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Human Resources module

One file per employee — personal data, contract, pay, documents and dependents; the masters the organisation is built on — departments, job titles, pay grades and work schedules; and country profiles carrying the social-insurance, tax, gratuity and leave rules with their effective dates. The system reminds you of a document before it expires, not after.

Employee list

Path: Human Resources → Employees — /hr/employees

Purpose: the module's master list: every employee in the company in every status — probation, active, suspended and terminated — because hiding leavers would hide documents that still expire and still need renewing. The filters sit in the page header itself, not in a separate dialog, and apply as soon as you change them.

Element	Meaning
Search	By code, Arabic or English name, or one of the ID numbers.
Status	Probation Active Suspended Terminated — leave it empty to show everyone.
Department	Narrows the list to one department.
Expiring soon	A toggle that flips the list to employees whose documents or contracts expire within the reminder window, or have expired unrenewed. Press it again to return to the full list.
Columns	Code, Employee, Department, Job Title, Branch, Hire Date, Contract End, Total, Next Expiry, Expiring, Status.
New Employee	A header button that opens a blank card. Clicking any row opens that employee's card for editing.

ℹ️ First status: a new employee is created in Probation and does not flip to Active on its own when the probation period ends — you change it on the Contract & Job tab once the appointment is confirmed.

Employee card

Path: Human Resources → Employees → New Employee / Employee Card — /hr/employees/new and /hr/employees/:id/edit

Purpose: the whole employee file in five tabs, with an internal notes panel at the side for what does not belong in any field (a verbal agreement, a special circumstance…). Saving keeps you on the card, so you can work through the tabs at your own pace.

Personal tab

Field	Meaning
Code	Generated on save with the `EMP-` prefix (`EMP-0001`…); never typed.
Arabic Name / English Name	Lists and reports show whichever matches the interface language.
Gender / Date of Birth	Feed the leave conditions in the country profile (maternity, "after age").
Nationality	In the Gulf, nationality decides the social-insurance scheme (national / expatriate) — an employee without one cannot be paid once payroll arrives.
National ID, Residence No., Passport No.	Official identifiers. The national ID and the residence number are unique within the company.
Phone / Email / Address	Contact details.

Contract & Job tab

Field	Meaning
Hire Date	Start of service; seniority and gratuity count from it.
Probation Ends	Suggested automatically as hire date + the probation months in settings; edit freely.
Contract Type	Indefinite / Fixed term / Part time.
Contract End	For fixed-term contracts; feeds the expiry reminders.
Department / Job Title / Grade / Work Schedule	Picked from the masters described below, never typed.
Line Manager	Another employee from the list.
Country Profile	The profile contributions, tax, gratuity and leave are read from — inherited from settings, overridden here for an employee in a branch in another country.
Branch / Cost Centre / Project	For accounting allocation. The employee's own cost centre overrides the department's.
Status	Probation / Active / Suspended / Terminated — with Terminated, the termination date appears.

Pay & Payment tab

Field	Meaning
Basic Salary	Must fall between the minimum and maximum of the chosen grade, or the save is refused.
Housing Allowance / Other Allowances / Total	The total is computed from the three, not typed.
Payment Method	Bank transfer / Cash / Wage protection (WPS).
Bank / IBAN	For transfers and WPS. The IBAN is unique within the company.
Social Insurance No. / Tax File No.	The employee's numbers with the insurance and tax authorities.

ℹ️ Initial pay: what you enter here is carried into pay elements in the payroll phase; from then on it changes through an approved pay-change document, not on the card.

Documents tab

Field	Meaning
Type	ID card, Passport, Residence permit, Work permit, Visa, Driving licence, Contract, Medical certificate, Qualification, Other.
Number / Issued / Expires / Issued By / Notes	The document's details. The expiry date is what the system reminds you about.
Attachments	A button on each row opens the upload dialog: upload the image, paste it from the clipboard with Ctrl+V, or scan it straight from the scanner.

⚠️ Save first: a row cannot take attachments until the employee has been saved once. In the grid a row turns red when its document has expired and amber when it expires within the reminder window.

Dependents tab

Field	Meaning
Name / Relation / Gender / Date of Birth / National ID	Relation is Spouse, Child, Parent or Other. A register of the employee's dependents, as insurance and residence files ask for.

Steps

From the employee list press New Employee.
Fill in the Personal tab — both names, nationality and ID numbers — then save; the code appears.
On Contract & Job set the hire date, contract type, department, job title, grade, work schedule and country profile.
On Pay & Payment enter the basic salary within the grade's limits, the allowances, the payment method and the bank details.
Add the documents with their expiry dates and save, then attach their scans from the attachments button on each row.
Add dependents if any, and save.

⚠️ Refused on save: a national ID, residence number or IBAN already recorded for another employee, and a basic salary outside the grade's limits. Saving keeps you on the card — if "unsaved changes" is still showing afterwards, the save did not happen; read the red message.

Departments

Path: Human Resources → Departments — /hr/departments

Purpose: the organisation chart as a tree: departments under departments, each with a manager and a cost centre its salaries are charged to. The list shows the tree with each department's head count.

Field	Meaning
Code	Generated with the `DEPT-` prefix (`DEPT-0001`…).
Arabic Name / English Name	The department's name in both languages.
Parent Department	Makes this department a branch under another; empty = a top-level department.
Cost Centre	Where the department's salaries are charged by default — an employee's own centre overrides it.
Line Manager	An employee from the list.
Active	Inactive departments vanish from pick-lists but stay on record.

⚠️ Deleting: a department with employees in it or departments under it cannot be deleted — deactivate it instead, or move its employees first.

Job titles

Path: Human Resources → Job Titles — /hr/job-titles

Purpose: the list of titles (accountant, sales representative, driver…) picked on the employee card — so naming stays consistent and reports group correctly.

Field	Meaning
Code	Generated with the `JOB-` prefix.
Arabic Name / English Name	The title in both languages.
Active	Deactivate a title that is no longer used rather than deleting it.

Pay grades

Path: Human Resources → Pay Grades — /hr/pay-grades

Purpose: the salary scale: each grade has a minimum and a maximum, and the employee card keeps the basic salary within them.

Field	Meaning
Code	Generated with the `GRD-` prefix.
Arabic Name / English Name	The grade's name in both languages.
Minimum Salary / Maximum Salary	The band.

ℹ️ The band is binding: an employee's basic salary must fall inside the grade — the card refuses to save outside it. Widen the grade, or move the employee to another, before raising the salary.

Work schedules

Path: Human Resources → Work Schedules — /hr/work-schedules

Purpose: the working pattern an employee is assigned to: hours, days, weekend, and what changes in Ramadan.

Field	Meaning
Code	Generated with the `WS-` prefix.
Arabic Name / English Name	The schedule's name in both languages.
Hours / Day, Days / Week	Length of the working day and number of working days.
Start / End	Shift start and end times.
Ramadan Hours	Hours per day in Ramadan. Leave empty where there is no statutory reduction.
Weekend Days	Multi-select: Friday and Saturday, Sunday alone…
Active	Inactive schedules vanish from pick-lists.

Country profiles

Path: Human Resources → Country Profiles — /hr/country-profiles

Purpose: what differs between countries — contributions, tax, gratuity, leave, hours and holidays — is rows with effective dates in a profile per country, not code buried somewhere. The first time the screen is opened, profiles for Egypt, Saudi Arabia, the UAE, Kuwait, Qatar, Bahrain and Oman are created automatically from the catalogue, one of them flagged as default from your company's country. The last four carry initial figures awaiting certification by a local accountant — the "Figures" column in the list says so plainly, so review them before running real payroll on them. Each profile has seven tabs.

Tab	What it holds
General	Code, Country, Currency, Calendar (Gregorian / Gregorian & Hijri — display only; dates are always stored Gregorian), Month Mode (Actual days / 30 days — governs pro-rating when hire or termination falls mid-month), Default.
Insurance	Cards: Code, names, Applies To (Nationals / Expatriates / Everyone), Effective From / To, Hired From / Until, Employee %, Employer %, Base (Basic / Basic + housing / Gross), Floor, Cap. The engine picks the latest effective row that fits the employee's nationality and hire date.
Tax	A table of brackets: Effective From, From, To, Rate %, Annual Personal Exemption. "Ladder Min. Income" carries Egypt's bracket-dropping rule and stays 0 where there is one ladder.
Gratuity	Cards: Effective From / To, Enabled, Base, First-tier Years, Days/Year (first), Days/Year (after), Cap (months), Resign < 2y / 2–5y / 5–10y / > 10y (1 = full, 0 = none).
Leave	Cards: Kind (Annual, Sick, Maternity, Paternity, Hajj, Marriage, Bereavement, Study, Unpaid), Effective From, Days, Tier, After Years, After Age, Min. Service (months), Paid %, Once per service, Gender.
Hours	Cards: Effective From / To, Hours / Day, Hours / Week, Ramadan Hours and Ramadan Hours / Week, Overtime Day / Night / Rest Day / Holiday % (135 = one and a third).
Holidays	Per year: date, name, days. Islamic holidays are seeded as estimates — review them once announced; saved year by year with "Save Year's Holidays".

Button	Effect
Save	Saves the profile with all its tables (except holidays, which have their own button).
Restore Catalogue	Replaces the profile's tables with the seeded figures for that country, and its year's holidays — after confirmation.
Clone Profile	A copy under a new code for a free zone or a branch with different terms — starts from the source figures, edited freely.
Delete	Cloned profiles only; the three catalogue profiles cannot be deleted.

Steps

Open the screen; the three seeded profiles appear.
Open your country's profile and go through the tabs with a local accountant; correct what needs it and save.
On Holidays pick the year, review the estimated dates, then Save Year's Holidays.
If you have a branch in a free zone with different terms, press Clone Profile and edit the copy.
Set the default profile in Settings (or tick Default on the General tab).

⚠️ Effective-dated rules: when the law changes, add a new row with a new effective-from date — do not edit or delete the old row, since whatever was computed with it stays computed with it. And Restore Catalogue wipes your edits across the whole profile; press it only when you really want to go back to the seed.

Settings

Path: Settings → Human Resources tab — /settings

Purpose: four keys that govern the whole module, on the general settings screen rather than a screen of their own.

Field	Meaning
Default Country Profile	Inherited by every new employee unless overridden on the card; empty = the profile flagged as default on the profiles screen.
Reminder Days Before Document Expiry	How many days before expiry the reminder starts and the row turns amber. Default 30; 0 disables the reminder.
Probation Months	From which Probation Ends is suggested on a new employee. Default 3.
Pay Day	Between 1 and 28 so it exists in every month. Default 25.

Daily reminders

Path: a background job — arrives in the notification bell.

Purpose: a job that runs once a day and notifies every user who holds HR.Employees.View of three things:

Alert	When
Documents expiring	An employee document expiring within the reminder days, or expired and not renewed.
Contracts ending	A fixed-term contract approaching its end date.
Probation ending	An employee under probation whose probation end is approaching — so you decide to confirm or let go.

💡 On demand: the Expiring soon button on the employee list shows the same set whenever you want it, and the reminder appears in the notification bell like every other system notification.

Permissions and role templates

Path: Administration → Roles — see Administration

Group	Actions
`HR.Employees`	View, Create, Edit, Delete — View is also what brings the daily reminders.
`HR.Departments` `HR.JobTitles` `HR.PayGrades` `HR.WorkSchedules`	View, Create, Edit, Delete.
`HR.CountryProfiles`	View, Edit.
`HR.Settings`	View, Edit.

Two role templates are created for the company when the module is enabled:

Template	What it grants
مسؤولو الموارد البشرية (HR officers)	Every permission in the module — employees and their documents, masters, country profiles and settings — plus viewing cost centres.
مشرفو الأقسام (department supervisors)	Read-only on employees, departments and job titles — for the line manager.

ℹ️ Next phase: payroll processing — calculation, payment and its journal entries — is the module's next phase and is not released yet; do not look for it in this version.