Info How to assign voucher value to partners Open page of the partner and set voucher value in "credit amount" field: Save Partner. How to assign voucher value to employee Open HR profile of the user and set voucher value: Save HR profile. Setting up new work equipment Summary Add safety standards Add work equipment Assign work equipment to work positions Enable employees to select work equipment sizes Automation will daily check for missing equipment for employees Trigger distribution work equipment to employees at workflow approval page Automation will hourly check if work equipment stock is available and will trigger rebooking and reservation if no stock, purchasing department gets requirements in their existing views Once reservation is completed, department lead will get task to pickup work equipment and deliver it to their team Once task completed, work equipment will be written off 1 - Add safety standards This action requires the "create safety standard" permission. If it does not already exist, a safety standard need to be created for selected work positions. 2 - Add new work equipment This action requires the "create work equipment" permission. To add new work equipment, click on the create button on work equipment table or go to the work equipment create form . A new work equipment requires a unique name , that distinguishes it from other work equipment.  After a name is entered, product(s) of type Protection products must be selected. These products will be what the work equipment represents. Usually, these products are different confection sizes of the same product. Enter the "From" and "To" dates to define how long the work equipment is valid to be distributed . The  "Restore interval" is used to set the renewal period or amortization interval in days (eg. every 365 days, employees receive new equipment). The safety standard(s) that correspond to the new work equipment need to be selected. Through these, work equipment is assigned to work positions. Work equipment is connected to work positions through safety standards. 3 - Assign work equipment to work positions This action requires the "update work position" permission. The created new work equipment now needs to be assigned to work positions. This is done on a selected work position from the work positions table . On a work position, we first need to select a safety standard (if it is not already selected). We then enter its quantity and then click "Add new" to add a new work equipment for this work position.  Only  work equipment of the selected safety standard(s) will be listed. Once work equipment is selected on work position, users with that work position will be able to select confection numbers of their equipment  on their user profile page under the "Work equipment" section. Users can edit their equipment confection numbers when option "Allow editing confection numbers" is enabled. Once employees have selected/updated their equipment confection numbers, the option must be disabled.   4 - Work equipment distribution An automated process is used to check for missing equipment of employees on a daily basis.  Work equipment distribution can be triggered from the " workflow approvals " page with the " Missing work equipment" button. When missing work equipment without stock is found, the missing quantity is added to purchasing requirements, to be handled by the purchasing department.  The distribution process will run a hourly check, if work equipment has available stock, at which point it will trigger rebooking and reservation tasks. Work equipment requirements can also be managed manually on the " Assign user to work positions " page. Here, you can click the " shirt " button to "start work equipment distribution" work equipment to users. 5 - Getting work equipment to employees The task of getting work equipment to employees is handled by department leads. Once reservation is completed, leads of departments will get  tasks to pickup work equipment and deliver it to their team. When work equipment is handed off to employees and the task is completed, work equipment will be written off. Employee Vacations For those who join during the year and have fixed-term employment, the system calculates a proportional share of vacation leave for use. If full-time employment does not begin on the 1st of the month, the proportional share is not taken into account for that month (only full months are always considered for the calculation of the proportional share). To generate leave (vacation contracts), it is necessary to run the scheduled job HR Generate Vacation Contracts . Vacation - Usage Vacation leave is divided into 3 statuses: Used leave ( red ) Carried-over leave ( yellow – unused leave from the previous year) Current year's leave ( green – leave for the current year) Every employee can (in principle) use as much leave as they have available. The number of leave days available for use is the sum of employee's current year vacation days, transferred vacation day, bonus vacation days and additional vacation, days, linked to their work position. Unused current leave is transferred into the next year as transferred leave for the following year. Transferred leave is used up first, but must be used in the first half of the year, otherwise it expires. If you submit a leave request for the second half of the year during the first half of the year (while unused carried-over leave is still available), the "current year's" leave will be used for that request. For those who join during the year and have fixed-term employment, the system calculates a proportional share of vacation leave for use. If fixed-term employment does not begin on the 1st of the month, the proportional share is not taken into account for that month (only full months are always considered for the calculation of the proportional share). To generate leave (vacation contracts), it is necessary to run the scheduled job HR Generate Vacation Contracts . Vacation - Usage Vacation leave is divided into 3 statuses: Used leave (red) Carried-over leave (yellow – unused leave from the previous year) Current year's leave (green – leave for the current year) Every employee can (in principle) use as much leave as they have available. The number of leave days available for use is the sum of the current year's and the carried-over leave. Unused current leave is transferred to the next year as carried-over leave for the following year. Carried-over leave is used first, but must be used in the first half of the year, otherwise it expires. If you submit a leave request for the second half of the year during the first half of the year (while unused carried-over leave is still available), the "current year's" leave will be used for that request. Salary export Holidays for late employees When employees are hired in the middle of the month, we should not include holidays in their pay for the period before their employment started. EmployeeExportData.php function: getHolidaysForMonth checks for active work position -> for each holiday we check if user has active work position on that specific day, if not, we don't count in salary export. Generating employee vacations This action requires the "Update user HR profile" permission. Employee vacation can be generated in the "contracts" section of HR profiles with the "Vacation contract" button.  Once the button is clicked, profiles vacation days are summed up, saved into the document (found in file manager) and saved into "Available vacation days in current year" field. The vacation contract sums transferred leave days, leave days bonus and additional vacation days from active work position. Family members (i.e. children under 15) are also taken into account, as well as employee's age. Once the contract is generated, field  "Available vacation days in current year"  on the employee's HR profile is updated, and the generated document is saved into the file manager. A scheduled automation can be enabled that generates vacation contracts for all active employees on the 1. day of a new year.