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The employee portal (admin view)

Every person with an employee record and a login gets the self-service portal at /portal — their own attendance, leave, salary slips, documents, letters, assets, and profile. What employees can do there is documented step-by-step in the public User guide; point new joiners at it. This page covers the admin side of the portal.

Connecting logins to employee records​

The portal shows a person their own data by matching their login to an employee record. If someone opens the portal and sees "No employee profile linked", their login exists but is not attached to an employee: link the user to the employee from Access Control → Users and the portal comes alive for them.

The standard Employee role carries the "view own" permissions the portal runs on — a plain employee never sees the admin app, and portal pages only ever return the signed-in person's own rows.

What appears, and when​

Several portal entries are conditional, so two employees can see different sidebars:

  • Tax Certificates exists only where the workspace's country levies personal income tax; in a no-income-tax workspace the entry (and an otherwise-empty section) is removed entirely.
  • Field Visits appears only for staff you have enrolled as field staff in Field visits.
  • GPS Clock In/Out buttons appear on My Attendance only when the employee is assigned to an attendance site (Attendance).
  • Team Expenses appears only for people with direct reports to approve (Expense claims).
  • Sales Report appears only for staff in a sales department.
  • My Interviews matters only for interview-panel members (Recruitment).

The queues the portal feeds​

Employee self-service is the entry point of several admin workflows:

  • Leave applications land in leave approvals (Leave).
  • Expense claims go to the reporting manager, then HR/Finance (Expense claims).
  • Loan requests wait for approval (Loans).
  • Letter requests arrive for HR to approve and issue (Contracts & letters).
  • Profile submissions — when an employee edits their own My Account profile and shares it, HR reviews the snapshot and approves or returns it; approval copies the details into the employee record and may re-trigger phone/address verification.
  • Attendance regularizations and missed-punch fixes flow into attendance review (Attendance).

Acknowledgment evidence​

The portal's confirm-receipt flows exist for your audit trail: contract acceptance and salary-slip acknowledgments are recorded with a timestamp (and IP address for slips), and acknowledged slips release the signed PDF to the employee (Payroll).

Badges​

Badges & Achievements on the employee dashboard are a recognition feature only — earned automatically from milestones (perfect attendance months, service anniversaries, promotions) and never affecting pay, leave, or performance scores. They can be enabled or disabled per workspace.