HR

The HR module in Cinqd centralises employee management, time-off tracking, expenses, assets, documents, workflows, and approvals all from one unified system. It ensures consistency, compliance, and visibility across your workforce while reducing manual admin. 

Accessing the HR Module

From the main sidebar: 

1. Click HR
2. You will see the following sections: 
3. Choose either:

1. • My Profile 
   • Employees 
   • Calendar 
   • Assets 
   • Configurations 

Each section serves a specific role in managing your people operations. 

My Profile (Employee Self-Service)

The My Profile section in the HR module is a self-service employee hub. It allows each employee to view, manage, and submit their own HR-related information, requests, documents, assets, and forms, without needing admin intervention for everyday actions.

HR → My Profile 

Tabs Available in My Profile 

Once opened, the employee profile page is divided into clearly defined tabs, each serving a specific purpose.
You’ll find the following tabs in the “My Profile” section.

• Personal Information
• Job Information
• Time-Off Management
• Expenses Management
• Work (Employee Workflows)
• Assets Management
• Files & Forms
• Forms for testing
• Laptop Details Form
• Employee NAT

1. Personal Information 

 The Personal Information tab contains the employee’s core identity and contact details.  

What this section is used for 

• Maintaining up-to-date personal records 

• Ensuring HR and payroll accuracy 

• Providing verified employee information across the platform 

Typical information stored here 

• Full name 

• Contact details 

• Basic personal identifiers (as configured by your organisation) 

Note: Some fields may be read-only depending on company permissions. Admins can control what employees can edit. 

2. Job Information 

The Job Information tab reflects the employee’s role within the organisation. 

What this section shows 

• Job title and role 

• Department and team assignment 

• Employment-related details (as configured by HR) 

• Organisational placement for approvals and workflows 

This information is used across: 

• Approval chains 

• Task assignments 

• Time-off and expense routing 

• Asset ownership tracking 

Contains employment-related details and to view the details you will need to click on “Add Experience”  

After clicking on “Add experience” you will see this pop-up  

 It includes,  

• Role(s) 

• Company  

• Type of Employment  

• Start Date  

• End Date  

• Location  

• Location Type  

• Total Compensation  

• Salary  

• Description 

This data is used to drive approval flows, access permissions, and reporting. 

3. Time-Off Management 

The Time-off tab provides a consolidated view of the employee’s leave data. 

What employees can see 

• Available, taken, and pending time-off balances 

• Time-off types applicable to them 

• History of previous requests 

What employees can do 

• Track leave usage 

• Review approvals and pending requests 

• Cross-check balances before booking time off from the Calendar 

Important: Actual booking of time off happens from the Calendar section, not directly from this tab. 

The Time-off tab provides full leave visibility for both employees and managers. 

Time-Off Overview 

A visual summary shows: 

• Days requested 

• Days used 

• Days available 

• Remaining balance 

This updates automatically based on approved requests and assigned policies. 

Booking Time-Off 

Employees can request leave by clicking Book time-off. 

Booking Fields: 

• Time-off type 

• Start date 

• End date 

• Duration 

• Comment 

• Attachment (optional) 

Once submitted: 

• Requests move through configured approval workflows 

• Status updates automatically (Draft, Pending, Approved) 

Approvers 

Each employee can have: 

• First time-off approver 

• Second time-off approver 

Approvers are defined globally in configurations and applied consistently. 

4. Expenses Management 

The Expenses tab shows all expense-related activity linked to the employee. 

What this section includes 

• Submitted expense claims 

• Approval status (pending, approved, rejected) 

• Expense categories and payment methods used 

• Supporting attachments (receipts, invoices) 

This tab acts as a personal expense history, while approvals and configurations are managed centrally by HR and Finance. 

The Expenses tab allows employees to submit expense claims and track reimbursements. 

Expense List View 

Shows: 

• Claim name 

• Expense period 

• Amount 

• Creation date 

• Approval progress 

• Status (Draft, Pending, Approved) 

Creating an Expense Claim 

Click Claim Expense to create a new submission. 

General Information: 

• Expense claim name 

• Start date 

• End date 

• Comment 

Expense Items: 

Each item includes: 

• Merchant 

• Category 

• Date 

• Amount 

• VAT 

• Payment method 

• Attachment (receipt upload) 

Multiple expense items can be added to a single claim. 

Approval Flow 

• Claims follow configured approver rules 

• Status updates automatically 

• Full audit trail is maintained 

5. Work (Employee Workflows) 

The Work tab is used to store internal work-related records. 

Typical use cases 

• Employment-related documentation 

• Internal HR notes (visibility depends on permissions) 

• Work history or internal references 

This section is flexible and adapts based on how your organisation structures HR records. 

Work Tabs 

• Workflow name 

• Type 

• Budgeted time 

• Logged time 

• Due date 

• Status 

Starting a Workflow 

• Click Start Workflow 

• Select an available workflow 

• Proceed step-by-step through assigned tasks 

This allows HR, onboarding, or internal processes to run consistently per employee. 

6. Assets Management 

The Assets tab under My Profile shows company assets assigned to the employee. 

What employees can see 

• Asset name (e.g. Laptop, Mobile, Accessories) 

• Category (e.g. Electronics) 

• Condition 

• Assigned value 

• Warranty status 

Why this matters 

• Employees know exactly what assets are assigned to them 

• Reduces asset disputes and confusion 

• Improves accountability and handover tracking 

Asset creation and category setup are managed under HR → Assets and HR → Configurations, not here. 

Asset List View 

Displays: 

• Asset name 

• Condition 

• Value 

• Warranty status 

• Created date 

• Received date 

• Returned date 

• Status (Active / Returned) 

Assigning an Asset 

Click Assign Asset and provide: 

• Asset category 

• Asset 

• Assigning date 

Assets remain linked to employees until returned, ensuring accountability. 

7. Files & Forms 

The Files & Forms section in the HR module is used to store, organise, and manage all employee-related documents and internal forms in one secure place. This ensures important HR information is easy to access, auditable, and consistently structured. 

1. Click the Files & Forms tab
2. You will see two sub-tabs: 

• • Files 
  • Forms 

 Files Tab (Document Storage) 

The Files tab is used to upload and organise employee documents. 

What You Can Store 

• Employment contracts 

• ID documents 

• HR letters 

• Certificates 

• Policy acknowledgements 

• Any internal HR files 

Files Navigation 

At the top right of the Files tab: 

1. Create button (dropdown)

2. Clicking Create gives two options: 

• • Create folder 
  • Upload file 

How to Create a Folder? 

• Click Create 

• Select Create folder 

• Enter a folder name 

• Save 

Folders help you organise documents by: 

• Document type (Contracts, IDs, Reviews) 

• Process (Onboarding, Compliance) 
• Year or department 

How to Upload a File? 

• Click Create 

• Select Upload file 

• Choose the file from your device 

• Upload 

Each file automatically records: 

• File size 

• Uploaded by 

• Upload date 

• Origin (Manual / System) 

File Management Features 

Files can be: 

• Stored inside folders 

• Sorted and searched 

• Viewed with metadata 

• Maintained as part of an employee’s permanent record 

This ensures HR documentation remains structured and traceable. 

Forms Tab (Custom HR Forms) 

The Forms tab is used to manage custom employee forms. These forms are typically created using the Builder module and then linked to employee profiles. 

What Forms Are Used For 

• Onboarding information 

• Equipment acknowledgements 

• Policy confirmations 

• Internal declarations 

• HR data collection 

Forms Navigation 

• Click the Forms sub-tab 

• Here you can: 
  • View assigned forms 
  • Access submitted form data 
  • Track completion status 

Forms are linked directly to the employee profile for easy reference. 

Why Files & Forms Matter? 

The Files & Forms section allows you to: 

• Centralise all HR documents 

• Eliminate email attachments 

• Maintain compliance records 

• Keep employee data structured 

• Connect forms to workflows and approvals 

How Files & Forms Work With Other Modules? 

• Builder: Used to create custom HR forms 

• Workflows: Forms can be part of onboarding or HR workflows 

• Analytics: Track completion and document usage 

• My Portals: Forms and documents can be exposed to employees securely 

Additional Employee Forms & Records 

Within each Employee Profile, Cinqd allows you to attach specialised forms and structured records that go beyond standard Files & Forms. These tabs are used to capture role-specific, operational, and compliance-related information. 

The three sections are: 

1. Form for testing 
2. Laptop Details Form 
3. Employee NAT 

8. Form for Testing 

The Form for testing tab is used to display and test custom forms created using the Builder module. 

This is primarily useful for: 

• Testing new HR forms before rollout 

• Validating field logic and required inputs 

• Previewing how forms appear at employee level 

9. Laptop Details Form 

The Laptop Details Form tab is a structured form specifically designed to capture device-related information. 

Typical use cases 

• Recording laptop specifications 

• Confirming handover details 

• Capturing condition acknowledgements 

• Linking device data to the employee record 

This works hand-in-hand with: 

• HR → Assets 

• Asset assignment workflows 

• IT and HR coordination 

 This ensures asset data is consistent and easy to audit. 

What This Form Captures? 

Typical fields include: 

• Laptop make and model 

• Serial number 

• Issue date 

• Assigned accessories 

• Condition 

• Ownership or return terms 

10. Employee NAT 

The Employee NAT tab is another custom employee-specific form. 

Purpose 

• Collecting statutory, compliance, or internal HR data 

• Storing structured employee declarations 

• Supporting country or company-specific requirements 

This form: 

• Is tied directly to the employee profile 

• Can be mandatory or optional based on HR configuration 

At the top-right of the profile page, employees (or admins, based on permissions) can see: 

• Export – Download employee profile data 

• Edit – Update editable profile fields 

Access to these controls is role-based and configurable. 

Employees Section

The Employees section is the central directory for managing people in Cinqd. It connects HR data, roles, time-off, expenses, assets, approvals, and workflows into a single source of truth. 

What the Employees Section Is Used For 

The Employees section allows you to: 

• View all employees in one place 

• Create and manage employee profiles 

• Assign roles, departments, teams, and branches 

• Control approvals and reporting lines 

• Access detailed employee records (time-off, expenses, assets, forms) 

• Maintain compliance and operational consistency 

How to Access the Employees Section? 

1. Click Employees
2. You’ll see a tabbed layout at the top: 

• • My team 

• • Employees 

• • Departments 

• • Branches 

• • Teams 

• • Groups 

Each tab serves a different organisational purpose. 

Employees (Main Employee Directory)

This is the master list of all employees in the organisation. 

What You See in the Employees List 

Each row represents one employee and typically includes: 

• Employee name 

• Role(s) 

• Department(s) 

• Team(s) 

• Branch 

• Status 

• Quick access to the full employee profile 

Search, sorting, and pagination controls allow you to manage large teams easily. 

1. My Team 

The My Team tab is a filtered view of employees you are responsible for. 

What My Team Shows 

• Employees who report directly or indirectly to you 

• Team members requiring approvals 

• Employees relevant to your managerial role 

This reduces noise and allows managers to focus only on their scope of responsibility. 

2. Employees 

To open the Employees section: 

• Go to HR from the main module menu 
• Select Employees from the left-hand sections
• Click the Employees tab (next to My Team) 

This view displays all active employees in your organisation in a structured table format. 

Understanding the Employees Table 

Each row represents a single employee, with key information shown at a glance: 

• Employee
  Displays the employee’s name and profile avatar. 

• Department
  Shows the department(s) the employee belongs to. If an employee is part of multiple departments, this is clearly indicated. 

• Team
  Indicates the team(s) the employee is assigned to. 
• Role
  Shows the employee’s assigned role(s), such as HR (Staff), Development, or AI Team. Roles control permissions and access across the platform. 
• Manager
  Displays the employee’s reporting manager, helping clarify reporting structures. 

• Contact
  Shows the employee’s registered email address for quick reference. 

Searching and Filtering Employees 

At the top of the Employees list, you can: 

• Search employees by name, email, role, or department 

• Adjust pagination using Show Per Page to display more or fewer records 

• Toggle “Show deactivated users only” to view employees who are no longer active 

These controls make it easy to manage large teams and quickly find specific employees. 

Viewing an Employee Profile 

To view detailed information about an employee: 

• Click directly on the employee name 

 

• You will be taken to the Employee Profile, where you can access: 

• • Personal Information 

• • Job Information 

• • Time-off history 

• • Expenses 

• • Work details 

• • Assigned assets 

• • Files & Forms 

• • Custom forms (e.g. Laptop Details, Employee NAT) 

This ensures all employee-related data is stored and managed from a single location. 

3. Departments 

The Departments tab allows you to group employees by functional area. 

What a Department Represents? 

Departments are used to: 

• Define organisational structure 

• Assign reporting responsibility 

• Filter employees for approvals and reporting 

Examples: 

• HR 

• Finance 

• Marketing 

• Engineering 

4. Branches 

The Branches tab is used to manage physical or regional locations. 

What Branches Are Used For 

• Office locations 

• Regional compliance 

• Time-off rules 

• Approval routing 

• Reporting segmentation 

Examples: 

• London 

• Houston 

• Dubai 

5. Teams 

The Teams tab groups employees by operational function, not hierarchy. 

Examples of Teams 

• Social Media Team 

• QA Team 

• Client Support Team 

• Project Alpha Team 

6. Groups 

The Groups tab is used for logical grouping of employees that don’t fit departments or teams. 

What Groups Are Used For 

• Policy assignment 

• Access control 

• Special permissions 

• Reporting filters 

Examples: 

• Contractors 

• Interns 

• Senior Management 

• Remote Employees 

Calendar Section

The Calendar in Cinqd provides a central, organisation-wide view of people availability, leave, and key HR-related events. It helps managers plan work realistically and avoid scheduling conflicts caused by holidays, absences, or capacity gaps. 

What the Calendar Is Used For 

The Calendar allows you to: 

• View employee availability at a glance 

• Track approved leave across teams and departments 

• Plan work around holidays and absences 

• Identify capacity risks before deadlines are missed 

• Maintain visibility across branches and teams 

The Calendar is read-only for awareness and works alongside Time-off, Employees, and Task Manager. 

How to Access the Calendar? 

1. Go to HR from the left sidebar 
2. Click Calendar 

You’ll be taken to the calendar view showing employee availability and leave entries. 

Understanding the Calendar View 

The Calendar displays: 

• Employee names (or grouped by team/branch) 

• Approved leave entries 

• Time-off blocks across days or weeks 

• Overlapping absences 

• Public or company holidays (if configured) 

You can switch between different time views (depending on configuration): 

• Day 

• Week 

• Month 

What Appears on the Calendar 

The Calendar is automatically populated by: 

1. Approved Time-Off Requests 

• Annual leave 

• Sick leave 

• Custom leave types 

• Compensatory time (if enabled) 

2. Company Holidays 

• Global holidays 

• Local or branch-specific holidays 

• Custom holiday groups for distributed teams 

3. Employee Availability 

• Active employees 

• Team-level absence visibility 

• Branch-based views 

No manual calendar entries are required, everything syncs from HR workflows. 

Filtering the Calendar 

To make the Calendar more useful, you can filter by: 

• Department 

• Branch 

• Team 

• Individual employee 

This allows managers to: 

• View only their team 

• Check availability before assigning work 

• Plan around multiple absences 

Booking Time Off from the Calendar 

In addition to viewing availability, employees and managers can request time off directly from the Calendar, making leave management faster and more intuitive. 

1) Open the Calendar 

Go to HR → Calendar. 

2) Click Book time-off 

Click the Book time-off button (top-right of the calendar view). 

This opens the Book time-off popup. 

3) Review your allowance summary (top of popup) 

Remaining Days 
At the top you’ll see: 

• Days remaining until a date (your policy cycle end) 

• Taken 

• Pending 

• Available 

This helps the employee know if they still have leave available before requesting. 

Select Time-off Type* 

Click Time-off Type → Choose and select the relevant type (e.g., Annual Leave, Sick Leave, etc.). This is required. 

Set the dates 

Fill: 

• Start date* (date picker or type in) 

• End date* (date picker or type in) 

Enter Duration 

Fill in Duration (manual input). This is where the employee enters how many days/hours the request should count as (depending on how your policy is configured). 

Add a comment (optional) 

Use Comment to explain the request (useful for sick leave, emergency leave, etc.). 

Add an attachment (optional) 

 Click Add attachment to upload supporting documents (doctor note, travel document, etc.). 

Click Request 

Click Request to submit the time-off request.
(“Cancel” closes without saving.) 

Assets  

The Assets section under HR is used to manage company-owned equipment such as laptops, mobiles, accessories, and any other assets issued to employees. 

Accessing Assets under HR 

Navigation path: 

Left Sidebar → HR → Assets 

This opens the Assets list view for the organisation. 

Assets List View 

The main Assets screen displays all assets created in the system. 

Columns Explained 

Each row represents one asset, showing: 

• Asset – Name of the asset 

• Current Owner – Employee currently assigned the asset (if any) 

• Category – Asset category (e.g. Electronics, Accessories) 

• Conditions – Physical condition (e.g. Perfect) 

• Value – Asset value with currency 

• Warranty – Warranty status (Valid / Expired) 

• Created on – Date the asset was created 

Available Actions 

From this screen, HR users can: 

• Search assets 

• Sort and filter asset data 

• Create new assets using + Asset 

Creating a New Asset 

Steps: 

1. Go to HR → Assets 
2. Click + Asset 
3. You are taken to the Create Asset screen 

Create Asset – General Information Tab 

This is the primary asset setup screen. 

Required & Optional Fields 

1. General 

• Asset name* – Name of the asset (e.g. Laptop Dell XPS) 

• Category* – Select from predefined asset categories 

• Asset code – Internal or serial code (optional) 

• Condition* – Condition of the asset (e.g. Perfect) 

• Value* – Asset value 

• Currency – Defaults to organisation currency (e.g. GBP) 

2. Description 

• Optional notes about the asset 

3. Assigned Employee 

This section defines who currently owns the asset. 

• Employee – Select an employee from the dropdown 

• If left empty, the asset remains unassigned 

This is useful for: 

• New inventory 

• Spare equipment 

• Assets awaiting allocation 

4. Photos of the Asset 

Used to document asset condition. 

• Click + Attachment 

• Upload photos from different angles 

• Helps with: 

• • Condition tracking 

• • Disputes 

• • Asset returns 

5. Warranty Tab 

Switch to the Warranty tab at the top of the Create Asset screen. 

Here you can: 

• Add warranty details 

• Track warranty validity 

• Ensure asset protection timelines are recorded 

(Exact fields depend on how warranty settings are configured.) 

Finalising Asset Creation 

After completing: 

• General Information 

• Assigned Employee (optional) 

• Attachments 

• Warranty (if applicable) 

Click Create 

The asset now appears in: 

• HR → Assets (main list) 

• Employee Profile → Assets (if assigned) 

Configurations

The Configurations section under HR is used to define system-wide HR rules. These settings control how calendars, time-off, expenses, and assets behave across the organisation. 

Navigation path:
HR → Configurations 

Configuration Tabs Overview 

Inside HR → Configurations, you’ll see four main tabs at the top: 

• Calendar 

• Time-offs 

• Expenses 

• Assets 

Each tab controls a different HR function. 

1. Calendar Configuration 

Navigation 

HR → Configurations → Calendar 

This section defines working schedules and holidays. 

Calendar → General 

Used to define global working rules. 

Settings Available 

• First day of the week: Example: Monday 

• Working days: Select which days are working days (Mon–Fri, Sat, Sun) 

• Start of work: Working day start time 

• End of work: Working day end time 

These settings affect: 

• Calendar views 

• Time-off duration calculations 

• Working hour visibility 

Click Save to apply changes. 

Calendar → Public Holiday Groups 

Used to manage region-specific public holidays. 

Public Holiday Groups List 

Shows: 

• Group name 

• Assigned employees 

Example: 

• UK Public Holidays 

• UAE Public Holidays 

Create Public Holiday Group 

Steps: 

• Click + Public holiday group 

• • Enter: 

• • Group name* 

• Description (optional) 

• Click + Holiday to add dates 

• Save 

These groups can later be: 

• Assigned to employees 

• Used in time-off calculations 

2. Time-offs Configuration 

Navigation 

HR → Configurations → Time-offs 

This controls leave types, approvals, and policies. 

Time-offs → Time-off Type 

Defines types of leave employees can request. 

List View Shows 

• Type name 

• Compensation (Paid / Unpaid) 

• Description 

• Represented color (used in calendar) 

Add Time-off Type 

Steps: 

1. Click + Time off type 

Enter: 

• Name time-off type* (e.g. Annual Leave) 
• Compensation* (Paid / Unpaid) 
• Description (optional) 
• Select color* (calendar visibility) 

3. Click Save 

Time-offs → Time-off Approvers 

Defines approval hierarchy for leave requests. 

List View Columns 

• Employee 

• Role 

• Team 

• Department 

• Branch 

• First approver 

• Second approver (optional) 

This allows: 

• Single-level approval 

• Multi-level approval flows 

Approvers are applied automatically when employees request time-off. 

Time-offs → Time-off Policy 

Used to define leave rules and limits.

Policy List Shows 

• Policy name

• Assigned employees

Create Time-off Policy 

Steps: 

1. Click + Policy 

2. Enter: 

• Policy name*
• Description

3. Define Rules 

• Assign number of days 
• Select time-off type 

4. Define Conditions 

• Allow overbooking (Yes / No) 
• Limit max days per request (Yes / No) 

5. Save 

Policies control: 

• Leave balances 

• Validation rules 

• Booking restrictions 

3. Expenses Configuration 

Navigation 

HR → Configurations → Expenses 

Used to manage expense claims and approvals. 

Expenses → Categories 

Defines expense categories. 

List View 

• Expense category name 

• 3rd-party mapping (for accounting integrations) 

Create Expense Category 

Steps: 

1. Click + Category 

2. Enter category name 

3. Save 

Examples: 

• Accommodation 

• Travel 

• Meals 

Expenses → Payment Method 

Defines how expenses are paid. 

List View 

• Payment method name 

Examples: 

• Cash 

• Card 

• Company Card 

Create Payment Method 

Steps: 

1. Click + Payment method 

2. Enter Payment method name* 

3. Save 

Expenses → Approvers 

Defines who approves expense claims. 

Columns include: 

• Employee 

• Role 

• Team 

• Department 

• Branch 

• First approver 

• Second approver 

This works similarly to time-off approvers. 

4. Assets

Navigation 

HR → Configurations → Assets 

Used to define asset categories. 

Assets → Categories 

These categories are used when creating assets under 

HR → Assets. 

List View 

• Asset category name 

Examples: 

• Electronics 

• Accessories 

• Zeta 

Create Asset Category 

Steps: 

1. Click + Category 

2. Enter Asset Category* 

3. Save 

Once created, categories become available in: 

• HR → Assets → Create Asset