Terranix — HR Workspace Guide

Choose HR Workspace in the view switcher. The menu on the left changes to the HR menu.

If you are an employee yourself, check in for the day first: until you do, the app shows only the check-in screen.

1. 1The view switcher. It reads HR Workspace while you are here.
2. 2Everyone's attendance.
3. 3The employee directory.
4. 4Leave approvals, and beneath it leave allocation, holidays, and leave policies and types.
5. 5Payroll is not covered in this guide.
6. 6Recruitment is not covered in this guide.

A new workspace has no leave types and no holidays. Set these up once, in this order.

1. Leave types and their rules — Leaves, Leave Policies & Types.

2. The year's weekly offs and holidays — Leaves, Manage holidays. Fill the weekly offs first.

3. Everyone's balances for the year — Leaves, Leave allocation, Annual rollover.

A checklist; each item is pictured in its own section below.

Open Attendance. Each row is one person's day: when they checked in and out, how long that was, and the status of the day.

Choose the dates at the top, or search for a person. Tick Show only unverified to see just the records still waiting for you.

1. 1Finds a person by name or email.
2. 2Shows only the records you have not verified.
3. 3How many records in this list are waiting to be verified.
4. 4One person's day. Edit corrects it; Verify confirms it.
5. 5Your own record. You cannot edit or verify it yourself.
6. 6Adds a record by hand for someone who could not check in.

Press Record attendance. Choose the person and the date, set the status of the day, and enter the check-in and check-out times if they worked. Press Create record.

1. 1The person the record is for.
2. 2Present, Half day, Absent, Holiday or Weekend.
3. 3Check-in time, with check-out beside it.
4. 4Tick this to replace a record that already exists for that person and date.
5. 5Saves the record.

To verify one record, press Verify on its row. To verify several, tick their boxes and press Verify selected.

Locking is the last step. Tick records that are already verified and press Lock selected.

1. 1Verifies every ticked record.
2. 2Locks every ticked record that is verified.
3. 3Ticks all the unverified records in the list.

Open Leaves, then Leave Policies & Types. Each row is a leave type. Edit opens its rules; Add leave configuration creates a new one. The Active button switches a leave type on or off.

1. 1Creates a leave type.
2. 2A leave type. Edit and Delete are at the end of its row.
3. 3Yes means a person may take this leave even when their balance would go below zero.
4. 4Yes means this leave may be applied for as emergency leave.

Press Add leave configuration. Name the leave type and say whether it is paid.

Under Policy rules, tick the designations, employment types and employment statuses that get this leave, and enter the days a year. Then press Create configuration.

A leave type can have more than one rule. Press Add rule under Policy rules for each combination that earns a different number of days.

1. 1The name people will see when they apply.
2. 2Paid, Negative balance allowed, and Allow emergency Leave. Click one to switch it on.
3. 3Makes this the floating holiday type. People then pick their days from the floating dates in the holiday calendar. Only one leave type in the workspace can be the floating holiday type.
4. 4One rule: who it covers and how many days. Add rule adds another; Remove rule takes one away.
5. 5The designations that get this leave. They come from the Organisation hierarchy. Leave the list empty to cover every designation.
6. 6The employment types that get this leave, such as Permanent or Part time. Leave the list empty to cover every employment type.
7. 7The employment statuses that get this leave, such as Confirmed or Probation. Leave the list empty to cover every employment status.
8. 8How many days a year.
9. 9None gives the whole year's days at once. Monthly or Yearly adds them as time passes.
10. 10Lets unused days pass into the next year, up to the limit you enter.
11. 11How far ahead a person must apply. For example: for 3 days or more, apply 5 workdays in advance. The days are counted from the office's weekly offs and statutory holidays.
12. 12Saves the leave type and its rules.

Open Leaves, then Manage holidays. The calendar shows the holidays of the year. Click a date to add a holiday on it.

Holidays can be for every office or for one office. The Office list at the top chooses whose holidays the calendar shows.

Weekly offs, such as every Saturday and Sunday, are set in the same calendar with Fill weekly offs. Working days are counted from them, so a year needs its weekly offs before it can be used.

1. 1All offices, or one office.
2. 2Downloads the holiday workbook: an Excel file with an instructions sheet and dropdowns.
3. 3Brings the filled workbook back in. You see a preview with any warnings first, and nothing is saved until you confirm.
4. 4Opens the weekly-off panel, described in the next step.
5. 5A holiday. Click it to change it.

Under the calendar, press Fill weekly offs. Tick Every Sunday off if it applies, and choose which Saturdays are off. Press Preview.

The preview says how many weekly offs would be added and what that does to leave already booked. Press Confirm and save to add them.

1. 1The year the weekly offs are for. Each office keeps its own; the organisation's apply to every office.
2. 2Tick it to make every Sunday a weekly off.
3. 3Every Saturday, the 1st and 3rd, the 2nd and 4th, alternate Saturdays, or none.
4. 4Shows what would be added and what it does to leave and floating holidays. Nothing is saved yet.

Click a date on the calendar. Choose the office and the type of holiday, give it a name, and press Save. To change a holiday, click it; Delete is in the same form.

1. 1Which office the holiday is for.
2. 2Statutory holiday, Floating holiday or Weekly off.
3. 3The name shown on the calendar.

Once a leave type is marked Floating holiday, the Leave tab of each person's own Employee view gains a Floating holidays card. It lists the floating dates they may choose from: the organisation's and those of their own office.

The card says how many days the person has, how many are used and how many are left. Press Pick beside a date to take it. The picture shows what you see in your own Employee view; the Employee Guide describes it from the employee's side.

1. 1The card and its year.
2. 2The days the person has to choose from, how many are used and how many are left.
3. 3Takes this date as a day off. The date then reads Picked.

Open Leaves, then Leave allocation. Each row is one person's balance of one leave type for the year shown at the top.

Policy auto means the balance was worked out from the leave type's rules. HR override means someone set it by hand.

1. 1The year whose balances are shown.
2. 2Creates the year's balances for every active employee and carries over unused days where the leave type allows it.
3. 3Sets one person's balance by hand.
4. 4Narrows the list to one person or one leave type.
5. 5One person's balance of one leave type.

Press Leave allocation. Choose the person and the leave type, enter the new total balance in days and the reason, and press Save balance override.

1. 1The person.
2. 2The new total, in days. It replaces the present balance.
3. 3Why the balance is being changed.
4. 4Every earlier change to this balance, with who made it and when.

Open Leaves. The list shows each request with its dates and its status. Pending HR counts the requests their manager has approved and that now wait for you.

1. 1Requests waiting for you.
2. 2The manager has approved. You can now decide.
3. 3Still with the manager. There is nothing for you to do yet.

Click a request whose status is Manager Approved. Check the dates and the reason, then press Finalise leave to approve it. To refuse it, write the reason and press Reject leave.

1. 1Where the request stands.
2. 2The reason, if you refuse. The person sees it.
3. 3Approves the leave and takes the days from the balance.
4. 4Refuses the leave. A reason is required.

Open Employees. The list is the same one an Org Admin sees: click a person to open their record, or press New employee to add someone. How to fill in the form, and how a person gets their role, is described in the Organisation Admin Guide. The next step covers the employment details that decide what leave a person gets.

To add many people at once, press Excel template, fill it in, and press Upload file.

1. 1Adds one person.
2. 2An Excel file for adding many people at once. It has an instructions sheet and dropdowns.
3. 3Brings the filled file back in. It takes the Excel file or a CSV file.
4. 4The list as a CSV file.
5. 5A person. Click to open their record.

Press New employee. Under Work details, choose the Employment type and the Employment status, and enter the Probation end / confirmed on date and the Leaving date when they apply. Annual committed hours sets how much of a full-time year the person works.

Employment status has no starting value: choose one before you save. The choices are Confirmed, Probation, Resigned, Dismissed, Contract ended, Retired, Deceased and Notice period.

1. 1The work email, which is also the person's sign-in. A line under it says what saving will do: create a new login and send a welcome email, attach an existing login, or link the Org Owner's login.
2. 2Permanent, Contract, Part time or Internship, or the list your company has set up.
3. 3The hours a year the person is committed to. The share of a full-time year shows beside it as a percentage and as FTE. The 100%, 75%, 50% and 25% buttons fill in the hours.
4. 4Decides which leave rules cover the person.
5. 5Needed while the person is on probation. The date stays after they are confirmed, as the record of when they were confirmed.
6. 6Needed for Notice period and for the ended statuses.