HRMS Documentation

1.Introduction

2.Company Setup

In this article, we will go over setting up your organization’s branches, departments, and job titles (positions).

Let’s first build our organization by defining our branches. Navigate to the branches setup page as the image below shows.

Branches are legal entities of your company so if you have multiple branches, you can assign each of your employees to the corresponding branch with an option to isolate branches from each other. The page below displays all of the branches created for your organization.

To create a new branch click on add branch, and you should see a popup as shown below.

Type in a branch name, your trade license name, and your trade license number, both of which will be useful whenever an employee requests a salary certificate. In addition, you can create sub-branches under the main branch which would be useful if you have multiple stores related to the main branch. You’ll also need to add a branch number and even set a sub-branch. Finally, you can choose to set a branch as a main branch and even a separate entity if you would like to fully isolate the employees in this branch. You may optionally select the branch’s location in order to make the weather widget visible on the homepage. The screenshot below displays the new branch creation form containing all of the above.

Moreover, you can also use the uploads section to upload your company’s header, footer, and stamp.

Now that we’ve created all of our branches let’s navigate to the departments tab as shown below.

To create a new department click on add department and type in the department name. The profit Center checkbox is only required when you have the CRM module and it’s to be used when you need to mark the department as a profit Center to enable some extended CRM features such as sales targets and teams.

Now we can create job titles under our departments so let’s navigate to the job titles tab as shown below.

To add a new job title click on the add job title button then enter the job title name, the corresponding department, and selected top-level job title. This is important for the correct placement of employees in the organization chart. Optionally you can set the job category and add a description.

In the next article, we will discuss how you can add/import employees’ information, in addition to finalizing your organization structure.

3.Managing Employees

By the end of this article, you will be able to fully manage your organization’s employees and their data.

Adding employees to the system can be done in two different ways. The first way is to use the employees creation form, and the second is to use the import tool.

Employees Creation Form

Navigate to the employees page as shown below.

On this page, you can list and filter employees using various criteria and you can even generate reports in PDF or Excel formats.

To add a new employee, click on the new employee button and you should see the form below which is divided into multiple tabs. The first tab is used to set the employee type to either active or inactive in addition to some other details. Active users are licensed profiles that have access to the system whereas inactive users are added as records with no access to the system and have no login credentials.

The second tab is for employees’ general information such as their name nationality etc as shown below.

The next tab; the work details tab is divided into multiple sub-tabs. The first sub-tab is used to assign an employee to a branch, a department, and a job title in addition to other work-related information.

The next tab holds the employee’s employment contract information as shown below.

The next two tabs; “Leave Settings” and “Visa” contain information and settings used for leave management calculation and employment visa details respectively.

After the Work Details tab, is the “Insurance” tab which holds information about the employee’s health insurance.

The “Salary & Bank” tab is used to set the salary and other information required for the payroll calculation module.

Finally, the documents tab is used to set the expiry dates of all the legal documents related to the employee such as their passports and ID cards. This information will be used to notify the person in charge when a document is about to expire. This section also has its own widget on the home page

Employees Import Tool

The import tool is a great way to insert multiple employees into CorporateStack HRMS at once. Navigate to the import tool as shown below and follow along.

The page is self-explanatory and is divided into steps. Step 1 is to download the excel sheet template by clicking on “Download Employees Template”. Fill in as many employees’ information as needed, and note that fields highlighted in red are mandatory and cannot be left empty but it’s recommended that you fill in all the fields.

After you’re done filling in the excel sheet, click on “Upload Employees List” and selected the excel sheet you just filled, and then click on the “Import Employees” button.

You have now successfully bulk imported employees into CorporateStack HRMS.

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