> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hitaji360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# HR Overview — how the module fits together

> The HR module is where you keep track of the people who work for your organisation and everything that happens to them over time — from the day you…

The HR module is where you keep track of the people who work for your organisation and everything that happens to them over time — from the day you advertise a role, through hiring and onboarding, into the day-to-day of leave, attendance and pay, on through appraisals and promotions, and eventually out the other side when someone leaves. It is built so that one screen leads naturally to the next: a job opening becomes an applicant, an applicant becomes an employee, an employee gets a contract, the contract feeds payroll, and so on.

This page is the conceptual front door. It explains the **employee journey** the module is organised around, the **central objects** you'll meet again and again (especially the important difference between an *employee* and an *employment record*), how the **self-service portal** lets staff help themselves, and how **multi-business isolation** keeps each of your businesses' people and pay separate. Read it once before you dive into the task-specific pages — the rest of the guide assumes you understand these ideas.

**You'll find this at:** `/hr`

> 📷 *Screenshot: The HR Overview dashboard with its stat cards (Total Employees, Active, On Leave, Org Units) and Quick Actions panel — to be added.*

***

## Which business am I in?

Hitaji 360 is **multi-business**. A single login can manage several businesses (legal entities) under one tenant, and HR keeps each one separate:

* **Employees** are held at the **tenant** level — the *person* exists once across your whole organisation.
* **Employment records (contracts)** are held at the **business** level — each contract ties a person to one specific business, with that business's pay currency, tax registration, position and reporting line.

The business you are currently working in is set by the **business switcher** at the top of the app, and it is sent to the server on every request (as the `X-Business-Id` header behind the scenes). Most HR lists, contracts and payroll are filtered to that business. **Before you create a contract, run payroll, or allocate leave, confirm the correct business is selected** — doing it in the wrong business posts to the wrong people and the wrong books.

> The system actively walls off employees you don't share a business with: if you try to open an employee who has no contract in any business you belong to, the server refuses (a cross-business access check). Platform administrators are the exception (see below).

***

## The employee journey

The module is laid out to follow a person from before they're hired to after they leave. Each stage has its own area of the guide.

### 1. Recruitment — finding people

Before someone is an employee they are a *candidate*. You plan headcount, raise a job requisition, post a job opening, collect applicants, interview them, and make an offer.

→ See [Recruitment overview](/hr/user/recruitment/overview). When an offer is accepted you convert the applicant into an employee.

### 2. Onboarding — bringing them in

A new hire needs forms signed, equipment issued, accounts created and inductions booked. Onboarding turns a checklist (often from a reusable template) into trackable tasks.

→ See [Onboarding](/hr/user/lifecycle/onboarding) and [Onboarding templates](/hr/user/lifecycle/onboarding-templates).

### 3. Employment & contracts — the working relationship

This is the heart of the module. The person (the **employee**) is given one or more **employment records** — the contract that says *which business they work for, in which position, in which org unit, who they report to, on what terms, in what currency, and where their pay is taxed.*

→ See [Adding an employee](/hr/user/employees/create-employee) and [Employment records & contracts](/hr/user/employees/employment-and-contracts). Their place in the hierarchy is drawn from [Org Structure](/hr/user/getting-started/org-structure) and visualised on the [Org chart](/hr/user/employees/org-chart).

### 4. Day-to-day — leave, attendance & pay

Once someone is employed, the recurring cycles begin:

* **Leave & attendance** — they request leave against a balance, you approve it, and their presence is recorded. → See [Leave overview](/hr/user/leave/overview) and [Attendance](/hr/user/attendance/attendance).
* **Payroll** — each period you run payroll, which produces payslips, deducts statutory contributions (PAYE, NSSF, LST) and any loan repayments, and pays salaries. → See [Payroll overview](/hr/user/payroll/overview).

### 5. Performance & growth

Over the longer term you set goals, run appraisal cycles, gather 360° feedback, and reward or promote people.

→ See [Performance overview](/hr/user/performance/overview), [Promotions](/hr/user/employees/promotions) and [Transfers](/hr/user/employees/transfers).

### 6. Separation — when they leave

Resignation, end of contract, or termination is handled as a structured **separation** (offboarding), often with an exit interview and a final settlement run through payroll.

→ See [Separation](/hr/user/lifecycle/separation) and [Exit interviews](/hr/user/lifecycle/exit-interviews).

***

## The central objects

A handful of records do most of the work in HR. Understanding them makes everything else click.

### Employee — the person

An **employee** is the individual human being. It is the record that holds personal information that does not change when they move jobs:

| Field                                     | Notes                                                                                  |
| ----------------------------------------- | -------------------------------------------------------------------------------------- |
| **Employee number**                       | A unique reference within your tenant.                                                 |
| **First / last / other name**             | The person's name.                                                                     |
| **Gender, marital status, date of birth** | Personal details.                                                                      |
| **National ID / passport number**         | Identity documents.                                                                    |
| **Email, phone, address, city, country**  | Contact details.                                                                       |
| **Hire date / termination date**          | When they joined and (if applicable) left.                                             |
| **Status**                                | One of **Active**, **On Leave**, **Suspended** or **Terminated**.                      |
| **Linked user**                           | The login account this person uses for the self-service portal (optional — see below). |

There is **one employee record per person**, shared across all your businesses.

### Employment record (contract) — the posting

An **employment record** (also called an employment contract) is the relationship between a person and a *specific business*. A person can have **more than one** — for example, someone who works for two of your businesses, or who has a past contract that ended and a current one. Each contract carries:

| Field                                          | Notes                                                                             |
| ---------------------------------------------- | --------------------------------------------------------------------------------- |
| **Business**                                   | Which business the contract is with. Required.                                    |
| **Employment type**                            | **Full-time**, **Part-time**, **Contract** or **Intern**.                         |
| **Start / end date**                           | The term of the contract.                                                         |
| **Position & org unit**                        | The role and department they hold (from Org Structure).                           |
| **Manager**                                    | Who they report to.                                                               |
| **Pay currency**                               | The ISO currency the contract pays in.                                            |
| **Country code / statutory residence country** | Where the work is performed and where PAYE / social security applies.             |
| **Tax ID / social-security number**            | Country-specific registration (e.g. URA TIN, NSSF number).                        |
| **Bank details**                               | Bank name, branch, account name and number, SWIFT code — for paying salary.       |
| **Leave approver**                             | The contract's configured leave approver, if not derived from the reporting line. |
| **State**                                      | **Active** while running; **Ended** once the contract is closed.                  |

> **Why two records?** Splitting the *person* from the *posting* means someone can transfer between businesses, change positions, or be re-hired, while their identity, history and self-service login stay intact. Payroll, leave entitlement and statutory deductions all hang off the **contract**, not the person — so they correctly differ per business.

### Org structure — the skeleton

Positions don't float in space; they sit inside an **org structure** of units (departments, branches, teams) and **positions** (job slots) defined by **position types** (role templates). Reporting lines are defined here, and an employment record points at a position and unit within it.

→ See [Org Structure](/hr/user/getting-started/org-structure).

### The self-service portal — staff helping themselves

Ordinary staff don't use the admin HR screens. Instead, an employee whose record is **linked to a login account** gets the **My HR** portal at `/my-hr`, where they can see their own profile, payslips and leave balance, apply for leave, and (for managers) see their team. The portal is strictly self-scoped — a person can only ever see their own data.

→ See [The self-service portal](/hr/user/self-service/overview).

***

## How multi-business isolation works

A quick recap of the rules that keep businesses separate, because they catch people out:

* The **employee** (person) is visible across the tenant, but you can only open one whose **contract** is in a business you belong to.
* **Contracts, leave allocations, payroll runs and payslips** are scoped to the business in the switcher.
* **Platform administrators** (a true platform-level Admin or SuperAdmin role) bypass these scope checks and can see everything — ordinary HR officers cannot. Tenant-scoped admin roles do **not** get this bypass.
* Switching business with the switcher re-scopes every HR list to the new business.

***

## Where to go next

* New to the screens? Start with [Accessing HR — businesses, roles & permissions](/hr/user/getting-started/accessing-hr).
* Setting up for the first time? Build your [Org Structure](/hr/user/getting-started/org-structure), then [add your first employee](/hr/user/employees/create-employee).
* Just need to do a task? Jump to the relevant area from the [HR guide index](/hr/user/index).

***

## Related

* [Accessing HR — businesses, roles & permissions](/hr/user/getting-started/accessing-hr)
* [Org Structure — departments, seats & reporting lines](/hr/user/getting-started/org-structure)
* [Adding an employee](/hr/user/employees/create-employee)
* [Employment records & contracts](/hr/user/employees/employment-and-contracts)
* [The self-service portal](/hr/user/self-service/overview)
* [Payroll overview](/hr/user/payroll/overview)