HR Admin guide

Open Employees → Directory and click Add employee. 1

On Personal, enter First name (English) and Email address. Arabic name, phone and National ID are optional.

On Employment, choose the department, position, manager (optional) and hire date.

On Compensation, enter the basic salary and any housing and transport allowance, plus the IBAN if known.

Click Add employee.

Open Employees → Directory and click Import, or Imports → New import. 2

Choose the module (Employees) and click Next.

Open "What the template expects" to see every column, then upload your file.

Wait for validation. Rows with problems are listed with the reason.

Review, then process the valid rows. 2

Open Employees → Departments. New companies already have departments for their industry; review them first.

Click Add department for a top-level department. 1

Use the sub-department button on a department to nest one under it. 2

Open the employee from the directory and click Terminate. 2

Choose the type, enter the last working day and a reason (required). Tick “End access now” only for a dismissal that must take effect immediately. Leave “Start offboarding now” ticked to open the exit checklist at once, or start it later (see "Offboard a leaver").

The employee keeps working and signing in until the end of the last working day. After that they are marked Terminated and their access ends. Their direct reports move to the leaver’s manager, approvals waiting on them move to the next manager or HR, and you receive a handover summary.

Leave booked after the last working day is cancelled and leave across it is shortened. Open loans and advances are brought into the final payroll; unused annual leave is listed on the settlement task.

Open Leaves → Leave Types. Check Days / Year and Approval for each type. 2

Click Add Leave Type to add one: English and Arabic name, days per year, calendar colour.

Set the policy on the same form: how days are earned (all at once each year, or monthly), whether unused days carry into next year (with a maximum and an expiry in months), more days with longer service, whether half days are allowed, whether a document is required, and how many days after it started an employee may still file. Turn on “No balance needed” for unpaid leave.

Open Leaves → Holidays and click Add Holiday for anything missing. Mark yearly holidays as recurring. Each December use the “Add [year] public holidays” button (it shows next year’s number); Eid and the other moon-based dates are added by hand once they are announced. 1

Open Approvals. Filter to Leave request. 1

Click Show details to read dates, type and notes. 2

Click Approve, or Reject and give a reason. 4

Open Leaves → Requests and click On behalf of, then complete the request for the employee. 1

Attendance → Work Locations → Add location: name, latitude, longitude and radius in metres (10 to 100,000). "Use my current position" fills the coordinates.

Choose the company Policy on the same page: Off (location ignored), Flag (saved and marked for review) or Block (refused outside every radius).

Attendance → Shifts → Add shift: name (English and Arabic), start and end time, grace period in minutes.

Assign shifts to people with Bulk assign; use day overrides for one-off changes. Employees are told when a shift is assigned or changed.

On the same Shifts page, fill in the Company work schedule: working days (every other day is the weekend), default start and end time, grace period, Night shift if the day crosses midnight, and the company timezone. It applies to everyone who has no shift.

Settings → Approval Workflows → New workflow: give it a name and choose the Request type (leave requests, expense claims, employee loans, salary advances, job offers, performance decisions or payroll finalization), then Save.

The step editor opens with one step, the employee’s direct manager. Add steps for a role (for example Finance) or a named person, reorder them, mark steps that run in parallel and set an SLA in hours. Save steps.

Activate the workflow. New requests of that type follow it, and any other active workflow for the same request type is switched off.

To see where a request is stuck, open it in Approvals: it shows who it is waiting on, the step number and any escalation. To retire a workflow, deactivate it; one that has been used is kept in the history, not deleted, and a workflow with pending requests cannot be deleted.

Learning → Courses → New course: fill in the course and save.

Open the course and choose Assign: pick an employee, a department or a role, and optionally mark it mandatory with a due date.

Employees see it under My learning with the Mandatory flag and due date; completing it issues a certificate they can download.

Employees ask under Document requests → Request a document: document type (salary certificate, employment letter, experience letter or other) and an optional note.

HR: Documents → Document requests, filter Pending, then Fulfill the request by attaching the document.

Open Settings → Email templates or Documents → Templates and choose Add template. Pick the type and language, then Start from: Recommended design (the default), Blank template, or an existing template to copy.

The designer opens on the new template, with its first draft already saved. For an existing template, use Open designer on its row.

Drag blocks from the Blocks panel onto the page: text, content, button, image, section, list, divider, spacer, social links and brand (the company logo or name). Select a block to change it in Settings; use its toolbar to move, duplicate or delete it.

Put the cursor in a text and click a field in Variables to insert it, for example the employee’s name, or for documents document.date and document.reference. Only the fields listed there are filled in.

Check the layout with the Desktop / Tablet / Mobile switch. Undo and redo with Ctrl+Z and Ctrl+Shift+Z. To start again from the company’s recommended layout, choose Apply recommended design (it can be undone).

Check it for real: Send test emails the design to your own address with sample values; Preview PDF shows the generated document, with sample values or a chosen employee.

Your changes save as a draft by themselves (the pill shows Saved). Choose Save version to keep a snapshot, or Publish to make this design the one in use. Fix anything listed under “Problems to fix”; warnings such as low contrast or “click here” links can be published after you confirm.

Document templates the workspace started with are Inactive until someone turns them on in the templates list: publish, then activate once the wording is approved. A template you add yourself is created Active, so publish it before anyone generates a document from it; until then a generated document holds only the template’s name.

Open History to see every version (the Live one is published). Restore adds the old content as a new version; nothing is deleted.

Notifications → Broadcast → New Broadcast: write the subject and message and pick the channels (In-App, Email, Push).

Choose the Audience: All Employees, a Segment, or Manual Selection, and use Preview recipients to check who it reaches.

Send now, or Create & Schedule for later; a scheduled broadcast can be cancelled before it goes out.

Open Helpdesk. Tickets go to an active agent with the least work; a ticket with no agent is announced to every agent. Use “Assign to me” to take it, or “Assign to” to give it to a colleague.

Reply to the employee, or switch the reply to an internal note when it is only for the team; notes are never emailed or shown to the employee.

Set the status. While a ticket is Waiting, the response clock is paused; it restarts on their reply. Change the priority if needed; the deadline moves with it.

Resolve it. The employee can close it or reopen it, and a resolved ticket closes by itself after 7 days.

Assets → Add asset (or Import a list): tag, name and category.

Assign an available asset to an employee, optionally with an expected return date.

The employee sees it under My assets.

Return it when the employee hands it back; it becomes available again.

Compliance → Data retention: set the retention days per entity type (candidates, terminated employees, audit logs, GPS points), with PII anonymization on or off.

Run now processes eligible records immediately (it cannot be undone) and reports how many; the policies also run on schedule.

Consent documents → Manage versions: publish a new version to change a document; employees accept it under Privacy & Consent.

Personal data requests on the same page lists employees’ requests for a copy of their data or for erasure, with a due date (30 days). Prepare the export, erase (only for people whose employment has ended) or decline with a reason the employee sees.

Audit log shows who changed what, including role changes and the exports and sensitive reads of payroll and employee data. Filter it by module, and export it with the audit_logs.view permission.

Plan & Usage → Overview: see feature usage, entitlements, available add-ons and packages.

A module you have not bought stays in the sidebar with an Upgrade badge. Click it to go to the plans, with the module named. HR sees the plans but only the owner can change them.

Payment methods: add the card to charge. The last card on a paid plan cannot be removed; add the new one first.

Plans: choose a plan and billing cycle (Choose plan).

Top up metered features, such as AI tokens, from the add-ons list.

Open Attendance → Daily. Present, Absent, Late and On leave counts are at the top; Unusual patterns lists flagged behaviour. 3

Click Manual entry to record a punch: employee, check-in and/or check-out time, and a reason (required).

Click Correction requests to decide on employees’ requests: Answer, then approve (optionally with the corrected times) or reject with a reply. The employee is told, and the request cannot be answered twice. 2

Open Payroll → Payroll Runs and click Run Payroll. 1

Choose the month and year and confirm Run Payroll. Everyone employed in that month is included, including people on probation; people hired later in the month are paid for the days they worked. A large company shows "Calculating…" and the page updates when it is done.

Open the run (View Details) and check each employee’s basic, allowances, overtime, deductions and net pay. Loan instalments, salary advances, approved expense claims and the employee’s insurance share are already on the lines.

If a red banner says some employees could not be calculated, use "Show only errors", fix what each line says (for example a missing salary) and run payroll again. The run cannot be finalized until then.

To add a bonus, commission or penalty, open the employee’s Adjustments, choose the type, enter an amount and a reason. Adjustments can be changed only while the run is a draft that is not waiting for approval.

Click Submit for approval on the draft run. While it waits, its lines are locked; use "Withdraw from approval" to change anything. 2

Once approved, click Finalize and confirm. A warning lists employees with no bank details (IBAN). If you find a mistake before this step, use Reopen instead. 3

Open Medical Insurance → Insurance Setup and add the contract and its packages.

Open Enrollments and click Enrol employee; choose one or several employees and the package. 1

Check the filters Expiring within 30 days and Left the company every week. 3

Recruitment → Requisitions → New requisition (pick the department and the hiring manager); it goes for approval. A rejected requisition can be edited and sent again. 1

Recruitment → Job Postings → New posting from the approved requisition, add any application questions, then Copy public link to share the careers page. The posting shows only between its start and end dates. 2

Candidates apply on the public page without an account and answer your questions. You can open their CV from the candidate page.

Recruitment → Candidates: move each candidate through the early stages (applied, shortlisted). Interview and offer stages follow by themselves. 1

Schedule an interview from the candidate or the Interviews page and pick the panel; panel members tell you if they can attend. After the interview, click Mark completed (or submit a scorecard).

Create an offer from the candidate or Offers; it is approved, sent and accepted by link or signed electronically. You can edit a draft, withdraw it or send it again, and it expires by itself after its date.

When the offer is accepted, click Convert to employee on the candidate. If the login email already exists you are asked for another one.

Onboarding → Onboarding Runs → Start Onboarding. 1

Pick the employee, template and start date (today or later), then Start Onboarding.

Open the run to follow progress; accept or regenerate the AI path recommendation.

Open Onboarding → Probation reviews. Alerts at the top list people whose probation is ending soon or has already ended without a decision.

A review is created automatically before the probation ends and goes to the employee’s own manager. If a manager has not answered, choose the person from the list and submit the recommendation on their behalf.

Open the submitted review and record the HR decision: confirm, extend (with the new end date) or terminate. A terminate decision records the last working day as today and access ends overnight.

Offboarding → Runs → Start Offboarding. 1

Choose the employee and template. If a termination is already recorded the type and last working day are filled from it; otherwise enter them.

Follow IT access revocation and exit interviews from their own pages. The leaver receives the exit-interview invitation, and each task owner is notified.

When something is owed or due, such as a loan balance or unused annual leave, a finance “Final settlement” task lists it.

Close the run when every mandatory task is done.

Performance → Performance Cycles → New Cycle. 1

Choose who is in the cycle: everyone, certain departments or specific people. A cycle scoped to departments or people must name at least one. 1

Click Publish to open it; the people in scope are notified. 2

Follow goal approvals and reviews. On the self review list you can unlock a submitted review with a reason; the employee is told why.

Lock the calibration sessions (you can reopen one while the cycle is open) and propose decisions. An approved promotion, pay change or mandatory course is applied to the employee on its effective date.

Click Close on the cycle when you finish. It also closes by itself after its end date. Closing locks the submitted reviews and refuses further edits.

Settings → Roles & Permissions lists each role, its permission count and its users. 1

Open a role to change its permissions. What a role holds decides what its members can open: for example payroll, the audit log, email templates, API keys and webhooks each need their own permission. The Company Owner role is read-only and the standard roles cannot be deleted.

Settings → Users shows Invitations sent. Resend one that expired, or withdraw one you sent by mistake. To hand over ownership, give another admin the Company Owner role; the last owner cannot lose it.

If someone loses their phone, open them in Users and use the two-factor reset: enter your own password and a reason. They are signed out everywhere and emailed.

Open Reports → Overview and pick a report.

Use Scheduled Reports to email a report on a schedule.