ICONK OS
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HR & My Workspace

Draft

Manage employees, departments, attendance, leave, payroll, and self-service.

Goal

This guide explains how to manage employees, departments, attendance, leave, shifts, payroll, and performance reviews in ICONK OS. It also covers the employee self-service "My Workspace" where staff can view their own information.

Target Audience

HR managers, department heads, and employees who need to manage or view human resources information.

What You Can Do

For HR Managers and Administrators

  • Create and manage employee records
  • Organize departments and positions
  • Track employee attendance
  • Manage leave requests and approvals
  • Create and manage shift schedules
  • Run payroll for employees
  • Record performance reviews

For Employees (My Workspace)

  • View your personal profile
  • View your shift schedule
  • Request and view leave
  • View your payslips

What You Should Not Expect Yet

  • Complete automated employee lifecycle management
  • Advanced payroll calculations with complex tax rules
  • Automated leave accrual and balance management
  • Employee self-service portal for editing personal information
  • Performance review templates and automated workflows
  • Integration with external HR or payroll systems

Step-by-Step Workflows

Managing Employees

  1. Navigate to Employees from the HR module.
  2. Click New Employee to add a staff member.
  3. Enter employee details: name, department, position, and contact information.
  4. Save the employee record.
  5. View and edit employee details from the employee list.

Managing Departments

  1. Navigate to Departments from the HR module.
  2. Click New Department to create a department.
  3. Enter the department name and any relevant details.
  4. Save the department.
  5. Assign employees to departments through their employee records.

Tracking Attendance

  1. Navigate to Attendance from the HR module.
  2. View attendance records for employees.
  3. Create new attendance entries as needed.
  4. Filter by employee or date range.

Managing Leave Requests

  1. Navigate to Leave from the HR module.
  2. View all leave requests.
  3. Approve or reject pending leave requests.
  4. Filter by employee or status.

Creating Shift Schedules

  1. Navigate to Shifts from the HR module.
  2. Click New Shift to create a shift schedule.
  3. Select the employee and set the shift dates and times.
  4. Save the shift.

Running Payroll

  1. Navigate to Payroll from the HR module.
  2. Click New Payroll to create a payroll run.
  3. Select the pay period and employees to include.
  4. Review the payroll details.
  5. Approve the payroll run when ready.
  6. Mark the payroll as paid after processing.

Viewing Payslips

  1. Navigate to Payroll and open a payroll run.
  2. View individual payslip details for each employee.
  3. Payslips show salary, allowances, deductions, and net pay.

Performance Reviews

  1. Navigate to Performance from the HR module.
  2. Create a new performance review for an employee.
  3. Enter scores, strengths, areas for improvement, and goals.
  4. Save the review. Draft reviews can be edited.

Employee Self-Service (My Workspace)

  1. Navigate to My Workspace from the sidebar.
  2. Dashboard: View your personal overview.
  3. My Shifts: See your upcoming and past shift schedules.
  4. My Leave: View your leave balance and request history.
  5. My Payslips: View your payslips from completed payroll runs.

Permissions and Access

Access to HR features depends on your role:

  • HR managers typically have full access to employee records, departments, attendance, leave, shifts, payroll, and performance.
  • Department heads may have access to their team's attendance and leave requests.
  • Employees can access their own information through My Workspace (shifts, leave, payslips).
  • Viewing salary information requires specific permission.

If you cannot see the HR module or certain actions are unavailable, contact your company administrator to review your role permissions.

Known Limitations

  • Some HR features are still being refined and may have incomplete functionality.
  • Some employee-management workflows are still incomplete.
  • Permission enforcement is inconsistent across some HR routes.
  • The leave request creation page may not be fully available in all cases.

MISSING Items

  • Employee self-service page for editing personal profile information.
  • Dedicated leave request creation page (the link exists but the page may not be available).
  • Automated leave balance calculations and accrual tracking.
  • Employee onboarding workflow.

UNCERTAIN Items

  • Exact permission boundaries for HR managers versus department heads.
  • Whether payroll calculations include all applicable tax rules for your region.
  • How performance review scores aggregate across multiple review periods.
  • Whether leave request notifications are sent to employees or managers.

Troubleshooting

| Problem | Possible Cause | What to Try | |---------|---------------|-------------| | Cannot see HR module | Missing HR permission | Contact your administrator | | Cannot view salary info | Missing salary view permission | Contact your administrator | | Payslip not available | Payroll run not approved or paid | Check payroll status | | Leave request link not working | Page may not be fully implemented | Contact your administrator or try creating a request through the HR module | | Employee not appearing in list | Employee may be inactive | Check employee status filter | | Shift schedule not showing | No shifts created for your period | Contact HR to create your schedule |

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