HR Section User Manual

1. HR Overview

The HR section is where the business manages people-related records. HR stands for Human Resources. This area helps organize staff, contractors, roles, onboarding, documents, policies, training, reviews, and reports.

What the HR Section Is For

Who Should Use This Section

• CEO/Admin: Can access all HR information, permissions, and reports.
• HR Head: Can manage staff records, documents, policies, onboarding, and reports based on permission level.
• Department Heads: May view limited information for people in their department, depending on permissions.
• Staff/Contractors: May view their own profile, assigned documents, training, or tasks if self-service access is enabled.

2. First-Time Setup

Before the HR section is used regularly, it should be set up with departments, roles, permissions, document folders, policy categories, and onboarding checklists.

First-Time Setup Checklist

1. Add departments.
   Create departments such as Accounting, Marketing, HR, Management, and CEO/Admin.
2. Add role titles.
   Create role names such as CEO/Admin, Accounting Head, Marketing Head, HR Head, Management Head, Assistant, Contractor, and Vendor Support.
3. Set permissions.
   Choose who can view, add, edit, delete, export, or approve HR records.
4. Create HR folders.
   Set up folders for staff documents, contracts, policies, onboarding, training, and reports.
5. Create onboarding checklist.
   Add the required steps for new employees or contractors.
6. Add policy categories.
   Create categories such as workplace conduct, privacy, communication, security, time off, and remote work.
7. Add the first staff profile.
   Create one test profile to confirm the workflow is clear.

Why Setup Matters

HR setup controls how people are organized and protected. Clean setup makes it easier to find records, assign access, and avoid privacy mistakes.

3. HR Dashboard

The HR Dashboard shows a quick overview of staff, contractors, HR tasks, onboarding, documents, training, and reports.

What You May See on the Dashboard

How To Use the Dashboard

1. Open the HR section.
2. Confirm the correct company is selected.
3. Review onboarding, missing documents, training, and upcoming reviews.
4. Click any dashboard card to open the detailed list.
5. Update records or create follow-up tasks where needed.

4. Company Selector

The company selector controls which business the HR records belong to. This is especially important when one system is used for multiple companies.

Why This Matters

Staff or contractors may work for one business, multiple businesses, or all businesses. The company selection keeps HR records, documents, training, and reports organized.

How To Use It

1. Find the Company dropdown near the top of the HR section.
2. Select the correct company before adding or viewing HR records.
3. Choose All Businesses only when the person, policy, or document applies to every company.
4. Confirm the company before saving staff records, documents, policies, or reports.

Example

5. Staff Records

Staff records store important information about people who work with the business. A staff record may be for an employee, contractor, department head, assistant, or temporary worker.

What a Staff Record May Include

• Full name
• Email address
• Phone number if used
• Company
• Department
• Role title
• Start date
• Employment or contractor status
• Manager or supervisor
• Assigned documents
• Training records
• Notes

How To Add a Staff Record

1. Open the HR section.
2. Click Staff or People.
3. Click Add Staff Member.
4. Select the correct company.
5. Enter the person’s full name.
6. Enter their email address.
7. Select employee, contractor, or other status.
8. Choose department and role.
9. Add start date and manager if known.
10. Upload documents if available.
11. Click Save Staff Record.

Staff Statuses

6. Employee Profiles

An employee profile is a detailed record for a person who is officially part of the company staff.

What the Employee Profile Is For

• Saving basic contact details
• Tracking department and role
• Tracking onboarding progress
• Storing signed documents
• Recording training completion
• Keeping review notes
• Tracking employment status

How To Open an Employee Profile

1. Go to HR.
2. Open Staff or Employees.
3. Search or filter for the person’s name.
4. Click the profile.
5. Review profile tabs such as Details, Documents, Training, Notes, Reviews, and Activity.

Profile Tabs You May See

7. Contractors

Contractors are people or companies hired to complete work without being regular employees. Contractors should be tracked separately from employees because their agreements, access, and responsibilities may be different.

Examples of Contractors

• Freelance designer
• Virtual assistant
• Bookkeeper
• Developer
• Marketing helper
• Copywriter
• Social media manager

How To Add a Contractor

1. Open the HR section.
2. Click Contractors or Staff.
3. Click Add Contractor.
4. Select the company they work with.
5. Enter contractor name or company name.
6. Enter email address.
7. Add role or service type.
8. Add start date and end date if known.
9. Upload contractor agreement if available.
10. Set access permissions if they need app access.
11. Click Save Contractor.

Contractor Record May Include

• Contractor name
• Business name if applicable
• Email
• Service type
• Agreement documents
• Start and end dates
• Assigned company or project
• App access status
• Notes

8. Roles & Departments

Roles explain what a person does. Departments explain where they fit inside the business.

Role Examples

Department Examples

How To Assign a Role and Department

1. Open the staff or contractor profile.
2. Go to the Details area.
3. Select the department.
4. Select the role title.
5. Choose a manager or supervisor if needed.
6. Save the profile.

Why Roles and Departments Matter

• They control what work the person receives.
• They help filter HR reports.
• They help decide app permissions.
• They make staff records easier to understand.

9. Onboarding

Onboarding is the process of setting up a new employee or contractor before they start working. It helps make sure they have the right documents, access, training, and instructions.

Common Onboarding Steps

• Create staff or contractor profile
• Collect contact details
• Assign company, department, and role
• Upload or send agreement documents
• Assign required policies
• Assign training
• Create app login if needed
• Set permissions
• Assign first tasks
• Confirm start date

How To Start Onboarding

1. Open the HR section.
2. Click Onboarding.
3. Click New Onboarding.
4. Select employee or contractor.
5. Select the correct company.
6. Enter the person’s details.
7. Select department and role.
8. Choose an onboarding checklist template.
9. Assign required documents and training.
10. Set due dates for onboarding steps.
11. Save the onboarding record.

Onboarding Statuses

10. Offboarding

Offboarding is the process used when an employee or contractor leaves the business or no longer needs access.

Why Offboarding Matters

• Protects company information
• Removes unnecessary app access
• Collects final documents or files
• Confirms final tasks are handed off
• Keeps HR records accurate

Common Offboarding Steps

1. Open the staff or contractor profile.
2. Change status to Offboarding or Inactive.
3. Confirm final work or handoff tasks.
4. Download or save final documents if needed.
5. Remove app permissions.
6. Remove access to files, email, social tools, or other systems if applicable.
7. Add final notes.
8. Save the profile.

Offboarding Statuses

11. HR Documents

HR Documents are files connected to staff, contractors, policies, training, hiring, and internal HR records.

Examples of HR Documents

• Employee agreements
• Contractor agreements
• Confidentiality agreements
• Policy acknowledgements
• Training completion files
• Onboarding checklists
• Emergency contact forms
• Performance review notes
• Hiring documents

How To Upload an HR Document

1. Open HR.
2. Open the staff profile, contractor profile, or HR Files area.
3. Click Upload Document.
4. Select the document from your device.
5. Choose the document type.
6. Add a clear file name or description.
7. Set privacy level if available.
8. Click Save Document.

Recommended File Naming

12. Policies

Policies are written rules or guidelines for how the business expects people to work.

Examples of HR Policies

• Workplace conduct
• Privacy and confidentiality
• Password and account security
• Remote work rules
• Communication expectations
• Time off procedure
• File handling and data protection
• Social media rules
• Conflict of interest rules

How To Add a Policy

1. Open HR.
2. Click Policies.
3. Click New Policy.
4. Enter policy title.
5. Select company or All Businesses.
6. Choose a policy category.
7. Write or upload the policy content.
8. Add effective date and version number.
9. Select who needs to read or acknowledge it.
10. Save the policy.

Policy Statuses

13. Training

The Training area tracks learning, procedures, required reading, and internal instructions.

What Training Can Include

• How to use the Business Management System
• Department procedures
• Privacy and confidentiality training
• Security training
• Customer service training
• Marketing process training
• Accounting process training
• HR process training

How To Assign Training

1. Open the Training area.
2. Click Assign Training.
3. Select the person, department, or role.
4. Select the training item.
5. Set due date.
6. Add notes if needed.
7. Click Assign.

Training Statuses

14. Time Off & Availability

The Time Off and Availability area helps track when staff or contractors are unavailable, away, or not scheduled to work.

What This Section Is For

• Recording time off requests
• Tracking unavailable days
• Planning work around absences
• Helping managers know who is available
• Keeping department schedules organized

How To Add a Time Off Request

1. Open HR.
2. Click Time Off or Availability.
3. Click New Request.
4. Select the person.
5. Select date range.
6. Choose reason type if required.
7. Add notes if needed.
8. Submit or save the request.

Request Statuses

15. Performance Reviews

Performance reviews are check-ins used to talk about work quality, goals, strengths, improvements, and next steps.

What Performance Reviews Are For

• Reviewing completed work
• Discussing goals
• Identifying training needs
• Recognizing good performance
• Documenting concerns
• Planning next steps

How To Create a Performance Review

1. Open the person’s profile.
2. Click Reviews.
3. Click New Review.
4. Select review type, such as 30-day, 90-day, monthly, quarterly, or annual.
5. Add review date.
6. Add reviewer name.
7. Record strengths, concerns, goals, and action items.
8. Attach supporting files if needed.
9. Save the review.

Recommended Review Sections

16. Incidents & Concerns

Incidents and concerns are used to document important HR issues that need a record or follow-up.

Examples

• Policy violation
• Safety concern
• Repeated missed deadlines
• Conflict between workers
• Confidentiality concern
• Customer complaint involving staff behavior
• Access or security concern

How To Record an Incident or Concern

1. Open HR.
2. Click Incidents or open the person’s profile.
3. Click New Incident or Add Concern.
4. Enter the date.
5. Select the person or people involved.
6. Select category or concern type.
7. Write a factual description.
8. Add follow-up actions.
9. Set privacy level.
10. Save the record.

Good Documentation Rules

• Write facts, not insults or guesses.
• Include dates and details.
• Keep language professional.
• Attach supporting documents if needed.
• Limit access to approved HR/Admin users.

17. Hiring & Applicants

The Hiring area helps track people who apply for roles or are being considered for work.

What This Section Is For

• Saving applicant names
• Tracking resume or portfolio files
• Recording interview notes
• Tracking hiring status
• Creating onboarding records for selected applicants

Applicant Statuses

How To Add an Applicant

1. Open HR.
2. Click Hiring or Applicants.
3. Click Add Applicant.
4. Enter applicant name and email.
5. Select the role or department.
6. Upload resume, portfolio, or notes if available.
7. Set applicant status.
8. Add interview or follow-up date if needed.
9. Save the applicant record.

How To Turn an Applicant Into a Staff Record

1. Open the applicant profile.
2. Change status to Hired if appropriate.
3. Click Create Staff Record or Start Onboarding.
4. Confirm company, department, role, and start date.
5. Assign onboarding checklist.
6. Save.

18. Compensation Notes

Compensation Notes are used to store approved pay-related or rate-related notes if the company chooses to track them in HR.

What This May Include

• Hourly rate notes
• Contractor rate notes
• Approved raise notes
• Commission or bonus notes
• Payment schedule notes

How To Add a Compensation Note

1. Open the staff or contractor profile.
2. Click Compensation or Private Notes, if available.
3. Click Add Note.
4. Enter the approved information.
5. Attach approval document if needed.
6. Set privacy level.
7. Save the note.

19. Emergency Contacts

Emergency contacts are people who may be contacted if there is an urgent situation involving a staff member.

What an Emergency Contact Record May Include

• Contact name
• Relationship to staff member
• Phone number
• Email if available
• Notes

How To Add an Emergency Contact

1. Open the staff profile.
2. Click Emergency Contact.
3. Click Add Contact.
4. Enter contact name.
5. Enter relationship.
6. Enter phone number and email if available.
7. Save the contact.

20. HR Communication

HR Communication tools help HR send messages, reminders, document requests, training notices, and policy updates.

Common HR Messages

• Welcome message for new staff
• Missing document reminder
• Training due reminder
• Policy update notice
• Review appointment reminder
• Time off request response

How To Send an HR Message

1. Open the person’s profile or HR Messages area.
2. Click New Message.
3. Choose recipient.
4. Choose message type if available.
5. Write the message clearly and professionally.
6. Attach documents if needed.
7. Click Send or Save Draft.

Good HR Message Example

Poor HR Message Example

21. Approvals

Approvals help make sure important HR changes are checked before becoming final.

Items That May Need Approval

• New hire records
• Contractor access
• Policy changes
• Performance review finalization
• Time off requests
• Compensation notes
• Offboarding completion
• Private document access

Approval Statuses

How Approval Works

1. A user creates or updates an HR item.
2. The item is marked as Pending Review if approval is required.
3. The HR Head or CEO/Admin reviews it.
4. The reviewer approves, rejects, or requests changes.
5. The item is updated based on the approval decision.

22. HR Files

HR Files store human resources documents in organized folders.

Recommended HR Folder Structure

• HR
  • Staff Records
  • Contractor Records
  • Onboarding
  • Offboarding
  • Policies
  • Training
  • Performance Reviews
  • Hiring
  • Reports
  • Private HR Notes

How To Upload an HR File

1. Open HR Files or the main Files section.
2. Select the correct company.
3. Choose the HR folder.
4. Choose the correct subfolder.
5. Click Upload File.
6. Select the file from your device.
7. Add a clear file name and description.
8. Set access level if available.
9. Click Save.

23. HR Reports

HR Reports summarize people-related information in a way that is easier to review.

Common HR Reports

How To Generate an HR Report

1. Open HR.
2. Click Reports.
3. Select report type.
4. Select company, department, role, status, or date range.
5. Click Generate Report.
6. Review the report.
7. Export, print, email, or save if needed.

24. Privacy & Confidentiality

HR information is often sensitive. The HR section should be handled more carefully than ordinary business records.

Examples of Private HR Information

• Personal contact details
• Emergency contact details
• Employment records
• Contractor agreements
• Performance reviews
• Incident notes
• Compensation notes
• Private documents

Privacy Rules for Users

• Do not open HR records unless you are allowed to view them.
• Do not download or export HR files unless approved.
• Do not share HR records through personal email or text messages.
• Do not store HR files in general folders.
• Do not discuss private HR information with unauthorized people.
• Use respectful, factual language in HR notes.

25. Search, Sort & Filter

Search and filters help HR users find people, documents, policies, training records, and reports quickly.

What You Can Search For

• Staff name
• Contractor name
• Email address
• Department
• Role
• Status
• Document name
• Policy name
• Training title
• Applicant name

How To Search

1. Open the list you want to search.
2. Click the search box.
3. Type a name, keyword, role, department, or document title.
4. Review the filtered results.
5. Clear the search box to show everything again.

Common Filters

26. Export, Print & Email

Export tools allow approved HR users to save or share HR information outside the app.

Common Export Options

How To Export an HR Report

1. Open the report or record.
2. Review the content carefully.
3. Click Export, Download, Email, or Print.
4. Select the format.
5. Save or send only to approved recipients.

27. HR Settings

HR Settings control how the HR section works.

Settings You May See

• Departments
• Role titles
• Staff statuses
• Contractor statuses
• Onboarding checklists
• Document categories
• Policy categories
• Training categories
• Review schedules
• Approval rules
• Report defaults
• Privacy levels
• Permission groups

Who Should Change HR Settings

HR settings should normally be changed only by CEO/Admin or an approved HR Head.

28. Permissions

Permissions control what each user can see and do in the HR section.

Common HR Permission Levels

Permission Best Practices

• Give users only the access they need.
• Limit private notes to CEO/Admin and HR Head.
• Limit export permissions.
• Review permissions when roles change.
• Remove access quickly when someone leaves.

29. Daily / Weekly / Monthly Workflow

A consistent HR workflow keeps staff records, documents, and training organized.

Daily HR Tasks

• Check onboarding tasks.
• Review missing documents.
• Respond to HR messages.
• Review time off or availability requests.
• Update staff status changes.
• Check urgent HR alerts.

Weekly HR Tasks

• Review onboarding progress.
• Review training due soon.
• Review applicant status if hiring is active.
• Check upcoming reviews.
• Confirm contractor access is still needed.
• Review HR files for missing documents.

Monthly HR Tasks

• Generate staff list report.
• Generate training report.
• Review inactive users and permissions.
• Review policies that need updates.
• Archive old documents if appropriate.
• Save monthly HR summary report.

Simple Monthly HR Review Checklist

1. Open the HR Dashboard.
2. Review active staff and contractors.
3. Check missing documents.
4. Check onboarding and offboarding records.
5. Review training status.
6. Review upcoming performance reviews.
7. Review permissions and inactive users.
8. Generate and save HR reports.

30. Troubleshooting

I Cannot See a Staff Record

• Check the selected company.
• Check staff status filters.
• Search by name or email.
• Check whether the record is archived.
• Ask CEO/Admin if you may not have permission.

A Staff Member Is in the Wrong Department

1. Open the staff profile.
2. Go to the Details section.
3. Change the department.
4. Review permissions after changing the department.
5. Save the profile.

A Document Was Uploaded to the Wrong Profile

1. Open the incorrect profile.
2. Find the document.
3. Move it to the correct profile if allowed.
4. If moving is not allowed, contact CEO/Admin.
5. Confirm the wrong copy was removed or restricted if needed.

Training Shows as Overdue

• Check whether the person completed the training.
• Check whether completion was recorded.
• Check the due date.
• Extend the date only if approved.
• Send a reminder if needed.

I Cannot Export an HR Report

You may not have export permission. HR exports can contain private information, so export access may be restricted. Contact CEO/Admin if the report is required.

A User Still Has Access After Leaving

• Open their staff or contractor profile.
• Change status to inactive or offboarding.
• Remove app permissions.
• Check other connected tools if applicable.
• Record the access removal in the offboarding notes.

31. Beginner HR Glossary

This glossary explains common HR words in plain language.

32. Quick-Start Checklist

Use this checklist when teaching a new HR user how to get started.

New HR User Checklist

1. Log in to the Business Management System.
2. Open the HR section.
3. Confirm the correct company is selected.
4. Review the HR Dashboard.
5. Add one test staff record.
6. Add one contractor record.
7. Upload one HR document to the correct profile.
8. Create or review an onboarding checklist.
9. Add one policy or training item.
10. Assign training to a test user.
11. Generate a staff list or onboarding report.
12. Search for a person, document, role, or department.
13. Ask CEO/Admin before changing permissions, exporting HR records, or deleting private documents.

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