HR · Employee self-service portal
The self-service portal is the staff-facing side of HR. It's a restricted, isolated persona where an employee handles their own routine HR — clock in and out, see their employment info, check their leave balance, request time off, work through onboarding tasks, and pick up payslips and contracts their HR shares. It is deliberately walled off from the owner/admin HR back-office: an employee only ever sees their own data, never the company's payroll or anyone else's records.
Where: the portal opens at /hr — the same URL as the admin HR page — but what you see depends on who you are. An owner/admin lands in the full HR back-office; an employee with the restricted persona lands in this self-service view instead. It is not something an employee enables; access is granted for them (see below).
Why it's a separate, isolated persona
HR data is the most sensitive data in the workspace — salaries, payslips, contracts, absence reasons. The owner/admin HR area is gated to workspace owners and admins for exactly that reason. But employees still need to do everyday things: punch in for a shift, ask for a day off, grab last month's payslip. Rather than open the back-office to them, HR gives employees a restricted persona that renders a completely different, scoped-down surface.
- Own-data-only. Every panel in the portal is filtered to the signed-in employee. There is no company roster, no other employee's leave, no payroll register, no admin queues — those simply don't exist in this view.
- Privacy by construction. Because payroll and other people's records are never part of the self-service surface, there's nothing extra to lock down per employee. An employee cannot navigate to another person's data because the portal never offers it.
- No bottleneck. Routine self-serve actions (clock in, request leave, download a payslip) don't need an admin to do them, so HR stops being the middleman for day-to-day requests.
How an employee gets in
An employee doesn't sign themselves up for the portal — an admin grants it. On the employee's record in the HR back-office (see Employees & org) there's an "Invite to employee portal" action. Using it grants that person the restricted employee persona, so the next time they sign in to /hr they get the self-service view rather than the admin back-office.
In practice: add the person as an employee first (they exist as a CRM contact with an HR record), then use Invite to employee portal on their record. From that point the employee manages their own clock-ins, leave and documents themselves.
What an employee can do — a walk-through
The portal is a small set of panels. Each maps to something on the admin side, so an employee's self-service action flows straight back into HR.
Clock in / out
At the top of the portal is the Work-Card check-in — the employee's own clock. The prompt reads "Clock in above to start." Tapping it records a punch; tapping again clocks out. This is the same attendance mechanism as the shared kiosk, but scoped to just this employee.
- Feeds attendance. Each punch becomes part of the employee's timesheet — see Attendance & clock-in — which in turn feeds the day counts payroll reads.
- Files to Ergani. Where Ergani filing is enabled, each punch is filed to the Greek labour authority — see Ergani filing.
Employment info & profile
The employee can see their own Employment info — their department and employment details — alongside their profile. It's read-only reference: it tells the employee how they're set up in HR without exposing the org structure or other people's records.
Leave — allowance, remaining, and requesting time off
The Leave panel shows the employee three figures about themselves:
- Leave allowance — their total entitlement.
- Leave remaining — what's left after what they've already taken.
- Absence taken — what they've used so far.
From the same panel they can request time off. A request doesn't self-approve — it lands in the admin Time-off queue for an owner/admin to approve or decline. Until the employee has any requests, the list shows "No time off yet".
How it connects: the employee submits from here; the admin decides in Time-off & absences. Approved absence adjusts the balances the employee sees back in this same panel and feeds the working-day counts payroll uses.
Onboarding tasks
New starters get an Onboarding tasks checklist — the HR to-dos they need to work through when they join. They tick items off as they complete them. When there's nothing outstanding the panel reads "Nothing to onboard", so the portal stays useful long after onboarding is done without clutter.
“My HR” — ask the assistant
What it is — employees can also handle their own HR from the assistant: My HR appears on their capability rail, so they can just ask — “how much leave do I have left?”, “request Friday off”, “clock me in” — instead of hunting through the portal. Why it matters — it's the fastest path for the most common questions, and it's self-scoped: the tool only ever reads and acts on that employee's own record.
Deliberately curated output. The assistant returns a tidy summary card — not raw database rows — and salary is not shown in it. The isolation of the employee persona applies to the assistant exactly as it does to the portal.
Documents & payslips
The Documents panel is where the employee picks up files their HR shares with them: "Payslips and contracts your HR shares will appear here." It's read-only from the employee's side — they receive what HR attaches, they don't upload or manage documents here.
- Payslips come from the payroll side. When a payroll run produces payslip PDFs (see Payroll & payslips), the employee's own payslip surfaces here for them to download.
- Contracts and other HR files are whatever HR attaches to the employee on the admin side — see Documents.
How it connects back to the admin side
| Employee does… | Admin side it flows into |
|---|---|
| Clock in / out | Attendance timesheets (and Ergani filing where enabled) |
| Request time off | Time-off approval queue → approved absence updates their balances |
| Complete onboarding tasks | The onboarding checklist set up on their employee record |
| Open Documents / payslips | Files HR shares via Documents; payslips from a payroll run |
What an employee never sees: the HR back-office — company-wide payroll, other employees' records, admin queues and analytics. Those live in the owner/admin HR page and stay gated to workspace owners and admins. The self-service portal is the employee's own corner of HR, and nothing more.