HR Dashboard
Software Documentation
Table of Contents
1. Introduction
The Sagar HR & Employee Management System is a comprehensive human resources solution tailored specifically for businesses in Saudi Arabia. It is designed to track employee records, manage critical documentation expiries (such as Iqamas and Baladiya cards), calculate flight ticket eligibilities, and streamline leave requests.
With an intuitive dashboard and automated alerts, the system ensures that your business remains compliant with local regulations while maintaining a highly organized workforce database.
2. Dashboard Overview
The Dashboard serves as the central hub of the HR system. Upon logging in, administrators are presented with a bird's-eye view of all HR activities:
- Quick Stats: View total employees, active staff, employees on approved leave, and total business categories at a glance.
- Critical Expiry Alerts: A centralized notification panel that flags impending document expirations (Iqamas, Passports, Health Insurance, Baladiya Cards, and Driving Licenses). Immediate action can be taken directly from these alerts.
- Flight Ticket Eligibility: An automated summary displaying which employees are eligible for their biennial flight tickets this month, next month, or who are currently overdue.
3. Business Categories
Before adding employees to the system, you must define the structure of your organization using Business Categories.
Managing Categories:
- Navigate to the Business Categories page from the left sidebar.
- Click Add Category to create new branches, restaurant locations, or corporate divisions.
- These categories will be used as a primary filter when managing and sorting employee records.
4. Employee Management
The Employee Management module is the core database of your staff. It stores all personal, professional, and contact details.
Adding an Employee:
When onboarding a new staff member, you will capture:
- Personal Details: Full Name, Date of Birth, Gender, Nationality, Marital Status, and Contact Information.
- Employment Details: Employee ID, Business Category (Branch), Designation, Joining Date, and Employment Status (Active, On Leave, Terminated, Resigned).
- Ticket Entitlement: Configuring whether the employee is entitled to company-provided flight tickets.
Viewing & Editing:
Clicking the 'View' icon on an employee's row opens their comprehensive profile, allowing you to manage their documents, track their specific leave history, and monitor their specific flight ticket countdown.
5. Document Expiries & Compliance
To ensure full regulatory compliance in Saudi Arabia, the system meticulously tracks the expiration dates of five critical document types:
- Iqama (Residence Permit)
- Passport
- Health Insurance
- Baladiya Card (Municipal Health Card)
- Saudi Driving License
You can upload digital copies of these documents to the system. The Document Expiry page provides a global view of all documents that are nearing expiration or have already expired, categorized by document type and color-coded by urgency.
6. Leave Management
The Leave Management module streamlines employee time-off requests.
Leave Types:
The system supports multiple customizable leave types, such as Annual Vacation, Emergency Leave, and Medical Leave.
Processing Leaves:
- Administrators can log leave requests, specifying the start date, end date, and any relevant notes.
- Leaves progress through statuses: Pending, Approved, and Rejected.
- Crucial Feature: When specific types of leave (like emergency or medical leave) exceed a certain duration, the system can automatically pause the employee's Flight Ticket Eligibility countdown, ensuring company policies are enforced accurately.
7. Flight Ticket Eligibility
For expatriate employees entitled to flight tickets (typically every 2 years), the system automates the tracking process.
- The system calculates exactly how many days are left until an employee is eligible for their next ticket based on their joining date and the company's predefined policy duration.
- The countdown automatically accounts for specific unpaid or emergency leaves that delay eligibility.
- Administrators receive notifications when employees enter the "Eligible" timeframe.
8. Reports & Analytics
The reporting module allows management to extract system data into actionable formats (Excel and PDF).
- Employee Roster: Export a full list of employees filtered by status or category.
- Expiry Reports: Generate reports of upcoming document expirations for PROs (Public Relations Officers) to process renewals.
- Leave History: Export historical data of all employee absences.
- Ticket Forecasts: Export a list of upcoming flight ticket eligibilities for financial forecasting and booking.
9. Settings & User Management
Company Settings:
Manage global variables such as company name, default flight ticket policy duration (e.g., 2 years), and notification thresholds (e.g., alert 30 days before Iqama expiry).
Master Data:
Administrators can dynamically manage dropdown list options used throughout the system, including Department names, Job Designations, and standard Leave Types.
User Management:
The system supports multi-user access with Role-Based Access Control (RBAC). The Super Admin can create accounts for HR personnel, granting them either read-only access or full edit permissions.