Jump to content

ERPNext HR Module Outline

From MediawikiCIT

ERPNext HR Module Outline

1. Recruitment

1.1 Your Shortcuts

  • Job Opening
  • Job Applicant
  • Job Offer
  • Dashboard
  • Interviews (This Week)

1.2 Masters & Reports

1.2.1 Jobs

Staffing Plan

Purpose

  • Defines the required headcount per department/role for the year. Ensures hiring aligns with company budget and manpower planning.

How to Use (with prerequisites/requirements)

Prerequisites

  • Approved annual manpower budget
  • Departmental hiring projections

Steps

  1. Go to Staffing Plan → New
  2. Select Department, Fiscal Year, and Cost Center
  3. Add positions and required counts
  4. Submit the document

Next Step

  • Create Job Requisition based on approved staffing needs.
Job Requisition

Purpose

  • Internal request created by department heads when manpower is needed.

How to Use (with prerequisites/requirements)

Prerequisites

  • Staffing Plan or justified unplanned request
  • Department Head approval

Steps

  1. Go to Job Requisition → New
  2. Select Department, Designation, Reason for Hiring
  3. Enter required number of positions
  4. Assign hiring priority and target date
  5. Submit for approval

Next Step

  • Once approved → HR creates Job Opening.
Job Opening

Purpose

  • Used to formally list a vacancy in the organization.
  • Defines required skills, qualifications, responsibilities, and hiring timeline.
  • Aligns hiring with budget, staffing plan, and department requirements.

How to Use (with prerequisites/requirements)

Prerequisites

  • Approved Staffing Plan or Job Requisition.
  • Confirmed role requirements from Department Head.
  • Salary grade or hiring budget approved by HR & Finance.

Steps

  1. Create new Job Opening.
  2. Encode Job Title, Department, Branch, Reports To, Employment Type.
  3. Add Required Skills & Minimum Qualifications.
  4. Set Target Date & Number of Positions.
  5. Attach Job Description template.
  6. Set Status to "Open".
  7. Publish online or internal hiring portals.

Next Step

  • Start collecting Job Applicants.
  • Conduct screening and interviews.
  • Proceed to Job Offer once candidate is selected.
  • Close the Job Opening when filled.
Job Applicant

Purpose

  • Used to record candidate information for a specific Job Opening.
  • Centralizes resumes, contact details, skills, experience, and application status.
  • Serves as the main tracking record throughout the recruitment lifecycle (screening → interview → offer → hire/reject).

How to Use (with prerequisites/requirements)

Prerequisites

  • Active Job Opening.
  • Applicant resume/CV.
  • Basic screening criteria from HR or Department Head.

Steps

  1. Go to HR → Recruitment → Job Applicant → New.
  2. Select the linked Job Opening.
  3. Enter applicant details: Full Name, Email, Contact Number, Source.
  4. Upload Resume/CV and relevant documents.
  5. Encode experience, education, skills, and expected salary.
  6. Set Applicant Status (Open, Shortlisted, Interview Scheduled, Rejected, Selected).
  7. Save and submit the record.

Next Step

  • Schedule interviews using the Interview module.
  • Collect Interview Feedback.
  • If approved → proceed to Job Offer.
  • If failed screening/interview → mark as Rejected.
Job Offer

Purpose

  • Used to formally present an employment offer to a selected Job Applicant.
  • Defines salary, benefits, designation, and employment terms.
  • Acts as the approval document before onboarding the employee.

How to Use (with prerequisites/requirements)

Prerequisites

  • Applicant must be marked as Selected.
  • Approved salary budget from HR and Finance.
  • Authorized signatory for offer approval.

Steps

  1. Go to HR → Recruitment → Job Offer → New.
  2. Select the linked Job Applicant.
  3. System auto-fetches applicant details and job position.
  4. Enter compensation details: Basic Salary, Allowances, Benefits.
  5. Set the proposed Joining Date.
  6. Add offer terms and conditions.
  7. Submit for approval.
  8. Send Job Offer to the candidate (email or printed copy).

Next Step

  • If Accepted → proceed to Appointment Letter.
  • If Declined → return to Job Applicant pool or reopen Job Opening.
  • Once appointment is issued → proceed to Employee Onboarding.

1.2.2 Interviews

Interview Type

Purpose

  • Used to define the different kinds of interviews conducted during recruitment.
  • Standardizes interview classifications across departments.
  • Helps in reporting and tracking interview effectiveness.

How to Use (with prerequisites/requirements)

Prerequisites

  • Defined recruitment process.
  • Approved interview stages from HR and Department Heads.

Steps

  1. Go to HR → Recruitment → Interview Type → New.
  2. Enter Interview Type Name (e.g., HR Interview, Technical Interview, Panel Interview).
  3. Add description if needed.
  4. Save the record.

Next Step

  • Assign this Interview Type to Interview Rounds and Interview schedules.
Interview Round

Purpose

  • Used to define the sequence or stage of interviews.
  • Helps structure multi-stage recruitment (e.g., Initial Screening → Technical → Final Interview).
  • Ensures consistent hiring workflows.

How to Use (with prerequisites/requirements)

Prerequisites

  • Interview Types already created.
  • Approved recruitment flow.

Steps

  1. Go to HR → Recruitment → Interview Round → New.
  2. Enter Round Name (e.g., First Interview, Second Interview, Final Interview).
  3. Select the related Interview Type.
  4. Assign sequence/order number.
  5. Save the record.

Next Step

  • Use this Interview Round when scheduling Interviews for applicants.
Interview

Purpose

  • Used to schedule and manage interviews for Job Applicants.
  • Links applicants, interviewers, interview type, and interview round.
  • Tracks interview date, time, and status.

How to Use (with prerequisites/requirements)

Prerequisites

  • Active Job Applicant.
  • Defined Interview Type and Interview Round.
  • Available interviewers.

Steps

  1. Go to HR → Recruitment → Interview → New.
  2. Select the Job Applicant.
  3. Choose Interview Type and Interview Round.
  4. Set Interview Date and Time.
  5. Assign one or more Interviewers.
  6. Set Interview Status (Scheduled).
  7. Save and submit.
  8. Notify interviewers and applicant.

Next Step

  • Collect Interview Feedback after the interview.
  • Based on results, move the applicant to:
    • Next Interview Round
    • Job Offer
    • Rejected status
Interview Feedback

Purpose

  • Used to document interview evaluation results.
  • Standardizes scoring and decision-making.
  • Provides basis for selection, rejection, or further interviews.

How to Use (with prerequisites/requirements)

Prerequisites

  • Completed Interview.
  • Assigned interviewers.
  • Defined evaluation criteria.

Steps

  1. Open the related Interview.
  2. Click Create Interview Feedback.
  3. Rate the applicant based on:
    • Technical Skills
    • Communication
    • Attitude
    • Experience
    • Culture Fit
  4. Add final comments and recommendation (Pass/Fail).
  5. Submit the feedback.

Next Step

  • If Passed → proceed to:
    • Next Interview Round, or
    • Job Offer
  • If Failed → mark applicant as Rejected.

1.2.3 Appointment

Appointment Letter Template

Purpose

  • Serves as the master format for all Appointment Letters issued to new hires.
  • Ensures consistent wording, structure, and legal compliance.
  • Allows HR to define variables (salary, position, start date, etc.) that auto-fill when generating appointment letters.

How to Use (with prerequisites/requirements)

Prerequisites

  • Standardized company template approved by HR and Legal.
  • Defined merge fields (e.g., employee name, designation, salary).

Steps

  1. Go to HR → Recruitment → Appointment Letter Template → New.
  2. Enter Template Title (e.g., Regular Employee, Probationary Employee).
  3. Add the body content of the letter.
  4. Insert dynamic fields (e.g., Template:Employee name, Template:Designation, Template:Date of joining).
  5. Format sections as needed.
  6. Save the template.

Next Step

  • Use this template when generating an actual Appointment Letter from an approved Job Offer.
Appointment Letter

Purpose

  • Official document issued after the candidate accepts the Job Offer.
  • Confirms employment, salary package, designation, and joining date.
  • Serves as the basis for employee profile creation and onboarding.

How to Use (with prerequisites/requirements)

Prerequisites

  • Approved and accepted Job Offer.
  • Appointment Letter Template ready.
  • Finalized start date and compensation details.

Steps

  1. Go to HR → Recruitment → Appointment Letter → New.
  2. Choose the Job Applicant (system auto-fetches Job Offer details).
  3. Select the Appointment Letter Template.
  4. Review auto-filled fields such as:
    • Name
    • Designation
    • Salary details
    • Date of Joining
    • Employment Type
  5. Edit any required fields or remarks.
  6. Submit the document.
  7. Print or email the Appointment Letter to the candidate.

Next Step

  • Candidate submits signed acceptance.
  • HR proceeds to Employee Onboarding.
  • Create Employee profile once onboarding begins.

2. Employee Lifecycle

2.1 Your Shortcuts

Employee Onboarding

Purpose

  • A reusable checklist template for onboarding new employees.
  • Ensures all departments follow the same onboarding process.
  • Standardizes tasks such as documentation, equipment issuance, system access, and orientation.

How to Use (with prerequisites/requirements)

Prerequisites

  • Defined onboarding workflow from HR, IT, Admin, and Department Heads.
  • List of required tasks per role (e.g., office staff vs. field staff).

Steps

  1. Go to HR → Employee Lifecycle → Employee Onboarding Template → New.
  2. Enter Template Name (e.g., Office Employee Onboarding, Field Technician Onboarding).
  3. Add onboarding tasks under various categories:
    • HR Requirements
    • IT System Access
    • Equipment / Tools Issuance
    • Training Requirements
    • Orientation Sessions
  4. Assign each task to a responsible role or department.
  5. Save the template.

Next Step

  • Use this template when creating an actual Employee Onboarding record for a new hire.

Employee Separation

Purpose

  • Used to manage and track the complete offboarding process when an employee resigns, retires, or is terminated.
  • Ensures clearance procedures, return of assets, final pay, and exit documentation are completed accurately.
  • Provides a standardized, auditable offboarding workflow across HR, IT, Admin, and Finance.

How to Use (with prerequisites/requirements)

Prerequisites

  • Received resignation letter or HR-approved separation decision.
  • Confirmed last working day.
  • Final clearance policies defined (IT, Admin, Finance).

Steps

  1. Go to HR → Employee Lifecycle → Employee Separation → New.
  2. Select the Employee and indicate Separation Type (Resignation, End of Contract, Termination, Retirement).
  3. Enter key details:
    • Date of Resignation / Notice Date
    • Last Working Day
    • Reason for Separation
    • Required Clearance Tasks
  4. Assign each clearance task to the responsible department:
    • HR – Exit Interview, Final Documents
    • IT – Deactivation of Access, Return of Devices
    • Admin – Office Equipment Return, ID Surrender
    • Finance – Final Pay, Loan Balances, Advances
  5. Save and track status of each clearance component.

Next Step

  • Conduct Exit Interview.
  • Process Final Pay computation.
  • Mark as "Completed" once all departments finish clearance.
  • Archive or deactivate employee record if required.

Employee Grievance

Purpose

  • Used by employees to formally report workplace concerns, issues, or complaints.
  • Helps HR track, investigate, and resolve grievances in a transparent and documented manner.
  • Promotes fair and consistent handling of employee issues.

How to Use (with prerequisites/requirements)

Prerequisites

  • Defined grievance types (e.g., Workplace Conflict, Harassment, Payroll Issue, Safety Concern).
  • HR policy for grievance handling in place.

Steps

  1. Go to HR → Employee Lifecycle → Employee Grievance → New.
  2. Select the Employee filing the grievance.
  3. Choose the Grievance Type.
  4. Enter details:
    • Description of the issue
    • Incident date
    • People involved (if applicable)
  5. Assign the grievance to an HR Officer or Investigator.
  6. Update grievance status as the investigation progresses:
    • Open
    • Under Review
    • Resolved
    • Escalated
  7. Add resolution notes and attach any supporting evidence.

Next Step

  • Close the grievance after resolution.
  • Escalate to management if unresolved.
  • Use data for HR analytics and preventive action planning.

Dashboard

Purpose

  • Provides a consolidated view of all key HR metrics related to employee lifecycle.
  • Displays real-time data such as onboarding progress, separations, training schedules, and monthly hiring trends.
  • Helps HR quickly monitor tasks pending for onboarding, resignation, and training.

How to Use

  • Access via HR → Employee Lifecycle → Dashboard.
  • Review widgets such as:
    • New Hires
    • Exits
    • Pending Onboardings
    • Ongoing Trainings
  • Click any section to drill down into the detailed list.

Next Step

  • Use insights to prioritize pending onboarding tasks, separation clearances, or training activities.

New Hires (This Month)

Purpose

  • Displays all employees who joined within the current month.
  • Helps HR track onboarding volume, joining trends, and pending requirements for new hires.
  • Useful for monthly HR reporting and management updates.

How to Use

  • Click the New Hires (This Month) shortcut on the Employee Lifecycle dashboard.
  • Review details such as:
    • Employee Name
    • Department
    • Designation
    • Joining Date
    • Onboarding Status
  • Filter or export the data if needed.

Next Step

  • Ensure each new hire has an active onboarding record.
  • Coordinate with IT, Admin, and Department Heads for pending onboarding tasks.

Exits (This Month)

Purpose

  • Shows all employees who resigned, retired, or were separated during the current month.
  • Helps HR track separation trends and manage clearance processes.
  • Supports monthly reporting on attrition and offboarding activities.

How to Use

  • Click Exits (This Month) from the dashboard.
  • See the list of employees with:
    • Separation Date
    • Separation Type
    • Clearance Status
    • Final Pay Status
  • Drill down to review individual separation forms.

Next Step

  • Follow up with departments on pending clearance tasks.
  • Ensure final pay is processed before the scheduled release date.

Trainings (This Week)

Purpose

  • Displays training programs and training events scheduled for the current week.
  • Helps HR monitor training attendance, preparation, and facilitator assignments.
  • Ensures employees and supervisors are informed about ongoing training activities.

How to Use

  • Click Trainings (This Week) on the dashboard.
  • View upcoming training sessions with:
    • Training Title
    • Date and Time
    • Trainer / Facilitator
    • Participants
    • Venue or Online Link
  • Confirm if prerequisites (materials, attendance lists, rooms) are ready.

Next Step

  • Send reminders to participants.
  • Track attendance and later encode Training Feedback and Training Result.

2.2 Masters & Reports

2.2.1 Onboarding

Employee Onboarding Template

Purpose

  • Serves as a reusable checklist template for onboarding new employees.
  • Ensures consistency in onboarding tasks across all departments.
  • Standardizes requirements such as documentation, system access, equipment issuance, and orientation.

How to Use (with prerequisites/requirements)

Prerequisites

  • Approved onboarding workflow from HR, IT, Admin, and Department Heads.
  • Defined task list per employee category or role.

Steps

  1. Go to HR → Employee Lifecycle → Employee Onboarding Template → New.
  2. Enter a clear Template Name (e.g., Office Staff Onboarding, Project-Based Employee Onboarding).
  3. Add tasks under relevant categories:
    • HR Documentation
    • IT Access & Credentials
    • Asset & Equipment Issuance
    • Orientation & Training
    • Policy Acknowledgements
  4. Assign each task to a responsible department or user.
  5. Save the template.

Next Step

  • Use this template when creating an Employee Onboarding record.
Employee Onboarding

Purpose

  • Tracks the onboarding progress of each new employee.
  • Ensures all assigned departments complete onboarding tasks on time.
  • Provides visibility into onboarding status for HR and management.

How to Use (with prerequisites/requirements)

Prerequisites

  • Accepted Appointment Letter.
  • Selected Employee Onboarding Template.
  • Confirmed joining date.

Steps

  1. Go to HR → Employee Lifecycle → Employee Onboarding → New.
  2. Select the Employee (or Job Applicant if employee record is not yet created).
  3. Choose the Employee Onboarding Template.
  4. System auto-populates onboarding tasks.
  5. Assign owners and due dates for each task.
  6. Update task statuses as they are completed.
  7. Save and submit the onboarding record.

Next Step

  • Mark onboarding as Completed once all tasks are done.
  • Proceed with regular employee lifecycle processes (attendance, payroll, training).
Employee Skill Map

Purpose

  • Captures and maintains employee skills and proficiency levels.
  • Helps identify skill gaps and training needs.
  • Supports appraisal, promotion, and workforce planning.

How to Use (with prerequisites/requirements)

Prerequisites

  • Active employee record.
  • Basic job role and competency requirements defined.

Steps

  1. Go to HR → Employee Lifecycle → Employee Skill Map → New.
  2. Select the Employee.
  3. Add skills with:
    • Skill Name
    • Skill Category
    • Proficiency Level
    • Years of Experience
  4. Save the record.

Next Step

  • Use Skill Map data during:
    • Performance Appraisal
    • Training Planning
    • Promotions and Role Assignments

2.2.2 Grievance

Grievance Type

Purpose

  • Defines the categories of employee grievances.
  • Standardizes classification for reporting and analysis.
  • Helps HR route grievances to the correct handler.

How to Use (with prerequisites/requirements)

Prerequisites

  • Approved HR grievance policy.
  • Common grievance categories identified.

Steps

  1. Go to HR → Employee Lifecycle → Grievance Type → New.
  2. Enter Grievance Type Name (e.g., Payroll Issue, Workplace Conflict, Harassment, Safety Concern).
  3. Add description or guidelines if needed.
  4. Save the record.

Next Step

  • Use Grievance Types when creating Employee Grievance records.
Employee Grievance

Purpose

  • Allows employees to formally raise workplace concerns.
  • Enables HR to investigate, track, and resolve issues systematically.
  • Ensures transparency, documentation, and accountability.

How to Use (with prerequisites/requirements)

Prerequisites

  • Defined Grievance Types.
  • Assigned HR officers or grievance handlers.

Steps

  1. Go to HR → Employee Lifecycle → Employee Grievance → New.
  2. Select the Employee filing the grievance.
  3. Choose the Grievance Type.
  4. Enter grievance details:
    • Description
    • Date of Incident
    • Persons Involved (if applicable)
  5. Attach supporting documents if any.
  6. Assign the grievance to an HR handler.
  7. Update status as the case progresses:
    • Open
    • Under Review
    • Resolved
    • Escalated
  8. Record investigation findings and resolution notes.
  9. Save and close the grievance.

Next Step

  • Communicate resolution to the employee.
  • Escalate unresolved cases to management or legal if needed.
  • Use grievance data for HR reporting and policy improvement.

2.2.3 Training

Training Program

Purpose

  • Defines structured learning programs within the organization.
  • Groups related training sessions under a single program.
  • Supports employee development, compliance, and skill enhancement.

How to Use (with prerequisites/requirements)

Prerequisites

  • Identified training needs from HR, appraisals, or skill gap analysis.
  • Approved training objectives and budget.

Steps

  1. Go to HR → Employee Lifecycle → Training Program → New.
  2. Enter Program Name and description.
  3. Define training objectives and target audience.
  4. Assign program owner or coordinator.
  5. Save the record.

Next Step

  • Create Training Events under this program.
Training Event

Purpose

  • Represents a specific training session conducted on a scheduled date.
  • Tracks participants, trainers, venue, and attendance.
  • Links actual training execution to the training program.

How to Use (with prerequisites/requirements)

Prerequisites

  • Existing Training Program.
  • Confirmed trainer, schedule, and participants.

Steps

  1. Go to HR → Employee Lifecycle → Training Event → New.
  2. Select the Training Program.
  3. Enter event details:
    • Date and Time
    • Trainer / Facilitator
    • Venue or Online Link
    • Maximum Participants
  4. Add participating employees.
  5. Save and publish the event.

Next Step

  • Conduct the training.
  • Collect Training Feedback from participants.
Training Feedback

Purpose

  • Collects participant feedback after training completion.
  • Measures training effectiveness and trainer performance.
  • Supports continuous improvement of training programs.

How to Use (with prerequisites/requirements)

Prerequisites

  • Completed Training Event.
  • Defined feedback criteria or questionnaire.

Steps

  1. Open the completed Training Event.
  2. Click Create Training Feedback.
  3. Participants rate:
    • Training Content
    • Trainer Effectiveness
    • Relevance to Job
    • Overall Satisfaction
  4. Add comments or suggestions.
  5. Submit feedback.

Next Step

  • Review feedback results.
  • Identify improvement areas for future trainings.
Training Result

Purpose

  • Records the outcome of training participation per employee.
  • Tracks completion status, scores, and certifications earned.
  • Supports compliance and performance tracking.

How to Use (with prerequisites/requirements)

Prerequisites

  • Completed Training Event.
  • Attendance and evaluation results available.

Steps

  1. Go to HR → Employee Lifecycle → Training Result → New.
  2. Select the Training Event.
  3. Record results for each participant:
    • Completion Status
    • Score or Assessment Result
    • Certification (if applicable)
  4. Save the record.

Next Step

  • Update employee Skill Map if new skills were gained.
  • Use results in Appraisal and Performance Review.

2.2.4 Daily Work Summary

Daily Work Summary

Purpose

  • Allows employees to submit a summary of daily tasks and accomplishments.
  • Helps supervisors monitor work progress and productivity.
  • Provides transparency and accountability for daily activities.

How to Use (with prerequisites/requirements)

Prerequisites

  • Active employee record.
  • Defined reporting structure (employee → supervisor).

Steps

  1. Go to HR → Employee Lifecycle → Daily Work Summary → New.
  2. Select the Employee.
  3. Enter work details:
    • Completed tasks
    • Ongoing tasks
    • Issues or blockers
  4. Save and submit the summary.

Next Step

  • Supervisor reviews submitted summaries.
  • Use summaries for performance tracking and follow-ups.
  • Daily Work Summary Group
  • Daily Work Summary Replies

2.2.5 Reports

  • Employee Exits
  • Employee Information
  • Employee Birthday
  • Employee Analytics

3. Performance

3.1 Your Shortcuts

  • Appraisal
  • Employee Performance Feedback
  • Goal

3.2 Masters & Transactions

3.2.1 Masters

  • Appraisal Template
  • KRA
  • Employee Feedback Criteria

3.2.2 Appraisal

  • Appraisal
  • Appraisal Cycle
  • Employee Performance Feedback
  • Goal

3.2.3 Promotion

  • Employee Promotion

3.2.4 Energy Points

  • Energy Point Rule
  • Energy Point Settings
  • Energy Point Log

3.2.5 Reports

  • Appraisal Overview

4. Shift & Attendance

4.1 Your Shortcuts

  • Employee Checkin
  • Attendance
  • Shift Request
  • Dashboard
  • Roster

4.2 Masters & Reports

4.2.1 Shifts

  • Shift Type
  • Shift Assignment
  • Shift Schedule
  • Shift Schedule Assignment
  • Shift Request
  • Shift Assignment Tool

4.2.2 Attendance

  • Attendance
  • Attendance Request
  • Employee Checkin
  • Employee Attendance Tool
  • Upload Attendance

4.2.3 Time

  • Timesheet
  • Activity Type

4.2.4 Reports

  • Monthly Attendance Sheet
  • Shift Attendance
  • Employee Hours Utilization Based on Timesheets

5. Expense Claims

5.1 Your Shortcuts

  • Expense Claim
  • Employee Advance
  • Dashboard

5.2 Masters & Reports

5.2.1 Claims

  • Expense Claim
  • Expense Claim Type

5.2.2 Advances

  • Employee Advance
  • Payment Entry
  • Journal Entry
  • Additional Salary

5.2.3 Fleet Management

  • Vehicle
  • Driver
  • Vehicle Service Item
  • Vehicle Log
  • Vehicle Expenses

5.2.4 Travel

  • Travel Request
  • Purpose of Travel

5.2.5 Reports

  • Employee Advance Summary
  • Unpaid Expense Claim
  • Vehicle Expenses

5.2.6 Accounting Reports

  • Accounts Receivable
  • Accounts Payable
  • General Ledger

6. Leaves

6.1 Your Shortcuts

  • Leave Application
  • Leave Allocation

6.2 Masters & Reports

6.2.1 Setup

  • Holiday List
  • Leave Type
  • Leave Period
  • Leave Policy
  • Leave Block List

6.2.2 Allocation

  • Leave Allocation
  • Leave Policy Assignment
  • Leave Control Panel
  • Leave Encashment

6.2.3 Application

  • Leave Application
  • Compensatory Leave Request

6.2.4 Reports

  • Employee Leave Balance
  • Employee Leave Balance Summary
  • Employees Working on a Holiday
Retrieved from "https://mediawiki.comfac.net/index.php?title=ERPNext_HR_Module_Outline&oldid=66"