Overview #

What the module does #

The HRIS module in Armano is your system of record for employee data. It includes:

• Employee List (directory): search, filter, export, and manage employees in a table view.
• Org Chart: visual hierarchy of reporting lines (supervisor → direct/indirect reports).
• Employee Information Settings: configure which data fields exist (sections + attributes).
• Employee Profiles: a single place to view and manage each employee’s information, related documents, and activity history (audit trail).

Who it’s for #

• Admins / HRIS Managers: manage employee records, configure fields, maintain accuracy.
• Managers: view team member profiles and reporting structure (based on permissions).
• Employees: typically view their own profile (and update some items depending on permissions).

Typical use cases #

• Build and maintain an employee directory with custom columns and advanced filters.
• Onboard new employees by adding them manually or inviting them to join the organization.
• Keep employee data consistent by configuring standard sections/attributes.
• Verify reporting structure and export the org chart as an image.
• Track “who changed what and when” using History (audit trail) with effective dates.

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Key Concepts & Terminology #

Objects #

• Member / Employee: a person in your organization.
• Employee List: the organization-wide directory table view.
• Employee Profile: the detailed page for one employee (tabs like Personal info, Documents, Roles, etc.).
• Section: a group of attributes (example: “Public Information”, “HR Information”).
• Attribute: a single field inside a section (example: “First name”, “Employee #”, “Nationality”).
• Preset section / preset attribute: built-in fields provided by Armano (can be used as-is alongside your custom ones).
• Org Chart: hierarchy view built from Supervisor / Reports To relationships.
• History: the audit trail showing changes, old value → new value, and dates.

Common fields you’ll see in HRIS screens #

• Status (Employee List): badges such as Active and On Boarding.
• Since (Employee Profile header): employment start date shown in the profile header.
• Reports to (Employee Profile header): supervisor shown as a link.

Attribute types (for custom employee fields) #

When adding a new attribute, you choose a type such as:

• Text, Multi Line Text
• Email, Mobile
• Date
• Boolean
• Number, Currency
• Link
• List of Options
• Tags
• Map
• File

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Roles & Permissions #

Exact access depends on how your organization assigns roles. The UI shows roles can be manually assigned per employee.

What Employees can do #

Typically (depending on permission):

• View their own Employee Profile (Personal info, Documents, etc.).
• Update their profile photo (shown in profile header).

What Managers/Approvers can do #

Typically (depending on permission):

• View employee profiles for people they manage.
• View the Org Chart to understand reporting lines.

What Admins can do #

Admins (and/or HRIS Manager) typically have the ability to:

• Access Employee List and manage employees.
• Use directory tools (export, advanced filtering, bulk edit).
• Open an employee profile and run actions like Edit Profile and History.
• Configure Settings → Employee information (sections & attributes).
• Assign HRIS-related roles (e.g., HRIS Manager) in the profile Roles tab.
• Manage employee lifecycle actions (visible options include Deactivate Member, Terminate Employee, Delete).

Permission dependencies to note #

• Settings → Employee information changes affect what fields are available across profiles (company-wide).
• Employee List view layout (column order/size/visibility) is saved per user (each user can have their own customized list).

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Navigation & UI Tour #

Where to find HRIS #

From the left navigation:

• Employees
  • Employee List
  • Org Chart
• Settings (for configuration)
  • Employee information (sections + attributes)

Employee List (Directory) #

Key UI elements:

• Search bar: quick search across the directory.
• + Add Member button: add a member with full data or invite them to sign up and join the org.
• Column controls:
  • Show/hide columns (column selector with checkboxes)
  • Reorder columns (move)
  • Resize columns (drag column edges)
  • Your layout is saved only for you
• Advanced filtering panel:
  • Filter builder with Columns, Operator (e.g., contains), and Value
  • Add filter and Remove all
• Export: export the list (available in the toolbar).
• Checkbox selection: select multiple rows (supports bulk actions such as bulk edit).

Org Chart #

Key UI elements:

• Org hierarchy nodes with employee names and reporting lines.
• + Export PNG button: export the org chart as an image.
• Settings (gear icon): org chart configuration options (as available in your environment).

Employee Information Settings (Settings → Employee information) #

Layout:

• Left panel: Sections (example sections: Public Information, HR Information) and Create a section.
• Main panel: attributes inside a section.
• Top right: + Add Attribute
• Each attribute row shows a Preset attribute dropdown (when applicable).

Employee Profile #

The employee profile contains:

• Header:
  • Employee name
  • Status badge (e.g., On Boarding)
  • Since date
  • Reports to supervisor link
  • Actions menu (includes Deactivate Member, Edit Profile, History, Terminate Employee, Delete)
• Tabs (as shown):
  • Personal info
  • Documents
  • Attendance
  • Salary
  • Goals
  • Training
  • Roles
  • Onboarding
  • Offboarding
  • Assets

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End-to-End User Flows (Step-by-step) #

Flow A: Employee flow — View your profile and confirm your information #

1. Open Armano and go to Employees (if available to you), then open your Employee Profile.
2. Review the profile header:
   • Confirm your Status (e.g., On Boarding)
   • Confirm Since date and Reports to
   • Expected result: You can see your employment context at a glance.
3. Open Personal info:
   • Review required fields like First name, Last name, Email.
   • Expected result: Your core identity fields are visible; missing fields may show as “Not set”.
4. Open Documents:
   • Enter E-Sign or Files folder tiles (if enabled for you).
   • Expected result: You can access documents tied to your profile.
5. (If permitted) Update profile photo:
   • Click the photo area (shows “Update photo” overlay).
   • Expected result: Your avatar/photo updates on your profile and directory.

Flow B: Admin/Manager flow — Add an employee, configure fields, and audit changes #

1. Go to Employees → Employee List.
2. Add the employee:
   • Click + Add Member.
   • Choose one of:
     • Add member with full data (create their profile record directly), or
     • Invite member (they sign up and join the org).
   • Expected result: The new employee appears in the Employee List.
3. Customize your directory view (optional but recommended):
   • Open column selector to show/hide fields.
   • Drag to reorder columns and resize as needed.
   • Expected result: Your directory view matches how you work (saved only for you).
4. Use Advanced filtering to find the employee:
   • Add a filter (example):
     • Column: First name
     • Operator: contains
     • Value: Ali
   • Expected result: The list narrows to matching employees.
5. Open the employee’s Profile and assign roles (if needed):
   • Go to Roles tab.
   • Select roles such as HRIS Manager (or others relevant).
   • Click Save Changes.
   • Expected result: Permissions update based on assigned roles.
6. Edit profile and set an effective date:
   • From the profile actions menu, choose Edit Profile.
   • When prompted, provide the effective date for the change.
   • Expected result: Profile updates are saved with an effective date and recorded.
7. Audit the change:
   • From the profile actions menu, open History.
   • Review entries showing attribute changes as old value → new value.
   • Expected result: You can verify exactly what changed and when.

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Configuration (Admin Settings) #

What can be configured #

In Settings → Employee information, you can configure:

• Sections (create and organize groups of fields)
• Attributes within each section:
  • Add new attributes (custom fields)
  • Choose an attribute type (Text, Date, Number, etc.)
  • Use preset attributes where available

How to add a new section #

1. Go to Settings → Employee information.
2. In Sections, click Create a section.
3. Name the section (example: “Compliance” or “Emergency Contact”).
4. Expected result: The section appears in the left panel and can hold attributes.

How to add a new attribute #

1. Select a section (example: Public Information).
2. Click + Add Attribute.
3. Fill:
   • Attribute name (example: Nationality)
   • Attribute type (example: Text)
4. Click Save.
5. Expected result: The new attribute appears in the section and becomes available in employee profiles.

What changes when configuration differs #

• Adding/removing sections/attributes changes what fields appear in Employee Profile → Personal info and what can be used in HR workflows (including any modules that pull HRIS data).
• These changes are organization-wide (not per-user).

Defaults (only if known) #

• The UI includes preset sections such as Public Information and HR Information.
• Preset attributes commonly include: First name, Last name, Gender, Email, Mobile, Office, Department, Position, Legal Entity, Team, Job, Supervisor, Reports To, Employee #.

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Statuses, Progress, and Calculations #

Employee status lifecycle (as visible) #

Statuses shown in the Employee List include:

• On Boarding
• Active

Additional lifecycle actions exist in the profile menu (Deactivate Member, Terminate Employee, Delete). If you want the exact status transitions these actions trigger in your environment, confirm the intended lifecycle rules.

Attendance progress (Employee Profile → Attendance) #

Attendance rows show a Progress %.

• The UI indicates progress can exceed 100% (example shown: 17h 1m / 8h = 212%).
• This implies progress is calculated based on tracked time compared to scheduled time for that day.

Training status (Employee Profile → Training) #

Training items show status badges such as:

• In progress
• Completed

Goals progress (Employee Profile → Goals) #

Goals display a progress bar and percentage (example shown: 69%).

• The detailed calculation is defined in the Goals module configuration.

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Notifications & Audit Trail #

Where history is stored #

• Open an employee profile actions menu and select History to view audit entries.

What events are tracked (as shown) #

History entries include:

• The date
• The actor (who made the change)
• The field name
• Old value → new value (including files such as signature images)

Effective date behavior #

• When editing a profile, Armano prompts for an effective date.
• All edits are audited and visible in History.

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Best Practices #

1. Standardize your employee data model first (sections + attributes) before importing or adding many employees.
2. Keep Public Information minimal and universal; move company-specific fields into custom sections.
3. Use consistent naming for custom attributes (example: “Probation end date” vs “Length of probation”).
4. Create a small set of attribute types for consistency (e.g., Dates for milestones, List of Options for categories).
5. Encourage managers to keep Supervisor / Reports To accurate—Org Chart depends on it.
6. Use Advanced filtering for recurring operational tasks (e.g., “Status contains On Boarding”).
7. Customize your Employee List columns for your role and workflow (HR vs finance vs operations).
8. Export employee lists before major data changes (backup and review).
9. Use effective dates for backdated changes (e.g., role changes or department moves that took effect earlier).
10. Regularly review History when discrepancies appear—resolve the source of truth early.
11. Use Roles carefully; grant HRIS access only to people who need it.
12. Avoid deleting employees unless you are certain—prefer deactivation/termination policies.