HR Portal help
Not just clicks — each topic explains why the HR concept exists, how Seamlyx implements it, and then the steps.
HR concepts (short)
A few ideas that explain why the portal behaves the way it does.
Why it matters
An employee record and a portal login are two different things. The employee master (designation, salary, documents, dates) is HR data. The login (company_users) is what lets that person sign into a Seamlyx portal. A person can exist as an employee with no login at all — common right after hiring — until someone deliberately grants access.
In this portal
Recruitment candidates convert into employee records; employee records can then be granted portal access. Departments and business units sit independently of portal access — a person can be assigned to Sales department but still have no HR/Sales portal login until access is granted. Guided Today (Premium) surfaces exactly these gaps — pending approvals, stuck candidates, employees missing login — as an action queue instead of leaving HR to notice them by accident.
How to
- Candidate → Employee → Portal login → Portal access flags is the flow. If someone can't sign in, check which step stopped.
- A missing portal login is not an error — it is a deliberate gate HR controls explicitly.
- Departments and reporting lines are separate from what portals someone can open.
Start here
Set up departments and business units, then hire or import your first employees.
Why it matters
Employee records reference a department, business unit, and (optionally) a company role. Creating people before that structure exists means going back to fix every record individually.
In this portal
Organisation holds departments, business units, and company roles. Employees can be added directly (Add Employee) or converted from a recruitment candidate. Either path ends at the same employee master and the same portal-access step.
How to
- Organisation → create departments and business units.
- Employees → Add Employee for people already hired outside the system, or run them through Recruitment first.
- On the employee record, grant portal access if they need to sign in themselves.
- Leave Policies → set up policy types (Casual, Sick, Earned…) before employees start applying for leave.
Dashboard & Guided Today
Headcount snapshot, department distribution, and — on Premium — a ranked action queue.
Why it matters
A stats dashboard tells you where things stand; it does not tell you what to do next. Guided Today closes that gap by turning open leave requests, stuck candidates, missing portal access, and expiring compliance items into a prioritized worklist.
In this portal
The dashboard shows employee/leave/recruitment counts and department distribution for everyone. Premium companies additionally see Guided Today in a side column: severity-ranked cards (Blocking → High → Medium → Low), each with why it matters, what happens if ignored, and a direct link to act. The same signals also appear as inline cues on Recruitment and Leave.
Employees
The HR master record — personal details, role, compensation, and portal access.
Why it matters
The employee record is the system of record for who works here, in what role, at what cost, and since when — independent of whether they can log in anywhere.
In this portal
Add Employee creates a company_employees row with personal details denormalized directly on it (name, email, phone) — a company_users login is optional at creation. If an employee has no login yet, the Portal Access panel on their edit page is replaced by a "Create login" form: enter their email, and HR gets a one-time temporary password to share. Once a login exists, that same panel becomes the usual per-portal checkboxes (Sales/HR/Accounting/Research/BI + admin flag per portal).
How to
- Employees → Add Employee (or arrive here via Convert to Employee from a candidate).
- Fill designation, department, business unit, job level, hire date — the required fields.
- Open the employee → if "This employee doesn't have a login yet" appears, enter an email and Create login.
- Share the generated temporary password with the employee directly (it is shown once).
- Toggle which portals they can access using the checkboxes that appear once a login exists.
Organisation
Departments, business units, and reporting structure.
Why it matters
Reports, permissions, and payroll cost centers all key off department/business-unit assignment. Getting this right first avoids re-tagging every employee later.
In this portal
Organisation manages departments and business units used everywhere else in HR (employee forms, filters, reports).
Recruitment
Job postings, candidates from three intake sources, and the hire pipeline through to Convert to Employee.
Why it matters
Candidates can reach you three ways — HR adds them directly (or imports a SeamlyX shared profile), a candidate applies through the Seamlyx mobile app (Personal mode), or someone applies through your public job-post link. All three land in the same pipeline so nobody falls through a gap depending on how they applied.
In this portal
Every candidate carries a source (SeamlyX Import, manually added, Job Board / app, or Company Website) and moves through the same status pipeline: Applied → Screening → Phone/Technical/Onsite Interview → Reference Check → Offer Extended/Accepted → Hired (or Rejected/Withdrawn). The candidate profile shows a "Move to [next stage]" prompt so nobody has to guess the next step, and a "Convert to Employee" action once an offer is accepted — this creates the employee record but deliberately does not create a portal login; that is a separate, explicit action on the employee record (see Employees).
How to
- Create a job posting, or leave it open for general talent-pool candidates.
- Add candidates: Add Candidate (manual), Import from SeamlyX (shared profile), or share your public apply link — all three converge here.
- Work the pipeline: use the profile page's stage-advance prompt, or Extend Offer once a candidate reaches Reference Check.
- Once an offer is Accepted, use Convert to Employee — pre-fills personal details, but designation/department/salary/hire date need HR input.
- Grant portal access from the new employee record if they need to sign in.
Attendance
Daily check-in/check-out records, manual entries, and per-employee history.
Why it matters
Attendance status (Present/Absent/Half-day/Late/On Leave/Holiday/Weekend) feeds payroll and leave reconciliation — it needs to be accurate, not just logged.
In this portal
Attendance records are per employee per day. HR can add manual entries for anyone who can't self check-in.
Leave
Leave requests, approvals, balances, and the policies that govern them.
Why it matters
A leave request left PENDING doesn't just inconvenience the employee — attendance and payroll go out of sync with reality until someone decides.
In this portal
Leave Management lists requests (defaults to PENDING) with approve/reject actions. Leave Policies defines the leave types and entitlement rules those requests draw from. Guided Today surfaces the PENDING count directly so it doesn't require a separate check.
How to
- Leave Policies → define leave types and entitlements before employees start applying.
- Leave Management → review PENDING requests; approve or reject with a reason.
- Apply for Employee lets HR file leave on someone's behalf (e.g. no self-service login yet).
Compliance
Expiring certifications and mandatory training completion in one dashboard.
Why it matters
A lapsed certification is invisible until someone asks for it — usually during an audit. Surfacing expiries ahead of time turns a compliance failure into a routine renewal.
In this portal
Compliance Dashboard lists certifications expiring soon and mandatory training completion rate.
Reports
Attendance, leave, training, and performance-review reports.
Why it matters
Day-to-day screens show current state; reports show patterns over time (attendance by department, leave utilization, training compliance).
In this portal
Reports is a fixed set of pre-built views — attendance summary/daily register/by department/compliance, leave utilization, training compliance, performance reviews, and Employee 360.
Not yet available
A few sidebar links point at areas still being built.
In this portal
Performance, Training (as standalone modules — their report views under Reports already work), Payroll, Benefits, and Settings are on the roadmap but don't have working pages yet. If you land on one of these and it looks empty or broken, that's why — not a bug to report.
Playbooks
Common tasks with the reason you run them, then the steps.
Why: Prove the full loop — structure, then people, then access — before relying on it for real hires.
- Organisation → create at least one department and business unit.
- Leave Policies → create your core leave types.
- Employees → Add Employee for one real person, or run a test candidate through Recruitment.
- Open that employee → grant portal access → confirm they can sign in.
Status cheatsheet
Status usually means "whose turn is it to act?" — pending/draft states need someone to decide.
- Candidates
Applied → Screening → Phone/Technical/Onsite Interview → Reference Check → Offer Extended → Offer Accepted → Hired (or Rejected / Withdrawn) - Leave requests
Pending → Approved / Rejected (or Cancelled / Withdrawn) - Attendance
Present / Absent / Half-day / Late / On Leave / Holiday / Weekend - Offers
Draft → Sent → Accepted / Declined / Withdrawn / Expired
FAQ
- A candidate accepted an offer — why doesn't Convert to Employee create their login too?
- It's deliberate. Creating the employee record and creating a portal login are two separate decisions — HR grants access explicitly from the employee record, on its own timeline, rather than every hire automatically getting a login the moment they're converted.
- Why can't I pick "Interviewing" or "Offer" as a candidate status anymore?
- Those were never real statuses — the dropdown offered values the database didn't accept, which failed silently or with a confusing error. The real interview stages are Phone/Technical/Onsite Interview, and the real offer stages are Offer Extended/Accepted.
- The same person applied twice — why do I see two candidate records?
- If they applied to two different job postings, that's currently expected — each posting gets its own candidate row. If they were added twice to the general talent pool (no job posting) with the same email, that's now blocked as a duplicate.
- What does the Premium badge control?
- One company-wide subscription flag. When on, Guided Today and inline attention cues appear across the portal. When off, all core HR functionality (employees, leave, attendance, recruitment) works exactly the same — you just don't get the ranked action queue.
- Where do candidates from the public job-post link end up?
- The same Recruitment pipeline as everyone else, tagged with source "Website." No separate inbox to check.