Workspace Setup¶

Do this once when a workspace is new. Most of it is seeded automatically when your tenant is created (default departments, designations, leave types, statutory rates, the current fiscal year), so in practice you're reviewing and adjusting rather than building from scratch.

Seeded for you

A new tenant arrives with sensible Nepal defaults: ADMIN/HR/FIN/OPS departments; Manager/Officer/Executive/Assistant designations; Annual/Sick/Maternity/Paternity/Bereavement leave types and policies; SSF/EPF statutory rates; the active fiscal year and national holidays. You only change what differs for your organisation.

1. Organisation structure¶

Employees sit on four independent axes — set these up first under HR Management:

Branches — a tree (Head Office → regional → sub-branch). Drives the auto-generated employee number (BRANCH/DEPT/####) and branch-level data scope.
Departments — a flat list with a code, name, cost centre, and optional department head.
Designations — global job titles. Each has an optional grade (e.g. "A", "L3"), level number (1 = highest, used for ordering/org views), an optional default role (the access this job grants), and a data scope (see below).

The designation form — grade, level, default role and data scope Placeholder — screenshot to be added (assets/img/hrms-designation-setup.png). - Reporting line — set per employee; forms the org chart used for approvals and "my team".

Data scope on a designation¶

When you set a designation's Data Scope, you control which records a holder of that job can see:

Scope	Sees
`SELF`	Only their own record
`TEAM`	Themselves + their direct reports
`DEPT`	Their whole department
`BRANCH`	Their branch and sub-branches
`ALL`	The entire workspace

2. Roles & permissions¶

See Administration → Roles & Permissions for the full model. In short:

A role bundles permissions (MODULE:RESOURCE:ACTION, e.g. PAYROLL:PAYROLL:CREATE).
A designation can grant a default role automatically on assignment.
Separation of Duties (SoD) constraints prevent toxic combinations (e.g. a maker who is also the checker). Manage them under Administration → Access Control → SoD (/admin/access-control/sod); the SoD check runs before any role is granted.

The Separation-of-Duties constraint manager Placeholder — screenshot to be added (assets/img/hrms-sod.png).

Temporary / acting roles

Need someone to cover a role for a fixed period? Grant a time-bound role — it is revoked automatically when the date passes, so nobody has to remember to remove it.

3. Fiscal year & holidays¶

Fiscal Year — Nepal's Shrawan–Ashadh year (e.g. 2082/83). Exactly one is active; activating a new year automatically allocates everyone's leave balances for it.
Holidays — national/civil days for the active year. They can be gender- or religion-specific (e.g. Teej for women). Holidays are excluded from leave-day counts automatically.

4. Leave types & policies¶

A Leave Type is the category (Annual, Sick, Maternity…). It carries flags: paid, requires approval, allows half-day, allows negative balance.
A Leave Policy attaches the rules to a type: annual allocation, carry-forward limit and expiry, encashment eligibility/rate, minimum advance notice, maximum continuous days, and gender / employment-type restrictions (maternity = female, paternity = male).

See Leave for day-to-day use.

5. Salary structures & statutory rates¶

A Salary Structure is an ordered pipeline of components — EARNING, DEDUCTION, STATUTORY, or MEMO — each computed as a flat amount, a percentage of another component, or a rule-based rate.
Statutory rates (SSF 11% employee / 20% employer = 31% total, EPF 10/10) are configurable, not hard-coded. Manage them under HR Setup → Payroll & Tax → Statutory Rates (/hr/setup/statutory-rates).
- Rates are effective-dated. When the government revises a rate (a Finance Act or SSF policy change), use Change and give the new rate an effective-from date — the old rate stays in force for every period before it, so already-run payroll never shifts. Correct is only for fixing a data-entry mistake in the current rate (no history row).
- The screen warns if the SSF split stops reconciling (employee + employer ≠ total).
- Each payslip freezes the exact rate it was paid on, so the document stays self-explanatory for an SSF audit even after a later rate change.
Tax brackets, reliefs and caps come from the Compliance threshold store and are pinned per fiscal year so a payroll run is always reproducible.

Before your first payroll

The payroll readiness check will block a run until, for the fiscal year, you have: active tax brackets for both marital statuses, the statutory caps enacted, and a PAN on every employee. Sort these during setup to avoid a surprise at month-end.

6. Migrating from your old system¶

You don't have to enter everything by hand — the setup screens accept bulk imports.

Organisation structure — upload one CSV/Excel with a type column (BRANCH, DEPARTMENT, DESIGNATION) plus name, code, and the optional description/location/website columns. The importer runs a dry-run validation first (row-by-row): a bad type or a duplicate code is flagged with its row number and nothing is written until you confirm. Duplicates already in the system are skipped, so re-running an import is safe.
Employees — import basic profiles + employment assignment in bulk; the same validate-then-commit flow reports per-row errors (missing department/designation, bad date, under-16 DOB).
Holidays — import the year's holiday calendar rather than adding dates one at a time.
Opening leave balances — import each employee's carried-forward balance per leave type so entitlements start from the right number instead of zero. This is step “Set opening leave balances” on the setup checklist.

The setup checklist on the HR home tracks all of this — fiscal year, org structure, shifts, salary structures, holidays, opening balances, and team access — and turns green as each is done, so you always know what's left before go-live.

Next: Employees & Onboarding →