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Users

Importance of Users and Employees Page in the System​

Users and Employees page is the fundamental foundation for managing human resources within the company, because it is the place through which:

Create Employee Files​

  • Add their personal data: Basic information
  • Determine their departments: Link to departments
  • Assign managers: Determine responsible person
  • Add contract and salary details: Financial data
  • Upload official documents: Documents
  • Assign role and permissions: Permissions

Complete control over company's human structure.

Without this page, the system cannot work because it gives identity to each employee within the system.

Tip

Users page is considered the foundation on which the system builds all other functions.

Users and Employees Screen Explanation (Main Page)​

Page includes:

1. "Add Employee" Button​

Takes you to comprehensive 4-step form to add new employee (will explain in detail shortly).

2. "Bulk Import" Button​

Allows uploading Excel / CSV file containing employee data at once—useful when starting system for first time.

Can search by name – department – ID number – employee code.

4. Filters​

By:

  • Status: (Active – Inactive)
  • Department: Filter by departments
  • Job Type: (Full-time – Part-time – Training)
  • Manager: Filter by manager

These filters are very important in large companies.

5. Employees Table​

Shows:

  • Photo: Employee photo
  • Employee Name: Full name
  • Email: Email address
  • Phone Number: Contact number
  • ID Number: ID number
  • Employee Code: Identification number
  • Job Title: Position
  • Department: Assigned department
  • Contract Duration: Contract period
  • Status: (Active – Inactive)

Can click on any employee to open employee details page.

Information

Filters and search help quickly find required employees.

Adding New Employee – Detailed Steps​

Add employee page is divided into 4 clear stages, each stage has specific goal.

Stage 1: Personal Data​

Includes:

  • First Name (English + Arabic): Personal name
  • Last Name (English + Arabic): Family name
  • Email: Official email
  • Phone Number: Contact number

Features:​

  • Automatically create login account for employee: Automatic account
  • Data appears in all reports: Complete integration
  • Email important for sending notifications and requests: Communication
Alert

Make sure to enter email correctly as it is used to create account and send notifications.

Stage 2: Job and Organization​

Includes:

  • Job Title (Arabic + English): Position
  • Select Department: Link to department
  • Select Direct Manager: Assign manager
  • Job Type: (Full-time – Part-time – Training)
  • Employee Status: (Active – Inactive)

Here the important relationship occurs between:​

Employee ← Department ← Manager ← Role

Tip

Selecting department and manager correctly ensures employee is linked to organizational structure accurately.

Stage 3: Contract and Salary​

Includes:

  • Employee Code: Identification number
  • ID Number: ID number
  • Hire Date: Start date
  • Contract Duration: Contract period
  • Salary Period: (Monthly – Weekly)
  • Currency: (Pound – Riyal – Dollar)
  • Basic Salary: Basic salary
  • Hourly Rate: Hourly wage

This data feeds:

  • Payroll system: Salary calculation
  • Financial reports: Financial analysis
  • Smart Insights: Smart analysis

Stage 4: Roles and Documents​

Includes:

Assign Employee Role​

Such as:

  • Employee
  • Department Manager
  • HR
  • Accountant
  • System Administrator

🟦 Role gives employee full or partial system permissions according to work needs.

Upload Official Documents​

  • Contract: Work contract
  • ID Card: Personal ID
  • Employee Photo: Personal photo
  • Any additional document: Other documents

Used for:​

  • Identity verification: Verification
  • Legal reviews: Compliance
  • Document management: Archiving
Important Note

Uploading documents correctly ensures legal compliance and company protection.

Employee Details Page​

After clicking on any employee, comprehensive page appears including:

  • Department: Assigned department
  • Job Title: Position
  • Hire Date: Start date
  • Status: (Active – Inactive)
  • Salary: Basic salary
  • Direct Manager: Responsible person
  • Leave Balance: Leave balance
  • Account Status: (Active – Pending Activation)
  • Hourly Rate: Hourly wage
  • Ability to Edit or Delete: Management

🟦 Each part here is linked to different module in the system.

Information

Details page provides comprehensive view of employee and their data.

Relationship Between Users – Departments – Permissions​

1. Department​

Is the organizational structure of the company

Example:

  • Technical Support
  • Marketing
  • Human Resources
  • Finance

2. Role (Permissions)​

Is what determines what employee can do within the system

Such as:

  • Access salaries
  • Approve employee requests
  • Issue announcements
  • Manage departments
  • Read reports

3. User​

Is the employee who gets:

Department + Role + Data + Contract + Salary → becomes part of system

Tip

Correct linking between department, role, and employee ensures system works accurately.

Why Are Departments and Permissions Important with Users Page?​

Because they give the system:

1. Clear Organizational Structure​

Each employee knows their place within company.

2. Precise Permission Distribution​

Each employee accesses only what they need.

3. Easy Follow-up and Management​

Reports become more accurate because they are based on correct structure.

Information

Departments and permissions with users form integrated system for human resources management.

What Does "Account Activation" Mean for Employee in System?​

When adding new employee in "Users and Employees" page, a user account is automatically created for them within the system, but this account is not ready for use until activation through specific steps.

1. Account is Automatically Created for Employee​

System creates:

  • Username (usually email): Login identifier
  • Employee Code: Identification number
  • Account Status = "Pending Activation": Temporary status

2. "Activate Account" Button Appears for Employee​

As shown in employee details page:

  • Status: Pending Activation: Temporary status
  • Resend Activation Button: Resend
  • Direct Edit Button: Manual edit

This means employee needs to go through additional step before entering system.

Alert

Account activation is necessary to enable employee to use system.

How is Employee Account Activated (Activation Process)?​

There are two methods within system:

After adding employee, appears for HR or manager:

  • 🔘 "Resend" Button: Resend
  • 🔘 Or Message: "Account Not Activated": Account status

System Steps:​

  1. System sends message to employee email containing activation link: Automatic sending
  2. Employee opens email and clicks "Activate Account": Employee activation
  3. Transfers to "Set Password" page: Password setup
  4. Enters new password and confirms it: Password confirmation
  5. Account becomes active and can log in: Complete activation

Features of This Method:​

  • Very secure: High security
  • Suitable for large companies: Scalable
  • Ensures employee alone determines password: Privacy

Method 2: Manual Account Activation​

In some companies, employee doesn't use email or doesn't have official email.

In this case, HR can:

  1. Click "Direct Activation": Manual activation
  2. Enter temporary password for employee: Temporary password
  3. Give employee this password: Deliver password
  4. On first login, they are required to change it immediately: Mandatory change

⭐ Here security remains preserved because system forces them to change it themselves.

Tip

Choose appropriate activation method according to work environment and company needs.

First-Time Password Setup​

After clicking link or receiving temporary password:

Screen opens containing:

  • New Password: Enter password
  • Confirm Password: Confirmation
  • Password Policy: (Specific length – Numbers – Capital letters)

After saving:

  • 🔵 Account status changes to "Active": Complete activation
  • 🔵 Employee can access all system pages according to their permissions: Full access
Alert

Make sure to choose strong password to protect account.

What is Relationship Between Activation and Roles (Permissions)?​

When adding employee in step 4, you select for them:

  • Manager: Administrative permissions
  • Employee: Limited permissions
  • HR: Human resources permissions
  • Accountant: Financial permissions
  • System Administrator: Full permissions

And others…

These permissions do not become active until account is activated.

Example:

  • Employee not activated → Cannot log in or see any page
  • Same employee after activation → Sees requests page – Leaves – Salaries… according to assigned role

⭐ Activation is what allows system to load permissions and content into account.

Information

Activation links between account and permissions assigned to employee.

Relationship Between (Department – Role – Account Activation)​

Practical Example:

Employee in Technical Support department + "Employee" role + unactivated account

➡ Cannot log in

After Activation:

➡ Can receive customer requests
➡ Submit leave requests
➡ Follow up attendance
➡ Read messages

Additional Important Details​

1. What Happens if Employee Forgets Password?​

Within login screen, there is:

🔹 "Forgot Password?"

System automatically sends password reset link.

2. What Happens if Email is Incorrect?​

Employee will not receive activation message.

Solution:

  • HR modifies email in employee page: Edit
  • Then clicks "Resend Activation": Resend

3. Can Employee Account Be Temporarily Disabled?​

Yes, from employee details screen:

  • Change status to inactive: Temporary disable
  • Cannot log into system: Prevent access
  • But their data remains fully saved: Data preservation

4. What Happens When Deleting Employee?​

  • Account is cancelled: Account cancellation
  • Their data is saved in records: Archiving
  • Cannot log into system again: Prevent access
  • Attendance or salary data is not deleted (for legal reasons): Legal preservation
Alert

Deleting employee must be done carefully ensuring all legally required data is saved.

Expanded Explanation of Add Employee Steps​

Step 1: Personal Data​

⭐ Important for opening account
⭐ Email = Login Username
⭐ Phone number appears in employee file and internal communication

Step 2: Job and Organization​

⭐ When selecting department → employee is automatically linked to this department's reports
⭐ Direct manager is who sees this employee's requests
⭐ Status (Active – Inactive) determines ability to log into system

Step 3: Contract and Salary​

⭐ Employee enters payroll system here
⭐ Calculates:

  • Basic salary
  • Deductions
  • Allowances
  • Overtime hours
  • End of service dues

⭐ This data feeds reports unit – Artificial Intelligence – Performance

Step 4: Roles and Documents​

⭐ Role determines permissions
⭐ Documents are saved in employee file
⭐ Can be easily referenced during legal reviews

Complete Scenario Showing Employee Journey in System​

1. HR Adds New Employee​

✔ Personal data
✔ Department
✔ Manager
✔ Salary
✔ Contract
✔ Role
✔ Documents

2. System Creates Account​

✔ Sends activation link or HR activates manually

3. Employee Activates Account​

✔ Sets password
✔ Account becomes "Active"

4. Employee Starts Using System​

✔ Submit requests
✔ Follow up attendance
✔ Receive announcements
✔ Receive salaries
✔ Communicate with HR

5. Direct Manager Sees Their Requests​

✔ Approve / Reject
✔ Appear in reports

6. Artificial Intelligence Analyzes Their Data​

✔ Delays
✔ Productivity
✔ Performance
✔ Work hours
✔ Job risks

Illustrative Example

This scenario shows complete employee journey from addition to actual use.

Features of Activation and Account System in HR System​

  • ✔ Prevents any untrusted employee from logging in: Security
  • ✔ Preserves salary and file confidentiality: Privacy
  • ✔ Ensures each employee has digital identity within company: Digital identity
  • ✔ Automatically cancels account when contract ends: Automatic management
  • ✔ Instantly modifies permissions according to role: Instant updates

Comprehensive Example: How to Add New Department – Add Role and Permissions – Link Department to Users​

Adding Department (Technical Support) and Linking to Users and Permissions​

We will do the following:

  • Create new department within system: Add department
  • Add department-specific roles (such as supervisor – employee): Add roles
  • Determine permissions for each role: Assign permissions
  • Add employees and link them to department and role: Link employees
  • Explain how departments interact with users and permissions: Integration

We will use Technical Support example because it is clear and present in your images.

Stage 1: Add Department​

Steps in Departments Screen:​

Go to: Users → Departments

Click: Add Department +

Add Department screen appears

Real Fill Example:​

  • AR: الدعم الفني
  • EN: Technical Support
  • Description: Team specialized in solving technical problems and following up technical requests
  • Department Manager: REHAN MOHAMED
  • Employees: Hossam – Mai – Mohammad

✔ After Saving:

Department appears in list and contains:

  • Number of employees
  • Department manager name
  • Department description
  • Employee list

Stage 2: Create Department-Specific Role​

After creating department, go to:

👉 Users → Permissions

To define department-specific role.

📌 Example: Technical Support department needs two roles:

  • Technical Support Supervisor: Team management
  • Technical Support Agent: Task execution

1) Create "Technical Support Supervisor" Role​

In Permissions page:

  • Click Add New Role +: Create role
  • Name Role:
    • Arabic: مشرف دعم فني
    • English: Technical Support Supervisor
  • Select Department: Technical Support

✨ Suggested Permissions for Supervisor:

  • ✅ Manage tasks
  • ✅ Approve requests
  • ✅ View department reports
  • ✅ Manage department employees
  • ✅ Communicate with management

2) Create "Technical Support Agent" Role​

Role Name:

  • Arabic: موظف دعم فني
  • English: Technical Support Agent
  • Select same department.

✨ Suggested Permissions:

  • ✅ View assigned tasks
  • ✅ Update task status
  • ✅ Submit leave requests
  • ✅ Follow up attendance

🔹 Cannot:

  • ✖ Control employees
  • ✖ Modify department
  • ✖ Access salaries

After preparing department and role, go to:

👉 Users and Employees

Example for Adding Employee and Linking to Department​

👤 Employee: Hossam Abd Allah

During employee addition:

Step 2: Job and Organization

  • Job Title: Technical Support Employee
  • Department: Technical Support
  • Manager: REHAN MOHAMED
  • Job Type: Full-time
  • Status: Active

Step 4: Roles

  • Select Role: Technical Support Employee

Result:

Hossam → Has Technical Support Employee permissions → Can see only what relates to his work within department.

Example for Adding Supervisor​

👤 Employee: Mai Ahmed

  • Job Title: Technical Support Supervisor
  • Department: Technical Support
  • Direct Manager: General Manager
  • Role: Technical Support Supervisor

Result:

Mai → Can manage entire Technical Support team.

Tip

Correct linking between department, role, and employee ensures system works accurately and effectively.

Determines:

  • Reports in which employee appears: Specific reports
  • Their direct manager: Responsibility
  • Type of meetings: Meetings
  • Nature of requests they manage: Request management
  • Responsible follow-up entity: Follow-up

Determines:

  • What can employee do?: Permissions
  • Which pages can they access?: Access
  • Can they edit? Or view only?: Operations

Displays:

  • Department: Assigned department
  • Job Title: Position
  • Manager: Responsible person
  • Role: Permissions
  • Account Status: Status

This determines all their interactions within system.

Final Comprehensive Example Showing Linking from Start to End​

🎬 Complete Scenario:​

1. HR Added "Technical Support" Department​

  • Department Manager: REHAN
  • Number of Employees: 8

2. HR Added Two Roles:​

  • Technical Support Supervisor: Management
  • Technical Support Employee: Execution

3. HR Linked Appropriate Permissions to Each Role​

System now knows:

  • Who manages whom?: Hierarchy
  • Who has approval permission?: Permissions
  • Who sees what?: Access
  • Who has access to which page?: Pages

What Happens in System After Linking?​

✔ Reports​

Technical Support department performance reports appear only to its manager or supervisor.

✔ Meetings​

Only Technical Support employees are invited.

✔ Requests​

Employee requests go automatically to direct manager according to department.

✔ Internal Chat​

Employee can communicate with their department manager.

✔ Smart Insights​

Analyze this department's performance alone.

✔ Salaries​

Each employee's salary appears in same department, and is calculated within this department's budget.

Important Note

Correct linking between departments, roles, and employees ensures integrated and effective system operation.

Integration with Other Systems​

Users system integrates with:

1. Departments System​

Linking employees to departments.

2. Permissions System​

Assigning roles to employees.

3. Attendance System​

Recording attendance for employees.

4. Payroll System​

Calculating salaries for employees.

5. Reports System​

Creating reports by employees.

Information

Integration with other systems ensures integrated system operation.

Best Practices​

1. Enter Accurate Data​

Make sure to enter all data correctly.

2. Correct Linking to Department and Role​

Make sure of correct linking.

3. Quick Account Activation​

Activate accounts immediately after addition.

4. Periodic Review​

Review employee data regularly.

5. Save Documents​

Save all documents in organized manner.

Alert

Applying best practices ensures effective employee management.

Comprehensive Summary​

Users and Employees page is the fundamental foundation for managing human resources within company. Through this page, employee files are created, they are linked to departments and roles, and their accounts and permissions are managed. System integrates with all other modules to ensure integrated and effective operation. Correct linking between departments, roles, and employees ensures clear organizational structure, precise permission distribution, and ease in follow-up and management.

آخر تحديث: 2026-01-08 12:00:00