Human Resource Management (HRM)

Use HRM to create login-enabled or accountless staff records and carry employment data through roster, attendance, leave, and payroll workflows.

HRM Dashboard

Purpose: Create staff with or without login accounts and manage employment records.
Access: HRM → Staff List.
Add Staff steps: Account, Employment, Pay & Shift, and Leave/Emergency Contact.
Required: Full Name and Role. Email is required when Create a login account is enabled.
Roles: Nurse, Receptionist, Lab Technician, Pharmacist, Accountant, or an active custom role.
Employment fields: Phone, optional password, designation, department, employment type (Full Time, Part Time, Contract, Intern, Consultant), joining date, and assigned shift.
Pay fields: Basic Salary, Allowances, and Deductions.
Leave fields: Annual, Sick, and Casual balances.
Emergency contact fields: Name, Relationship, and Phone are optional.
After saving: Login-enabled staff receive a temporary password shown once; accountless staff appear in records but cannot sign in. Staff become available in rosters, attendance, leave, and payroll.
Staff detail: Review/edit employment, compensation, shift, leave balance/history, attendance, payroll, and emergency contact. Change role or deactivate employment with a reason. Deactivation disables access but retains history.

Purpose: Control what each role can view or do.
Access: HRM → Roles or HRM Settings → Roles & Permissions.
System Roles: Select Hospital Admin, Doctor, Nurse, Receptionist, Lab Technician, Pharmacist, Accountant, or Center Operator; expand permission groups, switch individual permissions on/off, and save. Groups cover Hospital/User/Doctor/Patient management, Appointments, Prescriptions, Invoices, Payments, Finance, Lab, Pharmacy, Inventory, OT, IPD, HRM, Templates, Analytics, Audit, and Administration.
Reset: Restores the selected system role to defaults after confirmation.
Custom Roles: Select New, enter Role Name (required), optional Description, and Base Access Level (Receptionist, Nurse, Accountant, Lab Technician, or Pharmacist). Select granular permissions and save.
Suggested custom roles include Procurement Manager, Store Keeper, Pharmacy Manager, Ward Nurse, Nursing Supervisor (Matron), OT In-charge, Lab Manager, Billing Clerk/Cashier, Accounts Manager, and HR Manager. They can be renamed, adjusted, assigned, or removed.
After saving: Assigned users' visible navigation and allowed actions follow the updated role. Owner-level controls are visibly marked and should be delegated carefully.

Access: HRM → Shift Management. Tabs are Schedule, Manage Shifts, and Shift Templates. Duty-roster links open the unified Clinical Schedule.
Shift template fields: Shift Name, Start Time, End Time, Break minutes, Color, Days of Week, and optional Description.
Assign schedule: Choose staff/doctor, shift, and dates/days. Saving places the assignment on the schedule.
Doctor availability: Toggle work days/times, maximum patients, emergency availability, and online consultation.
Duty shift fields: Duty Doctor, Date, Shift or custom times, optional Label, and Fee. Coverage fields include Covering Doctor/name, date range, rate override, and reason.
Actions: Mark present/completed, no-show, cancel, replace/cover, or remove as permitted. Each action updates the duty roster and related attendance/earnings view.

Purpose: Review, mark, and import attendance.
Access: HRM → Attendance. Tabs: Records, Mark Attendance, Upload & Review.
Records: Filter by date/status and search staff. Status options include Present, Absent, Late, Half Day, On Leave, and Holiday.
Mark Attendance: Select date and staff, status, optional check-in/check-out times, then save. Existing rows can be updated.
Duty attendance: Mark a duty doctor Present/Completed or No Show.
Upload & Review: Upload an attendance image/document, review parsed staff/time/status rows, match unresolved staff, correct values, then approve. Rows without a selected staff member are not imported. A pending/failed upload can be discarded.
After approval: Valid rows become attendance records and affect summaries and payroll inputs.

Purpose: Submit and process staff leave.
Access: HRM → Leave Management. Staff use My Leave.
New request fields: Staff, Leave Type, Start Date, End Date, Half Day, and optional Reason. Types: Casual, Sick, Annual, Maternity, Paternity, Unpaid, and Compensatory.
Actions: Approve or Reject. Rejection requires a reason.
After approval: Status becomes Approved, leave balance/records update, and the staff schedule is blocked where applicable. Rejection preserves the request and shows the reason.

Purpose: Generate, approve, pay, and print monthly payroll for staff and salaried doctors.
Access: HRM → Payroll.
Generate fields: Month and Year are required; Include salaried doctors is optional.
Workflow: Select Generate Payroll to create Draft records from staff pay and attendance. Review a pay slip (attendance summary, earnings, deductions and net pay), approve the draft, then Mark as Paid.
Payment fields: Payment Method (Cash, Bank Transfer, Mobile Banking, or Check), optional Transaction ID/reference, and optional Notes.
Statuses: Draft, Approved, Paid, and Cancelled.
After payment: The record moves to Paid and the printable payslip includes payment information.

Departments: Add Name (required), Code, Description, and Color. Saved departments appear in staff and doctor forms.
Roles & Permissions: Opens the role page described above.
Leave Policy: Set new-staff Annual/Sick/Casual balances; maximum consecutive days; notice period; sick-proof threshold; negative balance; medical-certificate requirement; carry-forward and its maximum; weekend days; and dated public/hospital holidays. Saving affects future leave checks and new-staff defaults; existing balances are not automatically replaced.