Employees

Overview

The Employees module is used for recording and managing employees within the company. It allows managing both basic and detailed employee information, displaying the company's organizational structure, adding internal notes, and managing electronic contracts for signature. The module integrates HR processes with the possibility of electronic document signing and provides a clear record of all workers, including their labor relations.

Key Features

• Recording basic and detailed employee information including a photograph
• Displaying the company's organizational structure in an interactive tree diagram
• Managing contract templates and creating contracts for electronic signature
• Electronic signing of contracts by employees via a web interface
• Internal notes on employees with the possibility of attachments and visibility restrictions
• Exporting the employee list to Excel
• Configurable custom fields for company-specific data
• Inline editing of data directly in the list table

Target Group

The module is intended for several groups of users with different permissions:

• HR Professionals and Administrators: Full access to all functions including contract management and internal notes
• Managers: Access to data of subordinate employees, ability to approve the organizational structure
• Regular Employees: Viewing their own data, signing contracts, editing their own contact details

Access and Settings

How to Access the Module

Navigation path: Main menu → Employees

After opening the module, the Employee List tab is automatically displayed. Other tabs are available depending on the permissions of the logged-in user.

Module Settings

Settings path: Settings → Users

In the module settings, you can configure:

Users

• Adding new employees to the system
• Setting up username and password
• Assigning permissions to modules
• Setting up labor relations (supervisor, position, department)

Positions

• Managing positions within the company
• Possibility of assigning multiple positions to one employee

General Settings

• Displaying the date of birth in the employee list
• Enabling the organizational chart
• Organizational chart by companies (for groups of companies)

Module Rights

• Setting permissions for individual users or groups
• Determining who can see detailed data
• Configuring rights for internal notes

Custom Fields

• Defining custom fields specific to your company
• Various field types: text, number, date, choice from options, long text
• Setting the visibility of custom fields

LDAP

• Integration with Active Directory for user synchronization
• Automatic data loading from the LDAP service

User Rights

Permission	Description
View own data	Employee sees only their own data and can sign contracts
View list	Viewing a list of all employees with limited data
Edit data	Editing basic employee data and creating contracts for signature
Full management	Complete management including deleting records, internal notes, and contracts
View detailed data	Access to sensitive data such as date of birth, bank details
Edit own data	Ability for each employee to edit their own contact details
Administrator	Approving the organizational structure and full access to all functions

User Interface

Main Screen

The main screen of the module contains a top navigation panel with tabs:

• Employee List - Tabular overview of all employees (available to all users)
• Organizational Chart - Tree view of the company structure (only for users with permission to view the list)
• My Contracts - Display of contracts intended for signature by the logged-in user (available to all employees)
• Contracts - Management of electronic contracts (only for HR professionals with full management permission)

Navigation Between Tabs

Switch between tabs by clicking on the relevant tab in the top navigation panel. The currently active tab is highlighted in blue.

Buttons and Actions

Various buttons are available in the module depending on the current tab:

• Exports: Excel, Print - located above the table
• Filters: Search, Advanced Filters (SearchBuilder), Column Selection
• Employee Detail: By clicking on a name in the list
• Add Contract: Green button with a plus icon in the Contracts tab
• Expand/Collapse All: Controls for the organizational chart

Basic Operations

Viewing the Employee List

In the Employee List tab, you can see a table with basic data:

• Last name and first name
• Email
• Phone and mobile
• Office
• Position
• Employee ID
• Supervisor
• Department
• Organizational Unit
• Custom fields (if defined)

Searching and Filtering

1. Enter the search text into the Search field in the upper right corner
2. The table is automatically filtered by all columns
3. For advanced filtering, click the SearchBuilder button
4. Create your own combinations of conditions as needed

Inline Editing

Some fields can be edited directly in the table:

1. Click on the value you want to change
2. An edit field or a selection of options will appear
3. Enter the new value
4. The change is automatically saved after leaving the field

Export to Excel

1. Click the Excel button above the table
2. The data file will be automatically downloaded to your computer
3. The export contains all displayed records according to the current filter

Printing the List

1. Click the Print button
2. A print preview will open
3. Check the preview and click Print in the browser dialog

Employee Detail

Viewing the Detail

1. In the employee list, click on the employee's name
2. A page with detailed information will open

Employee detail displays:

• Photograph - employee profile picture
• Basic data: name, email, phone, date of birth
• Work data: office, position, employee ID, supervisor, department, organizational unit
• Bank details: account number for payroll transfers
• Custom fields: specific fields defined by your company
• Notes and documents: history of internal notes with attachments

Editing Employee Data

1. In the employee detail, click the Edit button
2. A dialog window with an editing form will open
3. Edit the required data
4. Click Save

You can edit:

• Basic data (first name, last name, email, phone)
• Date of birth
• Work data (office, position, employee ID)
• Supervisor and organizational assignment
• Bank details
• Custom fields
• Settings for hiding sensitive data from other users

Editing a Photograph

1. In the employee detail, click the Edit Photo button
2. A page for uploading a photograph will open
3. Select a photo from your computer
4. Alternatively, crop the photo using the cropping tool
5. Click Save

Adding a Note

1. In the employee detail in the Notes section, click Add Note
2. Fill in the note text
3. Alternatively, add attachments (documents, files)
4. Check Internal if the note should only be visible to selected persons
5. Click Save

Note: Internal notes are visible only to:

• The author of the note
• The employee the note concerns
• Users with permission to view internal notes
• Supervisors according to positions defined in the settings

Organizational Chart

Viewing the Organizational Structure

1. Go to the Organizational Chart tab
2. A tree diagram of the company's organizational structure will appear
3. The company name is at the top
4. Below it are employees arranged according to supervisor-subordinate relationships

Chart Controls

• Expand branch: Click on the supervisor's name
• Collapse branch: Click the supervisor's name again
• Expand all: Green button in the card header
• Collapse all: Red button in the card header
• Move chart: Click and drag with the mouse
• Zoom: With the mouse wheel or gesture on a touch screen

Approving the Organizational Structure (Administrator Only)

1. In the organizational chart, check the correctness of the structure
2. In the footer of the card, click the Approve Organizational Structure button
3. The system records the date and time of approval including the name of the approver
4. The electronically approved structure is displayed in the footer of the chart

Advanced Functions

Electronic Contracts

The module enables a complete workflow for electronic contracts from template creation through sending to the employee to electronic signature.

Contract Template Management (HR Professionals Only)

Creating a Contract Template

1. Go to the Contracts tab
2. In the sub-tab, click Contract Templates
3. Click the Add Record button
4. Fill in the template name
5. Alternatively, add a note to the template
6. Upload template files (Word documents, PDF)
7. Click Save

Editing a Contract Template

1. In the list of templates, click the Edit icon
2. Edit the name or note
3. Add or remove template files
4. Click Save

Deleting a Template

1. In the list of templates, click the Delete icon
2. Confirm the deletion in the dialog window

Creating and Sending a Contract for Signature

Creating a New Contract

1. Go to the Contracts tab
2. In the Contracts for Signature sub-tab, click Add Contract for Signature
3. Select Contract Type from existing templates
4. Select the Employee who is to sign the contract
5. Set a Signing Deadline (optional)
6. Add a Note for Employee (optional)
7. Click Save

After creation, the contract is in the Draft state.

Editing Contract Attachments

1. In the list of contracts for signature, click on the contract number
2. The contract detail will open
3. In the Attachments section, click Add
4. Upload documents that the employee is to sign (Word, PDF)
5. You can add multiple files at once
6. To remove an attachment, click the trash icon next to the file

Tip: You can edit attachments even after creating the contract, as long as it has not been sent.

Sending a Contract to an Employee

1. In the contract detail, check all attachments
2. Click the Send button
3. Check the data in the dialog
4. Confirm sending

After sending:

• The contract changes to the Sent state
• The employee receives an email notification with a link to sign
• The contract appears to the employee in the My Contracts tab
• Attachments can no longer be changed

Monitoring Contract Status

Contracts go through these states:

Status	Description	Color
Draft	Contract created but not yet sent to the employee	Gray
Sent	Contract sent, employee has not yet opened it	Blue
Viewed	Employee opened the contract but has not yet signed	Light Blue
Signed	Employee successfully signed the contract	Green
Rejected	Employee refused to sign the contract	Red
Cancelled	Contract cancelled by the administrator	Gray
Expired	Signing deadline exceeded	Orange

Overview of Contracts by Status

The following sub-tabs are available in the Contracts tab:

• Contracts for Signature: All contracts in Draft, Sent, or Viewed state
• Signed Contracts: Successfully signed contracts
• Rejected Contracts: Contracts refused by the employee with the reason stated
• Contract Templates: Management of templates for creating new contracts

Cancelling a Contract

1. Find the contract you want to cancel in the contract list
2. Click the Cancel Request icon
3. Confirm the cancellation
4. The contract changes to the Cancelled state and will no longer be available to the employee

Resending a Rejected Contract

1. Go to the Rejected Contracts sub-tab
2. Click the Resend icon next to the rejected contract
3. Check the data in the dialog
4. Alternatively, edit the signing deadline or note
5. Click Send
6. The contract is sent again to the same employee

Signing Contracts (for Employees)

Viewing Contracts for Signature

1. Log in to the system
2. Go to the Employees module
3. Click on the My Contracts tab
4. A list of all contracts you have for signature will appear

In the list you see:

• Contract number
• Contract type
• Status (Sent, Viewed, Signed, Rejected)
• Sent date
• Signing deadline
• Signing date (if already signed)
• Attachments
• Button to open detail

Opening a Contract

1. In the My Contracts list, click the Detail button for the desired contract
2. The contract detail page will open
3. The contract automatically changes from the Sent state to the Viewed state

Reading Attachments

Before signing the contract, you must confirm that you have read all attachments:

1. In the Attached Documents section, click on the link for each attachment
2. Read the content of the document
3. After reading, check I confirm reading this file for each attachment
4. All attachments must be confirmed before the signing option is available

Note: Checkboxes appear green after being checked and red if they are not checked.

Signing the Contract

1. Verify that you have read and confirmed all attachments
2. In the Sign Contract section, your name will appear (pre-filled)
3. Draw your signature in the signature field using a mouse, finger, or pen on a touch device
4. If the signature didn't work out, click Clear and try again
5. After drawing the signature, the green Sign Contract button will be activated
6. Click Sign Contract
7. The system will display a confirmation of a successful signature

After signing:

• The contract changes to the Signed state
• The date and time of signing are recorded
• The IP address and device information are saved for evidentiary purposes
• The HR professional sees the contract in the Signed Contracts tab
• The signature can no longer be changed

Rejecting a Contract

If you disagree with the content of the contract:

1. Click the red Reject Contract button
2. Enter the reason for rejection in the dialog window (required, minimum 5 characters)
3. Click Confirm Rejection
4. The contract changes to the Rejected state

After rejection:

• The HR professional sees the reason for rejection
• The contract can be resent after editing
• Rejection cannot be undone

Employee Custom Fields

If standard fields are not sufficient for your company's specific needs, you can define custom fields.

Defining a Custom Field (Administrator Only)

1. Go to Settings → Users
2. Click on the Custom Fields tab
3. For each field, set:
   • Field Name: Field label that will appear in the list and detail
   • Field Type: Text, Number, Date, Choice from options, Long text
   • Required: Whether the field must be filled in
   • Visibility: Who can see and edit the field
4. Click Save

Filling in a Custom Field

1. Open the employee detail
2. Click Edit
3. Custom fields will appear at the bottom of the form
4. Fill in the values according to the field type
5. Save changes

Hiding Sensitive Data

Employees can hide their sensitive data from other users.

Hiding Settings

1. Open your employee detail
2. Click Edit
3. In the Hide fields from others section, check the fields you want to hide:
   • Email
   • Mobile
   • Date of birth
4. Click Save

After activating hiding:

• Other users will see an empty field instead of the data
• You and HR professionals with full permission can still see the data
• Settings can be changed at any time

Integration with Other Modules

Settings - Users

Closely linked with the Employees module. Here, the following is performed:

• Adding new users to the system
• Setting up username and password
• Assigning permissions to modules
• Configuring custom fields
• Managing positions

Attendance

Recording of working hours is automatically linked with employees:

• Selecting an employee when recording attendance
• Filtering attendance by employee
• Supervisor-subordinate linkage for approval

Holidays

Management of employee holidays:

• Automatic loading of employee data
• Approval workflow according to the supervisor
• Checking holiday entitlements

Travel Orders

Recording business trips:

• Selecting an employee for a travel order
• Approval according to the organizational structure

Asset Management

Assigning assets to employees:

• Tracking who has been assigned which assets
• Automatic loading of data from the Employees module

LDAP Integration

Synchronization with Active Directory:

• Automatic import of employees from AD
• Synchronization of data (email, phone, office)
• Updating the organizational structure

Troubleshooting

Frequently Asked Questions

I don't see the Contracts tab

Solution: The Contracts tab is only available to users with full management permission for the Employees module. Contact your administrator to assign permissions.

I cannot sign the contract - the button is inactive

Solution: Check if you have met all conditions:

• You confirmed reading all attachments (green checkboxes)
• You drew a signature in the signature field
• The field with your name is filled in

If the button still doesn't work, try refreshing the page and checking the conditions again.

The contract has an Expired status

Solution: The contract can no longer be signed because the signing deadline has been exceeded. Contact the HR professional who sent you the contract. They can resend it with a new deadline.

Detail is not displayed after clicking on an employee's name

Solution: You do not have permission to view detailed data. You only have permission to view the list. Contact the administrator for access to details.

I am missing some columns in the table

Solution: Use the column selection button above the table. Click on it and check the columns you want to display.

The organizational chart is displayed incorrectly

Solution:

• Try using the Collapse All button and then gradually expand the necessary branches
• The chart requires enough space - enlarge the browser window
• Use the horizontal scroll bar at the bottom of the card
• Try refreshing the page

I cannot edit my own data

Solution: Check if you have permission to edit your own data. This permission is set in administration. If you have permission and still cannot edit, contact the administrator.

The signature is difficult to draw on a mobile device

Solution:

• Try rotating the device to landscape mode for a larger signature area
• Use your finger or a stylus, not fingernails
• If the signature didn't work out, use the Clear button and try again
• On some devices, drawing at a slower pace works better

The email with the signing link did not arrive

Solution:

• Check your spam/junk folder
• Verify that you have the correct email entered in the system
• The email may arrive with a slight delay (a few minutes)
• You can sign the contract directly in the system in the My Contracts tab
• If the email still hasn't arrived, contact your HR professional

An internal note is visible to the employee, even though it shouldn't be

Solution: An employee always sees their own internal notes. If they can also see others' notes, they are likely set in the user list with permission to view internal notes or are a supervisor in a position with this permission. Check the permission settings.

Tips for Effective Work

For HR Professionals

• Create contract templates for frequently used contract types (employment contract, amendments, agreements)
• Set reasonable signing deadlines - we recommend at least 7 days
• Provide a brief description and important points for the employee to read in the contract note
• Regularly check contracts in the Viewed state - the employee may need an explanation
• Use internal notes to record important information about employees
• Use custom fields for company-specific data (e.g., card number, clothing size)

For Managers

• Regularly check the organizational chart and ensure it is up to date
• Use the option to view a subordinate's detail directly from the chart by clicking on the name
• Use internal notes to record important events (praises, reminders)
• Export the list of subordinates to Excel for further processing (e.g., payroll data)

For Regular Employees

• Regularly check the My Contracts tab to see if you have anything to sign
• Read all attachments carefully before signing the contract
• If you are unsure about the content of the contract, contact HR before signing
• Update your contact details (phone, email) in case of a change
• Use the option to hide sensitive data if you do not want to share your email or mobile with others

Keyboard Shortcuts

• After opening the list, the search field is automatically activated - you can start typing immediately
• In tables, use arrow keys to move between records
• Ctrl+P - Print the current page
• F5 - Refresh the page

Recommended Workflows

• New Employee:
  1. Add the user in Settings → Users
  2. Fill in all required data
  3. Set the supervisor and position
  4. Upload a photograph
  5. Create and send an employment contract for signature
• Termination of Employment:
  1. Mark the user as inactive (in Settings → Users)
  2. Add an internal note with the termination date and reason
  3. Ensure the signing of exit documents via the Contracts module
• Change of Position or Supervisor:
  1. Edit the data in the employee detail
  2. Check the organizational chart
  3. Alternatively, have the changed structure approved
  4. Add a note with the date and reason for the change