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EstateFlow ERP – HR Records Module User Guide

Overview

The HR Records Module in EstateFlow ERP serves as the central hub for managing employee information, contracts, onboarding, training, layoffs, job descriptions, and organizational structure. Fully integrated with modules like HR Payroll, Recruitment, and Timesheets & Leave Management, it enables seamless HR lifecycle management—from hiring to offboarding.

[Insert Screenshot: HR Records Dashboard Overview]

Key Features & Benefits

  • Centralized employee profile management with integrated data flow from the Recruitment Module.

  • Contract management with customizable Contract Types, Salary Types, and Allowance Types.

  • Automated onboarding workflows linked to Training Programs.

  • Layoff process automation with configurable checklists and responsible person assignments.

  • Job description creation and management with department synchronization.

  • Org Chart visualization for departments and reporting structure.

  • Full integration with HR Payroll for contract-linked salary and allowances.

  • Timesheet & Leave sync for active employees in payroll cycles.

Pre-Requisites & Access Rights

  • Users must have HR Records Module permissions assigned in Module Settings → Permissions.

  • Integration permissions are required to access related modules (HR Payroll, Recruitment, Timesheets).

  • Departments must be pre-configured in Setup → Support → Departments.

  • For payroll-linked contracts, ensure Payroll Configuration is complete in the HR Payroll Module.

Step-by-Step Instructions

1. Creating Contracts

  1. Go to HR Records → Settings → Contract Type → Add.

  2. Enter contract type details and Save.

  3. Navigate to Salary Type → Add and enter required values.

  4. Proceed to Allowance Type → Add, specify taxable status, and Save.

  5. Create a Contract Template via New Contract Template, adding merge fields if required.

  6. Finally, open Contracts → New Contract, select employee, fill in details, and Save.

[Insert Screenshot: Contract Creation Screen]

2. Employee Onboarding

  1. Predefine Type of Trainings in Settings → Type of Trainings.

  2. Go to Onboarding Template, create steps, and Save.

  3. Navigate to Onboarding Menu → Add Checklist.

  4. Assign training programs linked to the selected job posting.

  5. Save the checklist and monitor completion progress.

[Insert Screenshot: Onboarding Template Setup]

3. Employee Layoff Process

  1. Navigate to Settings → Layoff Checklist → Add.

  2. Define process steps, assign responsible persons, and Save.

  3. Configure checklist steps in Configure Layoff Checklist.

  4. Track progress in Layoff Checklist Menu.

  5. Once complete, approve to deactivate employee’s account.

4. Job Descriptions & Org Chart

  1. Go to Job Descriptions → Groups → New Group.

  2. Add New Job Position, specifying job code, group, and department.

  3. Use Import Excel Job Position for bulk uploads.

  4. For department structure, use Org Chart → Add New Unit.

5. Training Process

  1. Define training types in Type of Trainings.

  2. Create Training Libraries with question sets.

  3. Build Training Programs and link them to job positions.

  4. Track employee scores and completion in Training Results.

Tips & Best Practices

  • Always link contracts to the correct job position to ensure payroll synchronization.

  • Use the Recruitment Module → Onboarding Process to auto-transfer candidate data to HR Records.

  • Assign onboarding and layoff responsibilities to relevant department heads.

  • Regularly export contracts, salary types, and allowance types for compliance audits.

  • Maintain updated job descriptions to avoid discrepancies in recruitment and payroll.

Troubleshooting & Common Issues

  • Contract not visible in Payroll → Check that salary and allowance types are correctly set.

  • Onboarding Training Program not appearing → Ensure it’s linked to the correct job position.

  • Layoff process stuck → Verify all steps are marked complete before approval.

  • Org Chart not displaying correctly → Confirm department data is synced in Setup → Support.

Glossary & Notes

  • HR Payroll Module – Manages employee salaries, allowances, and deductions.

  • Recruitment Module – Handles job postings, campaigns, and candidate processing.

  • Timesheets & Leave Management – Tracks employee working hours and leave requests, linked to payroll.

  • Allowance Type (Taxable/Non-Taxable) – Determines inclusion in taxable income.

  • Onboarding Template – Predefined checklist for new hires.

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