# Employee Schedule
# Employee Scheduling System - User Guide
This guide will help you manage your work schedules, set your availability, apply for leave, and claim open shifts. Whether you're an employee or a manager, this guide has everything you need to get started.
---
## Table of Contents
1. [Getting Started](#getting-started)
2. [Understanding Your Role](#understanding-your-role)
3. [Visual Process Flows](#visual-process-flows)
4. [For Employees](#for-employees)
5. [For Managers](#for-managers)
6. [Understanding Schedule Status](#understanding-schedule-status)
7. [Notifications & Alerts](#notifications--alerts)
8. [Frequently Asked Questions](#frequently-asked-questions)
---
## Getting Started
### What is the Employee Scheduling System?
The Employee Scheduling System helps you and your team manage work schedules efficiently. You can:
- ✅ View your upcoming shifts
- ✅ Set your availability preferences
- ✅ Apply for time off
- ✅ Claim available shifts
- ✅ Get notified about schedule changes
- ✅ Track your work hours and wages
### Accessing the System
1. Log in to your account using your company credentials
2. Navigate to the **Scheduling** section from the main menu
3. You'll see different options based on your role
---
## Visual Process Flows
These flowcharts show you exactly how different processes work in the system.
### 🕐 Employee Availability Process
**How it works when you set your availability:**
```mermaid
flowchart LR
A([👤 Employee
Sets Availability]) --> B[📝 Save as Draft]
B --> C[📤 Submit for
Approval]
C --> D[📧 Manager
Notified]
D --> E{👔 Manager
Reviews}
E -->|✅ Approve| F[🎉 Approved]
E -->|❌ Reject| G[📧 Employee
Notified]
F --> H[📅 Shows in
Scheduling]
G --> I([Employee Can
Resubmit])
style A fill:#e3f2fd
style F fill:#c8e6c9
style G fill:#ffcdd2
style H fill:#c8e6c9
```
**Steps:**
1. ✅ You set your available/unavailable times
2. ✅ Save it as a draft (you can edit)
3. ✅ Submit for manager approval
4. ✅ Manager gets email notification
5. ✅ Manager approves or rejects
6. ✅ You get notified of the decision
7. ✅ If approved, it's used for scheduling
---
### 🌴 Leave Application Process
**How your leave request is processed:**
```mermaid
flowchart TD
A([👤 Employee
Applies for Leave]) --> B{✅ Check
Leave Balance}
B -->|❌ Not Enough| C[❌ Request
Denied]
B -->|✅ Has Balance| D{Check for
Shift Conflict}
D -->|❌ Shift Exists| E[❌ Cannot Apply
Cancel Shift First]
D -->|✅ No Conflict| F{Check
Blackout Days}
F -->|❌ Is Blackout| G[❌ Leave Not
Allowed]
F -->|✅ Available| H[✉️ Request
Submitted]
H --> I[⏳ Status:
Pending]
I --> J{👔 Manager
Reviews}
J -->|✅ Approve| K[🎉 Leave
Approved]
J -->|❌ Reject| L[❌ Leave
Rejected]
K --> M[📧 Confirmation
Email Sent]
L --> N[📧 Rejection
Email Sent]
style A fill:#e3f2fd
style K fill:#c8e6c9
style L fill:#ffcdd2
style C fill:#ffcdd2
style E fill:#ffcdd2
style G fill:#ffcdd2
```
**Steps:**
1. ✅ Select dates and leave type
2. ✅ System checks your balance
3. ✅ System checks for shift conflicts
4. ✅ System checks blackout days
5. ✅ Request is submitted to manager
6. ✅ Manager approves or rejects
7. ✅ You receive email notification
---
### 🎯 Claiming an Open Shift
**How to claim and get approved for an open shift:**
```mermaid
flowchart LR
A([👤 Employee Sees
Open Shift]) --> B{Check Your
Schedule}
B -->|❌ Conflict| C[Cannot Claim
Overlapping Shift]
B -->|✅ Available| D[👆 Click
Claim Shift]
D --> E[📤 Claim Request
Submitted]
E --> F[📧 Manager
Notified]
F --> G{👔 Manager
Reviews}
G -->|✅ Approve| H[🎉 Shift
Assigned to You]
G -->|❌ Reject| I[❌ Claim
Rejected]
H --> J[📅 Shows on
Your Schedule]
I --> K([Shift Remains
Open])
style A fill:#e3f2fd
style H fill:#c8e6c9
style J fill:#c8e6c9
style I fill:#ffcdd2
```
**Steps:**
1. ✅ Browse available open shifts
2. ✅ Check if it conflicts with your schedule
3. ✅ Click "Claim This Shift"
4. ✅ Manager gets notification
5. ✅ Manager approves or rejects
6. ✅ If approved, shift appears on your schedule
---
### 📋 Manager: Creating & Publishing Schedules
**Complete workflow from creating shifts to final approval:**
```mermaid
flowchart TD
A([👔 Manager Creates
Shifts]) --> B{Check for
Conflicts}
B -->|❌ Employee on Leave| C[⚠️ Warning Shown
Cannot Assign]
B -->|❌ Shift Overlap| C
B -->|✅ No Issues| D[💾 Save as
Draft]
D --> E[📝 Draft Status
Not Visible to Employees]
E --> F{Ready to
Publish?}
F -->|No| G[Keep Editing]
F -->|Yes| H[📢 Publish
Schedule]
H --> I[📧 Employees
Notified]
I --> J[👀 Employees Can
View Schedule]
J --> K{Final
Review OK?}
K -->|Need Changes| L[Make Edits]
K -->|All Good| M[✅ Approve
Schedule]
M --> N[🔒 Schedule
Locked]
N --> O[📧 Approval
Confirmation Sent]
L --> H
style A fill:#e3f2fd
style D fill:#fff9c4
style H fill:#bbdefb
style M fill:#c8e6c9
style N fill:#c8e6c9
```
**Steps:**
1. ✅ Create shifts and assign employees
2. ✅ System checks for conflicts automatically
3. ✅ Save as draft (only you can see)
4. ✅ Publish when ready (employees notified)
5. ✅ Employees can view published schedules
6. ✅ Make final edits if needed
7. ✅ Approve to lock the schedule
8. ✅ Everyone gets confirmation
---
### 👥 Complete Team Scheduling Flow
**The big picture - how everything works together:**
```mermaid
flowchart TD
subgraph "📅 Week 1: Planning"
A[👔 Manager Reviews
Team Availability]
B[👔 Checks Leave
Requests]
C[👔 Creates Draft
Schedule]
end
subgraph "📅 Week 2: Publishing"
D[📢 Manager Publishes
Schedule]
E[📧 Team Gets
Notifications]
F[👀 Team Views
Schedule]
end
subgraph "📅 Week 3: Adjustments"
G[👤 Employees May
Claim Open Shifts]
H[👔 Manager Reviews
Claims]
I[✅ Manager Approves
Schedule]
end
subgraph "📅 Week 4: Execution"
J[👥 Team Works
Approved Shifts]
K[📊 System Tracks
Hours & Wages]
end
A --> B --> C --> D --> E --> F --> G --> H --> I --> J --> K
style D fill:#bbdefb
style I fill:#c8e6c9
style K fill:#c8e6c9
```
---
## Understanding Your Role
The system has different features depending on your role:
### 👤 **Employee**
As an employee, you can:
- View your assigned shifts
- Set your weekly availability
- Apply for leave
- Claim open shifts
- View your work hours and forecasted wages
### 👔 **Manager**
As a manager, you can do everything an employee can, plus:
- Create and assign shifts to your team
- Publish and approve schedules
- Review availability requests
- Approve or reject leave applications
- Create open shifts for team members to claim
- View team forecasts (hours, wages, staffing)
### 🔑 **Administrator**
Administrators have full access to:
- All employees across all branches
- System-wide settings
- Shift templates
- Employee groups and leave policies
---
## For Employees
### 📅 Viewing Your Schedule
#### Step 1: Access Your Schedule
1. Click on **My Schedule** from the main menu
2. You'll see your shifts displayed in a calendar or list view
#### Step 2: Understanding Your Shift Details
Each shift shows:
- **Date and Day**
- **Start Time** (when your shift begins)
- **End Time** (when your shift ends)
- **Shift Name** (e.g., Morning Shift, Evening Shift)
- **Role** (your position for this shift)
- **Status** (Draft, Published, or Approved)
#### Different Views
- **Weekly View**: See all your shifts for the week with total hours
- **Monthly View**: See shifts across the entire month
- **Hourly View**: See detailed breakdown by hour
### 🕐 Setting Your Availability
Your availability tells managers when you prefer to work or when you're unavailable.
> **📊 See the [Availability Process Flowchart](#-employee-availability-process) above for a visual guide!**
#### Step 1: Go to Availability Settings
1. Navigate to **My Availability**
2. Click **Set Availability**
#### Step 2: Choose Your Days
1. Select the day(s) of the week (Monday through Sunday)
2. You can set different availability for each day
#### Step 3: Set Your Time Preferences
1. **If you're available:**
- Choose "Available"
- Select your start and end times
- Example: Available Monday 9:00 AM - 5:00 PM
2. **If you're unavailable:**
- Choose "Unavailable"
- Select the time range you cannot work
- Example: Unavailable Wednesday 2:00 PM - 6:00 PM
#### Step 4: Save and Submit
1. Click **Save** to save your availability as a draft
2. Click **Submit for Approval** to send it to your manager
> **💡 Tip**: You can set your availability for the whole day by selecting "Whole Day Available" or "Whole Day Unavailable"
#### Step 5: Wait for Approval
- Your manager will receive your availability request
- You'll get a notification when it's approved or rejected
- Approved availability is shown in green
- Rejected availability is shown in red
### 🌴 Applying for Leave
> **📊 See the [Leave Application Flowchart](#-leave-application-process) above for a visual guide!**
#### Step 1: Go to Leave Application
1. Navigate to **Apply Leave**
2. Click **New Leave Request**
#### Step 2: Check Your Leave Balance
Before applying, check your available balance:
- **Paid Leave**: Time off with pay
- **Sick Leave**: For illness or medical appointments
- **Unpaid Leave**: Time off without pay
The system shows how many days you have remaining for each type.
#### Step 3: Fill Out Leave Details
1. **Select Leave Type** (Paid, Sick, or Unpaid)
2. **Choose Date(s)**: Click on the calendar to select one or multiple days
3. **Enter Reason**: Briefly explain why you need leave
4. **Review Balance**: Make sure you have enough leave balance
#### Step 4: Submit Application
1. Click **Submit Leave Application**
2. The system will check for any conflicts:
- ❌ If you have a shift assigned on that day, you cannot apply for leave
- ❌ If it's a blackout day (busy period), leave may not be allowed
- ❌ If you've exceeded monthly limits
#### Step 5: Track Your Request
- **Pending**: Waiting for manager approval (Yellow)
- **Approved**: Your leave is approved (Green)
- **Rejected**: Your leave was not approved (Red)
You'll receive email and in-app notifications about your leave status.
> **⚠️ Important**: You cannot apply for leave if you already have an approved shift on that day. Cancel your shift first.
### 🎯 Claiming Open Shifts
Open shifts are available shifts that haven't been assigned to anyone yet. You can claim them if you're available!
> **📊 See the [Open Shift Claiming Flowchart](#-claiming-an-open-shift) above for a visual guide!**
#### Step 1: View Open Shifts
1. Go to **Team Schedule** or **Available Shifts**
2. Look for shifts labeled "Open Shift"
#### Step 2: Review Shift Details
Check the:
- Date and time
- Role required
- Shift length
- Your current schedule (make sure it doesn't conflict)
#### Step 3: Claim the Shift
1. Click on the open shift
2. Click **Claim This Shift**
3. Confirm your claim request
#### Step 4: Wait for Approval
- Your manager receives your claim request
- They'll review and either approve or reject it
- You'll get notified of the decision
> **💡 Tip**: Only claim shifts you can definitely work. Claiming and then canceling creates scheduling issues.
### 📊 Viewing Your Work Hours
1. Navigate to **My Schedule**
2. Select the date range (week or month)
3. You'll see:
- **Total Hours Worked**
- **Forecasted Wages** (based on your hourly rate)
- **Number of Shifts**
This helps you track your expected earnings for the pay period.
---
## For Managers
### 👥 Creating and Assigning Shifts
> **📊 See the [Schedule Creation Flowchart](#-manager-creating--publishing-schedules) above for a visual guide!**
#### Step 1: Access Schedule Management
1. Go to **Team Schedule** or **Manage Schedules**
2. Select the date range you want to schedule
#### Step 2: Create a New Shift
1. Click **Add Shift** or click on a date in the calendar
2. Fill in shift details:
- **Employee**: Select who to assign (or leave as "Open Shift")
- **Date**: When the shift occurs
- **Start Time**: When the shift begins
- **End Time**: When the shift ends
- **Shift Template**: Choose from predefined shifts (Morning, Evening, Night)
- **Role**: What position they'll work
- **Notes**: Any special instructions
#### Step 3: Check for Conflicts
The system automatically checks:
- ✅ **No overlapping shifts**: Employee doesn't have another shift at the same time
- ✅ **No leave conflicts**: Employee hasn't applied for leave on this day
- ✅ **Availability warning**: You'll see if the employee marked themselves unavailable
> **⚠️ Force Add Option**: If an employee is marked unavailable but you still need to assign them, you can force add the shift. They'll be notified.
#### Step 4: Save as Draft
- Click **Save**
- The shift is saved but NOT visible to employees yet
- You can make changes before publishing
### 📢 Publishing Schedules
Employees can only see shifts after you publish them.
#### Step 1: Review Draft Shifts
1. Go to **Manage Schedules**
2. View all draft shifts for the selected period
3. Make any final changes
#### Step 2: Publish Shifts
1. Select the date range
2. Click **Publish Schedule**
3. Confirm publication
**What happens:**
- All draft shifts change to "Published" status
- Employees receive email notifications
- Shifts appear on employee schedules
- Shifts are still editable
### ✅ Approving Schedules
Published shifts need final approval before they're locked in.
#### Step 1: Review Published Shifts
1. Go to **Manage Schedules**
2. Filter by "Published" status
3. Review all shifts in the date range
#### Step 2: Approve Schedules
1. Select the date range
2. Click **Approve Schedule**
3. Confirm approval
**What happens:**
- Shifts change to "Approved" status
- Employees receive approval confirmation
- Shifts are now finalized (harder to change)
- System marks them as confirmed
> **💡 Tip**: Only approve schedules when you're certain. Approved shifts should rarely change.
### 🔄 Unpublishing Schedules
If you need to make significant changes to a published schedule:
1. Select the published date range
2. Click **Unpublish Schedule**
3. Confirm unpublishing
**What happens:**
- Shifts return to "Draft" status
- Employees lose visibility
- You can make changes freely
### 👍 Reviewing Employee Availability
#### Step 1: Access Availability Requests
1. Go to **Team Availability**
2. You'll see all submitted availability requests
#### Step 2: Review Each Request
For each employee's availability:
- See which days/times they prefer to work
- See which days/times they're unavailable
- Check if it fits your scheduling needs
#### Step 3: Approve or Reject
1. Click on the availability request
2. Choose:
- **Approve**: Accept their availability preferences
- **Reject**: Decline (they'll need to discuss with you)
3. Add notes if needed
**Notification:**
- Employee receives email notification
- They see the status update in the app
> **💡 Best Practice**: Communicate with employees about rejected availability to find a solution.
### 📝 Managing Leave Requests
#### Step 1: View Leave Requests
1. Navigate to **Leave Management**
2. Filter by:
- **Pending**: Awaiting your decision
- **Approved**: Already approved
- **Rejected**: Previously declined
#### Step 2: Review Each Request
For each leave application, check:
- Employee name and leave dates
- Leave type and reason
- Their remaining leave balance
- Current schedule conflicts
The system shows warnings if:
- ❌ Employee has a shift on that day
- ❌ Too many people already on leave
- ❌ Insufficient leave balance
#### Step 3: Make Your Decision
**To Approve:**
1. Click **Approve**
2. Confirm approval
3. Employee receives confirmation email
**To Reject:**
1. Click **Reject**
2. Add a reason (helps employee understand)
3. Employee receives rejection email
> **⚠️ Important**: Once approved, leave should rarely be revoked. Employees plan around approved leave.
### 📊 Viewing Team Forecasts
Track your team's hours and costs.
#### Step 1: Access Forecasts
1. Go to **Team Schedule**
2. Select the date range
3. Enable forecast view
#### Step 2: View Overall Forecast
You'll see totals for the selected period:
- **Total Employee Hours**: Sum of all shift hours
- **Total Wage Cost**: Based on hourly wages
- **Number of Employees Scheduled**
#### Step 3: View Daily/Hourly Breakdown
- **Daily Forecast**: Hours and costs per day
- **Hourly Forecast**: Hour-by-hour staffing levels (helps identify understaffed periods)
> **💡 Use This For**: Budget planning, identifying gaps in coverage, optimizing labor costs
### 🎯 Managing Open Shift Claims
When employees claim open shifts, you need to approve them.
#### Step 1: View Claim Requests
1. Go to **Open Shifts** or **Claim Requests**
2. See all pending claims
#### Step 2: Review Each Claim
For each request:
- Employee name
- Their current schedule
- Shift details
- Request date
#### Step 3: Approve or Reject
1. **Approve**: Employee is assigned the shift, receives confirmation
2. **Reject**: Shift remains open for others to claim
### 📋 Using Shift Templates
Save time by creating reusable shift templates.
#### Step 1: Create Templates
1. Go to **Shift Master** or **Shift Templates**
2. Click **Add New Shift Template**
3. Define:
- Shift name (e.g., "Morning Shift")
- Standard start time (e.g., 9:00 AM)
- Standard end time (e.g., 5:00 PM)
#### Step 2: Use Templates
When creating shifts:
1. Instead of entering times manually
2. Select from your templates
3. Times auto-fill (you can still adjust)
> **💡 Common Templates**: Morning Shift, Afternoon Shift, Night Shift, Weekend Shift
---
## Understanding Schedule Status
### 📊 Shift Status Indicators
| Status | What It Means | For Employees | For Managers |
|---|
| **Draft** 📝 | Shift is being planned | Not visible to you | Can edit freely |
| **Published** 📢 | Schedule is released | You can see it | Can still edit |
| **Approved** ✅ | Schedule is final | Confirmed shift | Locked in |
| **Unpublished** 🔙 | Schedule was retracted | No longer visible | Back to draft |
### 🎨 Color Coding
Different shift types may have different colors:
- **Morning shifts**: Often shown in light blue
- **Evening shifts**: Often shown in orange
- **Night shifts**: Often shown in dark blue
- **Open shifts**: Often shown in gray or outlined
(Colors are customizable by your administrator)
---
## Notifications & Alerts
### 📧 Email Notifications
You'll receive emails for:
- ✉️ New shifts assigned to you
- ✉️ Schedule published/approved
- ✉️ Availability request status
- ✉️ Leave approval/rejection
- ✉️ Open shift claim status
### 🔔 In-App Notifications
Real-time alerts appear in the app for:
- 🔔 Schedule changes
- 🔔 New open shifts available
- 🔔 Urgent manager messages
- 🔔 Reminder about upcoming shifts
### ⚙️ Notification Settings
Customize your preferences:
1. Go to **Settings** or **Preferences**
2. Select **Notifications**
3. Choose what you want to be notified about
4. Select delivery method (Email, App, SMS if available)
---
## Frequently Asked Questions
### General Questions
**Q: How far in advance will I see my schedule?** A: This depends on your manager's scheduling practices. Typically, schedules are published 1-2 weeks in advance.
**Q: Can I trade shifts with coworkers?** A: This depends on your company's policy. Check with your manager about the shift swap process.
**Q: What if I can't work a scheduled shift?** A: Contact your manager as soon as possible. You may need to find coverage or request leave.
### For Employees
**Q: Why can't I apply for leave on a specific date?** A: Common reasons:
- You have an approved shift on that day (cancel shift first)
- It's a blackout day (busy period)
- You don't have enough leave balance
- Monthly leave limit reached
**Q: My availability request was rejected. What now?** A: Talk to your manager to understand why and work out a solution that works for both.
**Q: Can I claim multiple open shifts?** A: Yes, as long as they don't overlap with your existing schedule.
**Q: How do I know if my claim was approved?** A: You'll receive a notification and email. The shift will appear on your schedule if approved.
**Q: What's the difference between "unavailable" and "requesting leave"?** A:
- **Unavailable**: Standing preference (e.g., "I prefer not to work Sundays")
- **Leave**: Specific time off request for a particular date
**Q: Can I see how much I'll earn this pay period?** A: Yes! View your schedule and it will show forecasted wages based on your hourly rate.
### For Managers
**Q: What happens if I delete an approved shift?** A: The employee will be notified. Use this carefully as it affects their expected income.
**Q: Can I assign an employee who has leave approved?** A: No, the system prevents this to avoid conflicts.
**Q: What's the difference between publishing and approving?** A:
- **Publishing**: Makes schedule visible to employees (still editable)
- **Approving**: Finalizes and confirms the schedule (locked)
**Q: How do I handle overstaffing/understaffing?** A: Use the hourly forecast view to see staffing levels throughout the day. Adjust shifts accordingly.
**Q: Can I copy last week's schedule?** A: Yes! Use the "Copy From Past Week" feature to duplicate a previous schedule.
**Q: What if an employee isn't showing up in my list?** A: They may be:
- In a different branch
- Not in your management hierarchy
- Marked as inactive
- Not assigned a schedulable role
**Q: How do I create an open shift?** A: When creating a shift, select "Open Shift" as the employee instead of a specific person.
### Leave Management
**Q: What's a blackout day?** A: Dates when leave requests aren't allowed due to business needs (e.g., holiday rush, major events).
**Q: How is leave balance calculated?** A: Based on your employee group's annual allocation minus leaves already taken this year.
**Q: What's the monthly leave limit?** A: Prevents all leave being used at once. Limits how many days per month you can take per leave type.
**Q: Can I cancel approved leave?** A: Contact your manager. They can update the status in the system.
---
## Tips for Success
### For Employees ✨
1. **Set your availability early**: Helps managers plan better and gives you shifts you prefer
2. **Check your schedule regularly**: Respond quickly to any changes
3. **Plan leave in advance**: Better chance of approval
4. **Keep the app notifications on**: Stay informed about schedule updates
5. **Communicate with your manager**: If you have scheduling conflicts or concerns
### For Managers 🎯
1. **Publish schedules consistently**: Employees appreciate predictability
2. **Respect approved availability**: It builds trust with your team
3. **Use forecasts**: Avoid overstaffing (high costs) or understaffing (poor service)
4. **Respond to requests promptly**: Don't leave employees waiting
5. **Communicate changes**: If you must change an approved schedule, explain why
6. **Use shift templates**: Saves time on repetitive scheduling
7. **Plan for busy periods**: Schedule extra staff during known rush times
---
## Getting Help
### Need Assistance?
1. **Contact Your Manager**: For scheduling questions or conflicts
2. **HR Department**: For leave policies or system access issues
3. **IT Support**: For technical problems or login issues
4. **User Guide**: Refer back to this guide for step-by-step instructions
### Reporting Issues
If you encounter a problem:
1. Note the date, time, and what you were trying to do
2. Take a screenshot if possible
3. Report to your manager or IT support
4. Include any error messages you saw
---
## Quick Reference Guide
### Common Actions
| I Want To... | Employee | Manager |
|---|
| See my schedule | My Schedule | Team Schedule |
| Set when I can work | My Availability | Team Availability |
| Request time off | Apply Leave | Leave Management |
| Claim an open shift | Available Shifts | Open Shifts |
| See my hours/pay | My Schedule (View Hours) | Team Forecast |
| Get notifications | Settings → Notifications | Settings → Notifications |
### Status Meanings
| Icon/Status | Meaning |
|---|
| 📝 Draft | Not visible to employees yet |
| 📢 Published | Visible but not final |
| ✅ Approved | Confirmed and locked |
| ⏳ Pending | Waiting for approval |
| ✅ Approved | Request was accepted |
| ❌ Rejected | Request was declined |
---
## Conclusion
The Employee Scheduling System makes managing work schedules simple and transparent. By following this guide, you can:
- ✅ Stay on top of your work schedule
- ✅ Communicate your availability
- ✅ Plan your time off effectively
- ✅ Find additional work opportunities
- ✅ Track your hours and earnings
**Remember**: Communication is key! If you have questions or concerns, don't hesitate to reach out to your manager.
Happy scheduling! 🎉
# Employee management
This guide will help you manage employee groups, configure leave policies, create employee profiles, and define employee types. It provides everything you need to organize and maintain your workforce effectively.
# Employee Group
- Objective: Organizes your workforce into structured categories, making management and permissions easier.
**Key Functions**
- Create and manage employee groups
- Assign employees to specific groups
- Use groups for access control, workflows, or reporting
**Core Components & Data Fields **
The "Create" form for this module acts as a template for labor compliance and scheduling flexibility.
| Field / Component
| Description
| Professional Utility
|
| Group Name
| Text input (e.g., "Executive Team," "Staging/Interns").
| Categorizes staff for easier scheduling.
|
| Paid Leave
| Numerical input (Days per Year).
| Automates benefit tracking for full-time staff.
|
| Unpaid Leave
| Numerical input (Days per Year).
| Sets boundaries for part-time or casual labor.
|
| Sick Leave
| Numerical input (Days per Year).
| Essential for health safety (HACCP) compliance.
|
| Trade Shift
| Toggle (Yes/No)
| Determines if this any employee wants to exchange his/her shift with another employee.
|
| Status
| Toggle (Active/Inactive)
| Instantly enables/disables all permissions for this group.
|
- Search Bar: Quick-filter groups by name (e.g., searching "Front" to find "Front of House").
- 'Create' Button: Opens the configuration suite for a new group.
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/fQ4image.png)
*Figure: Employee Group*
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-03-093524.png)
We can create an Employee Group along with different parameters:
-Name
-Paid leave count
-Unpaid leave count
-Sick leave count
-Trade shift count
-Paid leave count per month
-Unpaid leave count per month
-Sick leave count per month
# Leave Management
**Objective:** Ensures smooth, transparent, and accurate handling of employee leave requests and policies.
The Leave Management sub‑module handles all leave‑related policies and employee leave configurations.
**Key Functions**
- Define leave types (e.g., Casual Leave, Sick Leave, Earned Leave)
- Set leave rules, entitlements, and carry‑forward limits
- Configure approval processes
- Track leave balances
**Components:**
- **Search Bar:** Filter by Employee Name, Date, Duration or Leave Type (e.g., "Sick Leave").
- **'Create' Button (Request Leave):** Opens a standardized form for staff or managers to log a new absence.
- **Created List (The Dashboard):** A high-visibility view showing all historical leave entries.
- **Functionality**: Enables the creation and management of employee leave records, ensuring that leave requests comply with available entitlements and receive proper manager approval.
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-03-153549.png)
*Figure: Leave Management*
*[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/xq7screenshot-2026-03-03-153549.png)*
*Figure: Leave Management \[Create Leave\]*
Users can apply leave(s) along with different parameters:
-Leave Date(s)
-Leave Type
-Reason
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-05-104201.png)
*Figure: Leave Management \[Past Leave Duration\]*
-Users are able to review past leaves categorized by duration.
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-05-110350.png)
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-05-104302.png)
*Figure: Leave Management \[Filter leave history by branch, employee, or status\]*
-Users are able to filter past leaves based on branch, person, and status.
# Employee
**Objective:** Maintains a centralized employee directory with all essential details for HR, payroll, and operations.
This sub‑module is used to create and maintain complete employee profiles.
**Key Functions**
- Add new employees with employment details, personal, payroll details, Address details, Emergency contact details, and Identity documents
- Record joining date, role, salary structure, and identification documents
- Manage employee type (Fixed-term/Seasonal, Temporary, Part-time, Full-time)
- Update employee information as needed
- **Functionality**: Facilitates the creation and management of individual employee records, ensuring accurate documentation of personal details, employment information, and supporting documents for streamlined workforce administration.
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-03-165945.png)
*Figure: Employee*
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/Vniscreenshot-2026-03-03-165945.png)
*Figure: Employee\[Employee Creation\]*
Users are able to create employee along with different parameters:
-Employee Details
-Personal Details
-Payroll Details
-Address Details
-Emergency Contact Details
-Identity Documents
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-05-115035.png)
*Figure: Employee\[Employee data import/export operation\]*
-Users are able to import and export employee data as needed.
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-05-120452.png)
*Figure: Employee \[Filter Employee data\]*
The user can filter employee records by fields such as
-User Role
-Person Name
-Contact
-Send Welcome Mail
-Email
# Employee Type
**Objective:** Ensures every employee is assigned to the correct employment category, supporting accurate HR and payroll configurations.
The Employee Type sub‑module classifies employees based on employment structure.
**Key Functions**
Define employee types such as:
- Full‑time
- Part‑time
- Contract/Fixed-term/Seasonal
- Temporary
- Intern
[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/screenshot-2026-03-05-122344.png)
*Figure: Employment Type*
*[](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-03/u96screenshot-2026-03-05-122344.png)*
*Figure: Employment Type \[Employment Type Creation\]*