People & Team
People is the employee directory, and Member Groups are how ianaiERP organizes employees into categories that carry a shared work schedule, leave entitlement, benefits and pay structure. Together they're the closest thing HR has to an org structure — there's no separate org-chart page, but reporting lines and category membership are visible everywhere an employee shows up.
Where it lives
- People → Members — the full employee directory (HR admin only).
- People → Communication and People → Certificates — covered on their own page.
- My Team → Overview / Approvals / Shift Roster — the manager's view of the same employees, covered on the Daily Hub & Shifts and Time Off & Leave pages.
- HR Settings → Member Groups — where the categories themselves are defined (HR admin only).
- Clicking a member anywhere (the directory, an approval, a hover card) opens that employee's own detail page.
The employee record
A member's Required Info is name (first/last), a company email, a personal email, phone, hire date, and department — at least one of first name, last name or an email is required, so a bare invite can still create a placeholder record.
The rest is organized into tabs:
| Tab | What it holds |
|---|---|
| HR Info | Gender, country, national ID (encrypted — only a masked value is ever shown back), foreign-worker flag and nationality, work-eligibility/right-to-work status (Form I-9 categories in the US, free text elsewhere), the verification document type and date it was verified, work location state (drives which state tax rules apply), address, employment type, supervisor, job description, disability/veteran status, probation period, and a resignation switch with a release date |
| Work | Member Group, office location, and optional per-employee overrides for work days and weekly hours — leave them blank to inherit the Member Group's schedule |
| Salary | Pay structure, base pay, currency, effective date, an overtime-exempt switch, per-component exemptions (with a reason shown on the payslip), a pay-frequency override, a currency override, and bank account details for direct deposit |
| Career | Education, qualifications and work-experience entries |
| E-Document | File attachments, and a "Send for Signature" action that sends a contract template out for e-signature |
Adding a member
Members → Invite Member is the lightweight, primary path: name is optional, just a personal email is enough to get someone into the system, and they fill the rest in themselves during onboarding. Add Full Record opens the complete form for an admin who wants to enter everything (department, pay, eligibility) up front.
Once a member exists, row actions include Send Email, Work History, Pay History, Issue Certificate, Resend Invite / Copy Invite Link (while a portal invite is pending), and Mark as Resigned — which sets a release date and drops straight into the final-payout review on the Pay History tab so severance and unused leave aren't forgotten. A copied member clears the unique fields (email, employee code) so it opens as a fresh record rather than failing on a duplicate.
The list also tracks four KPIs — Invite Pending, Info Incomplete, Joined This Month, Left This Month — and a computed Status badge (Active, Probation, On Leave, Resigned, Invite Pending, Pre-Hire) derived from hire date, release date, probation dates and portal status rather than a field you set directly. A computed Tenure column shows years/months since hire.
The member detail page
Opening a member shows a header card (avatar, name, status, Member Group badge, employee code, department, title, manager) with quick actions — Onboarding (for a manager/admin), Edit, Grant Portal Access or Resend Invite, a New menu for filing a leave/overtime request on the employee's behalf, and a Certificate menu. A summary card next to it shows hire date and tenure, this month's attendance, current leave balance (with a Recalculate button for HR/admin), and any pending approvals.
Below that are four tabs: Work History (a filterable attendance log — clock in/out, work/overtime/night minutes, status, notes), Pay History, Documents & Filings, and Details (the HR Info, Work & Pay and Career data described above, plus a Foreign Worker sub-card when the employee is flagged as one).
An employee viewing their own record without administrative rights doesn't get the admin Edit button — instead they get a narrower "Edit My Info" form.
Member Groups (categories)
A Member Group defines five things at once, and any employee assigned to it inherits them unless they have a personal override:
- Work Type — Standard, Flexible, Remote, Shift, or Short-time.
- Work Rules — whether timestamp (clock-in) tracking is on at all, clock-in/out times, work days, break minutes (weekly hours are computed from these), and an overtime policy (Allow / Approval Required / Prohibited) with daily/weekly caps and an alert toggle.
- Leave Types assigned to the group.
- Benefit Types assigned to the group.
- Salary Type — the Pay Structure the group's members are paid under.
Exactly one Member Group must be marked Default. Whether an employee sees a Clock In widget on their dashboard at all depends on their group's timestamp-tracking setting — turn it off for groups that don't punch a clock.
Best practices
- Set up your Member Groups before inviting employees — assigning the right group at hire time means schedule, leave and pay structure are all correct from day one, with nothing to fix up per employee.
- Use the per-employee Work Days / Hours and pay overrides sparingly — they're for genuine exceptions to the group's default, not a way to avoid maintaining groups.
- Resigning someone through Mark as Resigned rather than just deactivating them keeps the release date and severance/final-payout flow intact.