Human Resources
HR keeps the suite’s list of people true: who works here, which unit they are in, who heads each unit, and who has left. Everything else in the suite, from approvals to memos, depends on that list.
Who this is for
The Human Resources Officer role (HR_MANAGER). At the hospital, HR work sits in Appointments, Promotion & Discipline (AP&D) under the Director of Administration. The head of AP&D is given this role when the organisation is set up; an administrator can give it to other AP&D officers (for example in Appointments or Workforce Planning) who keep staff records.
The role includes everything a head of department can do, plus managing users and units.
What you’ll see in your menu
| Menu section | What you will see (select to open it in the app) |
|---|---|
| Workspace | Dashboard AI Assistant Notifications Mail Documents Memos Events Meetings |
| Work | Projects Requests Approvals Fixed Assets |
| Finance | Payroll |
| People | Users User Groups |
| Administration | Audit Logs Role & Permissions |
In the app, User Groups reads Departments & Units, Approvals reads My Desk and Memos reads Memos & Circulars. Payroll, Role & Permissions and Audit Logs are read-only for you.
Your working day
Every day
- Clear My Desk. Requests from AP&D staff and AP&D request templates (appointments, promotions, discipline, board matters) that route to your level. See Approve, return or reject.
- Set up new staff. In Users, select Add User. Enter the staff number, name, position and unit. Large intakes are imported from the nominal roll by an administrator. See Add, import and manage users.
- Help people who cannot get in. Open the person in Users. Use Reset Password for a forgotten password, or Onboarding to send them through first-time setup again. Most people can help themselves first with Find your account & reset password.
When staff move
- Transfers and postings. Change the person’s unit in Edit User, or add and remove members in Departments & Units.
- A new head of unit. Open the unit in Departments & Units and set the Head (HOD / HOU). Requests and memos for that unit start going to the new head at once, including those already waiting. See Departments, units & heads.
- Leavers and retirees. Select Deactivate on the person. They can no longer sign in, but their requests, decisions and signatures stay on the record. Reactivate brings them back.
Once a month
- Look for units with no head in Departments & Units. A unit without a head leaves its staff’s requests with nowhere to go.
- Export the staff list from Users to check it against the nominal roll and IPPIS.
- Look at Payroll (read-only) when Finance asks HR to confirm new starters and leavers.
How do I…
For managing people and units, see also Add, import and manage users and Departments, units & heads.
Things only you can do
- Add, edit, deactivate and reactivate staff accounts.
- Create and change units and set their heads.
- Reset a password or reset onboarding for someone else.
- Correct locked record fields: once staff confirm their phone number and date of birth during first-time setup, only HR can change them.
- Export the staff list.
Common pitfalls
- Changing a head is not the same as changing a role. Setting a new head routes the unit’s approvals to them. If the office carries its own role (the DFA, the Head of Audit, the CMAC, the DA), ask an administrator to apply the right role too. See Roles & permissions.
- Do not delete leavers. Deactivate them, so the approval trail on old records still shows who signed.
- Keep staff numbers unique. People sign in with their staff number, so two records with the same number cause trouble. Correct the record before the person’s first sign-in.
- A new member of staff sees very little. That is normal: the Employee role is the baseline. Office roles come from the unit they are placed in.