an email with a link to set their password and activate their account.

User Groups and Teams

Go to HR & Payroll → User Groups.

![Screenshot: User group types list — placeholder]

Group types

The first screen lists group types — the kinds of groups your organisation uses:

• Business Unit
• Team
• Stream (common in schools)
• Classroom
• Custom types you define

Actions:

• New Group Type — create a type with display name and system identifier
• View Groups — drill into groups of that type
• Delete Type — remove unused types

Groups within a type

Click a type to see all groups of that kind.

![Screenshot: Groups within a type — placeholder]

Create a single group, or Paste multiple names (one per line) for bulk creation.

Editing a group

Open a group to manage:

• Name and type
• Parent group — for hierarchical structures (department → team)
• Leader — dropdown of users
• Members table — add or remove users via offcanvas picker

![Screenshot: Edit group with members — placeholder]

Groups filter the Users list, scope announcements, drive group shift timetables, and link to Clinic departments and School streams.

Payroll

Go to HR & Payroll → Payroll.

Payroll list

Shows all payroll records with:

• Employee name
• Pay period
• Base salary
• Bonuses total
• Deductions total
• Net pay
• Payment date

Pay period selector at the top — filter to one period for review and bulk email.

Actions

Employees with appropriate permissions can view and download their own payslip without full payroll admin access.

Adding a payroll record

Go to HR & Payroll → Payroll → Add Payroll.

![Screenshot: Add payroll form — placeholder]

1. Select Employee.
2. Select Pay Period.
3. Enter Base salary.
4. Add Bonuses — type and amount (multiple lines).
5. Add Deductions — name and amount (multiple lines).
6. Enter Overtime hours and overtime rate if applicable.
7. Set Payment date.
8. Review calculated Net pay.
9. Submit.

Pay Periods

Go to HR & Payroll → Payroll → Pay Periods.

![Screenshot: Pay periods list — placeholder]

Pay periods define the date ranges for payroll. Each row shows start date, end date, creator, and organisation.

To add a period:

1. Click add/new row.
2. Enter start date and end date.
3. Save.

Edit dates inline on unused periods. Periods already referenced by payroll records cannot be deleted — create a new period instead.

Establish at least one pay period before creating payroll records.

Onboarding

Go to HR & Payroll → Onboarding.

![Screenshot: Onboarding main screen — placeholder]

Two tabs: Employees (active processes) and Templates (checklist definitions).

Creating an onboarding template

1. Open the Templates tab.
2. Click Create Template.
3. Enter Name and Description.
4. Add Tasks — each with title and category:
   • HR (contract, policies)
   • IT (laptop, email, access)
   • Manager (introduction, workspace)
   • Finance (bank details, payroll setup)
5. Save the template.

![Screenshot: Onboarding template editor — placeholder]

Starting onboarding for new hires

1. Open the Employees tab.
2. Click New Onboarding.
3. Select a Template.
4. Select one or more Employees to onboard.
5. Start the process — a checklist instance is created per employee.

Working through the checklist

1. Open an employee's onboarding process.
2. A side panel shows all tasks with progress percentage.
3. Mark each task Complete as it is done.
4. Reopen tasks if needed.
5. Process reaches 100% when all tasks are complete.

![Screenshot: Onboarding checklist in progress — placeholder]

Offboarding

Go to HR & Payroll → Offboarding.

![Screenshot: Offboarding main screen — placeholder]

Mirrors onboarding with Employees and Templates tabs — but for leavers.

Exit templates

Create templates with checklist items tagged by department:

• HR — exit interview, final pay
• IT — revoke access, collect equipment
• Manager — handover documentation
• Finance — final expense claims

Initiating offboarding

1. Click Initiate Offboarding.
2. Select employees leaving the organisation.
3. Choose an exit template.
4. Work through the checklist until all items are complete.

![Screenshot: Offboarding checklist — placeholder]

Always run offboarding before archiving the user account to ensure access is properly revoked.

Performance Management

Go to HR & Payroll → Performance.

The performance area has four sub-sections accessible via tabs: Dashboard, Tracking, Reviews, and Setup.

![Screenshot: Performance management shell — placeholder]

Performance Dashboard (personal view)

Shows the logged-in user's scorecard:

• Overall performance score
• Goal attainment percentage
• Peer ranking (where configured)
• Period progress bar
• Insights and recommendations
• Trend charts
• Dimension scores
• Individual metric cards

Performance Coach — optional AI chat offcanvas for guidance on improving scores.

Setup

Go to Performance → Setup (or click Setup from the banner).

Configure the performance framework:

AI import — upload strategy documents or existing scorecard files to auto-generate structure.

![Screenshot: Scorecard setup — placeholder]

Typical setup workflow:

1. Choose or import a template.
2. Define dimensions (for example Sales, Quality, Teamwork).
3. Add metrics to each dimension with targets and weightings.
4. Create grading scales.
5. Assign scorecards to employees (via user profile upload or assignment screen).

Tracking (metric entry)

Go to Performance → Tracking.

![Screenshot: Metric entry grid — placeholder]

A grid grouped by dimension. For each metric:

1. Enter Value.
2. Set Date/time (or use shared date for bulk entry).
3. Add optional Comment.
4. Click Save All to submit.

Tracking data feeds the review scores visible to managers.

Reviews (manager view)

Go to Performance → Reviews (route: /hr/performance/users).

![Screenshot: Manager performance reviews list — placeholder]

Managers see all employees with:

• Overall score
• Rating label
• Goal attainment percentage

Filter by role. Search by name, email, or job title.

Expand a row to see dimension scores and metric highlights.

Open drawer for full individual detail.

Consolidate Metrics — roll up tracking entries into review scores for the period.

Metric Overseers

Go to HR & Payroll → Scoring Metric Oversees (also linked as User Subjects from Users → More menu).

![Screenshot: Metric overseers — placeholder]

Assign users to monitor metrics by subject and classroom — common in school environments where a head of department oversees scores for their subject area.

Export assignments to Excel for external reporting.

Announcements

Go to HR & Payroll → Announcements.

![Screenshot: Announcements categories — placeholder]

Structure

Announcements are organised in categories (for example Newsletters, Policies, General Notices). Each category contains documents with title, rich-text content, optional file attachment, and date.

Creating an announcement

1. Select a category (or create one).
2. Click Add.
3. Enter Title.
4. Write Content in the rich-text editor, or attach a File.
5. Save and publish.

![Screenshot: Announcement editor — placeholder]

Bulk email

Select one or more documents, then Bulk Email:

1. Choose announcement types and documents to include.
2. Select recipient user groups and/or individual users.
3. Write Subject and Body for the email.
4. Send — recipients receive the announcement by email.

Managing documents

• Edit — update content
• Remove — moves to Documents trash (recoverable)
• Subfolders — organise within a category

Active announcements may appear on the HR dashboard.

Timetables and Shifts

Go to HR & Payroll → Timetables.

![Screenshot: Timetables list/calendar — placeholder]

Individual timetable entries

List or calendar view of scheduled entries.

Filters: search, type (Shift / Duty / Class), branch, assigned user, date range.

Add Entry:

![Screenshot: Add timetable entry — placeholder]

Group shifts

Go to HR & Payroll → Timetables → Group Shifts (or Create Group Shift from timetables).

![Screenshot: Group shift creation — placeholder]

Create one shift definition and apply it to every member of a selected user group simultaneously:

1. Select Group.
2. Set shift details — subject, start/end, status, priority, location.
3. Save — individual entries are created for each group member.

Ideal for ward rosters, classroom schedules, and team duty rotas.

Roles and Permissions

Role management is accessed from HR → Users → Manage Roles or Organisation → Roles.

![Screenshot: Role management — placeholder]

Roles tab (/organisation/roles/roles)

• View all roles
• Create a new role
• Duplicate an existing role as a starting point
• Toggle permissions by module — view, create, update, delete
• Rename or Delete roles

Search and filter the permission matrix when configuring complex roles.

User roles tab (/organisation/roles/user-roles)

• Select a User
• Assign their Role
• Set Permission overrides — grant or revoke individual permissions beyond the role
• Set Validity dates on temporary permission grants

Always assign the principle of least privilege — give staff only the access their job requires.

How HR Connects to Other Modules

Recommended HR Workflows

Hiring a new employee (end to end)

1. Create user profile in HR → Users (or import/invite).
2. Assign role and add to user groups.
3. Send invitation email.
4. Start onboarding with appropriate template.
5. Work through checklist — IT creates access, manager assigns workspace, HR completes contract tasks.
6. Add to payroll when ready — ensure pay period and salary are set.
7. Assign scorecard in Performance if applicable.

Monthly payroll cycle

1. Confirm pay period dates are correct.
2. Review any salary changes from HR records.
3. Add payroll records (or duplicate from previous period and adjust).
4. Review net pay totals.
5. Send slips by email to all employees in the period.
6. Download Excel/PDF for finance records.

Performance review cycle

1. Setup — confirm scorecards and metrics for the review period.
2. Tracking — employees and managers enter metric values throughout the period.
3. Consolidate Metrics before review meetings.
4. Reviews — managers review scores, expand rows, discuss in meetings.
5. Record outcomes and plan next period targets.

Employee leaving

1. Initiate offboarding with exit template.
2. Complete all checklist items — especially IT access revocation.
3. Process final payroll.
4. Archive user account.
5. Remove from active user groups.

Troubleshooting Common Situations

![Screenshot: HR help and support — placeholder]

Related Documentation

• Organisation — roles, security, module activation
• School Management (Frame) — streams, classrooms, assessments linked to user groups
• Healthcare (Clinic) — clinical departments and schedules
• Authentication & Security — invitations, two-factor authentication