Workflow: Recruit to Payroll

Modules involved: Recruitment · Staff (HR) · HR Profile · HR Payroll · Timesheets
Who uses it: HR manager, Recruiter, Department manager, Finance
Typical duration: 2–8 weeks recruitment + ongoing (monthly for payroll)

Overview

The complete HR cycle: from identifying a hiring need to the first payslip. Covers structured recruitment (proposal → campaign → candidates → interviews → hiring), HR onboarding, and monthly salary calculation (attendance → gross calculation → deductions → net).

Flow diagram

[RECRUITMENT PROPOSAL]
  │  define the need: position, department, number of openings, budget
  │  ↓ Proposal approval → launch campaign
  │
[RECRUITMENT CAMPAIGN]
  │  job posting published on channels (LinkedIn, job boards, etc.)
  │  ↓ Candidates apply
  │
[CANDIDATE]
  │  status: Application (1) → Potential (2) → Interview (3)
  │         → Won Interview (4) → Send Offer (5) → Elect / Hired (6)
  │         ↘ Non-Elect (7) / Unanswer (8) / Transferred (9)
  │
[INTERVIEW]
  │  scheduling + evaluation + candidate scoring
  │  ↓ Candidate selected → status Elect (6)
  │
[HIRING → STAFF record created automatically]
  │  job description, department, role, CRM access
  │
[HR PROFILE ONBOARDING]
  │  onboarding checklist, HR contracts, dependents
  │  training, complete HR record
  │
[MONTHLY ATTENDANCE]
  │  days worked / leave / absences recorded
  │  ↓ Attendance approval
  │
[PAYROLL CALCULATION]
  │  gross = base salary + bonuses + commissions
  │  deductions = insurance + income tax + withholdings
  │  net = gross − deductions
  │  ↓ Generate payslip
  │
[PAYSLIP ✓]
  │  status: payslip_opening → approved → distributed

Step by step

1. Recruitment Proposal — Defining the need

Where: /admin/recruitment/recruitment_proposal

What the proposal contains:

• The position being sought (Job Position from HR Profile)
• The hiring department
• Number of openings required (amount_recruiment)
• Period: start date – end date
• Justification / estimated budget

Approval workflow:
The proposal goes through managerial approval (if configured) before becoming an active campaign.

2. Recruitment Campaign — Publishing the position

Where: /admin/recruitment/recruitment_campaign

The campaign contains:

• Campaign code (campaign_code)
• Job title and description
• Recruitment channel (cp_position, cp_status)
• Distribution channels: LinkedIn, eJobs, BestJobs, internal, etc. (configurable at /admin/recruitment/recruitment_channel)

Campaign statuses:
Numeric (1–10), configurable per implementation; typically: Open, Closed, Suspended.

3. Candidate — Evaluation and selection

Where: /admin/recruitment/candidate_profile

How a candidate enters:

• Manually: HR enters the CV
• Import: from a file or public application form

The candidate profile includes:

• Personal data: name, date of birth, gender, national ID number
• Work experience (cd_work_experience)
• Education / certifications (cd_literacy)
• Family information (cd_family_infor)
• Follow-up notes (cd_care)

Candidate statuses — state machine:

Critical transition: When the status reaches 6 (Elect), the system automatically creates a Staff record populated with the candidate's data (name, email, phone). The candidate becomes an active employee in the CRM.

4. Interview — Structured evaluation

Where: /admin/recruitment/interview_schedule

Interview scheduling:

• Date, time (from → to)
• Interviewer (interviewer = staff)
• Link to the candidate via cd_interview

Candidate evaluation:

• Evaluation form (rec_evaluation_form) with predefined criteria (rec_list_criteria)
• Score per criterion → total candidate score
• Compare candidates for the same position

5. Hiring — Creating the employee in the system

Where: /admin/staff (created automatically) + /admin/hr_profile

What is created automatically at Elect status (6):

• Staff record in tblstaff: firstname, lastname, email, phone from candidate
• Transfer record (rec_transfer_records) for onboarding tracking

What is filled in manually:

• CRM role and permissions (/admin/roles)
• Department
• Hire date
• Contract type

6. HR Profile Onboarding — Integrating the employee

Where: /admin/hr_profile

The HR Profile module covers:

Onboarding checklist:

• Task list per new employee (system access, equipment, induction)
• Status per task: status = 0 (pending) → status = 1 (complete)
• Allocated via group_checklist_allocation with staffid

7. Attendance (Timesheets) — Recording presence

Where: /admin/hr_payroll/manage_attendance or /admin/staff/timesheets

Monthly attendance data per employee (hrp_employees_timesheets):

Attendance approval:
The manager approves attendance records before generating payslips. Without approval, the data is not included in the calculation.

8. Payroll Calculation — Generating the payslip

Where: /admin/hr_payroll

Calculation flow — step by step:

INPUTS:
  ├── Base salary (from HR contract)
  ├── Days actually worked (from approved attendance)
  ├── KPI bonuses (hrp_bonus)
  ├── Commissions (from commission module)
  └── Deductions (hrp_deductions)

GROSS CALCULATION:
  daily_salary = base_salary / standard_workday
  earned_salary = daily_salary × actual_workday
  gross = earned_salary + bonuses + commissions

DEDUCTIONS:
  employee_insurance = gross × CAS_rate + CASS_rate + ...
  income_tax = (gross - insurance - personal_rebate) × tax_rate
  other_withholdings = from hrp_deductions

NET = gross - employee_insurance - income_tax - other_withholdings
TOTAL_COST = gross + employer_contributions

Configurable components (hrp_payroll_columns):

• taking_method: system (calculated automatically), calculator (custom formula), constant (fixed amount)
• Tax rates: progressive brackets from hrp_income_tax_rates
• Deductions: configurable from /admin/hr_payroll/setting

Payslip statuses:

Generation:
Generate Payslips button for the selected month → system automatically calculates for all active employees with approved attendance.

What is created automatically

Points where the workflow may stall

Relevant reports

• Recruitment Reports — candidates per campaign, sources, hiring times
• HR Payroll Reports — /admin/hr_payroll/reports — salary costs per department
• Timesheets — hours per employee per period
• Org Chart — /admin/hr_profile/organizational_chart — updated structure post-hiring

Modules involved — detailed documentation

• Recruitment
• Staff · Departments · Roles
• HR Profile
• HR Payroll
• Timesheets
• Sales Commission

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