OrchestraHCM Employee Center Module Customizing Steps

✅ Employee Center Module Customizing Steps

Parameters

You can create the parameters used in the module's screen schemas. In OrchestraHCM, all screens and process algorithms are managed through schemas and rules. These schemas may sometimes require you to use different parameters for different purposes. For example, if you want to run a different approval mechanism for a specific department, you can define a parameter for that department and run different algorithms in your scenarios based on that parameter.

Languages

You can define the languages to be used across the system. In multilingual work environments, language codes and definitions are created so that form fields, reports and system messages in different languages can be displayed correctly. By configuring codes according to ISO standards for each language, you can provide multilingual support that complies with international standards.

Currencies

You can define the currencies to be used in payroll calculations, salary definitions and financial transactions. By specifying exchange rate information and calculation methods for different currencies such as TRY, USD and EUR, you can manage multi-currency payroll processes. Currency exchange rates and historical rates are also configured in this section.

Company Codes

Company codes are the highest legal unit. They are defined with a four-character code, a title and a company currency. You can create multiple companies. Company codes represent every legal unit that legally has a balance sheet.

Personnel Areas

Companies consist of regions. Therefore, personnel areas are used to define the company's regions. These regions are created according to reporting needs. For example, the ABCD company in the example above may have Istanbul, Ankara and Izmir regions. In such a scenario, three personnel areas should be created.

Personnel areas are also defined with a four-character code and a title. They are attached to a company code.

Personnel Subareas

Personnel subareas are worksites and are attached to personnel areas. You can define your worksites, such as offices, warehouses and factories, as personnel subareas. Personnel subareas are also defined with a four-character code and a title.

An example of the ABCD company's personnel subareas is as follows:

Employee Groups

This is the grouping of employees from a government perspective. Groupings such as regular, retired, miner, athlete and apprentice are used.

Employee Subgroups

These are used to define more specific subcategories of employee groups. For example, under the Worker group, subgroups such as Skilled Worker, Unskilled Worker and Foreman can be created. Different wage policies, performance criteria and promotion conditions are determined for these subgroups.

Address Types

Used to manage employees' different address types. Different address categories such as Home Address, Work Address, Emergency Address and Mailing Address can be defined. Separate country, city and postal code validations can be configured for each address type. This information is used in personnel tracking systems and official document mailings.

Family Member Types

Used to categorize employees' family members. Relationship types such as Spouse, Child, Mother, Father and Sibling are defined. This information is used in payroll deductions such as child benefit and family allowance, as well as in tax deduction calculations. Family member information for SSI (SGK) notifications is also processed through these categories.

School Types

Used to classify school types when tracking education history. Education levels such as Primary School, Middle School, High School, University, Master's Degree and PhD can be defined, along with institution types such as Public School, Private School and School Abroad. This information plays a critical role in promotion conditions and position suitability assessments.

Date Types

Used to categorize important dates for personnel. Important milestone dates such as Hire Date, Date of Birth, Marriage Date, Retirement Date and Contract End Date are tracked through these categories. Automatic reminders and workflows can be triggered for each date type.

Communication Types

Used to manage employees' different communication channels. Categories such as Mobile Phone, Home Phone, Work Phone, Personal Email, Work Email and Emergency Contact are defined. Validation rules and a privacy level can be set for each communication type.

Contract Types

Used to manage different employment types. Working types such as Indefinite Term, Fixed Term, Project-Based, Part-Time, Full-Time and Internship Contract are defined. Different legal obligations, payroll calculation rules and termination conditions are determined for each contract type.

Military Service Types

Used to categorize male employees' military service status. Statuses such as Completed, Not Completed, Exempt, Deferred and Paid Exemption are defined. This information is used in hiring processes and military leave planning. It is also an important tracking category in terms of legal obligations.

Asset Types

Used to categorize company equipment issued to employees. Asset types such as Laptop, Desktop Computer, Phone, Vehicle, Uniform and Security Card are defined. Assignment rules, return conditions and depreciation calculations can be configured for each asset type.

Bank Types

Used to categorize the bank accounts to be used for employees' salary payments. Separate account categories can be defined for different payment types such as Salary Account, Advance Account, Bonus Account and Expense Account. Wire/transfer rules and commission calculations are configured for each bank account type.

Form of Addresses

Used to define the titles and forms of address used when communicating with personnel in formal and informal contexts. Titles and forms of address such as Mr., Ms., Dr., Prof., and Eng. can be categorized and managed here. This information is used in automated email templates, correspondence, and official document formatting.

Education Types

Used to categorize employees' education by departments. Departments such as Engineering, Medicine, Law, Business Administration, Computer Science and Marketing are defined. This level of detail is used as a base reference point in position assignments, career planning and competency assessments.

Sectors

Used to track employees' industry background from previous work experience. Industry categories such as Technology, Finance, Healthcare, Education, Manufacturing and Services are defined and used in resume evaluations and position suitability analyses. Industry experience can be an important criterion in promotion conditions.

Diploma Types

Used to categorize education documents and certificates. Document types such as Bachelor's Degree, Master's Degree, PhD, Vocational School Diploma and Certificate are defined. Validity periods, equivalence assessments and verification procedures can be configured for each diploma type.

Action Reasons

Used to categorize the reasons for actions performed on personnel. Personnel action reasons such as Promotion, Transfer, Salary Increase, Disciplinary Action, Leave and Training are defined. Approval matrices, required documents and process steps are automatically triggered for each action reason.

External Activities

Used to record employees' work and activities outside the company. External activities such as Consulting, Instruction, Authorship and Management Advisory are defined. This information is taken into account in conflict-of-interest analyses and performance evaluations.

Universities

Used to record the higher education institutions employees graduated from. Categories such as public university, private university and university abroad can be defined, along with university ranking and accreditation information. This data is used as a reference in hiring processes and education history analyses.

Marital Status

Used to categorize employees' marital status. Marital statuses such as Married, Single, Widowed and Divorced are defined. This information is a key parameter used in tax calculations, family allowance payments and SSI (SGK) premiums. Due to its legal implications, tracking it accurately is critically important.

Payroll Subunits

Used to create detailed groupings used in payroll calculations. Subcategories of payment items such as Salary, Bonus, Premium, Overtime, Meal, Transportation and Family Allowance are defined. Separate tax rules, SSI (SGK) premiums and legal deduction rates can be configured for each subunit.

Manager Types

Used to define different management levels within the organization. Management levels such as Senior Executive, Mid-Level Manager, Junior Manager, Project Manager and Team Lead are defined. Different authorization matrices, approval limits and areas of responsibility are determined for each manager type.

Document Types

Used to categorize the documents to be stored in personnel files. Document types such as ID Copy, Diploma, SSI (SGK) Letter, Employment Contract, Resignation Letter and Disciplinary Notice are defined. Retention periods, privacy levels and access permissions are configured for each document type. These categories are also used in the digital archiving system.