People & Team
Members is the HR roster — one record per person your company employs — and Member Groups are how ianaiERP bundles the policies a group of employees shares: work schedule, overtime limits, leave types, benefits and pay structure. Everything else in HR reads from these two: attendance, leave balances, payslips, certificates and filings all key off a member, and a member's group supplies the rules they're measured against.
Where it lives
- People → Members — the roster (HR admins).
- People → Communication and People → Certificates — covered on Broadcasts & Certificates.
- My Work → My Profile — your own record, for every employee.
- HR Settings → Member Groups — where groups are defined (HR admins).
- Selecting a member anywhere opens that person's detail page.
Adding a member
- Invite Member is the quick path: first and last name, the Personal Email the invitation goes to, and an optional Company Email that becomes their login once set. Create portal account now is on by default and sends the invitation; untick it to add someone to the roster without emailing them — you can grant access later from their profile.
- Add Full Record opens the complete form for an admin who wants to enter everything up front.
Save keeps the form open so you can carry on in another tab; Save and close closes it. Career entries and contracts can only be added once the member has been saved.
The member record
| Tab | What it holds |
|---|---|
| HR Info | Gender, country, national ID, foreign-worker flag and nationality, address, employment type (full-time, part-time, contract, intern, temporary), Supervisor, job description, disability and veteran status, probation start and end dates, and a Resigning switch that reveals the release date |
| Work | Member Group, office location, and optional per-person overrides for work days and weekly hours |
| Salary | Pay structure, base pay, currency, Effective Date, an overtime-exempt switch, pay-frequency and currency overrides, and the bank account for direct deposit |
| Career | Education, qualifications and work experience |
| E-Document | Attached files, and Send for Signature for employment contracts |
A few things worth knowing:
- Supervisor sets the reporting line. It decides which manager sees this person's attendance and requests on My Team and approves their leave and overtime. Keep it current.
- Leave the Work overrides empty for almost everyone. An empty override means "follow the member group", and the detail page shows Inherited from Member Group so you can tell at a glance. Fill one in only when a person genuinely works a different week from their group.
- Pay is dated. Each save of the Salary tab records pay from its Effective Date, so the same person can have different pay over time; the tab always shows the most recent.
- Company-level Member Settings (the settings control on the list) has two options: Auto-create user account on invite, which gives each newly invited member a login automatically, and Require hire date, which makes hire date mandatory when a member is saved.
The member list
Rows show name, department, member group, email, hire date, Tenure (years and months from hire to release date, or to today) and a Status badge. The badge is worked out from the record, not set by hand:
| Badge | When |
|---|---|
| Resigned | The release date is today or earlier |
| Pre-Hire | The hire date is in the future |
| Probation | Today falls between the probation start and end dates (both are needed) |
| On Leave | The person is on approved leave today |
| Invite Pending | Their portal invitation hasn't been accepted yet |
| Active | None of the above |
Filters cover Status, Department, Member Group and Foreign Workers Only. The Status filter starts on everyone still on the roster: Active, Probation, On Leave, Invite Pending and Pre-Hire. Counters across the top — Invite Pending, Info Incomplete, Joined This Month, Left This Month — are company-wide totals.
Row actions include Send Email, Work History, Pay History, Issue Certificate, Mark as Resigned (asks only for the release date, then opens the member's Pay History, where anyone with payroll edit access can Compute Final Payout so severance and unused leave aren't forgotten), and — while an invitation is pending — Resend Invite and Copy Invite Link. Copying a member opens a new form with email and employee code cleared, since both must be unique.
The member detail page
The header card shows name, member group, employee code, department, title and manager, with actions for Onboarding, Edit, granting portal access or resending an invite, a New menu to file a leave or overtime request on the person's behalf, and issuing a certificate. A summary card alongside shows hire date and tenure, this month's present and late days, remaining leave days, and pending requests — with Recalculate leave balances for HR.
Below are four tabs: Work History (attendance with clock in/out, work, overtime and night hours), Pay History (retirement plan and payslips), Documents & Filings (certificates, signed agreements and insurance filings) and Details.
An employee opening My Profile sees the same page for their own record, read-only apart from an Edit My Info form for their personal details.
Member Groups
A member group defines five things at once, and everyone assigned to it inherits them:
- Work Type — Standard, Flexible, Remote, Shift, or Short Time.
- Work Rules — timestamp tracking, clock-in/out times, break, work days, and the overtime policy with optional daily and weekly caps. Weekly hours are calculated from these.
- Leave Types the group's members receive.
- Benefit Types the group's members receive.
- Salary Type — the pay structure used for the group.
One group is marked Default for new members. Details of each field are on HR Settings.
Best practices
- Set up member groups before adding people, so schedule, leave, overtime and pay are right from day one.
- Fill in Supervisor for everyone — without it, a manager won't see that person's requests to approve.
- Use Mark as Resigned rather than just archiving someone, so the release date and final-payout review aren't skipped.