Managix HRMS Complete User Manual

Product: Managix PHP Edition
Module: Human Resource Management System (HRMS)
Current documented baseline: HRMS Phase 1-12 + Phase 12.1/12.2/12.3 hardening
Publisher/Developer: ShasTech-IT
Manual version: 1.0 — October 2026

How to use this manual

This is the canonical end-user and administrator guide for the current Managix HRMS module. It is written around the actual Managix workflows and routes in the current PHP application, including Employee Self-Service (ESS), Manager Self-Service (MSS), recruitment, onboarding, payroll, compliance, performance, training, talent management, reporting, security controls, and production-readiness features.

Menu visibility depends on the logged-in user’s role and permissions. If a page described in this manual displays Forbidden, that does not automatically mean there is a fault. It normally means the role has not been granted the permission required for that workflow. Contact the Managix Administrator or HR system owner instead of attempting to bypass the restriction.

Examples use route names such as /hrms/employees/index.php. Your installation may include /public/ in the visible URL depending on DocumentRoot and rewrite configuration.

Privacy rule: never use real passwords, MFA secrets, full bank account numbers, Civil IDs, passports, or other confidential employee information in screenshots, training materials, support tickets, or public documentation. Use a dedicated demo employee/company where possible.

Part I — Getting Started

1. What Managix HRMS does

Managix HRMS manages the employee lifecycle from workforce planning and recruitment through onboarding, attendance, leave, payroll, employee development, compliance, transfers and exit. The current implementation integrates with the wider Managix system, including Accounting, Company operations, notifications, audit logging and central security controls.

Major HRMS capability groups include:

• Employee master records and Employee 360 view.
• Organization units, positions, reporting managers and headcount controls.
• Employee documents and secure private HR file handling.
• Kuwait-oriented employee document/contract expiry compliance monitoring.
• Attendance, BioTime synchronization, attendance exceptions and regularization.
• Shifts, date-based assignments and roster management.
• Leave policies, balances, requests, approvals and calendars.
• Overtime requests, approval controls and payroll consumption.
• Payroll runs, validation, locking, payments, payslips, YTD reporting and Accounting posting.
• Employee loans, deductions and repayment history.
• Employee lifecycle events, transfers, probation, exit clearance and final settlement.
• Recruitment requisitions, vacancies/headcount, candidates, applications, interviews and hiring.
• Candidate-to-employee and onboarding integration.
• Performance cycles, goals/KPIs, self/manager review and appraisal.
• Training catalog, requirements, sessions, nominations, approvals and history.
• Competencies, skills, development plans, 9-box calibration, career paths and succession planning.
• Employee Self-Service and Manager Self-Service.
• HR dashboard, unified workflow inbox, notifications, workforce analytics and report center.
• RBAC, CSRF protection, MFA support, audit logs, sensitive-data controls and production-readiness checks.

2. Main user roles

The production database supports roles such as Administrator, HR Admin, HR Manager, Accountant, Warehouse Admin, Front Admin, General User and Employee. Phase 11 adds a dedicated Line Manager role for Manager Self-Service. Your organization may combine roles where there is a genuine business need, but least privilege should be maintained.

Administrator

Use for system configuration, users, roles, permissions, security settings and final control checks. Administrator access should not be used for routine HR work when a narrower role is sufficient.

HR Admin

Use for day-to-day HR administration according to granted permissions: employee records, organization, attendance, leave, documents, recruitment, onboarding, reports and other HR functions. Sensitive salary/bank/identity access is separately permission-controlled.

HR Manager

Use for HR decision-making and workflows that may not be granted to HR Admin, such as selected profile-change, regularization, transfer, exit or payroll-sensitive workflows depending on your configured RBAC.

Line Manager

Use for Manager Self-Service. The manager should see only active direct reports linked through the employee reporting-manager relationship. The Line Manager role is intentionally different from global HR permissions.

Employee

Use for Employee Self-Service: personal profile, attendance, shifts, leave, payslips, documents, training, performance, development plan, employment information, requests and notifications.

Accountant

Use for payroll/accounting duties actually assigned to Finance. The hardened configuration permits legitimate payroll salary/bank visibility where needed while preventing generic employee administration, identity-data access, unmasked generic export and security-role administration.

3. Signing in securely

1. Open the Managix login page.
2. Enter your authorized username/email and password.
3. If MFA is enabled and your account is enrolled, complete the TOTP verification step.
4. After login, review the dashboard and confirm you are in the correct role/workspace.
5. Never share a password or MFA secret.
6. Log out when using a shared workstation.

Managix production security includes secure session cookies, CSRF protection, RBAC, audit logging and production security headers. Privileged users should be enrolled in MFA before final production sign-off.

4. Navigation and permissions

The HRMS dashboard is available from /hrms/index.php. Depending on permissions, it provides:

• Workflow Inbox.
• My Notifications.
• HR Calendar.
• Workforce Intelligence.
• Priority Work Queue.
• Upcoming lifecycle events.
• Workforce signals.
• Quick actions to Employees, Recruitment, Onboarding, Organization, Roster, Leave, Attendance, Payroll, Lifecycle, Compliance, Reports, Audit, Performance, Training and Talent.

If a link is not shown, it normally means the logged-in role does not hold the necessary permission.

Part II — HR Dashboard, Inbox and Notifications

5. HR Dashboard

Route: /hrms/index.php

Use the HR Dashboard as the starting point for HR operations.

Daily workflow

1. Open the HR Dashboard after login.
2. Check the Priority Work Queue for pending HR actions.
3. Review overdue or high-priority workflow items first.
4. Check Upcoming Lifecycle for probation, transfer or exit events within the next 30 days.
5. Review Workforce Signals for attendance, turnover, expiry or other configured threshold alerts.
6. Use Quick Actions to open the relevant module.

Good practice

Do not use dashboard counts alone as the final decision source. Open the underlying workflow item and review the employee/request details before approval, rejection or posting.

6. Unified Workflow Inbox

Route: /hrms/inbox.php

The inbox consolidates workflow items the logged-in user is permitted to act on. Depending on role and configuration, items can include leave, attendance, profile changes, onboarding, training and other HR workflows.

1. Open Workflow Inbox.
2. Filter or prioritize the queue if filters are available.
3. Open the workflow item.
4. Verify employee, dates, supporting details and current status.
5. Take the permitted action from the workflow’s own page.
6. Reopen the inbox to confirm the item moved out of the pending queue.

7. Notifications

Employee/self route: /hrms/my_notifications.php

Notifications provide user-specific alerts and action links. Always verify that a notification link opens a record your role is authorized to access. A notification must never be treated as an authorization bypass.

Part III — Employee Administration

8. Employee List

Route: /hrms/employees/index.php

Use the employee list to search and open employee records.

Typical steps:

1. Open HRMS → Employees.
2. Search/filter for the employee.
3. Open the employee record.
4. Review Employee 360 before making changes.
5. Use Edit only when your role is authorized.

Avoid creating duplicate employee records. Search by employee code/name and other available identifiers before creating a new record.

9. Create a new employee

Route: /hrms/employees/new.php

1. Open Employees → New Employee.
2. Enter core personal and employment details.
3. Complete company/department or canonical organization assignment fields as applicable.
4. Enter contact and administrative information required by company policy.
5. Enter sensitive identity, salary or bank information only when your role has the required permission.
6. Save the employee.
7. Open the newly created Employee 360 page and verify the record.
8. Link a Managix user account where Employee Portal access is required.
9. Assign organization unit/position/reporting manager where applicable.
10. Add required documents through the secure document workflow.

Recruitment hires should normally use the integrated Candidate → Hire → Employee → Onboarding workflow rather than manually creating a duplicate employee.

10. Employee 360 / employee view

Route: /hrms/employees/show.php?id=<employee_id>

Employee 360 is the main consolidated HR view. Depending on data and permissions it may show profile, employment, organization, documents, salary-related information, history and links to related HR workflows.

Sensitive values are protected through Managix SensitiveData controls. For example, salary information may appear masked to a user without salary-view rights.

If a nonexistent ID is requested, Managix should display a clean Employee not found response rather than a database error.

11. Edit employee information

Route: /hrms/employees/edit.php?id=<employee_id>

1. Open Employee 360.
2. Select Edit if authorized.
3. Update only fields supported by your assigned role.
4. Do not overwrite masked/restricted salary or bank values with blank data.
5. Save changes.
6. Reopen Employee 360 and verify the result.
7. Review the HR audit log for sensitive or important changes where required.

Employees should not directly edit controlled master fields simply because they can see them in ESS. Use the profile-change-request workflow instead.

12. Employee photos

Employee photo upload/delete routes exist under /hrms/employees/. Use only supported image formats and avoid storing unrelated files in the photo area.

Part IV — Organization, Positions and Headcount

13. Organization workspace

Routes:

• /hrms/organization/index.php
• /hrms/organization/units.php
• /hrms/organization/positions.php
• /hrms/organization/assignments.php
• /hrms/organization/assign_employee.php
• /hrms/organization/headcount.php
• /hrms/organization/chart.php

The canonical organization model supports organization units, positions, employee assignments, manager relationships and headcount controls.

Recommended setup order

1. Create/maintain organization units.
2. Create positions and associate them with the appropriate unit.
3. Set headcount/capacity where used.
4. Assign employees to positions/units.
5. Set reporting manager relationships.
6. Validate the organization chart.
7. Review headcount before creating recruitment requisitions.

Reporting-manager rule

An employee must not report to themselves. Manager relationships should point to a valid employee record. Phase controls check for broken manager links and self-reporting anomalies.

Part V — Employee Documents and Kuwait Compliance

14. Secure Employee Documents

Routes:

• /hrms/documents/index.php
• /hrms/documents/upload.php
• /hrms/documents/download.php
• /hrms/documents/edit_upload.php
• /hrms/documents/document_delete.php

Employee documents are handled through secure HR file services/private storage. Do not publish direct storage paths.

Upload workflow

1. Open the employee profile/appropriate Documents page.
2. Choose the document type.
3. Select the file.
4. Add issue/expiry or supporting metadata where required.
5. Submit.
6. Verify the document appears for the correct employee.
7. Test download using the protected download action.

If an invalid document ID is requested, the system should return Not Found rather than exposing filesystem details.

15. Kuwait HR Compliance & Document Control

Route: /hrms/compliance/index.php

The Compliance Center monitors configurable employee document/contract expiries and renewal follow-up. It is an internal control tool, not legal advice.

The page can filter by organization unit, employee, company and department and displays document, expiry date, days remaining, compliance status, renewal status and payment status.

Recommended daily/weekly use

1. Open Compliance Center.
2. Filter to critical/near-expiry items where applicable.
3. Open the Employee record.
4. Check whether a renewal process already exists.
5. Start or update the renewal workflow according to company policy.
6. Record payments/deductions through the correct renewal workflow where used.
7. Export/print only if your role is allowed.

16. Employee document expiry in ESS/MSS

Employees can see their own expiry alerts through Employee Portal. Line managers can see permitted expiry status for direct reports, but Manager Self-Service intentionally does not expose identity numbers or document files.

Part VI — Attendance, BioTime, Shifts and Rosters

17. Attendance workspace

Routes include:

• /hrms/attendance/index.php
• /hrms/attendance/daily.php
• /hrms/attendance/monthly_summary.php
• /hrms/attendance/attendance_summary.php
• /hrms/attendance/integrity.php
• /hrms/attendance/import.php
• /hrms/attendance/import_history.php
• /hrms/attendance/recalculate.php
• /hrms/attendance/rules.php

Attendance is employee-linked. A user account that needs self-service attendance must have a valid users.employee_id mapping.

Daily review

1. Open Attendance.
2. Select date/employee filters.
3. Review time-in, time-out, worked time, late/early indicators and status.
4. Investigate exceptions rather than editing blindly.
5. Use regularization workflow for employee corrections.

18. BioTime synchronization

Managix includes BioTime synchronization through cron and HRMS controls. Production should normally use the scheduled synchronization rather than manual repeated imports.

Review synchronization history and error logs when attendance devices stop updating. Never store device credentials in screenshots or support posts.

19. Attendance rules and overtime basis

Route: /hrms/attendance/rules.php

The current HRMS supports configurable overtime multipliers and weekly day off. The current defaults in the application are:

• Weekday overtime: 1.25x.
• Weekend/weekly-off overtime: 2.00x.
• Public-holiday overtime: 1.50x.
• Weekly day off default: Friday.

Verify company policy before changing these values. Changes can affect payroll calculations.

20. Shifts and date-based assignments

Routes:

• /hrms/shifts/index.php
• /hrms/shift_assignments/index.php

Shifts define planned working times. Assignments can cover custom date ranges.

1. Create or verify the shift definition.
2. Assign the employee for the required start/end dates.
3. Confirm there is no unintended overlap.
4. Review attendance against the assigned shift.

21. Rosters

Routes:

• /hrms/roster/index.php
• /hrms/roster/create.php
• /hrms/roster/view.php

Use roster management for planned schedules. A locked/official roster should not be silently changed just to solve an attendance discrepancy; use the audited correction/regularization controls.

22. Attendance regularization

Employee route: /hrms/employee_portal/attendance_regularization.php
HR route: /hrms/attendance_regularization.php

Employee workflow:

1. Open Employee Portal → Regularization.
2. Select Work Date.
3. Choose request type.
4. Enter requested IN/OUT times when relevant.
5. For Wrong Shift, choose the correct shift where offered.
6. Enter a clear reason.
7. Submit.
8. Track the request status and HR note.

The current canonical workflow uses HR review; Phase 11 Manager Approval Inbox shows regularization for manager awareness rather than creating a conflicting second manager-approval state.

Part VII — Leave Management

23. Leave policies and balances

Routes:

• /hrms/leaves/policies.php
• /hrms/leaves/balances.php
• /hrms/leaves/balance_api.php
• /hrms/leave_balance_adjustments.php
• /hrms/leave_balance_adjustments_bulk.php

Use policies to define leave behavior and balances to review entitlement/usage. Adjustments should be made only by authorized HR users and should have a business reason.

Invalid employee IDs are rejected cleanly rather than being allowed to create orphan balance rows.

24. Employee leave request

Employee route: /hrms/employee_portal/leaves.php

1. Open My Leaves.
2. Click Apply Leave.
3. Select leave type.
4. Enter the leave period and required details.
5. Attach supporting documentation if the leave type/workflow requires it.
6. Submit.
7. Track status in My Leaves.
8. Review the updated leave balance after approval.

25. HR/manager leave approval

HR routes: /hrms/leaves/approvals.php, /hrms/leaves/view.php
Manager route: /hrms/manager/approvals.php

Before approval:

• Confirm the employee.
• Confirm leave type and period.
• Review overlap/attendance/roster considerations.
• Review balance and policy.
• Review attachments if authorized.

After approval, verify the status/balance changed once. The same request should not be double-approved.

26. Team leave calendar

Manager route: /hrms/manager/leave_calendar.php

Managers can filter a period and view leave for direct reports. This is designed for workforce planning; it does not grant global HR access.

Part VIII — Overtime

27. Overtime requests and approvals

Routes include:

• /hrms/overtime/index.php
• /hrms/overtime/request.php
• /hrms/overtime/view.php
• /hrms/overtime/approvals.php
• /hrms/overtime/settings.php
• /hrms/overtime/controls.php

Use the request/approval workflow rather than adding payroll overtime manually when the configured process requires approval.

Approved overtime can be consumed by payroll according to the dedicated payroll overtime permission and attendance rules. A Line Manager must only act on overtime belonging to direct reports.

Part IX — Payroll

28. Payroll security model

Payroll is one of the most sensitive HRMS areas. Access is separated into granular permissions such as payroll viewing, Maker/Checker/Approve functions, payments, Accounting posting/reversal, bank export and sensitive salary/bank visibility.

Do not grant generic employee administration or generic sensitive export solely because a user works in Accounting.

29. Payroll dashboard and runs

Routes include:

• /hrms/payroll/dashboard.php
• /hrms/payroll/index.php
• /hrms/payroll/run.php
• /hrms/payroll/validation.php
• /hrms/payroll/exceptions.php
• /hrms/payroll/summary.php

Recommended monthly workflow

1. Confirm the payroll period.
2. Confirm attendance synchronization/recalculation is complete.
3. Confirm approved leave, unpaid leave and overtime inputs.
4. Confirm recurring earnings/deductions, loans and other authorized deductions.
5. Create/run payroll using the Maker role.
6. Review payroll validation and exceptions.
7. Correct source data rather than directly masking unexplained variances.
8. Perform Checker/approval/finalization according to your control model.
9. Lock/finalize the payroll.
10. Generate payslips.
11. Process/record payroll payments where applicable.
12. Post payroll to Accounting.
13. Reconcile the Accounting journal/posting.
14. Use reversal workflow rather than deleting posted payroll/accounting records.

30. Payroll components

The established Managix payroll structure supports earnings such as Basic Salary, Overtime, Housing, Food, Transportation, Other Allowance and Bonus/Incentive, and deductions such as Absence, Unpaid Leave, Loans, Penalties, Cash Advance Recovery and Other Deductions.

Actual active components depend on your configured employee data and payroll rules.

31. Payslips and employee access

HR routes: /hrms/payroll/slip.php, /hrms/payroll/payslip_print.php
Employee route: /hrms/employee_portal/payslips.php

Employees should see only their own approved/locked payslips. The Employee Portal dashboard also shows the latest eligible payslip/net amount when available.

32. Payroll to Accounting

Routes:

• /hrms/payroll/payroll_post_to_accounting.php
• /hrms/payroll/payroll_reverse_accounting.php

Only authorized users should post payroll. Always verify the period, total and target accounting period before posting. If a posted payroll must be corrected, use the controlled reversal flow and audit trail.

Part X — Employee Loans and Deductions

33. Employee loans

Routes:

• /hrms/loans/index.php
• /hrms/loans/new.php
• /hrms/loans/history.php
• /hrms/loans/monthly_deductions.php
• /hrms/loans/statement.php
• /hrms/loans/close.php

Typical workflow

1. Create the loan using an authorized role.
2. Confirm employee, amount, repayment details and start period.
3. Review monthly deductions before payroll finalization.
4. Review the employee statement/history.
5. Close only when the outstanding balance/control conditions are satisfied.

Employee route: /hrms/employee_portal/loans.php shows the logged-in employee’s own loans and payment history.

Part XI — Lifecycle, Transfers, Probation and Exit

34. Employee lifecycle

Routes:

• /hrms/lifecycle/index.php
• /hrms/lifecycle/employee.php
• /hrms/lifecycle/controls.php

Lifecycle events provide an auditable history of significant employment events. Employee lifecycle rows are foreign-key protected against deleting the referenced employee.

35. Employee transfers

HR route: /hrms/employee_transfers.php
Employee route: /hrms/employee_portal/transfers.php

Use the transfer workflow instead of manually changing multiple organization fields with no history.

1. Create/review the transfer request/event.
2. Confirm effective date, new unit/position/manager and supporting remarks.
3. Approve according to the configured workflow.
4. Allow the due-transfer process to apply the change at the correct date where used.
5. Verify the employee organization assignment after effective date.

36. Probation

Managers can review direct-report probation reminders at /hrms/manager/probation.php. The page shows relevant employee/case, probation end and confirmation stage for the manager’s scope.

37. Exit and clearance

Routes include:

• /hrms/exit_clearance.php
• /hrms/eos/index.php
• /hrms/eos/view.php
• /hrms/payroll/final_settlements.php
• /hrms/employee_portal/exit_clearance.php

Exit processing can involve clearance, final payroll/settlement and scheduled access revocation. Do not simply delete the employee/user account; preserve employment history and audit records.

Part XII — Recruitment, Hiring and Onboarding

38. Recruitment dashboard and requisitions

Routes:

• /hrms/recruitment/index.php
• /hrms/recruitment/requisitions.php
• /hrms/recruitment/requisition_form.php
• /hrms/recruitment/requisition_view.php

Requisitions are tied to organization/headcount planning.

Recommended workflow

1. Verify organization unit/position and headcount availability.
2. Create the recruitment requisition.
3. Enter openings, hiring manager and required details.
4. Submit/approve the requisition according to workflow.
5. Track filled/open positions.

39. Candidates and applications

Routes:

• /hrms/recruitment/candidates.php
• /hrms/recruitment/candidate_view.php
• /hrms/recruitment/applications.php
• /hrms/recruitment/application_create.php
• /hrms/recruitment/application_view.php
• /hrms/recruitment/resume.php

Use secure resume handling. Interview responsibilities assigned to a manager appear in Manager Self-Service recruitment responsibilities.

40. Candidate → Hire → Employee → Onboarding

Phase 9 integrates hiring with the employee lifecycle.

1. Move the candidate/application through the approved recruitment stages.
2. Complete offer/hire actions according to your workflow.
3. Use the integrated hire function to create/link the employee record.
4. Verify employee code/profile.
5. Verify the onboarding record is created/linked where configured.
6. Assign the correct organization/position/manager.
7. Complete onboarding tasks.

Avoid manually creating another employee record for the same hired candidate.

41. Onboarding

Routes include:

• /hrms/onboarding/index.php
• /hrms/onboarding/create.php
• /hrms/onboarding/view.php
• /hrms/onboarding/edit.php
• /hrms/onboarding/templates.php
• /hrms/onboarding/template_edit.php
• /hrms/onboarding/settings.php
• /hrms/onboarding/my_tasks.php

Use templates for repeatable onboarding checklists. Assign tasks to the appropriate owners and complete them with supporting notes/evidence where required.

Part XIII — Performance Management

42. Performance workspace

Routes:

• /hrms/performance/index.php
• /hrms/performance/cycle.php
• /hrms/performance/goals.php
• /hrms/performance/review.php
• /hrms/performance/templates.php

Phase 10 provides structured performance cycles, assignments, goals/KPIs and review stages.

Global HR viewing uses the dedicated global performance permission. Ordinary managers should not gain access to arbitrary employees simply by changing an assignment ID.

43. Create and run a performance cycle

For roles with cycle-management permission:

1. Open Performance.
2. Create a cycle with code/name, period and scope.
3. Configure goal weighting/other cycle controls.
4. Create assignments for the relevant employees/reviewers.
5. Launch/open the cycle when ready.
6. Employees review their own assignment through ESS.
7. Assigned reviewers review direct-report/assigned performance.
8. Complete calibration/HR steps according to policy.
9. Close the cycle only after required reviews are complete.

44. Goals and KPIs

The Goals/KPI page is assignment-specific and expects a valid assignment_id.

Good practice:

• Use measurable goal descriptions.
• Set clear targets/weights.
• Avoid total weight inconsistencies.
• Record progress/evidence during the cycle, not only at year-end.

45. Employee and manager performance views

Employee: /hrms/employee_portal/performance.php
Manager: /hrms/manager/performance.php

Employee sees only their own performance assignments. Manager sees assignments for active direct reports where the manager is the assigned reviewer.

Part XIV — Training and Development

46. Training workspace

Routes:

• /hrms/training/index.php
• /hrms/training/catalog.php
• /hrms/training/sessions.php
• /hrms/training/session.php
• /hrms/training/requirements.php
• /hrms/training/needs.php
• /hrms/training/controls.php

The Training workspace covers catalog, mandatory/position requirements, sessions, nominations, employee history and development needs.

47. Training workflow

1. Maintain the Training Catalog.
2. Define mandatory/position/org-unit requirements where applicable.
3. Create a session with dates/location/capacity/details.
4. Employees or managers submit training requests/nominations where enabled.
5. Manager/HR approves according to workflow.
6. Track attendance/completion.
7. Record certificate/expiry where relevant.
8. Completed structured sessions synchronize to canonical employee training history.

48. Employee Training

Route: /hrms/employee_portal/training.php

Employees can view:

• Mandatory/position requirements and compliance status.
• Available sessions.
• Their request/nominations.
• Training history and certificate links where permitted.

49. Manager Training

Route: /hrms/manager/training.php

Managers can act on direct-report training requests within their scope. Approval/rejection is rechecked server-side against the direct-report employee.

Part XV — Talent, Competencies and Succession

50. Talent workspace

Route: /hrms/talent/index.php

The Talent workspace includes:

• Competency Catalog.
• Position Competency Matrix.
• Employee Skills / Gap Profile.
• Talent Review & 9-Box.
• Employee Development Plans.
• 9-Box Talent Calibration.
• Succession Planning.
• Career Paths.
• My Skills & Career.
• Talent Controls.

51. Competencies and skills gaps

Use competencies to define expected capabilities and position matrices to establish role expectations. Record employee skills using the approved rating method, then use the gap between required and current capability to inform training/development actions.

52. Employee Development Plans

HR route: /hrms/talent/development_plans.php
Employee route: /hrms/employee_portal/development_plan.php
Manager route: /hrms/manager/development.php

Development plans can be created from performance, training, talent and career planning. Each action should have a target, owner/status and completion tracking. The current schema protects development plans with an employee foreign key using RESTRICT on employee deletion.

53. 9-box and calibration

Routes:

• /hrms/talent/talent_reviews.php
• /hrms/talent/calibration.php

Use 9-box as a structured talent discussion tool rather than an automatic employment decision. Calibration should be handled by authorized HR/talent stakeholders.

54. Succession planning

Route: /hrms/talent/succession.php

Maintain critical roles and potential successors according to your policy. Succession visibility should be limited because the information can be sensitive.

Part XVI — Employee Self-Service (ESS)

55. Employee Portal dashboard

Route: /hrms/employee_portal/index.php

The Phase 11 Employee Portal dashboard is My HR Overview. It can display:

• Notifications.
• My Profile.
• Manager Dashboard shortcut if the employee is also a Line Manager.
• Attention-required pending workflow count.
• Latest payslip.
• Performance/training summary.
• Leave balances.
• Pending actions.
• Expiry Watch.
• Development Plan summary.

An ESS account must be linked to the correct employee record through the user-to-employee mapping.

56. Complete ESS menu reference

Current Employee Portal navigation includes:

• Dashboard
• Notifications
• Profile
• Attendance
• My Shifts
• Leaves
• Payslips
• Documents
• HR Letters
• HR Helpdesk
• Surveys
• Loans
• Notices
• Change Request
• Doc Requests
• Leave Balance
• Expiry Alerts
• Regularization
• Contracts
• Forms
• Transfers
• Exit Clearance
• Assets
• Training
• Disciplinary
• Performance
• Development Plan
• Employment
• Policies
• Grievances
• Renewal Status
• Renewal Deductions

Mobile use

The navigation is horizontally scrollable on smaller screens. Employees should use the portal-specific pages rather than attempting to open HR administration URLs.

57. My Profile and profile-change requests

Profile: /hrms/employee_portal/profile.php
Request: /hrms/employee_portal/profile_change_request.php

Controlled fields are not directly overwritten by the employee.

1. Open My Profile.
2. Review current information.
3. Open Change Request.
4. Select/enter the supported change.
5. Add an employee note explaining the request.
6. Submit.
7. Track the request in Recent Requests.
8. HR reviews/approves according to permissions.

The system prevents duplicate pending profile requests per employee where applicable.

58. My Attendance and Regularization

Use Attendance to review your own records and Regularization to request correction. Do not submit regularization for another employee; ownership is derived from your authenticated employee mapping.

59. My Shifts / roster

Route: /hrms/employee_portal/shifts.php

Review assigned work schedule for the relevant dates. If the shift appears incorrect, follow the company’s correction/request process rather than changing attendance records yourself.

60. My Leaves and balances

Use My Leaves to apply/track requests and Leave Balance to understand entitlement/usage. Approved leave should appear consistently in your balance/history.

61. My Payslips

Use Payslips to review your own eligible payroll history. If a payroll period is missing, contact HR/Payroll rather than trying to open another employee’s payroll URL.

62. My Documents, expiry and requests

Use Documents for your permitted document records, Expiry Alerts for upcoming expiry, and Doc Requests for document-related requests. Actual file visibility/download depends on secure-file authorization.

63. My Loans and deductions

Use My Loans to review your own loan balance/payment history. Renewal Deductions shows applicable employee renewal deductions where used.

64. My Training, Performance and Development Plan

Use Training to view requirements/sessions/history, Performance for structured review assignments, and Development Plan for assigned development actions.

65. My Employment and lifecycle information

Route: /hrms/employee_portal/employment.php

Employees can view appropriate employment/lifecycle information including organization/position, manager, employment type, joining date and contract end where recorded. Sensitive internal HR-only history is not automatically exposed.

66. Employee support services

ESS also supports HR letters, HR Helpdesk, forms, policies/acknowledgements, surveys, notices, grievances, assets, disciplinary visibility, contracts and renewal status according to permission and company configuration.

Part XVII — Manager Self-Service (MSS)

67. Manager Self-Service dashboard

Route: /hrms/manager/index.php

The dashboard is designed for direct-report workforce oversight, not global HR administration.

Current Manager navigation includes:

• Dashboard
• My Team
• Attendance
• Leave Calendar
• Roster
• Approvals
• Performance
• Development
• Training
• Probation
• Expiries
• Recruitment

Quick links also include My Workflow Queue, Notifications and Organization Chart where permitted.

68. My Team

Route: /hrms/manager/my_team.php

Use My Team to view active direct reports. Open Team Member details through the Manager workspace, not through unrestricted Employee 360 links.

Security rule: changing an employee ID in a Manager URL must not allow a manager to see another manager’s employee.

69. Team Attendance

Route: /hrms/manager/attendance.php

Filter by date/direct report and review IN, OUT, Late, Early and Worked hours. This is a team operational view and does not grant HR attendance administration globally.

70. Team Leave Calendar

Route: /hrms/manager/leave_calendar.php

Review team leave by period and employee to plan coverage.

71. Team Roster

Route: /hrms/manager/roster.php

Review schedule/roster information for direct reports.

72. Manager Approval Inbox

Route: /hrms/manager/approvals.php

The current inbox supports manager actions on direct-report workflows such as leave/training and approved overtime paths according to permissions. Attendance regularization is displayed for awareness because the canonical workflow retains HR review rather than adding a new incompatible manager state.

Every POST decision re-checks direct-report ownership server-side.

73. Team Performance

Route: /hrms/manager/performance.php

Displays performance assignments for active direct reports where the logged-in manager is the assigned reviewer. Use Review to complete the manager stage.

74. Team Development and Training

Routes:

• /hrms/manager/development.php
• /hrms/manager/training.php

Use Development for direct-report development actions and Training for scoped nomination/approval responsibilities.

75. Probation, document expiry and recruitment responsibilities

Routes:

• /hrms/manager/probation.php
• /hrms/manager/expiries.php
• /hrms/manager/recruitment.php

Document expiry visibility intentionally excludes identity numbers and document files. Recruitment shows requisitions where the manager is responsible and assigned interview responsibilities.

Part XVIII — HR Services, Policies and Employee Relations

76. HR letters

HR letter administration is under /hrms/hr_letters/, while employees use /hrms/employee_portal/hr_letters.php. Use approved templates and verify employee details before printing/issuing.

77. Policies and acknowledgements

Policies can be published for employees, with acknowledgements where required. Employee Portal displays pending policy acknowledgement counts.

78. Notices and surveys

Notices can include attachments according to secure attachment controls. Surveys can target all employees, specific employees, organization units or positions and can be surfaced in ESS.

79. Helpdesk, grievances and disciplinary records

HRMS includes employee helpdesk cases, grievances and disciplinary workflows. Access should follow privacy and need-to-know principles. Employees see their own appropriate cases; HR roles require the relevant permissions.

80. Employee assets

Employee Portal can show assigned assets where integrated with HR records. Asset return should be included in exit clearance where required by company policy.

Part XIX — Analytics, Reports and Audit

81. Workforce Analytics

Route: /hrms/analytics.php

Analytics can include workforce/headcount, attendance and other signals. Snapshot cron jobs can store periodic workforce metrics for trend analysis.

Use analytics for operational decision support. Always validate material decisions against underlying employee/workflow records.

82. Central HR Report Center

Routes:

• /hrms/reports/index.php
• /hrms/reports/view.php

The report center centralizes HR reports such as employee/workforce, attendance, leave and compliance-related views depending on permissions. Exports are permission-controlled.

83. HR Audit Log

Route: /hrms/audit_log.php

Audit logs should identify actor, action and time for important HR/security operations. Audit logs are not a place to store passwords, MFA secrets or unnecessary full sensitive values.

Part XX — Security and Production Controls

84. RBAC and least privilege

Managix permissions are enforced server-side. Hiding a menu alone is not considered security.

Rules for administrators:

• Grant the narrowest role that enables the employee’s job.
• Use Line Manager for direct-report MSS instead of global HR permissions.
• Keep Payroll Maker/Checker/Approve duties separated where practical.
• Do not grant Front Admin/Warehouse Admin sensitive HR permissions unless there is a documented business requirement.
• Accountant may retain salary/bank visibility required for payroll but should not have generic employee administration or identity-data access solely for Finance work.

85. MFA

MFA is enabled in the HRMS production controls. Privileged accounts should enroll TOTP. Do not publish QR codes/secrets or copy them into tickets/messages.

86. CSRF, sessions and secure requests

State-changing forms use CSRF protection. Session cookies are configured for production security. If a CSRF request is rejected, reload the form and submit through the normal UI rather than disabling protection.

87. Secure files and sensitive data

Employee documents/resumes are protected by secure download routes and authorization checks. Salary, bank and identity visibility are separated by permissions. Public documentation should use masked/demo values.

88. Production control pages

Current production controls include:

• /hrms/phase10_controls.php
• /hrms/phase11_controls.php
• /hrms/phase12_controls.php
• /hrms/security_control_check.php
• /hrms/system_control_check.php

The final readiness CLI is:

php cron/hrms_final_readiness.php

A production-ready system should have all technical controls at PASS, with operational REVIEW items explicitly resolved or accepted by the responsible owner.

Part XXI — Scheduled Jobs / Cron Operations

89. HRMS cron health

Phase 12 tracks instrumented cron health in system_cron_health.

Instrumented jobs include:

• BioTime synchronization.
• Database backup.
• HR expiry reminders.
• Apply due employee transfers.
• HRMS notification synchronization.
• Revoke due exit access.
• Workforce snapshot.
• Renewal approval reminders.

A cron control can show missing until a configured job has executed at least once. failed=0 and stale_running=0 mean there is no recorded failure/stuck job.

Do not manually trigger jobs with business effects solely to turn the readiness page green. Let production schedules run, or execute manually only when you understand the consequences.

Part XXII — Role-Based Quick Guides

90. Employee daily quick guide

1. Log in securely.
2. Open My HR Overview.
3. Check notifications/pending actions.
4. Review attendance/shift when needed.
5. Apply leave or regularization through ESS.
6. Review expiry alerts.
7. Complete assigned training/performance/development actions.
8. Use HR Helpdesk/requests instead of changing controlled master data.

91. Line Manager daily quick guide

1. Open Manager Dashboard.
2. Review My Team.
3. Review team attendance and leave calendar.
4. Process manager approvals.
5. Check probation/expiry alerts.
6. Complete assigned performance reviews.
7. Review training/development needs.
8. Review recruitment/interview responsibilities.
9. Never use another manager’s employee ID to access records outside your team.

92. HR Admin/HR Manager daily quick guide

1. Review HR Dashboard and Inbox.
2. Review compliance/expiry items.
3. Resolve attendance/leave exceptions.
4. Process employee/profile/document requests according to role.
5. Review lifecycle/probation/transfer/exit events.
6. Review recruitment/onboarding activity.
7. Review performance/training/talent queues.
8. Review audit/issues before end of day.

93. Payroll/Accountant monthly quick guide

1. Verify attendance/leave/overtime source data.
2. Verify loans/recurring items.
3. Run payroll using assigned Maker rights.
4. Validate exceptions.
5. Checker/approver verifies totals.
6. Finalize/lock.
7. Generate payslips/payments.
8. Post to Accounting.
9. Reconcile.
10. Reverse through controlled workflows if correction is necessary.

94. Administrator weekly/monthly quick guide

1. Review role/permission changes.
2. Review privileged MFA enrollment.
3. Review cron health.
4. Review system/HR controls.
5. Verify backups and periodic restore testing.
6. Review logs for new warnings/fatals.
7. Confirm development/debug tools remain disabled in production.

Part XXIII — Troubleshooting

95. “Forbidden” / 403

This normally means the account lacks the required permission. Confirm the user’s assigned role and intended job responsibility. Do not solve a 403 by granting Administrator unless that is truly required.

96. “No employee mapping found for this user”

Self-service HR features require the Managix user account to be linked to the correct employee record. An authorized Administrator can correct the user-to-employee mapping through User Management.

97. “Employee not found”

The employee ID is invalid/missing or the record no longer exists. Return to Employee List and search for the correct employee rather than editing the URL.

98. Performance assignment not found

Goals/review pages are assignment-specific. Open the Performance list/Employee Performance/Manager Performance page first and use the provided link so a valid assignment ID is passed.

99. Attendance not updating

Check:

1. Employee/BioTime mapping.
2. BioTime connectivity/configuration.
3. BioTime cron health and last success.
4. Import/sync history.
5. Attendance rules/shift assignment.
6. Application error log.

100. Payroll data looks incorrect

Before editing payroll totals directly, verify attendance, leave, overtime, salary components, recurring deductions, loans and period configuration. Use Validation/Exceptions pages to find source issues.

101. File/document cannot be opened

Confirm the user has permission and the employee/document belongs to the allowed scope. Secure files should be downloaded through Managix—not via a guessed storage path.

102. Cron shows missing

A job is “missing” when no health record has yet been observed. Confirm the cPanel cron exists and wait for its normal schedule, or run it manually only when the business effect is understood.

103. PHP warnings/errors

Production should not display debug errors to end users. Record the route, time and user role; review storage/logs/php_errors.log; correct the underlying source/configuration and retest the affected workflow.

Part XXIV — Recommended Operating Calendar

104. Daily HR controls

• HR Dashboard / Workflow Inbox.
• Attendance exceptions.
• Leave/regularization approvals.
• Critical document expiries.
• Recruitment/onboarding actions.
• Exit-access actions due today.

105. Weekly HR controls

• Team/department attendance patterns.
• Probation reminders.
• Training requests and upcoming sessions.
• Recruitment requisition/headcount progress.
• Employee data/document completeness.
• Open grievances/helpdesk cases.

106. Monthly HR controls

• Payroll preparation/validation/finalization.
• Payroll-to-Accounting reconciliation.
• Leave balance review/adjustments.
• Loans/deductions review.
• Workforce analytics snapshot/trends.
• Compliance/renewal forecast.
• Role/access review for joiners/transfers/exits.

107. Quarterly/annual controls

• Performance cycle setup/closure.
• Training needs analysis.
• Talent review/9-box calibration.
• Succession planning.
• Headcount/workforce planning.
• Role/RBAC recertification.
• Backup restore test and production readiness review.

Part XXV — Screenshot Checklist for Public Documentation

Use a demo account/company and capture screenshots with no sensitive employee data.

Recommended screenshots:

1. HR Dashboard.
2. Employee List.
3. Demo Employee 360.
4. Organization Units / Positions / Org Chart.
5. Attendance summary.
6. Shift assignment / roster.
7. Leave request and approval screens.
8. Payroll dashboard using demo/masked figures.
9. Compliance Center with demo expiry records.
10. Recruitment requisition and candidate workflow.
11. Onboarding checklist.
12. Performance cycle/goals.
13. Training catalog/session.
14. Talent workspace / development plan.
15. Employee Portal dashboard.
16. Employee profile-change request.
17. Manager Dashboard.
18. My Team.
19. Manager Approval Inbox.
20. HR Report Center.

Before publication, crop browser/user/company information that should not be public and verify no personal information is visible in the page background.

Part XXVI — Glossary

ESS — Employee Self-Service.
MSS — Manager Self-Service.
RBAC — Role-Based Access Control.
CSRF — Cross-Site Request Forgery protection for state-changing web requests.
MFA — Multi-Factor Authentication.
TOTP — Time-based One-Time Password used for MFA.
Employee 360 — consolidated HR view of an employee.
Headcount — planned/authorized workforce capacity.
Regularization — audited employee request to correct attendance information.
KPI — Key Performance Indicator.
9-box — talent matrix typically combining performance and potential.
Maker/Checker — separation of preparation and verification/approval duties.
Cron — scheduled server-side job.
BioTime — biometric attendance integration used by the Managix installation.
SensitiveData — Managix controls for salary, bank and identity information.

Appendix A — Key HRMS Routes

Appendix B — Documentation Publishing Rule

This master manual should remain the canonical reference. Public ShasTech.net articles should cover one workflow at a time and link back to the central Managix Documentation hub. Do not duplicate the entire manual across multiple blog posts. Update the master manual first when a workflow changes, then update affected articles.

End of Managix HRMS Complete User Manual v1.0