📍 Where can I find this module?
Main Menu > Human Resources
Introduction #
The People module is the central directory of employees in Kafinea. Each person represents an individual associated with your organization: employee, temporary worker, contractor, etc. It can be accessed via Human Resources > People.
The record centralizes the personal, professional, and administrative information needed for HR management.
1. Create a person #
Click on Add a person from the module list.
General information:
- First Name and Last Name (required)
- Last name (at birth): your birth name, if different from the name you currently use
- Date of birth
Work contact information:
- Work email, work phone
- Workplace: the usual workplace (linked to the "Workplaces" module)
Personal contact information:
- Personal email, personal phone number
Home address:
- Full home address
Social:
- Social Security number and other social information
2. Items associated with a person #
From record , the tabs provide access to:
| Tab | Contents |
|---|---|
| Department assignments | The departments to which the person is or has been assigned |
| Timesheets | History of hours worked |
| Leave Requests | Requests for leave and absences |
| Expense Reports | Submitted expense reports |
| Training | Training sessions attended |
| Documents | Attachments (contracts, supporting documents, etc.) |
3. Automatic notifications of available assignments #
Kafinea features an automatic matching mechanism that pairs users with available project tasks. When a workflow is set up for this purpose, an email is sent to the user with a list of project tasks that match their profile.
The email includes key details about each assignment: location, type of task, and scheduled dates and times. This allows the person to review the opportunities and apply.
Good to know: This feature is particularly useful for organizations that manage short-term assignments or temporary staff. It allows you to automatically reach out to available and qualified candidates for open positions.
4. Frequently Asked Questions #
What is the difference between a person and a user?
A person is an HR record that represents an employee. A user is a login account for Kafinea. An employee can be both: a person in the HR module and a user for accessing the application.
How do you handle an employee's departure?
End their department assignment by entering the end date. The record is retained for historical purposes. If the employee had a user account, deactivate it.
Can I import a list of employees?
Yes, the People module supports data import. Prepare a file with columns that correspond to the module's fields.