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Human Resources (HR)

Overview​

The HR module lets you manage your people from inside the ERP: keep an employee directory, organize staff into departments, run a leave-approval workflow, and record working hours. Each staff member can also get a personal My HR area to handle their own leave and see their own details.

HR is part of the Business plan and opens from eCommerce → ERP → HR. It is available from Plugin version 9.8.0.

The module is organized into four tabs — Employees, Leave, Timesheet and Departments — with a summary at the top showing your active headcount, who is out today, pending leave approvals, and recent hires.

Business plan

HR is a Business-plan feature. If your license is on the Starter plan the HR section will appear locked. See Licensing tiers to compare plans.

Who can access HR​

Because HR holds sensitive personal information (contact details, tax and social-security numbers, bank details), access is controlled by ERP role:

  • Administrator and HR Manager — full access: manage employees, departments, leave and timesheets.
  • Employee — self-service only. A staff member with the Employee role sees just their own My HR area, not the full HR module.
  • Viewer and other ERP roles — the read-only Viewer can browse the rest of the ERP, but the HR module is deliberately hidden from it, along with the other operational roles, so personal employee data stays with HR.

Every staff member still sees their own information through My HR (described below), regardless of role.

To assign someone the HR Manager or Employee role, see ERP → Settings → Users.

The HR dashboard​

The bar at the top of the HR module gives you an at-a-glance summary:

  • Active Employees — how many people are currently active (and your total headcount).
  • Pending Leave — leave requests awaiting approval.
  • Out Today — who is on approved leave today, listed by name.
  • Recent Hires — people added in the last 30 days.

Employees​

The Employees tab is your staff directory. Search by name and filter by department or by active/inactive status. Each row shows the person's name, employee code, department, position, employment type, email and status.

Click + New Employee to add someone. An employee record can hold:

  • First and last name (required)
  • Email and phone
  • Employee code — your own internal reference
  • Hire date
  • Employment type — Full-time, Part-time, Contract or Intern
  • Department and position
  • ΑΦΜ, ΑΜΚΑ and ΑΜΑ (ΕΦΚΑ) — the Greek tax and social-security identifiers, kept on file for payroll and future ΕΡΓΑΝΗ use
  • IBAN — for payroll
  • Linked account — optionally connect a login so the person can use the self-service area (see below)
  • Active — uncheck to keep the record but mark the person as no longer active

Use Edit to update a record, or Delete to remove it. Deleting an employee also removes their associated leave requests and time entries, so use it with care — to simply retire someone, uncheck Active instead.

Giving an employee a self-service login​

You can give a staff member access to their own My HR area in one step, directly from the employee form:

  • When creating a new employee, tick Create a self-service account (sends a set-password email). The account is created automatically once the employee is saved.
  • When editing an existing employee who is not yet linked, click + Create self-service account next to the Linked Account field.

Either way, the person receives the standard WordPress set-your-password email and chooses their own password through a secure link — you never set it for them. The account is created with the Employee role, so it only unlocks their own My HR area.

note

An email address on the employee record is required to create a self-service account. If a login already exists for that email, HR links to the existing account instead of creating a duplicate. Your site must be able to send email for the set-password message to arrive.

You can also link an existing ERP user manually using the Linked Account dropdown on the employee form.

Departments​

The Departments tab lets you build your organization structure. Each department can have:

  • A name (required) and an optional description
  • A manager — chosen from your employees
  • A parent department — so you can nest departments into a hierarchy

The list shows each department's manager, its parent, and how many employees it contains.

note

A department that still has employees can't be deleted — reassign those employees to another department first.

Leave​

The Leave tab runs the whole leave-approval workflow.

Leave types​

HR comes preloaded with the common Greek leave categories, each with its own color:

  • Κανονική Άδεια (annual leave) — 20 days per year
  • Άδεια Ασθενείας (sick leave)
  • Άδεια Άνευ Αποδοχών (unpaid leave)
  • Γονική Άδεια (parental leave)
  • Άδεια Μητρότητας (maternity leave)
  • Άδεια Γάμου (marriage leave) — 5 days

Some types have a set annual allowance (which feeds the leave balance); others have no fixed cap.

Requesting and approving leave​

  • Employees request leave from their My HR area (see below). Managers can also file a request on someone's behalf with + New Request, choosing the employee, leave type, dates and an optional reason.
  • Every new request starts as Pending. On the Leave tab, an Administrator or HR Manager can Approve or Reject each pending request, optionally adding a note that is recorded with the decision.
  • You can filter the list by status (Pending, Approved, Rejected, Cancelled).

The number of days is calculated from the start and end dates you choose.

Email notifications​

The leave workflow keeps everyone informed by email:

  • When an employee submits a request, the HR managers and the site administrator are notified so it can be reviewed.
  • When a request is approved or rejected, the employee is notified of the decision (including any note).

These notifications use editable email templates, so you can adjust their wording to match your store's tone. Your site must be able to send email for these messages to be delivered.

Leave balance​

Each employee has a running leave balance per leave type for the current year: their allowance, how many days they've used, and how many remain. Leave types without a fixed allowance are shown as unlimited. Employees see their own balance in My HR.

Timesheet​

The Timesheet tab records working hours. Add an entry with + New Entry and set:

  • The employee and the date
  • Clock in and clock out times
  • A break in minutes
  • The type — Regular, Overtime or Remote
  • Optional notes

The total hours are calculated automatically from the clock-in and clock-out times, minus any break. Filter the list by date range to review a period. Each entry is tagged with its source so you can tell manually-entered hours apart from other sources.

Coming soon — ΕΡΓΑΝΗ digital work card

Time tracking is built to support the Greek ΕΡΓΑΝΗ Ψηφιακή Κάρτα Εργασίας (digital work card). Submitting work-card events to ΕΡΓΑΝΗ is planned for a future update and is not yet available — for now, time entries are recorded in the ERP for your own records.

My HR (employee self-service)​

Staff members who have a linked self-service account get a personal My HR entry in the ERP menu. It shows only their own information — never anyone else's:

  • Their profile — name, position, department, hire date and contact email.
  • Their leave balance for the current year, per leave type.
  • Their leave requests — they can submit a new request (+ Request Leave) and cancel one that is still pending.
  • Their recent time entries — a read-only view of their recorded hours.

This gives your team a simple, self-directed way to check their details and manage their own leave, without needing access to the rest of the ERP.

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