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Onboard Staff & Manage HR

Goal: Add a new employee to the platform, assign them to the right team with the right permissions, and set up the leave and attendance basics they need from day one. Who does this: Admin / Owner Sales Manager Before you start: Permission groups should already be configured before you add staff — see Permissions & Roles. You also need access to HR → Employees, HR → Teams, and HR → Leave Types.

Steps​

Adding the employee​

  1. Admin / Owner Create the employee record. Go to HR → Employees → Add Employee. Fill in:

    • Name, Email, Phone
    • Position — selected from configured positions in HR Admin Settings
    • Team — assign to an existing team (or leave blank and assign after)
    • Permission Group — choose the group that matches their role (e.g., Sales Agent, Finance Team)

    Click Create. The employee receives a welcome email with login credentials. See Employee Management.

  2. Admin / Owner Verify and adjust permissions if needed. Open the new employee's profile and review the Permissions tab. If they need any permissions beyond their group assignment (e.g., a manager who also needs export access), add individual permission overrides. For the standard approach, see Permissions & Roles.

  3. Admin / Owner Assign a PBX extension if applicable. If your office uses a VoIP/PBX system, go to HR → Employee Extensions and assign an extension number to the new employee. See Employee Management.

Team management​

  1. Sales Manager Add the employee to their team. Go to HR → Teams, open the team, and click Add Members to search and add the new employee. If the team doesn't exist yet, click Create Team, enter a team name, select a manager, and save. See Employee Management.

  2. Sales Manager Post an onboarding announcement. Go to HR → Announcements → Create Announcement. Write a welcome message, select All Employees or a specific team as the audience, and publish immediately. See Employee Management.

Leave & attendance setup​

  1. Admin / Owner Confirm leave types are configured. Go to HR → Leave Types and verify that the standard leave types are in place (e.g., Annual Leave, Sick Leave, Personal Leave) with correct quotas, paid/unpaid status, and approval requirements. Create any missing types by clicking Add Leave Type. See Leave & Attendance.

  2. Admin / Owner Verify the holiday calendar. Go to HR → Holiday Calendar and confirm upcoming public holidays are listed. Add any that are missing via Add Holiday — set the name, date, and whether it recurs annually. See Leave & Attendance.

  3. Sales Manager Monitor attendance from day one. Go to HR → Daily Summary to track the employee's check-in and check-out times, total hours worked, and attendance status (On Time, Late, Absent). Use HR → Exceeded Times to catch employees exceeding break allowances. See Leave & Attendance.

Ongoing HR management​

  1. Sales Manager Process leave requests. When an employee submits a leave request, it appears in HR → Leave Requests with status Pending. Click the request, review the employee's remaining balance for that leave type, and click Approve or Reject. See Leave & Attendance.

What happens next​

The new employee can log in immediately after account creation. Their navigation and available actions will reflect their permission group. They can submit leave requests from HR → Personal Leave Requests, which will route to their manager for approval.

To verify: confirm the employee appears in the team member list, can log in successfully, and sees only the sections their permission group allows.