HR Guide: Employees, Attendance, Leave, and Points

This guide explains how to set up HR data in Aerish and manage staff attendance, leave, and performance points. It is written for Admin, HR, Staf HR (HR staff), and Kepala Sekolah (principal) users. Salary processing is covered in the Payroll Guide.

Before you start

• The HR → HR Management menu is available to Admin, HR, Staf HR, and Kepala Sekolah. By default, the last three roles get every HR permission; Admins can narrow this under Access Control.
• The HR menu only appears if the HR feature is included in your school's subscription.
• Every employee needs a staff account (not one in the Pengguna group). Create it first under Users & Access → Accounts.

Step 1: Create departments and positions

1. Go to HR → HR Management → Departments (/admin/hr/departments). Click the add button, and in the Add Department form enter the Department Name, Description, and active status.
2. Open Positions (/admin/hr/positions). In the Add Position form, enter the Position Name and choose a Level (Level 1 for top leadership through Level 5 for support roles).
3. Fill in the position's default pay: Gaji Pokok Default (base salary), Tunjangan Jabatan (position allowance), Tunjangan Transport, and Tunjangan Makan (meal allowance). Payroll uses these values as its starting point.

Step 2: Register employees

1. Open Employees (/admin/hr/employees) and open the Add Employee form.
2. Pick the account under User. The employee name follows the account name.
3. Choose the Department, Position, and Employment Status (Tetap/permanent, Kontrak/contract, Honorer/honorary, Magang/intern, Keluar/resigned, or Diberhentikan/terminated), then set the Join Date.
4. Save.

Employee records are also synced automatically from accounts outside the Pengguna group, so this form is mainly used to complete the department, position, status, and join date. If the account is deleted or moved to the Pengguna group, the employee is automatically marked as having left.

Step 3: Set attendance schedules

1. Open Attendance Schedules (/admin/hr/attendance-schedules) and click Add Schedule.
2. Enter the Schedule name, Code, Clock in, Clock out, and Late tolerance (minutes).
3. Tick the Work days. Unticked days count as days off. Use Custom hours for days with different times.
4. Pick positions under Applies to positions, or leave it empty to cover all employees. Mark a Default schedule as the fallback for employees without one, then click Save schedule.

For individual shifts, use Employee Schedule Assignments: choose the Employee, Schedule, Effective from, and Effective until. For days off outside the weekly pattern, open Manual Holidays, click Add Holiday, enter a name and date range, and click Save holiday.

Step 4: Define attendance locations

1. Open Attendance Locations (/admin/hr/attendance-locations) and click Add Location.
2. Enter the Location name, then the Latitude and Longitude, or click Use my current location and verify with Check on map.
3. Set the Radius in meters, mark it as the default location if needed, and save.

For exceptions, open Attendance Location Rules (/admin/hr/attendance-location-rules) and click Tambah Rule (add rule). Choose the Lokasi (location), the Scope (Semua sekolah/whole school, Departemen, Jabatan/position, Pegawai/employee, or Jadwal/schedule), a Radius override (meter), the Efektif dari and Efektif sampai dates, and an Alasan/catatan (note). This screen shows its labels in Indonesian.

Step 5: Monitor attendance and build the monthly recap

Employees clock in from the Aerish Staf app with a selfie and location check. The results appear in Employee Attendance (/admin/hr/employee-attendance) with clock-in and clock-out times, lateness, and source.

1. In the Monthly Recap section, choose the employee, Month, and Year.
2. Click Calculate Recap. The recap shows Present, Late, Permission, Leave, Absent, and Overtime, and is used by payroll.

Step 6: Review flagged attendance

Attendance whose location or face could not be verified automatically goes to Attendance Review (/admin/hr/attendance-review-queue) with the status Perlu Review (needs review). Check the coordinates, distance, and selfie, then choose a Keputusan (decision): Terverifikasi (verified), Ditolak (rejected), or Override Manual. Add a Catatan review (review note) if needed, then click Simpan review (save review).

Step 7: Manage leave

This screen shows its labels in Indonesian.

1. Open Leave & Time Off (/admin/hr/leave-requests). Click Kelola jenis cuti (manage leave types) to create leave types: Kode, Nama jenis, Deskripsi, Potong gaji (deduct salary), and Aktif.
2. To record leave for an employee, click Ajukan Izin and fill in the employee, type, start and end dates, and reason.
3. For pending requests, click Review, set the Keputusan (decision) to Setujui (approve) or Tolak (reject), and add a Catatan review.

Requests using a leave type marked Potong gaji are flagged in the payroll readiness check.

Step 8: Set up performance points

1. In Point Weights (/admin/hr/point-weights), create activities: Activity, Category, Active Weight, Max Per Day and Max Per Month (0 = unlimited), Auto Approve, and Eligible Positions.
2. Employees submit points under Overview → Point Requests (/admin/point-requests): pick the Aktivitas poin (activity), enter the Waktu kejadian (when it happened) and a note, upload proof (required), and click Kirim Pengajuan (submit). Every request from this menu waits for HR review.
3. HR reviews them in Employee Points (/admin/hr/points) and chooses Approve or Reject. Auto Approve only applies to points the system records automatically, not to manual requests.

Employee self-service

Employees use the Aerish Staf app to clock in with a selfie, request leave, view payslips, and track their points. See the Aerish Staf App Guide.

Troubleshooting

• "Belum ada akun user yang eligible" (no eligible accounts): every account is in the Pengguna group or already linked. Create a new staff account first.
• "Select employee, schedule, and effective start date.": fill in all three schedule assignment fields.
• An employee cannot clock in at a location: check the location radius, or add a location rule for that employee or schedule.

Next steps

• Payroll Guide
• Aerish Staf App Guide
• User Accounts and Access Control Guide