# People and HR (https://docs.akollo.com/en/modules/people)



People and HR keeps the employee record that sits behind a login: who works here, in which job and unit, who they report to, how much leave they have and what still has to happen when they start. Employees use it to request time off and see their own record; managers approve leave for their team; HR administrators keep records, leave rules, holiday calendars and checklists up to date.

You find it in the **People** section of the sidebar. The People page is the directory; buttons and tabs at the top lead to **My time off**, the **Org chart**, **Checklist tasks** and, for approvers, **Leave approvals**. HR administrators set the rules under **Settings → HR**. For every field and status in detail, see [People](/en/product-guide/people).

## Who uses it [#who-uses-it]

| Role                                          | What they do here                                                                                                                                                                                                                                     |
| --------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Employee**                                  | Reads their own profile and leave balances, requests time off, asks to cancel approved leave, completes their own onboarding tasks and sees their week under **My shifts**.                                                                           |
| **Manager or unit head**                      | Sees the people in their team on the org chart, decides leave requests and cancellations under **Leave approvals**, and completes the checklist tasks assigned to them.                                                                               |
| **HR administrator**                          | Manages profiles, employment data, leave balances, leave types, entitlement rules, holiday calendars, custom profile fields and onboarding templates. Sees the whole organisation. By default, organisation owners and administrators have this role. |
| **People with the sensitive-data permission** | See birth dates, national ID numbers and health-related documents. Nobody gets this permission automatically, not even owners and administrators.                                                                                                     |
| **Support session**                           | Can open the pages to help, but cannot change, approve or complete anything. Restricted values are left out.                                                                                                                                          |

## Main screens [#main-screens]

| Screen              | What it shows                                                                                                                       |
| ------------------- | ----------------------------------------------------------------------------------------------------------------------------------- |
| **People**          | The directory: search by name, filter by **Pre-hire**, **Active**, **On leave** or **Terminated**, and a headcount card per status. |
| **Person page**     | Tabs for **Overview**, **Job & employment**, **Time off**, **Onboarding**, **Documents** and **Custom fields**.                     |
| **Org chart**       | Reporting lines as of a date you choose, starting from you or from any person with **Show from here**.                              |
| **My time off**     | Your balance per leave type and every request with its status.                                                                      |
| **Leave approvals** | Requests and cancellations waiting for your decision, in the **Requests** and **Cancellations** tabs.                               |
| **Checklist tasks** | Your open onboarding tasks across all checklists, ordered by due date.                                                              |
| **My shifts**       | Your week day by day, open shifts in your unit and your claims.                                                                     |
| **Settings → HR**   | **Leave types**, **Profile fields**, **Entitlement rules**, **Holiday calendars** and **Checklist templates**.                      |

<Screenshot src="/screens/en/people.webp" alt="People page with the search box, status filters, a headcount card split by status and the employee list" caption="People: the directory, filtered by status, with the headcount at a glance." />

<Screenshot src="/screens/en/org-chart.webp" alt="Org chart with an as-of date field and nested people showing employee number, unit and direct reports" caption="Org chart: reporting lines on the chosen date." />

## Key tasks [#key-tasks]

### Request time off [#request-time-off]

<Steps>
  <Step>
    ### Start the request [#start-the-request]

    Choose **Request time off** on the People page or on **My time off**.
  </Step>

  <Step>
    ### Fill in leave type and dates [#fill-in-leave-type-and-dates]

    Pick the **Leave type**, **Start date** and **End date**. For the first day choose **Full day** or **Half day (afternoon)**; for the last day **Full day** or **Half day (morning)**.
  </Step>

  <Step>
    ### Check the day count and save [#check-the-day-count-and-save]

    Choose **Save draft** and open the draft. It shows which days were counted, which were left out (weekends, public holidays) and your projected balance on the start date.
  </Step>

  <Step>
    ### Submit [#submit]

    Choose **Submit**. The request waits for your approver. Until they decide, you can **Withdraw** it.
  </Step>
</Steps>

<Screenshot src="/screens/en/time-off.webp" alt="My time off with balance cards for two leave types and a list of requests in different statuses" caption="My time off: balances per leave type and every request with its status." />

### Approve or reject leave [#approve-or-reject-leave]

<Steps>
  <Step>
    ### Open Leave approvals [#open-leave-approvals]

    Open the **Leave approvals** tab. **Requests** lists new requests with person, leave type, dates, days and submission time.
  </Step>

  <Step>
    ### Decide [#decide]

    Choose **Approve**, with an optional comment, or **Reject** with a reason. Approved days are booked against the balance and the employee is told.
  </Step>

  <Step>
    ### Handle cancellations [#handle-cancellations]

    On the **Cancellations** tab, choose **Approve cancellation** to return the days, or **Keep leave** to let the leave stand.
  </Step>
</Steps>

<Screenshot src="/screens/en/leave-approvals.webp" alt="Leave approvals with the Requests tab open and one request with Approve and Reject buttons" caption="Leave approvals: requests and cancellations in one place." />

### Look up a person and their reporting line [#look-up-a-person-and-their-reporting-line]

<Steps>
  <Step>
    ### Find the person [#find-the-person]

    Open **People**, type part of the name and, if needed, filter by status.
  </Step>

  <Step>
    ### Read the record [#read-the-record]

    Open the person. **Overview** shows contact details and whether the record is kept in Akollo or by a connected HR system; **Job & employment** shows hire, seniority and termination dates with earlier versions.
  </Step>

  <Step>
    ### See where they sit [#see-where-they-sit]

    Choose **Show in org chart** in the page header. Pick another date to see the reporting line as it was or will be.
  </Step>
</Steps>

### Prepare a new starter [#prepare-a-new-starter]

<Steps>
  <Step>
    ### Create a checklist template [#create-a-checklist-template]

    Under **Settings → HR → Checklist templates**, create a template with its tasks, the owner of each task and the number of days after the start date when it is due.
  </Step>

  <Step>
    ### Let the checklist open [#let-the-checklist-open]

    When the person's employment starts, the matching onboarding checklists open automatically.
  </Step>

  <Step>
    ### Work through the tasks [#work-through-the-tasks]

    Each owner finds their tasks under **Checklist tasks** and chooses **Mark done**. Progress shows on the person's **Onboarding** tab.
  </Step>
</Steps>

### Set up leave rules for the year [#set-up-leave-rules-for-the-year]

<Steps>
  <Step>
    ### Fill the leave catalogue [#fill-the-leave-catalogue]

    Under **Settings → HR → Leave types**, add your leave types. An empty catalogue can be filled with the Turkish standard set.
  </Step>

  <Step>
    ### Confirm the holiday calendar [#confirm-the-holiday-calendar]

    Under **Holiday calendars**, add the Turkish national calendar or a local one, check the full and half days, and confirm the year. Assign calendars to units, people or workplaces.
  </Step>

  <Step>
    ### Publish entitlement rules [#publish-entitlement-rules]

    Under **Entitlement rules**, draft a rule with its seniority ladder, use the preview to see how each person's entitlement changes, and send it for approval. A second administrator approves; the person who prepared or sent it cannot.
  </Step>
</Steps>

<Mermaid
  title="From start date to a ready new starter"
  chart="`flowchart LR
A[Employment starts] --> B[Matching checklists open]
B --> C[Tasks go to HR, manager, IT and employee]
C --> D[Owners mark tasks done]
D --> E[Progress on the Onboarding tab]`"
/>

## Permissions [#permissions]

* **Everyone** sees their own profile, their own leave balances and ledger, and their own requests.
* **Managers and unit heads** see the people in their team on the date they pick. A manager outside that team appears as **Hidden manager**, without a name. They decide leave for the people they approve for.
* **HR administrators** see and manage the whole organisation. Larger leave balance adjustments, and entitlement rules, need a second administrator.
* **Sensitive data** (birth date, national ID number, health documents and the reason for sick leave) needs a separate permission. A field you may not see is left out of the page, not masked.
* **Pay data** (compensation and payroll) is also separate. Owners and administrators do not get it automatically.
* Nobody approves their own leave request, and the person who asked for a balance adjustment, or whose balance it is, cannot decide it.

For roles, permission sets and delegation, see [Organisation and access](/en/product-guide/organisation-and-access).

## What the AI can do here [#what-the-ai-can-do-here]

* **Answer availability questions.** In the assistant, the **Who is free** card shows free hours per person for a date range and marks people who are on leave. Leave appears only as "on leave", never with its type or reason. See [Planning and staffing with AI](/en/ai/planning).
* **Respect your scope.** The assistant reads only what you could open yourself. When your manager asks about you, it sees your leave days if your manager could see them anyway, never why you took leave. See [AI and you](/en/ai/ai-and-you).
* **Suggest skill updates.** Skill signals can suggest raising a skill by one level from finished work. The person can object and only a manager can accept. See [Skill signals](/en/ai/skill-signals).
* **No AI in the numbers.** Leave day counts, balances, entitlements and holiday calculations are fixed rules, never a model's guess. Pay is never used by the AI.

## FAQ [#faq]

<Accordions type="single">
  <Accordion title="Why is there no leave type to choose in the form?">
    Your role cannot see the leave catalogue yet, or no leave type is active. Ask your administrator.
  </Accordion>

  <Accordion title="Can I change a request after submitting it?">
    No. Withdraw it and create a new one. A withdrawn request cannot be reopened.
  </Accordion>

  <Accordion title="Who decides my leave request?">
    Your approver, usually your line manager. You can never approve your own request.
  </Accordion>

  <Accordion title="Why does the org chart show a unit head instead of my manager?">
    When someone has no line manager on record, the head of their unit is shown instead.
  </Accordion>

  <Accordion title="Why can I not see someone's birth date?">
    Birth date and national ID number need the sensitive-data permission. Without it, the fields are left out of the page entirely.
  </Accordion>

  <Accordion title="Where do we handle someone leaving?">
    Closing a leaver's access runs as a joiners-and-leavers case under the organisation pages; see [Organisation and access](/en/product-guide/organisation-and-access). HR departure checklists have no page yet.
  </Accordion>

  <Accordion title="Does Akollo run payroll?">
    No. Akollo prepares approved time and leave that your payroll provider uses. See [Payroll](/en/modules/payroll).
  </Accordion>
</Accordions>

## Related [#related]

* [People](/en/product-guide/people): every tab, status and setting in detail
* [Payroll](/en/modules/payroll): what Akollo hands over to payroll
* [Organisation and access](/en/product-guide/organisation-and-access): structure, roles, delegation, joiners and leavers
* [Time and tasks](/en/product-guide/time): payable time, timesheets and approvals
* [Capacity](/en/product-guide/capacity): how leave affects available hours