HR Management System User Manual for Sales 360

1. System Overview and Core Components

The HR Management System is a specialized application within your Sales 360 platform, designed to centralize employee data, track time, manage absences, and process payroll.

2. User Access and Navigation

Access to the HR system is controlled by the user's assigned Permission Set or Profile.

3. HR Admin / HR Management Portal (for HR and Admin Users)

This is the central workspace for managing the workforce.

3.1. Employee Management (The 'Employee' Custom Object)

• View List: Navigate to the Employee Custom Object tab.

• Create New Employee:

  1. Click New.

  2. Fill out the required Personal Details and Professional Details fields (e.g., Department, Designation).

  3. Enter Salary Details (Basic Salary, Allowances, Deductions).

  4. The system automatically links the new Employee Record to an existing platform User or can trigger a Flow to create a new User.

• Manage Status (Admin Only): Use the User Management screen to Activate/Deactivate a linked platform User record to control their login access.

3.2. Leave Request Approval (The 'Leave Request' Custom Object)

1. Navigate to the Leave Request tab. Use the default list view: "Pending Leaves."

2. Open a Pending Leave Request record.

3. Review the details: Employee Name, Leave Type (Sick/Casual/Annual), Start/End Date, and Total Days.

4. Check the Employee Balance (a calculated field on the Employee Object).

5. Update the Leave Status field:

   • Select Approved or Rejected.

   • Automation: Setting the status to Approved triggers a Process Builder/Flow to automatically deduct the Total Days from the employee's calculated Leave Balance.

3.3. Attendance Tracking (The 'Attendance' Custom Object)

1. Navigate to the Attendance tab to view the list of all daily check-in/check-out records.

2. Filter by Date or Employee to review records.

3. Correcting a Record: Open the specific Attendance record and modify the Check-in Time or Check-out Time as needed (e.g., for an employee who forgot to clock out).

4. Payroll Generation (The 'Payroll Record' Custom Object)

4.1. Generating Monthly Payroll (Admin/HR)

1. Navigate to the Payroll Record tab and click Generate Payroll.

2. Input: Select the Payroll Month and Payroll Year.

3. Execution (Triggered Flow): Clicking Generate runs a powerful Flow/Apex Trigger that executes the following logic for all active Employee records:

   • Data Aggregation: Retrieves total Present Days by querying the Attendance records for the selected month.

   • Calculation: Computes Net Salary using the formula:

     $$Net\ Salary = (Basic\ Salary \div Total\ Working\ Days) \times Present\ Days + Allowances - Deductions$$

   • Record Creation: Creates a new, locked Payroll Record for each employee, storing the detailed calculation, Net Salary, and linking it to the Employee record.

4.2. Payslip Access

• HR View: HR users can open any Payroll Record to view the Payslip Details and export the payslip.

5. Employee Self-Service Portal

Employees access their personal data and actions through a dedicated portal component or a custom home page.

• Attendance:

  • Click the Check-in button to create a new Attendance record with the current time.

  • Click the Check-out button to update the existing open Attendance record with the current time.

• Apply for Leave:

  • Click New Leave Request.

  • Select Leave Type, Dates, and enter a Reason.

  • The system displays the remaining Leave Balance before submission.

  • Submission: A new Leave Request record is created with a status of Pending, notifying the HR/Admin team.

• View Payslips: Access the list of Payroll Records linked to their own Employee record. They can view the detailed Payslip PDF or component.