ERPNext HR Module Outline
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
- Go to Staffing Plan → New
- Select Department, Fiscal Year, and Cost Center
- Add positions and required counts
- 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
- Go to Job Requisition → New
- Select Department, Designation, Reason for Hiring
- Enter required number of positions
- Assign hiring priority and target date
- 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
- Create new Job Opening.
- Encode Job Title, Department, Branch, Reports To, Employment Type.
- Add Required Skills & Minimum Qualifications.
- Set Target Date & Number of Positions.
- Attach Job Description template.
- Set Status to "Open".
- 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
- Go to HR → Recruitment → Job Applicant → New.
- Select the linked Job Opening.
- Enter applicant details: Full Name, Email, Contact Number, Source.
- Upload Resume/CV and relevant documents.
- Encode experience, education, skills, and expected salary.
- Set Applicant Status (Open, Shortlisted, Interview Scheduled, Rejected, Selected).
- 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
- Go to HR → Recruitment → Job Offer → New.
- Select the linked Job Applicant.
- System auto-fetches applicant details and job position.
- Enter compensation details: Basic Salary, Allowances, Benefits.
- Set the proposed Joining Date.
- Add offer terms and conditions.
- Submit for approval.
- 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
- Go to HR → Recruitment → Interview Type → New.
- Enter Interview Type Name (e.g., HR Interview, Technical Interview, Panel Interview).
- Add description if needed.
- 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
- Go to HR → Recruitment → Interview Round → New.
- Enter Round Name (e.g., First Interview, Second Interview, Final Interview).
- Select the related Interview Type.
- Assign sequence/order number.
- 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
- Go to HR → Recruitment → Interview → New.
- Select the Job Applicant.
- Choose Interview Type and Interview Round.
- Set Interview Date and Time.
- Assign one or more Interviewers.
- Set Interview Status (Scheduled).
- Save and submit.
- 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
- Open the related Interview.
- Click Create Interview Feedback.
- Rate the applicant based on:
- Technical Skills
- Communication
- Attitude
- Experience
- Culture Fit
- Add final comments and recommendation (Pass/Fail).
- 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
- Go to HR → Recruitment → Appointment Letter Template → New.
- Enter Template Title (e.g., Regular Employee, Probationary Employee).
- Add the body content of the letter.
- Insert dynamic fields (e.g.,
Template:Employee name,Template:Designation,Template:Date of joining). - Format sections as needed.
- 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
- Go to HR → Recruitment → Appointment Letter → New.
- Choose the Job Applicant (system auto-fetches Job Offer details).
- Select the Appointment Letter Template.
- Review auto-filled fields such as:
- Name
- Designation
- Salary details
- Date of Joining
- Employment Type
- Edit any required fields or remarks.
- Submit the document.
- 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
- Go to HR → Employee Lifecycle → Employee Onboarding Template → New.
- Enter Template Name (e.g., Office Employee Onboarding, Field Technician Onboarding).
- Add onboarding tasks under various categories:
- HR Requirements
- IT System Access
- Equipment / Tools Issuance
- Training Requirements
- Orientation Sessions
- Assign each task to a responsible role or department.
- 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
- Go to HR → Employee Lifecycle → Employee Separation → New.
- Select the Employee and indicate Separation Type (Resignation, End of Contract, Termination, Retirement).
- Enter key details:
- Date of Resignation / Notice Date
- Last Working Day
- Reason for Separation
- Required Clearance Tasks
- 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
- 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
- Go to HR → Employee Lifecycle → Employee Grievance → New.
- Select the Employee filing the grievance.
- Choose the Grievance Type.
- Enter details:
- Description of the issue
- Incident date
- People involved (if applicable)
- Assign the grievance to an HR Officer or Investigator.
- Update grievance status as the investigation progresses:
- Open
- Under Review
- Resolved
- Escalated
- 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
- Go to HR → Employee Lifecycle → Employee Onboarding Template → New.
- Enter a clear Template Name (e.g., Office Staff Onboarding, Project-Based Employee Onboarding).
- Add tasks under relevant categories:
- HR Documentation
- IT Access & Credentials
- Asset & Equipment Issuance
- Orientation & Training
- Policy Acknowledgements
- Assign each task to a responsible department or user.
- 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
- Go to HR → Employee Lifecycle → Employee Onboarding → New.
- Select the Employee (or Job Applicant if employee record is not yet created).
- Choose the Employee Onboarding Template.
- System auto-populates onboarding tasks.
- Assign owners and due dates for each task.
- Update task statuses as they are completed.
- 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
- Go to HR → Employee Lifecycle → Employee Skill Map → New.
- Select the Employee.
- Add skills with:
- Skill Name
- Skill Category
- Proficiency Level
- Years of Experience
- 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
- Go to HR → Employee Lifecycle → Grievance Type → New.
- Enter Grievance Type Name (e.g., Payroll Issue, Workplace Conflict, Harassment, Safety Concern).
- Add description or guidelines if needed.
- 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
- Go to HR → Employee Lifecycle → Employee Grievance → New.
- Select the Employee filing the grievance.
- Choose the Grievance Type.
- Enter grievance details:
- Description
- Date of Incident
- Persons Involved (if applicable)
- Attach supporting documents if any.
- Assign the grievance to an HR handler.
- Update status as the case progresses:
- Open
- Under Review
- Resolved
- Escalated
- Record investigation findings and resolution notes.
- 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
- Go to HR → Employee Lifecycle → Training Program → New.
- Enter Program Name and description.
- Define training objectives and target audience.
- Assign program owner or coordinator.
- 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
- Go to HR → Employee Lifecycle → Training Event → New.
- Select the Training Program.
- Enter event details:
- Date and Time
- Trainer / Facilitator
- Venue or Online Link
- Maximum Participants
- Add participating employees.
- 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
- Open the completed Training Event.
- Click Create Training Feedback.
- Participants rate:
- Training Content
- Trainer Effectiveness
- Relevance to Job
- Overall Satisfaction
- Add comments or suggestions.
- 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
- Go to HR → Employee Lifecycle → Training Result → New.
- Select the Training Event.
- Record results for each participant:
- Completion Status
- Score or Assessment Result
- Certification (if applicable)
- 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
- Go to HR → Employee Lifecycle → Daily Work Summary → New.
- Select the Employee.
- Enter work details:
- Completed tasks
- Ongoing tasks
- Issues or blockers
- 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