Core HR & Organization Setup

The Core HR module is the foundation of your Ligo HRM workspace. Every other module - leaves, timesheets, attendance, expenses - depends on data configured here first.

Quick Setup Order

Locations → Departments → Designations → Employees → Reporting Lines

Complete these 5 steps before activating any other module.

Prerequisites

Before configuring Core HR, ensure you have system administrator access (SUPER_ADMIN or HR_ADMIN).

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Who Uses This Module?

Role	What They Do
SUPER_ADMIN	Creates locations, departments, designations; full access
HR_ADMIN	Onboards employees; manages lifecycle (confirm, promote, transfer)
Manager	Views org chart; no admin permissions
EMPLOYEE	Updates own contact info; views org chart and profile

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Admin Workflow

Step 1 - Create Locations

Locations are your office branches or remote hubs. Attendance geofencing, leave calendars, and shifts all reference them.

Navigate to: Settings → Organization → Locations → Add Location

Field	Description	Example
Name	Office or hub name	Headquarters – Mumbai
Timezone	Local timezone (IANA format)	Asia/Kolkata
Latitude / Longitude	GPS coordinates for geofencing	19.0760, 72.8777
Geofence Radius (m)	Distance limit for clock-in eligibility	150 meters

Tip

Set geofence radius to 100–200 metres to account for GPS drift on phones. You can turn off strict geofencing per attendance policy if employees work in multiple locations.

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Step 2 - Create Departments

Departments define your organizational divisions: Engineering, Finance, HR, Sales, etc.

Navigate to: Settings → Organization → Departments → Add Department

Field	Description	Example
Name	Division name	Engineering
Code	Short unique identifier	ENG
Parent Department	For nested structures (optional)	Technology
Department Head	Link after employees are created	(set after step 4)

Caution

You cannot delete a department that has active employees. Reassign employees to another department first.

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Step 3 - Define Designations

Designations are job titles with grade levels used to structure roles and salary bands.

Navigate to: Settings → Organization → Designations → Add Designation

Field	Description	Example
Title	Job title	Software Engineer
Job Code	Short code	SWE
Grade Level	Seniority level	L3

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Step 4 - Onboard Employees

With your organizational structure in place, add your employee records.

Navigate to: Employees → Onboard Employee

Required fields:

Field	Notes
Employee Code	Must be unique across your organisation (e.g. ENG001)
First Name & Last Name
Official Email	Used for login and all system notifications
Date of Joining	Sets tenure calculation start date
Department	Must already exist (created in Step 2)
Designation	Must already exist (created in Step 3)
Location	Sets timezone, calendar, and geofencing rules
Role	EMPLOYEE for staff; HR_ADMIN for HR team members

What happens automatically: A user account is created and an activation email is sent to the employee’s official email address.

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Step 5 - Build Reporting Hierarchies

After employees are created, assign their reporting managers.

Navigate to: Employee Profile → Employment Tab → Assign Manager

• PRIMARY manager - routes leave approvals, expense approvals, and performance reviews
• SECONDARY manager - optional escalation path

Caution

Circular reporting is rejected automatically. You cannot set A as B’s manager if B is already A’s manager.

View the full company tree under Org Chart in the sidebar.

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Step 6 - Manage the Employee Lifecycle

Use these HR actions from any Employee Profile page:

Action	When to use	Where
Confirm Probation	Move employee from PROBATION → PERMANENT	Employee Profile → Confirm Employment
Promote	Change designation or grade level	Employee Profile → Promote
Transfer	Move employee to a different location	Employee Profile → Transfer Location
View History	See all past changes with before/after values	Employee Profile → History Tab

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Employee Workflow

Update Your Contact Details

Navigate to: My Profile → Contact Details

You can edit:

• Personal phone number
• Emergency contact (name, relation, phone)

You cannot change your department, designation, location, or reporting manager - contact HR for those.

View the Org Chart

Navigate to: Org Chart (sidebar)

Interactive reporting tree showing who reports to whom across the company.

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Troubleshooting

Problem	Solution
Employee not receiving activation email	Check spam folder; verify the official email address is correct
Cannot assign a manager - employee missing from list	The manager must already be an active employee in the system
Geofence rejects punches despite being in office	Increase the geofence radius or verify the GPS coordinates on the location
Cannot delete a department	Reassign or offboard all employees in that department first
Confirm/Promote option greyed out	Your account needs HR_ADMIN or SUPER_ADMIN role

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Next: Attendance → Set up shifts, policies, and geofenced clock-in before employees start working.

Next: Leaves → Configure leave types and policies once employees are onboarded.