Shifts and time records

People and access

HR has three navigation entries: Employees for the directory, Organization chart for the connected diagram and Time management for the team calendar, absences and shifts. Open Employees and add a name, position and optional weekly contract hours. Search the directory, filter by status or team, search and reorder visible columns, sort the directory and export the current page. The list shares the table and lateral preview used by Leads. Select a row for its basic information, then Open full file for the employee tabs. Returning to the list preserves its search, filters, columns and page. Lists load by page; employee selectors search the directory independently of the page you are viewing. People without a Komplian account do not use a seat. Linking an existing workspace account lets that person clock in from the app. Creating and editing employee profiles and account links requires the owner or explicitly designated HR staff. Workspace administrator access alone does not grant access to HR data. Linked employees can clock their own day and view their own published HR records.

The organization chart uses each employee’s assigned manager to draw reporting lines. It displays each loaded employee’s photo, name and position on a horizontal diagram with curved reporting lines. People without reporting relationships share compact rows without connecting lines. Team filters group the people you are viewing; teams are not substitute manager nodes. Drag to pan, zoom, fit the diagram or use the report count beside a photo to collapse a branch. The count includes loaded descendants throughout that branch and remains visible when folded. Team filters and loading another page retain the directory’s access restrictions. Select a person for their preview. After filtering by team, use the people icon to open that team’s paged directory. HR staff manage teams and access separately; reporting hierarchy does not grant access to private records.

Team and department are a single concept. Team membership is assigned in Organization chart → Team and access; the directory and employee file read that relationship, including renamed teams.

Employee administration

Open a person from the directory to see About, Personal details, Salary, Documents, Attendance and Absence. The owner and designated HR staff can edit legal entity, workplace, manager and hire date, and record private personal and bank details. Salary shows the selected year with recorded payroll amounts. Attendance compares registered and planned hours by day in the business time zone. Edit authorized employee fields directly in the profile panel. The manager is another employee; self-reporting and circular reporting lines are rejected. Documents uses the same folder browser and file preview as Leads. Payroll and Contracts folders are created automatically and cannot be renamed or removed. HR staff and the linked employee can view private sections. Other people see only the directory and availability of their own team or the teams they lead, with contact details and private fields hidden. An unassigned employee sees only their own file.

Documents occupies the full employee view, with the folder list beside the document preview, as in Leads. PDFs and supported images load privately; if the stored file cannot be read, retry the preview. Attendance, Salary and Absence show skeletons when changing month or year. Their tables scroll horizontally while the employee page keeps vertical scrolling. In the individual Absence calendar, select a day to open a request with that date filled in, when you are authorized to request it. Selecting an existing absence opens its details instead. Requests by hours label the date Day and keep Start and End for the times. Personal details does not contain PIN or employee archival actions.

Employee contact fields use the same email suggestions and country-prefix phone control as Contacts and purchasing. Email and phone actions stay visible and become available once a valid address or number is entered. The email action opens the workspace composer with the recipient prepared and uses your connected mailbox and signature; the message is sent only when you select Send. The phone action opens a chooser with the number, a device calling option and Copy number. Selecting the calling option delegates to your device’s default app or system chooser where supported. Browsers cannot list all installed calling apps. A complete international number can be pasted directly; the initial prefix follows the workspace country, independently of the display language. Forms use Komplian date, time and month pickers, and decimal amounts accept a comma or dot. Incomplete contact details and missing required values are highlighted before saving. Long labels, names and selected values wrap to remain readable in the list and profile panel.

Contracts start as drafts and are activated after review. Active contracts cannot overlap; end the current contract with an end date before replacing it. Absence requests can be approved, rejected or cancelled. Requests support full days, first or second half of scheduled working time, or a specific hourly range. Half days require an assigned shift. Approved absences close Calendar availability and block new shifts only during their actual interval. Existing shifts remain recorded and should be reviewed. The team calendar shows month or week distribution with a fixed employee column, shaded weekends and a marker for today. Absences appear as continuous date bars or partial-day markers; small planned-shift markers open all assignments for that day. Use the search field for people and Filter for team or absence type. This calendar does not load or display actual clock-ins. It retains the previous period while the next one loads. Pending requests remain visible only to HR staff and the requester. Open Time management → Absences to review requests. Coworkers see absence availability without private notes or medical categories. Individual monthly calendars show approved and pending calendar days; these totals are not a holiday balance. There is no automatic holiday balance deduction.

Payroll records contain amounts prepared by your provider. Select Spain as the payslip country, then enter gross pay, the IRPF taxable base, the withholding percentage supplied by the official calculation or your provider, and employee Social Security and other deductions from the payslip. The withholding amount is rounded to cents and deductions cannot exceed gross pay. Attach the payroll PDF before saving, review the record, and mark it paid only after payment has happened. The Spanish workflow is explicitly selected; other payroll jurisdictions are not available yet. This workflow records an existing payslip; it does not determine the applicable fiscal rate, transfer money or post accounting entries. The PDF appears in the protected Payroll folder and is available to the employee when the record is published. Linked payroll PDFs cannot be moved or deleted. Private files are visible only to HR staff and the linked employee; payroll and contract drafts remain HR-only.

Plan shifts

Open Time management → Shifts. The week shows one row per employee and one column per day. Search people, select a reusable schedule and use the plus in a day to assign it to that employee. Assign people supports selecting several employees and days together. Selecting a shift opens the shared form for adjusting or removing that assignment. HR staff manage reusable schedules; team leads assign people only within teams they lead. Employee and schedule pages load independently. Overlapping shifts or approved absences reject the complete batch. Shifts may cross midnight and last at most 24 hours. Copy to next week preserves local clock times across daylight saving changes and reports skipped overlaps.

Clock in and out

Your clock is inside your employee file’s Attendance tab. Use My profile → Attendance to open it from HR. The main play button starts, pauses or resumes work; the stop button finishes it. The timer excludes breaks. An optional project or client label groups worked hours in the report. Open Tools → Clock-in kiosk for these actions from a shared device with an owner or designated HR session. Individual clock-ins are not part of the team distribution calendar.

Review and export hours

Employee file → Attendance lists each day of the selected month. The owner or designated HR staff can add a missed entry or correct one with a reason. In the employee profile, each day has one actions menu for adding time, editing an entry inline and consulting correction history. Employees can read and export their own time records. History preserves the previous and updated values, who changed them and why. Export CSV in that profile downloads that employee’s selected month in business local time.

Tools → Hours report compares worked time, planned time and weekly contract hours prorated over the selected days, with a breakdown by project label. Contract hours are a reference, not an overtime or payroll calculation.

Calendar availability

For a person linked to a Komplian account, the rota supplies their bookable hours in Calendar. Days without shifts have no availability. Calendar closures, disabled booking, existing appointments, minimum notice and appointment buffers still apply. Clocking in or out does not change the planned hours. Accounts without a staff link keep their existing Calendar schedule. Calendar shading and appointment forms use these same shift windows, including overnight shifts. Changes refresh the active Calendar and other local tabs; the Calendar team panel links directly to HR shifts.