Administration
Administration
Data Configuration Filling in organizations, departments, branches, offices, positions, and employees
1. Open the respective module (our_companies , departments, branches, offices, positions, staff)
2. Create, update or delete data in the modules.
1. Open module "Users".
2. Create, update or delete a user.
Introduction to Holiday Automation
OBS streamlines office holiday management globally through advanced automation, ensuring daily updates with relevant public holidays for each location.
Understanding Automation
Our system adds missing holidays based on local customs and regulations, designed to respect any administrative adjustments.
This balance of automation and flexibility ensures holiday schedules are accurate and customized.
Managing Automation
To modify the automated holiday management task, navigate to the Automated Tasks Module.
You can follow these steps:
1. Open the Control Panel.
Location: Home > Left panel. Highlighted is the button that leads to the control panel.
2. Select "Admin Panel" and select "Automated Tasks".
Location: Home > Control panel > Admin panel. Highlighted is section "Admin panel", and the button "Automated tasks" under section "Developer".
3. Find the Task by searching "Annual Holiday Synchronization Task" and click "Edit" to customize the task if needed.
Location: Home > Control panel > Admin panel > Developer > Automated tasks. Highlighted are the "Quick Search" used to find the "Annual Holiday Synchronization Task", as well as the "Edit" button, indicating the option to modify the automated task.
4. Edit the automated task if necessary.
Location: Home > Control panel > Admin panel > Developer > Automated tasks > "Annual Holiday Synchronization Task".
Customizing Holiday Calendars
Managing office holidays effectively is essential for operational harmony across global and local levels.
Our system simplifies this process, providing tools to tailor holiday calendars to each office"s specific needs.
Here"s how to start:
1. Open the Control Panel
Location: Home > Left panel. Highlighted is the button that leads to the control panel.
2. Navigate to the Admin Panel and select "Office Holidays":
Location: Home > Control panel > Admin panel. Highlighted is section "Admin panel", and the button "Office Holidays" under section "Lookups".
3. Customizing the Calendar
When you open the "Office Holidays" module, you"ll find a list of holidays. Each entry (record/row) in this list represents a specific holiday.
Location: Home > Control panel > Admin panel > Lookups > Office Holidays.
This setup makes managing holidays straightforward, as it displays all necessary details per holiday for each office. The records include several key fields:
| Field | Description |
|---|---|
| English Name | The commonly recognized name of the holiday in English. |
| Local Name | The name of the holiday as known locally. |
| Type | This indicates whether the day is a "National Holiday" or a "Working Day." A "Working Day" designation is used for those days that are officially recognized as working days during weekends or other non-standard working times for the specific country or office. |
| Office | Specifies the office location the holiday applies to. |
| Date | The exact date of the holiday. |
Explore the following customization options in this module:
| Feature | Description |
|---|---|
| Filtering by Office or Date | You can use the filter to locate holidays by office or date. Location: Home > Control panel > Admin panel > Lookups > Office Holidays > Filter. Highlighted is button "Filter" that opens the filter menu. |
| Adding / Deleting Holidays | Adjust your holiday list using add/delete functions. Adding holidays To add a new holiday, click "Create".  Location: Home > Control panel > Admin panel > Lookups > Office Holidays. Highlighted is the "Create" button, which opens the form for adding a new holiday. Next, fill in the required fields: English Name, Local Name, Office, Type, and Date. Finalize by clicking "Add".  Location: Home > Control panel > Admin panel > Lookups > Office Holidays. Highlighted is the "Add" button, which finalizes the creation of the holiday. Deleting holidays To remove a holiday, simply select the holiday by clicking on its ID and then choose "Delete".  Location: Home > Control panel > Admin panel > Lookups > Office Holidays. Highlighted is the "Delete" button, used to remove the selected holiday. You also have the option to select multiple holidays and delete them in one action.  Location: Home > Control panel > Admin panel > Lookups > Office Holidays. Highlighted is the "Delete" button, used to remove the selected holiday. |
| Bulk Importing Holidays | To manage holidays across multiple offices or update holiday lists in bulk, follow these steps for Excel import: 1. Navigate to the left panel.  Location: Home > Control panel > Admin panel > Lookups > Office Holidays. Highlighted is the three-line icon, which, when clicked, opens the left panel. 2. Select Data > "Import XLSX" to access the import feature.  Location: Home > Control panel > Admin panel > Lookups > Office Holidays > Left panel. Highlighted is the "Import XLSX" option which on click opens the import data feature. 3. Download the provided template and fill it with the holiday information you need to add or update.  Location: Home > Control panel > Admin panel > Lookups > Office Holidays > Import Data. Highlighted is the "Template" button, which initiates the template download upon clicking.  Location: Excel. The image demonstrates a successful case of bulk-importing holidays. Note: Columns "G" and "H" should be left blank. 4. Once your Excel sheet is complete, import it back into the system to apply the updates.  Location: Home > Control panel > Admin panel > Lookups > Office Holidays > Import Data. Highlighted is the "Import" button, which upon clicking opens your device's library to select the Excel file for import into the system. Upon a successful import, you"ll see a "Import successful" notification.  Location: Home > Control panel > Admin panel > Lookups > Office Holidays > Import Data. Highlighted is the "Import successful" message, signifying the successful completion of the operation. This process simplifies large-scale holiday management, allowing for quick and organized adjustments to your holiday calendars. |
By following these structured steps, administrators can efficiently manage and customize holiday calendars, ensuring they meet the unique requirements of each office.
This process not only saves time but also enhances operational efficiency by keeping holiday schedules accurate and up-to-date.
Introduction
Once an office's yearly holiday schedule (as set up in "Office Holidays" above) is finalized, it needs to be approved before it can be used for payroll calculations. Once a year is approved for an office, it is locked: no further holidays can be added, edited, or deleted for that office/year until the approval is revoked.
This ensures the schedule used for payroll is stable and audited, while still allowing corrections when genuinely needed.
Opening the Work Calendar Approvals panel
1. Open the "Office Holidays" module (as described above).
Location: Home > OTHER > Office Holidays > All. Highlighted is the "Work calendar approvals" button next to "Board" at the top of the module.
2. Click the "Work calendar approvals" button to open the approval panel.
Understanding the approval grid
The panel shows a grid with offices as rows and years as columns (by default, the current year and two years before/after; use the arrows next to the year range to shift the window). Each cell shows the approval status for that office and year:
| Status | Meaning |
|---|---|
| Approved (green) | The schedule for this office/year is locked. Holidays cannot be added, edited, or deleted until the approval is revoked. This is the status used for payroll. |
| Not approved (grey) | No approval has been requested yet for this office/year. Holidays can still be freely edited. |
| Awaiting approval (orange, with a dot) | Same as "Not approved", but the year is due (current year or earlier) and holiday records already exist — this highlights offices/years that likely need attention soon. |
| Revoked (red) | The schedule was approved at some point, then the approval was revoked (see below). Holidays can be edited again. The previously approved data is kept until the next approval. |
The number shown in each cell (e.g. "Approved (14)") is the count of holiday records found for that office/year.
Location: Work calendar approvals panel. Highlighted are the legend (top-left), the year range navigator (top-right), and the office × year grid with its different statuses.
Fetching public holidays automatically
Instead of adding holidays one by one, you can fetch official public holidays for one or more offices and years automatically:
1. Click one or more cells to select them (a green checkmark appears on selected cells). Only cells that are not already "Approved" can be selected.
2. A selection bar appears at the bottom of the panel, showing the selected offices/years and two buttons: "Fetch holidays" and "Approve selected".
3. Click "Fetch holidays" to pull the official public holidays for the selected offices/years from an external public-holidays source and add them automatically.
Location: Work calendar approvals panel, after selecting one or more cells. Highlighted is the selection bar with the "Fetch holidays" and "Approve selected" buttons.
A confirmation dialog lists exactly which offices/years will be affected before anything happens. After fetching, a summary shows how many holiday records were added per office, and any errors encountered.
Fetched holidays can still be reviewed, edited, or removed manually in "Office Holidays" (as described above) before the year is approved.
Viewing the details of an office/year
Click the small "i" icon on any cell to see the full list of holidays for that office/year, along with the exact date, name, and type of each one.
If the office/year is already approved, this popup also shows who approved it and when, together with a "Revoke approval" button (see below).
Approving a year
1. Select one or more cells the same way as for fetching holidays (see above). A year with zero holiday records cannot be approved.
2. Click "Approve selected" in the selection bar.
3. Confirm the list of offices/years shown in the dialog.
Once approved, the cell turns green and the schedule for that office/year is locked: no further changes can be made to its holidays until the approval is revoked.
You can select and approve offices across different years in the same action; each year is approved independently, so if one year fails (e.g. it turned out to have no holiday records), the others are not affected.
Revoking an approval
If a mistake is found after a year has been approved, an administrator can revoke the approval:
1. Click the "i" icon on the approved (green) cell to open its detail popup.
2. Click "Revoke approval" and confirm.
Location: Work calendar approvals panel > detail popup of an approved office/year, opened via the "i" icon. Highlighted are the approved-by/date info, the list of holidays (date, name, type), and the "Revoke approval" button.
The cell turns red ("Revoked"), holidays for that office/year can be edited again, and the previously approved schedule is kept in place until the year is approved again.
1. Open the respective module.
2. Open all records for the respective module.
3. Click the "Navigation menu" at the top-left corner, then click "Import XLSX"
This will open a pop-up window where you can download the template..
After downloading the template and filling it, next step is to import it back into the module by doing the same steps as downloading the "template", but this time you will need to click "Import" button.
text
Importing absence requests (paid/unpaid/maternity/paternity) for current year (Data import in vacations)
1. Open module "Vacations"
2. Clicking Vacations at the top-left to open all the vacations
3. Click the "Navigation menu" at the top-left corner, then click "Import XLSX"
This will open a pop-up window where you can download the template..
After downloading the template and filling it, next step is to import it back into vacations by doing the same steps as downloading the "template", but this time you will need to click "Import" button.
1. Open module "Staff"
2. Click on the respective"s staff number and choose "Edit"
3. Scroll down to "Initial annual vacation days" and "Contractual vacation days" to update their info.
1. Open module "Privileges"
2. Create, update or delete existing privileges.
1. Open "Control panel at the top-left corner and click on the "wrench" icon.
2. Then click on "System email" to set up it.
3. After filling the fields click on "Test SMTP" and "Test IMAP" to see if everything is alright and click "Save"
1. Open module "Vacation types"
2. You can create, update or delete certain vacation
Creating a "Vacation type" can be done by clicking "Create" then filling the fields.
Updating or deleting a vacation can be done by clicking the respective number of the vacation next to its name and clicking "Edit" or "Delete".
Video Iinstructions:
1. Open respective module
2. Click the "wrench" icon at the top-right corner.
3. Click "Manage permission" to change permissions for users.
This will open a pop-up that will give you the option for changing permission
Prevent access - Prevents access to the certain module
Prevent deletion - Prevents deletion from the certain privilege
Read - Can only read the module
Write - Can write in the module
By clicking the "+" button you can add more privileges to the module and edit their access.
Manage row level permissions and organisational structure
You can find more detailed information about Row-level Permissions and Organizational Structure access settings in our Security Guide. Click here to explore step-by-step instructions on managing permissions and access control.
Dynamic Probation Period Adjustment for Absences
Overview
The "Dynamic Probation Period Adjustment for Absences" feature is an automated system designed to manage and adjust probation periods for employees within the "Staff" module.
This feature ensures that probation periods are extended appropriately in cases of employee absences, maintaining compliance with organizational policies and employment contracts.
Key Features
1. Automatic Probation Period Calculation:
Upon creating an employee"s first employment contract and its subsequent signing, the system automatically calculates and populates the probation period field in the "Staff" module.
This period is set by default to six months from the start date.
2. Probation Period Updates from Employment Contracts:
When entering in status "Signed", any changes to an employee"s position, start date, and other relevant details in the employment contract are reflected in the employee"s profile in the "Staff" module, including the initial setting of the probation period.
3. Monitoring Absences During Probation:
The system actively monitors any absences during the set probation period.
In case of such absences, the probation period is extended by the equivalent number of working days absent, ensuring the employee completes the requisite probation duration.
4. Integration with Additional Agreements Module:
In the "Additional Agreements" module, where amendments to employment contracts can be made, there is an option to set a new probation period.
If selected, this information updates the employee"s profile in the "Staff" module.
The dynamic adjustment feature then takes effect for any absences occurring during this new probation period.
Operation
1. Initial Setup
- After creating en amployee profile, probation period field is set to start date + 6 months.
- When the employment contract of the employee is generated and signed, the system will automatically update the probation date in the employee profile.
2. Absence Monitoring
- The system continuously monitors for any absences during the probation period.
- If an absence occurs, the system automatically extends the probation period by the number of working days absent.
3. Additional Agreements
- If a new probation period is set through an additional agreement to the employment contract, this information is updated in the employee"s profile.
- The dynamic adjustment system then applies to this new period in case of absences.
Onboarding Notifications
In the onboarding step of the Staff module, there is an automated notification designed to streamline the employee hiring process. This notification serves to alert the appropriate team members to prepare necessary resources and access for the new hire. Typically, this includes the IT team for hardware setup and access provisioning. However, the system is flexible, allowing you to customize the recipients based on your organization's needs.
Steps to Configure Onboarding Notifications:
- Navigate to the Notification Definitions module:
- Control Panel > Admin Panel > Settings > Notification Definitions
- Locate the notification context
staff_onboardingin the list of definitions. - Click on Edit to manage the recipient list.
- Add or update the employees who should receive this notification by selecting their names from the list.
- Save the changes to ensure the notification is sent to the correct team members whenever the onboarding step is initiated.
Example Use Case:
When a new employee is hired, the onboarding notification automatically triggers an email to the designated team members, such as IT, HR, or other relevant departments. This ensures timely preparation of equipment, access, and other requirements before the employee's start date.
Benefits of Configurable Notifications:
- Customization: Easily update recipient lists to reflect changes in team responsibilities.
- Efficiency: Automates communication, reducing delays in the onboarding process.
- Flexibility: Supports dynamic updates to align with organizational needs.
For additional support or guidance, consult your system administrator or the development team.