Employees and schedules

Step by step

Create an employee record

There is no “Add employee” button. HR → Employees lists accounts that have warehouse access; create an employee record from the row for a specific person.

1. Open HR → Employees.
2. Find the person and click Create HR profile at the end of the row. If the row shows Edit, the record already exists.
3. Fill in Employee number and Position, and select Department and Contract type.
4. Set Hire date; the record cannot be saved without it.
5. Enter Annual leave days. Remaining leave days is read-only; it is calculated from the allowance minus days reserved by leave requests (Leave requests — workflow and allowance).
6. Select a Manager. This person will review the employee's leave requests; without a manager, the employee cannot submit a request.
7. For flexible hours, turn on Flexible work time and fill in Core hours from and Core hours to.
8. Leave the Active switch on and save.

You do not choose a warehouse; the record is assigned to the warehouse you are currently working in. You cannot upload a photo from this window either, even though the employee record has a photo field.

Assign a schedule

Create a schedule group before you create a schedule.

1. If no group exists, open Configuration → Settings → Attendance → Schedule groups, click New group, and set Default start time, Default end time, Default break (min), and Tolerance period (min).
2. Go to HR → Schedules and click New schedule.
3. Enter a Schedule name, choose a Scope (Entire company, Warehouse, or Department), and select a Schedule group.
4. Set Priority and Valid from (and Valid to if it should expire). Then set each weekday's Working day, Start time, End time, and Break (min).
5. Click Save.
6. Return to HR → Employees and choose the schedule from the list in the employee's Schedule column. The assignment saves immediately.
7. To assign several people at once, select their rows, click Assign schedule, choose one under Select schedule, then click Assign schedule to confirm.

The assignment starts on the day you make it; the interface does not ask for a start date.

Employee record

This is a separate layer on top of the user account. The account gives access to the system; the employee record places the person in the HR structure.

It contains department, warehouse, employee number, position, contract type, photo, hire date and (if applicable) end date, annual and remaining leave allowance, flexible-time settings with core hours, and the default shift pattern.

Without an active employee record, an employee cannot clock in through the panel or submit a leave request; they will get a message saying there is no employee record. Creating a user account does not create an employee record; these are separate steps (Adding a user — create an account or add an existing one).

Leave allowance

The employee record stores the annual allowance; the remaining days are calculated, not entered: allowance minus days reserved by pending and approved requests. Cancelling or rejecting a request returns the days automatically; there is nothing to correct manually (Leave requests — workflow and allowance).

Leave is counted in working days. Weekends and public holidays do not use up the allowance.

Credentials: QR code and PIN

Issue the credential an employee uses to identify themselves at a kiosk from HR → Employees.

• Generate QR code — it is shown only once, in the window where it was created. Print or save it immediately; later, the system can confirm only that a code exists and when it was created. If lost, generate another; this invalidates the old one.
• Bulk generation — generate codes for selected people at once.
• Set PIN — 4 to 12 characters. The PIN is stored as a hash and cannot be read back from the system.
• Unlock credentials — after a series of failed attempts, credentials are locked automatically; this action releases the lock.

All four actions require 2FA confirmation (Kiosk and time clocking).

Schedules

Three levels, from general to specific:

A schedule is set up by weekday: whether it is a working day, start and end times, and break.

An employee's schedule assignment has its own effective period, so changing their schedule for next month does not damage the history.

Priority decides which schedule applies when an employee matches several, for example a general warehouse schedule and a specific department schedule.

Late-arrival tolerance and thresholds — which setting wins?

The same value can be set in several places. The system uses the first match in this list:

1. company Compliance rule (statutory limits — highest authority),
2. the employee's assigned schedule group,
3. the kiosk that recorded the clock-in (overrides late-arrival tolerance only),
4. module defaults (8 hours per day, 40 hours per week, no free late-arrival allowance).

This applies to late-arrival tolerance, workday and workweek length, and overtime thresholds. They are resolved together, so the report and kiosk cannot show different values.

A kiosk can also require a comment for a late arrival; without one, the clock-in is rejected (Kiosk and time clocking).

Flexible time

An employee can have flexible work time enabled with core hours — a period when they must be present, with flexibility outside it. Configure this on the employee record or the schedule group.