> ## Documentation Index > Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt > Use this file to discover all available pages before exploring further. # Human resources: manage employees and the HR lifecycle > Manage the full employee lifecycle in OMBA — from recruitment through leave, training, performance, discipline, and exit — integrated with payroll. The HR module in OMBA covers every stage of the employee lifecycle. From the moment a vacancy is created through recruitment, onboarding, day-to-day management, and eventual exit, all records are centralized and connected. Approved leave, shift records, and compensation adjustments flow directly into the payroll engine, so HR and payroll teams work from a shared, consistent data set rather than separate spreadsheets. ## HR dashboard The HR dashboard gives you a real-time snapshot of your workforce. Summary cards show total headcount, attendance for the current day, the number of pending approvals (spanning leave requests, recruitment stages, and setup items), and expiring documents within the next 30 days. The pending approvals table lists each item with its type, reference number, age, and current status so you can review and act on it without leaving the dashboard. ## Employee records Each employee record is organized into six tabs: | Tab | What you configure | | -------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Personal** | Staff number, full name, gender, date of birth | | **Contact** | Address, phone numbers, email, TIN, SSF number; pay-SSF and pay-tax flags | | **Employment** | Employment date, status, department, job title, pay group, grade, location, employment type, supervisor, confirmation date, probation end date, termination date | | **Payroll** | Salary frequency (weekly or monthly), basic salary, hourly rate | | **Banking** | Payment method, bank, branch, account number | | **Approvals** | Expense approval level (None, Departmental, or Global) | The pay group and grade you assign here determine which payroll rules apply when payroll is run. Keep the employment status, inactivity date, and termination date accurate. These fields control whether an employee appears in payroll runs and in self-service views. ## Recruitment pipeline Recruitment in OMBA follows a structured four-stage pipeline. Go to **Recruitment Requests** and create a new request with the department, position, number of positions required, and the reason for the hire. Set the approval status to **Pending** and save. Once a manager or HR admin changes the status to **Approved**, the request becomes available for the next step. Open **Recruitment Setup**, select the approved request, and fill in the vacancy title, opening and closing dates, job description, and the number of candidates required. Save the vacancy. The vacancy status can be set to **Open**, **Closed**, **On Hold**, or **Cancelled** at any point. From the Vacancies list, click **Applicants** to open the applicant workspace for that vacancy. Record each candidate's name, phone, email, and CV upload. Assign a stage — **Applied**, **Shortlisted**, **Interview**, **Offer**, **Hired**, or **Rejected** — and add a score and remarks. You can also link formal interviews from the Applicant Interviews page, where interview dates, panel members, and scores are recorded. Once a candidate reaches the **Hired** stage, create their employee record in Admin > Employees. Assign the correct pay group and grade so they are included in the next payroll run. ## Leave management Leave types are configured in **Admin > Setup Leave Types**. Each type has a name, the number of days entitlement per year, a maximum carry-forward allowance, and flags for whether the leave is paid and whether carry-forward is permitted. To record a leave request, go to **HR > Leave Management** and fill in: * **Employee** — the staff member taking leave * **Leave type** — drawn from your configured leave types * **Start and end dates** — the number of days is calculated automatically * **Approver** — the person responsible for approving the request * **Approval status** — Pending, Approved, Rejected, or Cancelled * **Reason** — a free-text description; supporting documents can be attached via the attachment path field The leave list can be filtered by employee name, leave reference, leave type, or approval status. Approved paid leave is visible to the payroll module. Ensure leave requests are approved before the payroll period closes to have deductions or entitlements reflected accurately. ## Training programs **HR > Training** manages training sessions linked to defined training programs. Each session record captures: * **Training program** — the broader curriculum or course catalogue entry * **Session title** — the specific session name * **Start and end dates** * **Location** * **Cost** — the per-session expenditure for reporting * **Status** — Planned, Scheduled, In Progress, Completed, or Cancelled Use training records to track staff development activity and session costs across the organization. ## Performance reviews **HR > Performance** handles structured appraisal cycles. Each review ties an employee to a performance cycle and a named reviewer. The record stores: * **Self score** — the employee's own assessment * **Manager score** — the reviewer's assessment * **Final score** — the agreed outcome * **Recommendation** — free text for development notes or outcomes * **Reviewer comments** — narrative justification for the scores * **Status** — Pending, Submitted, Finalized, or Cancelled Run performance reviews at your chosen cycle frequency. Finalized reviews provide an auditable record of appraisal outcomes. ## Disciplinary records **HR > Discipline** records formal disciplinary cases. Each case has a unique case code and captures: * **Employee** involved * **Incident date** * **Severity** — Low, Medium, High, or Critical * **Case title and description** — a full account of the incident * **Case status** — Open, Under Review, Closed, or Cancelled Maintaining disciplinary records in OMBA keeps the full HR picture in one place, alongside leave and performance history. ## Exit management When an employee leaves the organization, open **HR > Exit Management** and create a new exit case. The exit record tracks: * **Exit type** — for example, resignation or termination * **Last working date** — the final day of employment * **Clearance progress** — a percentage that updates as the clearance checklist items are completed * **Status** — reflecting the current stage of the offboarding process The clearance checklist (accessible via **Clearance Checklist**) lets you track asset returns, system access revocation, and other handover tasks. The exit record remains available for audit and reporting after the process is complete. Before closing an exit case, ensure the employee's payroll has been finalized for all periods up to and including their last working date. Closing an exit case without settling outstanding pay may require manual correction. ## How HR connects to payroll The employee record is the link between HR and payroll. The pay group and grade assigned on the Employment tab determine the payroll rules, tax codes, and allowance structures applied when payroll is run. Approved shift entries, overtime entries, benefit entries, deduction entries, loan repayments, and savings contributions all reference the employee record directly. Set up pay groups, grades, allowances, deductions, and loans. Record shift and overtime entries, then run and post payroll for each period.