1. Define your company's absence policies
Customising your company's absence policies is an essential step in team management. In Holded you can create as many as you need, differentiating by type and establishing the characteristics and requirements of each one.
Open the Menu, located in the top right-hand corner.
Click on Configuration
From Team, selectAbsences
By default, the Basic model is available, which you can customise as you wish.
2. Set the types of absences
Once the policies have been defined, you will have to determine the types of absences available. You can use four types already configured: holidays, sickness, paternity and illness of a family member. You can modify them according to your needs or create new ones by following these steps:
Click on the New type of absence button
Fill in the fields and click on Create.
3. Organise your work teams
The second essential step is to organise your company by teams.
From Teams, click on + New team
Name the team, assign it a colour and an icon, and define its leader.
Click on Create team
4. Create and complete an employee profile
Once you have set up your absence policies and organised your teams, you will need to create your employee profiles.
Go to Team from the toolbar
Select Employees
Click on New Employee
Fill in the fields with first name, last name, email and team information
Click on Create
After creating an employee profile, you will need to complete the employee's profile with preferences, personal details and accounting information.
Click on your employee's name from the listing
From the pop-up window on the left, click on the Edit button.
Fill in the fields on all tabs.
Click Save
5. Assign your employee to a user
In order for your company's employees to have access to My Area, their personal employee space, they will need a Holded user account. If your employee does not have an account yet, you will need to invite them. The invited people will receive a link by email to access the platform.
From Configuration>Company account> Users, click on Manage roles.
Click on the Invite users button at the top right of your screen.
Type in the email address of the person you want to invite
Select the user role you want to assign. By selecting the Guest role, you will only be able to access My Area.
Click on Invite
Once your employees have a Holded user account, you will need to link it to their profile.
Access Employees from Team
Select the person
In the left sidebar, click on Assign User
In the profile preferences, select the user account from the Employee User Access drop down and click Save
6. Assign an employment contract
For each employee, you will need to register an employment contract and assign it to their profile.
By default, 6 types of employment contracts are available: Permanent, Temporary, Internship, Contractor, Agency or Training & Apprenticeship .
Go to Team and click on Contracts.
Click on New Contract
In the creation mode, select the employee from the drop-down menu
Select the type of contract
Fill in the title, dates, salary and hours fields
Activate the contract
Upload a copy of the contract
Click on Create
If you need to create other types of contracts, you can do it from Configuration>Team>Organisation.
7. Add an absence
You can consult the list of absences of your employees, assign them to approvers, delete them and even create absences for your employees.
Go to Team and click on Absences.
Click on Add absence
In the creation mode, select the employee from the drop-down menu
Choose the type of absence, set the duration of the absence and upload a supporting document if necessary.
Click on Create
8. Create a payroll
Although payrolls are related to employee management, in Holded they are considered and accounted for as a company expense. For this reason they will have to be created from the Expenses section.
Go to Expenses and click on Payrolls.
Click on New payroll
Enter the name of the employee
Enter the payroll posting date.
Detail the concepts: Salary, Total S.S., Company S.S. Expense and IRPF (Personal Income Tax)
Add a description and Tags
Attach the payslip
Click on Create
9. Terminate a contract
Ending a contract will not delete an employee's profile: it will simply change their status to ex-employee and they will no longer be charged for it. When retrieving a contract, the status will be changed to active and the employee will be charged for it again. For both actions:
Go to Team> Employees
Select the person and go to their profile by clicking on the More button.
From the Contracts tab, click on the three dots menu (⋮) on the top right hand side
Select Terminate contract
Choose the reason for termination, set an end date and leave a comment.
Click Continue
Enter the employee's email address
Confirm the action