How-to guides for HR Suite
Click-by-click instructions for everything you can do — from inviting your first employee to running payroll and issuing letters.
Getting started
Set up your company and bring your team into the workspace.
Create your company workspace
Sign your business up and get to your admin dashboard for the first time.
- 1
Open the sign-up page
From the homepage, click Get started → Create a company. Enter your company name, country, and your work email.
- 2
Set your password
Choose a strong password. You'll use this email and password every time you log in.
- 3
Verify your email
Check your inbox for a verification email and click the link inside. This confirms it's really you.
- 4
Land on your dashboard
After verifying, you'll be taken straight to your admin dashboard. This is where you'll manage everything.
Tip
Have multiple companies? You can add more from Settings → Companies after sign-up.
Add an employee and invite them
Create an employee record and send them an email so they can join the workspace.
- 1
Open the Employees page
In the sidebar, go to Employees and click + New employee.
- 2
Fill in their details
Enter their first and last name, work email, department, job title, and start date. Save the record.
- 3
Click 'Invite to workspace'
On the employee's profile, click the Invite to workspace button at the top right.
- 4
They receive an email
The employee gets an email with a secure link. They click it, set a password, and they're in.
- 5
They land in their workspace
On their first login they'll see their personal home page with profile, leave, payslips, and attendance.
Tip
If the employee has already signed up on their own with the same email, they'll be linked automatically — no invite needed.
People & onboarding
Bring new hires in smoothly and keep employee records up to date.
Run an onboarding checklist
Walk a new hire through everything they need to do on day one and beyond.
- 1
Open the new hire's profile
Go to Employees, find the person, and open their record.
- 2
Click 'Start onboarding'
A checklist of tasks is created automatically — collect documents, set up IT accounts, sign the contract, and so on.
- 3
Assign owners and due dates
Each task can be given to HR, IT, or the employee themselves. Adjust dates if you need more time.
- 4
Track progress
Tasks tick off as they're completed. The employee sees their own to-dos in their workspace.
- 5
Mark complete
Once everything is done, the employee's status moves from Pending onboarding to Active.
Tip
The required documents (ID, visa, etc.) depend on the country you set on the employee's company.
View your org chart
See your whole team grouped by department and job title at a glance.
- 1
Open Org chart
In the sidebar under People, click Org chart.
- 2
Read the layout
Each column is a department. Inside each department, people are grouped by job title.
- 3
Spot who's joined
A green dot next to someone's name means they've activated their workspace login. A grey dot means they haven't yet.
Letters & documents
Issue official letters and store employee documents in one place.
Issue a letter (NOC, salary certificate, employment letter)
Create a templated letter, fill in the details, and send the PDF to the employee.
- 1
Go to Letters
From the sidebar, click Letters → + New letter.
- 2
Pick a template
Choose the letter you want to issue — for example Salary Certificate, NOC, or Employment Letter.
- 3
Choose the employee
Select the recipient. Their name, job title, salary, and company details are filled in for you.
- 4
Review the preview
A preview of the letter appears on the right. Edit any free-text sections if needed.
- 5
Generate and send
Click Generate. A PDF is created and saved to the employee's documents. You can download it or send it to their workspace inbox.
Tip
You can create your own templates under Letters → Templates. Use placeholders like {{employee.name}} and they'll be filled in automatically.
Upload and manage employee documents
Keep IDs, visas, contracts, and certificates organised per employee.
- 1
Open the employee's profile
Go to Employees → pick the person → Documents tab.
- 2
Upload a document
Click Upload, choose the file, and tag it (e.g. Passport, Visa, Contract). Add an expiry date if relevant.
- 3
Get expiry reminders
Documents with expiry dates appear automatically in Expiry alerts so nothing slips through.
Time, leave & attendance
Day-to-day tools for clocking in, requesting time off, and tracking the team.
Approve a leave request
Review and respond to time-off requests from your team.
- 1
Open Time off
From the sidebar, click Time off. You'll see all pending requests at the top.
- 2
Open the request
Click a request to see the dates, leave type, and remaining balance.
- 3
Approve or decline
Click Approve or Decline. The employee is notified instantly and their balance is updated.
Tip
Weekend days set on the employee's company are skipped automatically when counting leave days.
Set up attendance for your team
Let employees clock in from their phone, a shared kiosk, or a QR code.
- 1
Open Attendance settings
Go to Settings → Attendance and choose how people will clock in.
- 2
Generate a QR code
For shared offices, go to Attendance → QR. Print the code and post it at reception. Anyone scanning it on their phone can clock in.
- 3
Optional: enable face check
Turn on face verification so the system confirms it's really the employee clocking in.
- 4
Review entries
Open Attendance to see who's in, edit entries, or import data from biometric devices.
Payroll & end of service
Run payroll each month and handle final settlements when employees leave.
Run monthly payroll
Calculate, review, and close a pay run, then share payslips with employees.
- 1
Open Payroll
From the sidebar click Payroll → New pay run. Pick the company and the period (e.g. 1–31 May).
- 2
Review the calculation
Salaries, allowances, and deductions are pulled in for every active employee. Country-specific rules (gratuity, social insurance, etc.) are applied automatically.
- 3
Add one-off items
Edit any employee to add a bonus, advance, or expense reimbursement for this run.
- 4
Close the run
Click Close pay run. This locks the numbers and generates payslip PDFs.
- 5
Employees see their payslips
Each employee can download their payslip from their own workspace under Payslips.
Tip
If you're in the UAE, click Generate WPS file on a closed run to download the bank-ready salary file.
Process an end-of-service settlement
Calculate final pay, gratuity, and leave encashment when an employee leaves.
- 1
Start offboarding
Open the employee's profile and click Start offboarding. Set the last working day.
- 2
Open End of service
Go to End of service → New settlement and pick the employee.
- 3
Review the calculation
Gratuity, unused leave, notice pay, and any deductions are calculated based on the employee's country and tenure.
- 4
Complete the exit checklist
Tick off asset return, knowledge transfer, exit interview, and issue the experience certificate.
- 5
Settle and close
Add the settlement amount to the next pay run. The employee's status moves to Terminated and their workspace access is removed.
Recruitment
Open roles, collect applications, run interviews, and convert hires.
Open a role and post a job
Create a requisition, get it approved, and publish a job to your careers page.
- 1
Create a requisition
Go to Recruitment → Requisitions → + New. Enter the role, headcount, department, and reason for hiring.
- 2
Get it approved
Submit for approval. Approvers are notified and can approve in one click.
- 3
Create the job posting
Once approved, click Create job. Add the description, location, and employment type.
- 4
Publish
Set status to Open. The job appears on your public careers page and can be shared anywhere.
Move candidates through the pipeline
Screen applicants, schedule interviews, send offers, and convert to employees.
- 1
Review applications
Open Recruitment → Candidates. New applicants appear in the Applied column with their CVs auto-summarised.
- 2
Move stages
Drag a candidate (or use the dropdown) through Screening → Interview → Offer → Hired.
- 3
Schedule interviews
On a candidate's profile, click Schedule interview. Pick a date and the candidate gets a calendar invite by email.
- 4
Send the offer
From the candidate's profile click Send offer. Pick a template, fill in salary and start date, and send.
- 5
Convert to employee
When the offer is accepted, click Convert to employee. A draft employee record is created — continue with onboarding.
Performance & 1:1s
Run review cycles and keep regular check-ins with your team.
Run a performance review cycle
Set up a review, gather feedback, and close the cycle.
- 1
Open Performance
From the sidebar click Performance → New cycle.
- 2
Pick a template
Choose what to measure — KPIs, competencies, or both. Set rating scales and questions.
- 3
Assign employees
Pick who's being reviewed. Their manager is notified and the employee can start their self-review.
- 4
Hold the 1:1
Manager and employee meet to discuss. Notes and action items are saved in the One-on-ones page.
- 5
Close the cycle
Once all reviews are submitted, lock the cycle to preserve the ratings.
Settings & admin
Customise how the system works for your company.
Set your currency, locale, and weekend
Make sure dates, money, and working days match your country.
- 1
Open Settings
Go to Settings → General. Pick the company you want to configure if you have more than one.
- 2
Set currency and locale
Choose the currency (e.g. AED, USD, GBP) and date format. Payslips, letters, and reports will use these.
- 3
Set weekend days
Pick your weekend (e.g. Sat–Sun, or Fri–Sat). Leave calculations will skip these days automatically.
Invite another admin
Share admin access with HR managers or co-founders.
- 1
Open Settings → Admin users
You'll see everyone who currently has admin access.
- 2
Invite by email
Click + Invite admin, enter the person's email, and pick their role (Company admin or HR manager).
- 3
They accept
They get an email, set a password, and land directly in the admin dashboard.
Can't find what you're looking for? Get in touch — we're happy to walk you through it.