HR role guides — what each role can do, step by step
Step-by-step guides for every HR role — the manager who approves, the specialist who keeps the records, the line manager who sees their own team, and the employee who serves themselves. 41 steps across 5 roles, every one of them carried out in the product before it was published here.
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HR Manager
Own the workforce record — and be able to prove it on any day.
Owns the workforce record end to end — hiring decisions through to the last day, the compliance the business is measured on, and the approvals nobody else can give.
What you will be able to do
- Find anyone, and see their whole record on one page
- Decide the requests that are waiting on you
- See who is joining, who is leaving, and what is outstanding
- Know which documents expire before somebody's permit does
What this role can and cannot do
| Can | Cannot |
|---|---|
|
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21 steps, each one carried out in the product on .
Open the people directory #
Where HR » People
- From the launcher, click the HR tile.
- Click People in the left menu.
- Type part of a name into the search box, or use the filters for department and status.
You should see Everyone in the business is here, with their department, position and status.
Watch out An employee with no linked login will not appear in a manager's My team — the link is what the system recognises people by.
Worth knowing The status chip is live: it reflects whether the person is working today, on leave, or not yet started. Columns can add the employer's Jurisdiction (mainland, free zone, DIFC or ADGM), and Filters can narrow the list by it.
Open one person's whole record #
Where HR » People » a person
- Click a person's name in the directory (the name is the link; the row itself does nothing).
- Move across the tabs on the record.
You should see One page holds the whole employment story rather than five systems, and the employer shows with its jurisdiction.
See the shape of the business #
Where HR » Departments
- Open Departments in the left menu.
- Read the manager and the headcount on each row.
You should see Departments are what drives a line manager's scope, so the structure here decides who can see whom.
Decide what is waiting on you #
Where HR » Requests
- Open Requests.
- Press the Waiting on me tile to list only what is yours to decide.
- Press View on one, read the chain, then decide with a reason.
You should see Leave, letters and record changes all arrive in the same queue, with their approval chain visible, and Approve and Reject appear only for the people who may decide that step.
Watch out Refusing without a reason is the most common cause of the same request arriving again next week.
See who is joining, and what is outstanding #
Where HR » Onboarding
- Open Onboarding.
- Open a journey to see its task list.
You should see A journey is cloned from a template when it starts, so editing the template never disturbs somebody already halfway through.
See who is leaving, and what must come back #
Where HR » Offboarding
- Open Offboarding.
- Open an in-flight journey.
You should see The last day is a process, not a conversation — and this is the evidence it was followed.
Catch an expiring permit before it expires #
Where HR » Visa tracker
- Open the visa tracker.
- Sort by expiry date.
You should see Passports, visas, Emirates IDs and professional licences are tracked with staged reminders rather than a spreadsheet.
Watch out Renewals take weeks. The ninety-day reminder is the one to act on, not the seven-day one.
Worth knowing An expired permit is a fine and a person who cannot work. The reminders start ninety days out for exactly that reason.
Read the workforce numbers #
Where HR » Analytics
- Open Analytics.
- Choose the period.
You should see The numbers come from the records themselves, so they agree with the directory rather than with last month's export.
Run the performance cycle #
Where HR » Performance
- Open Performance.
- Move through goals, reviews and one-to-ones.
You should see A review cycle is opened once and everybody works inside it, so the chasing is visible rather than personal.
Say which jurisdiction each employer is in #
Where Settings » Employers
- Open Settings, then Employers.
- Pick the jurisdiction for an employer and press Save on that card.
- Do the same for a branch that is in a different jurisdiction from its employer.
| Field | What to put in it |
|---|---|
| Jurisdiction | Mainland, Free zone, DIFC or ADGM. |
| Free-zone authority | Asked only for a free zone: the authority the company is licensed by, for example JAFZA. |
| Branch jurisdiction | Same as the employer, or its own — a branch can sit in a free zone while its employer is on the mainland. |
You should see Every employee follows their employer's jurisdiction: it shows on their record and in the directory, and the end-of-service quote follows it (DIFC pays into the DEWS savings scheme instead of a gratuity).
Watch out Every employee of that employer follows the choice at once, including the end-of-service quote.
Worth knowing Only the HR manager and the administrator can change it. The HR specialist sees the same page without the Save button.
A UAE company sees Emiratisation, not Saudi figures #
Where HR » Compliance
- Open HR, then Compliance.
- Open the Saudization / Emiratisation card.
You should see The Saudi-only live panel does not appear for a company in the UAE.
See whether the company must hire Emiratis, and how many #
Where HR » Compliance » Emiratisation
- Open Emiratisation in the left menu.
- Read the facts at the top, then the monthly history.
You should see The count comes from the people on record; the rate and the milestones come from the UAE country pack. Confirm them with MOHRE before relying on them.
Watch out The figures come from the UAE pack; confirm them with MOHRE before relying on them.
Start a termination by picking who is leaving #
Where HR » Terminations » New termination
- Open Terminations.
- Press New termination.
- Pick the person and press Continue.
You should see Even a company that has never recorded a termination can pick the person. A last working day in the future makes the termination scheduled: it applies itself that day, and until then the HR manager can cancel it from its row.
A termination with a future last day is scheduled, and can be cancelled until then #
Where HR » Terminations
- Open Terminations.
- Find a row that reads Scheduled.
You should see A scheduled termination applies itself on its last working day. Until then the row offers Cancel termination, which only the HR manager has.
Calibrate a cycle's ratings, with the reason for every change kept #
Where HR » Performance » Cycles » Calibration
- Open Performance, then Cycles.
- Press Calibration on a cycle in calibration.
You should see The calibration record: every rating HR adjusted, who changed it, when and why. On the demo company's closed cycle nothing was adjusted, so the list is empty and shows the columns the trail keeps. A cycle moves Start reviews → Start calibration → Publish ratings.
Watch out Calibration opens only for who may run cycles and read every review.
Sort the directory by one of the company's own fields #
Where HR » People
- Open People.
- Columns → show Camp number.
- Press the Camp number header.
You should see The Columns menu offers the company's own fields beside the built-in ones. A custom column sorts the whole directory on the server, so page two carries on where page one stopped, and the CSV export carries it too.
Fill the company's own fields in the edit form #
Where HR » People » a person » Edit profile » Custom fields
- Open a person.
- Press Edit profile.
- Open the Custom fields tab.
You should see The fields your company defined (here Camp number, Safety card expiry, Medical notes and Locker number) sit in the same form as the rest of the record; a sensitive one shows only to who may read it.
Approval chains name the role that approves, in words #
Where Settings » Approvals
- Open Settings, then Approvals.
You should see Each policy lists its steps in order: Role: HR manager, Manager, a named person. No stored role code is shown.
Delete takes a document out of every list; the file waits for its retention period #
Where HR » HR documents
- Open HR documents.
- Press Delete on a document.
- Read the message; press Cancel to keep it.
You should see Delete takes the document out of every list at once; the file itself is destroyed only when its retention period ends, by the retention sweep. Press Cancel to keep it.
Watch out A document under legal hold has no Delete. Deleting the same document twice says it is not found.
Worth knowing A document under legal hold cannot be deleted or ticked for a bulk delete.
A fail waiting for you is the first row on Probation #
Where HR » Probation
- Open Probation.
You should see Fails waiting for HR come first, then everyone else by the end of their probation, so a fail never sits on a later page. The Fail waiting for HR tile shows only those.
Worth knowing The table is wide: scroll it to the right to reach Confirm or send back the fail at the end of the row.
Put a document on legal hold, and release it #
Where HR » HR documents
- Open HR documents.
- Press Put on hold on a row.
- Read the dialog; Cancel to leave it.
You should see The dialog says a held document cannot be deleted and the retention sweep skips it until you release the hold. A held document then offers Release hold instead.
Watch out Releasing a hold asks you to confirm. While held, Delete is not offered and the retention sweep skips the file.
Worth knowing Release hold asks you to confirm; once released the document can be deleted again.
Use cases — the work, step by step
Each one is a sequence somebody actually performs, with the screen behind every step. Every screen here was opened in the product as this role before it was published.
dailyThe morning pass: approvals, joiners, leavers #
Three screens answer 'what needs me today' better than any inbox.
Open Requests and decide what is waiting on you. A refusal with a reason is a decision; without one it comes back next week.
HR » Requests — verified: the control is offered; the page says “Approval workflow”; the page says “Waiting on me”; the control is offered; the control is offered; no “Safe to approve” anywhere on the page; no “hr_specialist” anywhere on the page; no “hr_manager” anywhere on the page; no “tenant_admin” anywhere on the page; no “experience_letter” anywhere on the page Open Onboarding and look for a journey that has stalled on one task — that is usually somebody waiting on somebody else.
HR » Onboarding — verified: the page says “Onboarding” Open Offboarding and check the leavers due this week have their assets and access on the list.
HR » Offboarding — verified: the page says “Offboarding”
weeklyNobody's permit expires on your watch #
An expired visa is a fine and a person who legally cannot work. Renewals take weeks, so the ninety-day reminder is the one to act on.
Open the visa tracker and sort by expiry date.
HR » Visa tracker — verified: the page says “expir” Open the person behind any document expiring inside ninety days and check their record has what a renewal needs.
HR » People » a person — verified: the page says “Overview”; the page says “Employer”; the control is offered; the control is offered
monthlyAnswer a headcount question in two minutes #
The numbers come from the records themselves, so the answer you give matches the directory somebody else will check.
Open Analytics and read headcount, joiners and leavers for the period.
HR » Analytics — verified: the page says “Headcount” Open Departments to see where the movement actually happened.
HR » Departments — verified: the page says “Department” Drill into the people themselves when a number looks wrong — the directory is the same source the report used.
HR » People — verified: 25 row(s) listed; the control is offered; the control is offered
The destructive actions — termination, legal hold, subject-access requests — sit with you and nobody else. That is deliberate: they are the ones a company gets asked about later.
HR Specialist
Keep the records straight so everyone else's month works.
Runs HR's day: new joiners, documents, requests and the records everyone else relies on being right.
What you will be able to do
- Add a new joiner and start their onboarding
- File documents where retention is applied automatically
- Work the request queue without guessing who approves what
- Keep the directory clean enough to trust
What this role can and cannot do
| Can | Cannot |
|---|---|
|
|
9 steps, each one carried out in the product on .
Find anybody in seconds #
Where HR » People
- Open People.
- Search by name, number or position.
You should see The directory is the spine of everything else — payroll, attendance and access all read from it.
Add a new joiner #
Where HR » People » New employee
- On Employees, click New employee.
- Fill the name, e-mail, number and hire date.
- Pick the department and the position.
- Press Create; set the manager on the record afterwards (Edit profile).
| Field | What to put in it |
|---|---|
| First name / Last name | As on their passport or ID — this is what prints on letters and contracts. |
| Their work address; the login is linked to the person later. | |
| Employee number | Your own reference. |
| Hire date | The first working day. Onboarding tasks are scheduled from it. |
| Department | Drives who can see this person: a line manager sees the departments they manage. |
| Position | The job title, from the position list rather than free text, so reporting stays comparable. |
You should see The person exists once, and every other module reads that one record.
Watch out Link the person to their login as soon as they have one, or self-service and My team will not recognise them.
Worth knowing Link them to a login as soon as they have one. Without it, self-service and My team cannot recognise them.
Work the request queue #
Where HR » Requests
- Open Requests.
- Press the Waiting on me tile.
- Press View on the oldest.
You should see Every request carries its own approval chain, so you never have to ask who signs this one — and the buttons are there when the step is yours, even though your role has no company-wide approve right.
Start somebody's onboarding #
Where HR » Onboarding
- Open Onboarding.
- Start a journey for the joiner.
You should see Tasks are copied from the template at the moment you start, so later template edits cannot rewrite somebody's first week.
Employers are readable, not editable #
Where Settings » Employers
- Open Settings, then Employers.
You should see You see the same list the HR manager edits.
You can read terminations, not apply or cancel them #
Where HR » Terminations
- Open Terminations.
You should see Every termination is listed with its last working day and state. Applying a drafted termination and cancelling a scheduled one are the HR manager's, so neither is offered to you.
Fill the company's own fields in the edit form #
Where HR » People » a person » Edit profile » Custom fields
- Open a person.
- Press Edit profile.
- Open the Custom fields tab.
You should see The company's own fields sit in the same form as the rest of the record.
A fail waiting for HR is the first row on Probation, and you can decide it #
Where HR » Probation
- Open Probation.
- Press Confirm or send back the fail on the first row.
You should see You confirm the fail (the person can then be offboarded) or send it back to the manager with a reason. Everyone else's probation follows by end date.
Worth knowing The button is at the end of the row: scroll the table to the right.
You cannot put a document on legal hold #
Where HR » HR documents
- Open HR documents.
You should see A document row offers no Put on hold or Release hold; ask the HR manager to hold a document.
Termination, legal holds and data-subject requests belong to the HR manager. You prepare everything up to that line.
Line Manager
See your own team clearly, and decide what they are waiting on.
Sees their own departments only — approves what their people ask for, and answers for their team's numbers.
What you will be able to do
- See every person who reports to you, and their status today
- Approve or refuse leave without leaving the page
- Open your team's goals, reviews and one-to-ones
- Follow your team's goals and reviews
What this role can and cannot do
| Can | Cannot |
|---|---|
|
|
5 steps, each one carried out in the product on .
See your team #
Where HR » My team
- Open My team.
You should see This is the list the system builds from the reporting lines, not one you maintain.
Watch out Somebody missing here almost always means their record is not linked to a login yet.
Worth knowing If somebody is missing, their record is not linked to a login yet — ask HR to link it rather than re-creating the person.
Decide your team's requests #
Where HR » Requests
- Open Requests.
- Press the Waiting on me tile.
- Press View on one.
- Approve or refuse with a reason.
You should see A refusal with a reason is a decision. A refusal without one is a conversation you will have twice.
The company-wide org chart is not part of your view #
Where HR » My team
- Look at the HR menu.
- Open My team.
You should see The chart is the whole company's tree, so it is HR's. Your own people are on My team, with their status today.
Watch out Typing the org chart's address shows "You don't have access to this section" — that is the scope working, not a fault.
Follow your team's goals and reviews #
Where HR » Performance
- Open Performance.
- Read your team's goals and reviews.
You should see You can see the work your people signed up to without asking them for a status update.
HR's steps are not yours to decide #
Where HR » Requests » a request
- Open Requests.
- Press View on a request that is waiting on HR.
You should see There is no Approve or Reject on a step that is not yours. The request moves when HR decides it.
Use cases — the work, step by step
Each one is a sequence somebody actually performs, with the screen behind every step. Every screen here was opened in the product as this role before it was published.
dailyDecide your team's leave without leaving the page #
Your people are waiting on you, and their balance is checked before the request ever reaches you.
Open My team to see who is in, who is out and what is pending.
HR » My team — verified: the page says “team” Open Requests, read what was asked, and approve or refuse with a reason.
HR » Requests — verified: the control is offered; the page says “Approval workflow”; the page says “Waiting on me”; the control is offered; no “Safe to approve” anywhere on the page; no “hr_specialist” anywhere on the page; no “hr_manager” anywhere on the page; no “tenant_admin” anywhere on the page; no “experience_letter” anywhere on the page
weeklyPrepare for a one-to-one in five minutes #
Everything you need is already recorded — you are reading, not collecting.
Open Performance and read the person's goals and where the review cycle has got to.
HR » Performance — verified: the page says “Performance” Open My team if the conversation is about who reports to whom.
HR » My team — verified: the page says “team”
You see your departments, not the company. That is the scope the system gives a line manager — and it is why you can be given access at all.
Employee
Everything about you, in one place, without asking anyone.
Everything about you, in one place: your details, your requests, your documents and your goals.
What you will be able to do
- Read and correct your own details
- Ask for leave, a letter or a change, and track it
- See what is on today across the whole system
- Know exactly what the company holds about you
What this role can and cannot do
| Can | Cannot |
|---|---|
|
|
3 steps, each one carried out in the product on .
See what the company holds about you #
Where HR » My profile
- Open the directory entry with your name, or the link from your profile.
You should see Nothing about you is hidden from you — which is also what makes a correction request straightforward.
Ask for leave, a letter or a change #
Where HR » My requests
- Open My requests (self-service in the left menu).
- Start a new request.
- Choose the type and describe what you need.
- Submit.
| Field | What to put in it |
|---|---|
| Type | Leave, a letter, a data change — the type decides who approves it. |
| Dates | For leave, the first and last day away. The balance is checked as you type. |
| Reason | One line your manager can act on without calling you. |
You should see You can see who it is with at any moment, so chasing is a click rather than an e-mail.
The full directory is not yours to browse #
Where HR » Employees
- Look at the HR menu.
You should see Self-service means your own record. The same rule protects your colleagues from you.
Use cases — the work, step by step
Each one is a sequence somebody actually performs, with the screen behind every step. Every screen here was opened in the product as this role before it was published.
monthlyCheck what the company holds about you #
Nothing about you is hidden from you, which is what makes a correction a request rather than an argument.
Open your own record and read your details, contract and documents.
HR » My profile — verified: the page says “Employer”; the page says “Contracts”; no “Try again in a moment” anywhere on the page; no “default_ae” anywhere on the page If something is wrong, raise a change request rather than e-mailing — the change then carries its own approval and trail.
HR » My requests — verified: the page says “My requests”; no “don't have access” anywhere on the page; no “E2E-MAIL” anywhere on the page; 4 row(s) listed; no “Wfh” anywhere on the page
You can see your own record and nobody else's. The same rule protects your colleagues from you, and you from them.
Tenant Administrator
Set HR up once so nobody has to work around it.
Configures HR for everyone else — the structure, the templates, the policies and who may do what.
What you will be able to do
- Shape departments and positions
- Own the onboarding and offboarding templates
- Set document types and the retention that follows them
- Decide who approves which kind of request
What this role can and cannot do
| Can | Cannot |
|---|---|
|
|
3 steps, each one carried out in the product on .
Shape departments and positions #
Where HR » Departments
- Open Departments.
- Set the manager on each.
- Open Positions and keep the titles tidy.
You should see Scope follows structure: a manager sees the departments they manage, so the structure is an access decision as much as an org one.
Watch out Changing a department's manager changes who can see those people, immediately.
Decide who approves which request #
Where Settings » Requests
- Open the request types.
- Set the approvers per type.
You should see The approval chain is configuration, so a change of process is a setting rather than a development request.
Set each employer's jurisdiction #
Where Settings » Employers
- Open Settings, then Employers.
- Choose the jurisdiction and press Save.
You should see The change reaches every employee of that employer, and the end-of-service quote.
You build the rails. Day-to-day people work belongs to HR — and a template you edit never disturbs a journey already in flight.