Human Resources

Time Off Management

Time Off Types

Go to Time Off > Configuration > Time Off Types.

• Vacation – Paid time off. Allocate days per year.
• Sick Leave – Medical leave. Can require a certificate.
• Personal – Unpaid or paid, as configured.
• Other – Maternity, Paternity, Bereavement.

Configuring a Time Off Type

• Color – Calendar display color.
• Allocation Type – No allocation, Fixed days per period, Based on worked time.
• Validation Type – One step (manager), Two steps (manager + HR).
• Allow Negative – Go negative on balance (e.g. borrow from future).
• Unpaid – Mark as unpaid leave.

Employee Time Off Request

1. Employee goes to Time Off dashboard.
2. Clicks Request.
3. Selects time off type, start/end date, reason.
4. Remaining balance is shown.
5. Submits. Notification sent to manager.
6. Manager approves or rejects.
7. If approved, the calendar is updated and, if payroll is installed, the leave automatically reduces worked days on the next payslip.

Attendance

Go to Attendance. Employees check in/out via:

• The Attendance app on their dashboard.
• Kiosk mode (tablet at reception, optionally with a barcode/PIN per employee).
• Quickenerp mobile app (with optional GPS/geofencing so check-in only works on site).

Managers can view Attendance Analysis: hours per employee, late arrivals, early departures.

Allocations

Go to Time Off > Allocations. HR can manually allocate time off days. Use the Auto-Allocation scheduler to distribute annual leave at the start of the year.

HR Reporting

HR Analysis

Go to Employees > Reporting > HR Analysis. Pivot with:

• Dimensions: Department, Job Position, Manager, Contract Type, Tags.
• Measures: Number of Employees, Total Wage Cost, Male/Female/Other.
• Filters: Active Employees Only, Department, Date Hired Range.

Time Off Analysis

Go to Time Off > Reporting > Time Off Analysis.

• Dimensions: Employee, Department, Time Off Type, Status.
• Measures: Number of Days, Number of Requests.
• Track absenteeism rates by department.

Attendance Analysis

Go to Attendance > Reporting > Attendance Analysis.

• Dimensions: Employee, Department, Day of Week, Hour.
• Measures: Worked Hours, Late Minutes, Early Departure Minutes.
• Export for payroll processing.

Turnover & Headcount

Compare headcount and departures over time (using the departure date logged during offboarding) to calculate turnover rate by department — a key metric for spotting a team with a retention problem before it shows up in performance numbers.

Best Practices

• Keep employee records up to date (emergency contacts, documents).
• Run the auto-allocation scheduler yearly for time off balances.
• Review overtime patterns using attendance analysis.
• Use the org chart to understand reporting lines before reorganizing.
• Run onboarding/offboarding checklists every time, even for "obvious" hires and departures — most access/equipment issues happen when a step is skipped because "this one is simple".

Employee Management

Creating an Employee Record

1. Go to Employees > Employees → Create.
2. Name – Full name.
3. Job Title – Position name.
4. Department – Select or create.
5. Manager – Who this employee reports to.
6. Work Email / Phone – Contact details.
7. Work Address – Company location.
8. Coach – Mentor assigned.
9. Tags – For filtering (e.g. Remote, Part-Time).
10. HR Documents tab – Upload contracts, IDs, certifications.

Department Structure

Go to Employees > Configuration > Departments. Create a hierarchy:

• Each department has a name, manager, and parent department.
• The org chart view shows the full structure visually.
• Department heads auto-receive approval notifications for time off.

Contracts

Go to Employees > Employees > open employee > Contracts tab.

• Wage – Salary amount.
• Wage Type – Monthly, hourly, yearly.
• Scheduled Pay – Weekly, bi-weekly, monthly.
• Working Schedule – Linked to a resource calendar.
• Start/End Date – Contract validity period.
• State – Draft, Open, Close.
• Multiple contracts per employee (for promotions). One active at a time.

Job Positions & Recruitment

Go to Employees > Configuration > Job Positions. Create templates for job openings. Each job can have:

• Description and requirements.
• Expected salary range.
• Department and manager.
• Publish on website as a career page.

Skills & Resume

The Resume tab on an employee record logs their career history within the company (promotions, department changes) automatically, and a Skills tab lets you track competencies with a proficiency level — useful when staffing a project or planning training.