Mastering Modern HR: From Strategy to ERP Automation
A Comprehensive Guide to People Operations in the Digital Age
The journey of an employee—from the first interview to the final exit — is a complex web of data, legal compliance, and personal development. Managing this manually is not only slow but carries significant risk.
This document is designed as a practical, step-by-step tutorial on mastering the HR lifecycle. We bridge the gap between "People Operations" and "Digital Automation," showing you exactly how to mirror your real-world HR policies within a digital ERP module. Learn to eliminate double-entry, automate leave tracking, and ensure your payroll is 100% accurate every single month.
This tutorial covers the essential pillars of HR management.
HR Scenario in The Company
Let’s consider a small retail company called BrightMart Trading Ltd. The company sells electronic accessories and has a small team managed through an HR system.
Company Employees
Step 1. HR Configuration
The HR Configuration is the initial setup in an HR module that ensures the system is ready to manage employees, attendance, leave, payroll, and other HR processes efficiently.
Navigate to:
Sidebar > Human Resources> Attendance setting + Punch in Settings + Payroll Settings
Attendance setting:
Auto Attendance
Camera (Primary & Secondary)
Auto Absent
Start Time
Consider Start Time
End Time
Biometric Attendance
Punch In Setting:
Punch In
Restriction
Live Tracking
Payroll Setting:
Overtime calculated by attendance/manual
Per-day salary is calculated by working day / monthly day
Daily Working Hours
Also Configure:
Role
Department
Designation
Leave Configuration:
The process of setting up company leave policies in the HR system, including leave types, limits, approval, and other leave-related settings.
Navigate to:
Sidebar > Human Resource > Leave
Leave Type:
Ensure the categories of leave an employee can take, such as
Annual Leave,
Sick Leave,
Casual Leave, or
Maternity Leave.
Leave Define:
The step where HR applies the rules for each leave type, such as the number of leave days allowed and eligibility conditions.
Carry Forward:
Set the rule that allows unused leave days from the current year to be carried over to the next year, per company policy.
Holiday set-up:
Navigate to:
Sidebar > Human Resource > Holiday
Select the year
Copy from the previous year
Name of holiday
Single or multiple days
Date
Action button for delete
Event set up:
This section allows you to record company events or programs, and the system will automatically notify the relevant staff members.
Navigate to
Sidebar > Human Resource > Event
Add event:
Title
Location
For whom
Start Date
End Date
Description
Images
Step 2: Employee Registration in the HR System
When these employees join the company, the HR officer registers their information in the HR module.
Navigate to
Sidebar > Human Resources > Add new Staff
For each employee, the system records:
Name, Email, & Password
Phone number & WhatsApp Number
Date of Birth
Profile picture & Signature
Company Information
Role
Company
Department
Designation
Branch & Warehouse
Applicable for Leave
Address
Current address
Permanent address
Bank Information
Bank name
Account name
Bank branch number
Bank Account number
Payroll Information
Date of joining
Sclae
Basic salary
Overtime rate per hour
Tax
Salary Branch
Employment Type
Staff List:
Step 3: Daily Attendance Management
Every morning, employees record their attendance. Manager, Salesmen, and Accountant check in using a biometric device. The deliveryman checks in before leaving the warehouse for deliveries.
The HR system records:
Check-in time
Check-out time
Attendance status (Present, Absent, Late, Holiday)
Note
Example for one day:
Employee Check-in Status
Sarah (System Administrator) 9:00 AM Present
James (Accountant) 9:05 AM Present
Karim (Sales Executive) 9:45 AM Late
Leo (Distribution Executive) 9:00 AM Present
Rahat (Distribution Executive) 8:45 AM Present
3.1 Attendance Taken Manually:
Navigate to:
Sidebar > Human Resource > Attendance
3.2 QR Code Attendance:
The Setup: The System automatically generates a unique QR code & Barcode for every employee.
Navigate to
Sidebar > Human Resource > Staff list > Staff profile
QR Code Scanner:
Navigate to
Sidebar > Human Resource > QR Code Attendance
The Step-by-Step Workflow in Aorabook
3.3 Punch In Histories:
Navigate to
Sidebar > Human Resource > Punch-in histories
Step 4: Leave Management:
One week later, Leo (distribution executive) needs a day of sick leave.
Sarah leaves for 3 days due to sickness
Rahat leaves for 1 day due to a personal issue
Steps in the HR system:
Leo submits a leave request from his apps.
The Operations Manager (Sarah) reviews the request and approves the leave.
The HR system updates Rahat’s attendance as Sick Leave for that day.
4.1 Apply Leave with details:
Type of day
User name
Apply date
Leave date
Reason
Relevant document Attachment
4.2 Pending Leave:
After a staff member applies for leave, the application is recorded in the Pending Leave menu for review and approval.
4.3 Approve Leave Request:
Navigate to:
Sidebar > Human resource > Leave > Pending Leave > Action button > View
From the dropdown box, select the approve button.
Approve Leave Request:
After the leave is approved by the HR Manager, the leave application is recorded in the Apply Leave Request menu.
Step 5: Employee Loan Management
Sometimes employees take a loan from the company. How to track and manage employee loans within the HR system, including loan disbursements, repayment schedules, salary deductions, and remaining balances, is explained here.
Navigate to:
Sidebar > Human Resource > Loan
5.1 Apply for a loan:
Employee name - Sarah
Department - Management
Type - Emergency
Title - Personal Loan
Loan Date - 03-05
Amount - 25000
Total Month - 5
Monthly Installment - 5000 (auto calculate)
Deduct installment from - (04-01)
Note
5.2 Then go to the loan approval list to review and approve the loan:
5.3 After approval, the loan is pending for payment to the employee.
Select the Bank or Cash account:
I paid from the ABC Bank
5.4 Then the loan is viewed in the Loan History list:
Step 6: Payroll Processing
At the end of the month, the HR department generates payroll for all employees.
Salary calculation includes:
The HR system automatically calculates salaries based on attendance records and generates salary slips.
The HR manager reviews and finalizes the payroll. Employees can then receive their salary slip from the system.
6.1 Overtime added manually:
Input the total overtime worked by individual staff.
6.2 Scales:
Scales are the configurable salary components in the HR system, including basic pay, overtime, tax, additions, and deductions, which determine the employee’s total salary.
We can set scales for every employee.
6.3 Generate Payroll:
I am now generating payroll and showing how to calculate and finalize all employee salaries.
Navigate to
Sidebar > Human Resource > Payroll > Generate
6.4 After generating payroll, the list will show in the Payroll list
Here is the Payment list of staff:
Sarah - 46000
James - 33000
Karim - 26500
Leo - 15000
Rahat - 15750
6.5 Payment & Payslip:
In this stage, we made payments to the employee,
Select the Action Button
Click on proceed to pay,
Select the payment account
View pay slip
Payslip:
6.6 HR Reports
HR Reports provide detailed insights into employee attendance, payroll, leave, performance, and workforce activities. These reports help HR teams monitor operations, improve productivity, and make better management decisions efficiently.
Staff Report:
Attendence Report
Payroll Report
Ledger Reports
Employee Advance & Loan
Salary Expenses
Cash In Branch
Trial Balance
Income Statement / Profit&Loss Report
Balance Sheet Report:
Cash & Cash Equivalent Report
Expense Report
Other Features in HR Module in Aorabook:
Geo Fencing:
Geofencing is a GPS-based technology that creates a virtual boundary around a specific geographic location. When an employee’s mobile device enters or exits this predefined area, the system automatically verifies their location.
Navigate
Sidebar > Distribution > Distribution Settings
Live-Location Tracking:
The feature that allows management to monitor employees' real-time location during working hours through the ERP system.
Navigate
Sidebar > Human Resource > Punch in histories > Action
Workforce Time Utilization in Aorabook:
Understanding how employees spend their working hours is critical for operational efficiency. The HR module in the system can classify employee time into Productive Time and Non-Productive Time, enabling management to measure actual performance rather than just attendance.
Navigate
Sidebar > Human Resource > Punch in histories > Action
Unlock Users:
A user enters the wrong password/PIN multiple times. The system auto-locks the account for security. Then the admin/HR manager can unlock the user.
Navigate to
Sidebar > Human Resource > Unlock Users
The Aorabook HR Module transforms traditional HR operations into a fully digital and automated system. By integrating employee management, attendance tracking, leave control, payroll processing, and financial reporting into a single platform, businesses can:
Reduce manual work
Improve data accuracy
Ensure transparent payroll management
Strengthen operational efficiency
With the right configuration and workflow, companies can manage their entire workforce smoothly while focusing more on strategic growth.
