People: employees, leave and rosters

Employees

1. People → Employees → Add employee: name, NIC, phone, job title, home store and joining date. Every person gets a number (EMP-000001 and on) that never changes.
2. Many people at once: Import from spreadsheet → Download CSV template, fill one row per person, save as CSV and choose the file. You see the first rows before anything is saved; rows with a problem are listed with the reason and the others are added. Someone already on the books with the same NIC or phone is skipped.
3. Open a person to edit them, upload their NIC copy or contract, link the login they use on the till, or end their employment with a date and reason. Nothing is deleted; a person who comes back is brought back.

Only people who can manage employees see the whole NIC; everyone else sees it masked.

Leave and holidays

1. People → Leave → Holidays: Add Sri Lankan public holidays puts in every Poya day, the national days, Good Friday and the day after Vesak for the year. Add Maha Sivarathri, the two Eids, Milad-un-Nabi and Deepavali from the government gazette, since their dates move. Set the working week (Monday to Saturday unless you change it) and the normal hours a week (45, the Shop and Office Act's week).
2. Leave types come with Sri Lankan defaults: Annual 14, Casual 7, Sick 7, Maternity 84 and No-pay. Change the days or switch a type off under Leave types.
3. Staff ask under My leave; managers ask on someone's behalf under Leave. Days are counted as working days less holidays, half days at either end.
4. Requests waiting come first on People → Leave, and the menu and the Approvals inbox show how many wait. Approve, or refuse with a note. Nobody approves their own leave.
5. People → Leave → Calendar shows the month: approved leave solid, waiting leave outlined, holidays named, so you can see a thin week before you approve another request.

Someone who joins mid-year gets their annual leave pro rata: the months left in the year over twelve, to the half day.

Rosters and attendance

1. People → Rosters: choose the store and week. Click a day in someone's row to add a shift; dashed shifts are drafts until you press Publish week. Copy last week saves typing.
2. Under each day you see what the till recorded: when the person opened their shift or first sold, and when they closed or last sold. Days worked out from sales alone are marked estimated.
3. Staff clock in and out on the register: menu → Time clock, pick your name, type your PIN, then Clock in or Clock out. It works offline. A manager gives each person a clock-in PIN on their record under People → Employees; a cashier can use their cashier PIN until they have one. Switch the time clock off under Leave → Holidays and working days if you do not use it.
4. When the till missed something (a forgotten close, a day off the till), add a correction with a reason. The original record stays.
5. Anyone who worked more than the normal week is marked Overtime on their row, and a week planned beyond it is marked too, before it happens.
6. Download hours (CSV) gives the week per person and day, planned against worked, with a total line each that also carries the overtime minutes, ready for whoever does payroll.

Former employees and personal data

Sri Lanka's Personal Data Protection Act expects you not to keep personal details longer than you need them. People → Employees → Record keeping sets how many years after their last day a former employee is anonymised automatically (seven unless you change it). Anonymising removes their name, NIC, contact details, notes and documents; the employee number, dates, role and store stay so your reports do not change.

When someone who has left asks to be forgotten, open their record and choose Anonymise. It cannot be undone.

Who can do what

Four permissions: see people, manage people, approve leave, and own leave (My leave). TenantAdmin has all four; StoreManager sees, approves and asks; Cashier and InventoryClerk have My leave. Change them under Settings → Roles.