Employee Directory & Leave Management

The HR & Team module in VAP ERP helps company founders, HR managers, and department heads manage staff records, track daily attendance, process time-off requests, and maintain organizational clarity.

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1. Adding Employees & Managing Profiles

1. Open the App Launcher and click HR & Team.
2. From the sidebar, click Employees and select + Add Employee.
3. Personal & Contact Information:
   • Full Name, Personal Email, Phone Number, Date of Birth.
   • Emergency contact numbers and residential address.
4. Employment Details:
   • Employee ID / Code: Unique identifier (e.g. EMP-0142).
   • Department: Assign to a team (e.g. Sales, Operations, Finance, Engineering).
   • Designation / Title: Official role within the company.
   • Reporting Manager: Select the supervisor who approves leaves and reviews attendance.
   • Joining Date: Official first day of employment.
5. System User Association:
   • If the employee requires login access to VAP ERP, link their employee record to their user account with appropriate permissions.
6. Click Save Employee.

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2. Tracking Daily Attendance

VAP ERP supports flexible attendance logging tailored to your workplace:

• Web Check-In / Check-Out: Employees log their start and finish times directly from their user dashboard.
• Manager Daily Sheet: Supervisors can view and adjust the daily attendance register (Present, Absent, Half Day, On Duty).
• Monthly Summary: Export monthly attendance sheets directly into the payroll calculation engine.

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3. Leave Requests & Approvals

1. Submitting a Leave Request (Employee):
   • An employee logs into their portal and goes to My Workspace → Request Leave.
   • Selects the Leave Type (e.g. Paid Leave, Sick Leave, Casual Leave).
   • Chooses the start date, end date, and enters a brief explanation.
   • Clicks Submit.
2. Reviewing Requests (Manager):
   • The reporting manager receives an immediate notification.
   • Navigates to HR → Leave Approvals to review the request alongside the employee's remaining leave balance.
   • Clicks Approve or Decline (with an optional note).
   • The employee's leave balance updates automatically.

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4. Organizing Departments & Cost Centers

Under HR → Departments, administrators can structure the company into functional units:

• Assign department heads.
• Track total headcounts per team.
• Group departmental operational expenses for clean financial reporting in the Finance module.