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HR Manager Guide

Guide for HR and people managers — the employee record, payroll runs, leave policies and approvals, attendance and shifts, and what staff see in My HR.

As an HR manager you work in Humanics: the employee record, payroll runs that post their own journal entries, leave policies and approvals, attendance, and shift scheduling. Staff see their own side of it in the My HR module on their phones, which is where clock-in, payslips and leave requests live.

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Two sides of the same system

  • Humanics, in the main system — employees, payroll, policies, schedules. Your side.
  • My HR, in the staff app — clock in and out, payslips, leave balance and requests. Their side. Managers also get a Team tab for approving their own team.

Payroll posts to the accounts on its own

Running payroll creates the journal entries for wage costs and the liabilities owed. You do not enter them separately — and doing so would double-count. See Accounting.

Setting up

How to Add an Employee (new employee, onboard staff, add staff member)

Create the employment record. This is separate from their system login.

Required permission: HR employee manage

  1. Go to Humanics → Employees in the left sidebar
  2. Create the employee with their personal and employment details
  3. Record their documents and any expiry dates you need to track
  4. Assign their salary structure

Result: The employee exists in the directory and can be included in payroll, leave and scheduling.

Note: An employment record and a system user are different things. Someone who uses Qvian also needs a role in Settings → Team — see Roles & Permissions.

How to Set Up Pay Components and Salary Structures (pay components, salary structure, allowances, deductions)

Define what pay is made of before you run it.

Required permission: Payroll manage

  1. Go to Humanics → Pay Components and create the elements of pay — basic, allowances, deductions
  2. Go to Humanics → Salary Structures and combine them into structures
  3. Assign a structure to each employee

Result: Payroll can calculate pay from a structure rather than from figures typed in each month.

How to Configure Leave Policies (leave policy, annual leave, leave entitlement, accrual)

Set what leave people get and how it accrues.

Required permission: Leave manage

  1. Go to Humanics → Leave Policies
  2. Create a policy with its entitlement and accrual rules
  3. Assign it to the relevant employees
  4. Set up the Holiday Calendar so public holidays are not deducted from entitlement

Result: Balances accrue automatically and requests are measured against a real entitlement.

The monthly cycle

How to Run Payroll (pay staff, payroll run, monthly payroll)

The main recurring job.

Required permission: Payroll manage

Before you start: Attendance for the period is complete and leave requests are approved, since both affect pay.

  1. Go to Humanics → Payroll Runs
  2. Create a run for the period
  3. Review the calculated pay per employee, including overtime
  4. Handle Tip Distribution if it applies
  5. Check the totals before finalising
  6. Finalise the run

Result: Payslips are produced, staff can see theirs in My HR, and the journal entries for wage costs and liabilities are posted.

Note: Review before finalising. Attendance gaps and unapproved leave both distort pay, and they are much easier to fix before the run is closed.

How to Approve Leave (leave request, approve time off, holiday request)

Requests come from staff in My HR and land with their manager.

Required permission: Leave approve

  1. Go to Humanics → Leave Requests
  2. Review each request against the balance and the Team Calendar for cover
  3. Approve or decline it

Result: The employee's balance updates and the approved leave appears on the team calendar.

Note: Check the team calendar rather than the request alone. A request that is fine in isolation may leave a shift uncovered.

How to Review Attendance (attendance, clock in records, lateness, timesheet)

Check the record before it feeds payroll.

Required permission: Attendance manage

  1. Go to Humanics → Attendance
  2. Review clock-in and clock-out records for the period
  3. Investigate gaps, missed clock-outs and flagged lateness
  4. Correct anything wrong before payroll runs

Result: Attendance reflects what actually happened, so overtime and deductions are right.

Note: Clock-in is GPS and geofence validated. A missing record usually means someone was outside the geofence or forgot — both are worth knowing about.

How to Build Shift Schedules (rota, shifts, scheduling, rotation)

Plan who works when.

Required permission: Shift manage

  1. Go to Humanics → Shifts and create shift templates
  2. Build rotation patterns from them
  3. Assign schedules to employees
  4. Handle Swaps as staff request them

Result: Staff can see their schedule, and attendance is measured against the shift they were meant to work.

Note: Lateness is shift-aware — it is measured against the scheduled start, so a schedule that does not reflect reality produces meaningless lateness figures.

Related

Common questions

An employee cannot see My HR on their phone

Cause: They need an HR-facing permission, the Humanics module enabled on their business unit, and a linked employee record.

Fix: All three are required — the backend specifically requires the employee record to be linked to their user. Check each in turn.

Payroll figures look wrong for someone

Cause: Usually attendance gaps or unapproved leave in the period.

Fix: Review Humanics → Attendance for missing clock-outs and Leave Requests for anything still pending, then recalculate before finalising the run.

Do I need to post payroll to the accounts myself?

Cause: Payroll posts its own entries.

Fix: No. Finalising a run creates the journal entries for wage costs and the liabilities owed. Entering them manually as well would double-count.

Someone is flagged late but was on time

Cause: Lateness is measured against their scheduled shift.

Fix: Check the shift they were assigned. If the schedule does not match what they were actually asked to work, fix the schedule — the lateness figure follows it.

A staff member has an employee record but cannot log in

Cause: Employment record and system access are separate.

Fix: Invite them and assign a role per business unit in Settings → Team. See Roles & Permissions.