14. Services and human resources management

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

Most of this chapter moved to new chapters. Work time, leave, requests, mailroom, purchasing, assets, shuttle, meals, booking, visitors, emergency and OHS (occupational health and safety, İSG) management are now described in their own chapters, with tables that show what each setting does and its default. The moved headings below stay so that old links keep working, and they send you to the new place; giving roles, company vehicles, onboarding and payroll are still described in this chapter.

New chapters for administration:

• 29. Time and attendance management: the four tabs of the work time settings, saved offices, working outside the office, work schedules, QR code screen, timesheet and export to payroll software, location tracking
• 30. Employee leave management: working days, seniority tables and holidays, the rules of leave types, advance leave, approval flow, balances, receiving the signed form with a QR code
• 31. Request, mailroom, purchasing and fixed asset management: request categories and target times, canned replies, mailroom, purchasing and asset settings and permissions
• 32. Shuttle, meal, visitor and emergency management: service modules and roles, shuttle routes, meal menu and canteen check-in, booking, visitor settings, emergency plan and teams, I’m Safe, OHS reports, occupational physician

The daily work of the people in charge (processing requests, the Mailroom desk, purchasing approval, Assets, the reception desk, leave and work time approvals) is on screens that employees also use, so it is described in the employee chapters: 21. Employee leave, 22. Time and attendance, 23. Requests, 24. Parcels, mailroom and purchasing, 26. Meeting rooms and visitors and 28. Fixed assets and asset assignment. For the screens employees see, see 07. Internal services. Expense and advance management is in a separate chapter: 18. Expense management and accounting.

Who: Admin · Services manager · Human resources · Module admins and operators · Department manager

In this chapter

Described in this chapter:

• Giving roles
• Company vehicles
• Starting a new onboarding process
• Probation evaluation: Passed or Terminated
• Offboarding process: last working day, accounts and devices
• Processes that start automatically for new and leaving employees (workflows)
• Settings and templates (onboarding)
• Uploading and matching payslips
• Payslip periods, acknowledgment status and audit log
• Payslip matching details: employee no. and Turkish ID no.
• Payroll settings: verification, SMS provider and Prozon API
• Expense approvals
• Team capacity warning threshold (leave)
• Fault record setting for asset returns

Moved to new chapters (the heading takes you to a short note that sends you to the new place):

• Opening services administration → 32
• Turning on service modules → 32
• Entering the meal menu → 32
• Following meal attendance and menu ratings → 32
• Setting up shuttle routes → 32
• Live shuttle: driver link and announcements to passengers → 32
• Request categories and owners → 31
• Processing incoming requests (assignment, reply, resolution) → 23
• Mailroom settings → 31
• Recording and handing over incoming parcels → 24
• Sending outgoing parcel requests → 24
• Booking resources and rules → 32
• Visitor settings and self check-in with a QR code → 32
• Reception screen: checking a visitor in → 26
• Processing near-miss and hazard reports → 32
• Safety report settings and report → 32
• Recording and assigning assets → 28
• Taking back assets, faults and losses → 28
• Asset settings → 31
• Team approvals (department manager) → 21
• Leave awaiting approval (human resources) → 30
• Entering annual leave balances → 30
• All leave requests and recording leave for an employee → 30
• Settings: leave types and rules, seniority tables, holidays → 30
• Approved leave form and QR verification → 21
• Receiving the signed form of approved leave (with a QR code) → 30
• Work time settings: recording methods, office network and QR code → 29
• Setting up a QR code screen at the entrance → 29
• Location tracking (field) settings and consent documents → 29
• Timesheet and work time report → 29
• Starting an I’m Safe check-in → 32
• Following and ending the check-in board → 32
• Assembly points and I’m Safe settings → 32
• Looking at drill results → 32

Giving roles

Who: Admin · Where: Admin → People and permissions → People and permissions

What it does: Sets who manages and who processes each service. A person sees the screens in this chapter only if they have a role.

• Services manager (duty permission): manages the whole Admin → Services section (modules, meals, shuttle, vehicles and the settings of the service modules).
• Emergency responder (duty permission): starts, follows and ends the I’m Safe check-in.
• Module permissions table: the Module admin (settings), Operator (processes records, gets notifications) and Viewer (read-only) roles for requests, mailroom, booking, visitors, work time, onboarding, safety reports (the occupational physician is also managed with this module's roles), assets, leave requests, payroll, purchasing and I’m Safe (emergency). The Preset buttons (Human resources, Facilities, Reception, Safety team) give frequently used roles with one click.

For the steps and what the roles mean in each module, see 10. Administration and setup and Module roles (permission table).

Tip: You do not need to give a separate role to a department manager. The person who is an employee's manager in the organization chart automatically approves that employee's leave and work time correction requests (see Assigning departments and managers).

Opening services administration

Explains how to open the Admin → Services screen and who sees which tab. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Opening services administration. Also see 31. Request, mailroom, purchasing and fixed asset management: Opening the settings screens.

Turning on service modules

You turn on the meals, shuttle and company vehicle modules and the meal / shuttle extra features. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Turning on service modules (General).

Entering the meal menu

You enter the month's menu day by day or from a CSV file. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Entering the meal menu.

Following meal attendance and menu ratings

You follow the expected number of people per day and the menu ratings. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Following meal attendance and menu ratings.

Setting up shuttle routes

You enter the shuttle routes, vehicles, drivers and stop times. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Setting up shuttle routes and Following today's trips.

Live shuttle: driver link and announcements to passengers

You give the driver a link that needs no sign-in, and send passengers delay or cancellation announcements. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Driver link and announcements to passengers. Also see 25. Shuttle and canteen: Driver screen: trip, stops and passengers.

Company vehicles

Who: Services manager · Where: Admin → Services → Vehicle

What it does: You enter the plate of the employee who was given a company car, and the tyre, service, inspection, liability insurance and comprehensive insurance dates. When a date comes near, a reminder goes to the employee and to facilities. The employee sees only their own car and cannot change it. If the asset module is on, the allocated vehicle is added to the employee's assets automatically (1.1.8).

Before you start: The Company vehicles module must be on. While it is off, the start of the section says "Company vehicles are off: not visible and no reminders are sent. Turn it on above.". So that vehicles are added to assets, the asset module and the Add allocated vehicles to the employee's assets (if the asset module is on; returned when the allocation ends) setting on the General tab must be on (on by default; see 32. Shuttle, meal, visitor and emergency management).

1. Click + Add vehicle.
2. Select the employee in the — Choose employee — list.
3. Fill in the Plate (34 ABC 123) and Make / model boxes.
4. Enter the dates: Tyre change (Switch to winter or Switch to summer in the list next to it), Scheduled service (a date or or km), Vehicle inspection, Liability insurance, Comprehensive insurance.
5. If you want, type a Note.
6. If the asset module is on, leave the Add to assets box ticked and, in the Handed over (registration, key, spare key…) box, type what is given with the vehicle (1.1.8).
7. Click Save vehicles. The message "Araçlar kaydedildi. 1 araç zimmete işlendi." ("Vehicles saved. 1 vehicle added to assets.") appears.

Result (1.1.8): The vehicle is added to the employee's assets with the name "Araç: 34 ÖRN 501 — Ford Transit Custom" ("Vehicle: …"), the type Vehicle and the plate as the serial number; the row shows a badge such as "Asset: DMB-2026-0026 · Awaiting receipt confirmation". If receipt confirmation is on in the company's asset settings, the employee taps "I've received it" (see 28. Fixed assets and asset assignment). If there is a record with the same plate in the fixed assets, no new record is opened; that record is used.

Changing the allocation: To remove an allocation, click Remove in the row and save; the asset is returned (it goes back to storage). If you give the vehicle to another employee, the asset is returned from the previous employee and handed over to the new one (two notifications, one record). If you clear the Add to assets tick, the asset is returned and the link is broken. After saving, the message counts the vehicles that were added, returned and that have warnings (e.g. "1 zimmet iade alındı" ("1 asset returned")). If the badge shows "(çalışanda değil)" ("not with the employee"), the vehicle was given to someone else or returned on the asset screen; the allocation is not affected by this.

Transferring existing vehicles to assets (1.1.8): Vehicles allocated before 1.1.8 are not added to assets automatically. If the start of the section shows "1 vehicle are not yet in assets.":

1. Click Transfer existing vehicles to assets. The Preview — nothing has changed yet table opens: Employee, Plate, Actions (New asset, Matched with fixed asset, Already assigned or Will be skipped) and Description.
2. Check the table and click Transfer (1 vehicle). The message "1 vehicle transferred to assets." appears. No notifications go to the employees during the transfer; the items become "Assigned" directly.
3. If you transferred by mistake, click Undo last transfer and confirm: the records opened in the transfer are deleted, and the matched records go back to their previous state. Records that were changed after the transfer are skipped.

Tip: Past dates show overdue next to them, and dates that come near show coming up. In the details of the vehicle item in assets, these dates show with the remaining days under Vehicle details.

Common errors:

• "Enter an employee and plate for each vehicle (use Remove to unassign)."
• "Only one vehicle can be assigned per employee."
• A vehicle with the same plate as a lost or disposed fixed asset record is not assigned as an asset; the allocation is still saved and a warning is listed.

Important: The link is one-way: returning the vehicle on the asset screen does not remove the allocation; the allocation is changed on this screen. If the employee taps "I didn't receive it", the record goes back to storage and it is not sent again when the same row is saved again; to send it again, clear and tick Add to assets again, or have the asset officer assign it. Only the Admin and the services manager can record vehicles and do the transfer.

Request categories and owners

You set the request categories, their owners and the target resolution times. This task moved to chapter 31. Request, mailroom, purchasing and fixed asset management; see Request settings: categories and target times, Setting up canned replies and Giving permissions for requests.

Processing incoming requests (assignment, reply, resolution)

You take on incoming requests, write to the requester, ask for information and resolve them. This task moved to chapter 23. Requests; see Incoming requests list (request handlers), Taking on a request and writing a reply, Asking the requester for information, Resolving or closing a request, changing the priority and topic and Summary board: resolution times.

Mailroom settings

You set the delivery location, the reminder, the retention period, the owners and the carriers. This task moved to chapter 31. Request, mailroom, purchasing and fixed asset management; see Mailroom settings and Giving permissions for the mailroom.

Recording and handing over incoming parcels

Incoming items are now recorded on the separate Mailroom desk screen and handed over with a delivery code. This task moved to chapter 24. Parcels, mailroom and purchasing; see Opening the mailroom desk, Recording an incoming item, Handing over an item and Mailroom log: incoming and outgoing.

Sending outgoing parcel requests

You give employees' shipping requests to a carrier or a courier; the old Being prepared button is now replaced by Received at mailroom. This task moved to chapter 24. Parcels, mailroom and purchasing; see Processing outgoing shipping requests.

Booking resources and rules

You set the meeting rooms and parking spaces that can be booked, the booking hours and the limits. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Booking resources and rules and Google Calendar sync.

Visitor settings and self check-in with a QR code

You set up visitor registration, the retention period, the privacy notice and self check-in with a QR code. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Visitor settings, welcome and check-out. Also see 26. Meeting rooms and visitors: Self check-in with a QR code (visitor).

Reception screen: checking a visitor in

At reception, you check in an expected visitor, register a visitor who comes without notice and check them out. This task moved to chapter 26. Meeting rooms and visitors; see Checking a visitor in at the reception desk, Checking a visitor out, Who is inside now and Reception: Today list and Log.

Processing near-miss and hazard reports

You review incoming OHS reports, score the risk, and open and close corrective actions. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Processing near-miss and hazard reports.

Safety report settings and report

You turn on OHS reports and set anonymous reports and location suggestions. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Safety report settings. Also see 19. Reports: Occupational health and safety tab in Reports.

Recording and assigning assets

Assets are now on the separate Assets screen in the left menu; you record an item there and assign it to an employee. This task moved to chapter 28. Fixed assets and asset assignment; see Assets screen, Recording an asset, Assigning an asset, Importing from an Excel or CSV file and Printing QR labels.

Taking back assets, faults and losses

You take an item back and change its status; loss, damage and faults are now reported and closed as incidents. This task moved to chapter 28. Fixed assets and asset assignment; see Asset details: return, status, editing and deleting, Following incidents, Taking an incident under review and Closing an incident: cost and fault assessment.

Asset settings

You set up the asset module, the handover confirmation, the warranty reminder and the retention period. This task moved to chapter 31. Request, mailroom, purchasing and fixed asset management; see Asset settings and special categories and Giving permissions for assets. For whether a fault record is opened when "Damaged" or "Not working" is selected at return (1.5.0), see Fault record setting for asset returns.

Team approvals (department manager)

As a department manager, you approve your team's leave requests and work time corrections. This task moved to chapter 21. Employee leave; see Approving leave as a manager. Also see 22. Time and attendance: My team: the team's status today and correction approval.

Leave awaiting approval (human resources)

As HR, you give the final approval to leave requests that the manager approved. This task moved to chapter 30. Employee leave management; see Approval flow and human resources approval and Assigning approvers and viewers. Since 1.5.0, the approval card in the HR step also has the team capacity box (see Team capacity warning threshold (leave)).

Entering annual leave balances

You enter employees' opening balances and correct balances later. This task moved to chapter 30. Employee leave management; see Entering and correcting annual leave balances.

All leave requests and recording leave for an employee

You filter all leave requests, cancel approved leave or record leave for an employee. This task moved to chapter 30. Employee leave management; see All requests, cancellation and recording leave for an employee.

Settings: leave types and rules, seniority tables, holidays

The settings of the leave module (working days, seniority tables, public holidays, the rules of leave types, carry-over and advance leave) are now described in separate tasks. This task moved to chapter 30. Employee leave management; see Opening the settings (leave module), Working days, seniority tables and public holidays, Rules of paid and unpaid leave types and Carry-over, advance leave and backdated requests. For the threshold of the team capacity warning shown to the approver (1.5.0), see Team capacity warning threshold (leave).

Approved leave form and QR verification

For approved leave, a printable A4 form with a QR code is created; the QR code shows that the form matches the record in the system. This task moved to chapter 21. Employee leave; see Printing and signing the approved leave form and Verifying the form with the QR code. Also see 30. Employee leave management: Tracking the signed form.

Receiving the signed form of approved leave (with a QR code)

You take a photo of the signed form the employee brings; the leave is found from the QR code on the form and marked as received. This task moved to chapter 30. Employee leave management; see Receiving the form with the QR code (human resources) and Tracking the signed form.

Work time settings: recording methods, office network and QR code

In 0.99.45 the work time settings were split into four tabs: General, Work locations, Work schedule, Lunch break and questions. This task moved to chapter 29. Time and attendance management; see Opening the work time settings, General tab, Work locations: the company default in offices, Editing a saved office, an office-specific check-in rule and deleting, Working outside the office: from home, remote, in the field and Work schedules and assignment order.

Setting up a QR code screen at the entrance

You show a QR code that changes every 30 seconds on the tablet at the office entrance, and protect the screen with a password. This task moved to chapter 29. Time and attendance management; see Setting up and protecting a QR code screen at the entrance.

Location tracking (field) settings and consent documents

You turn on location tracking for field employees, set the rules and mark the signed consent documents. This task moved to chapter 29. Time and attendance management; see Location tracking (field) settings and consent documents.

Timesheet and work time report

You see the monthly timesheet, download it as CSV or Excel and export it to payroll software. This task moved to chapter 29. Time and attendance management; see Timesheet and export to payroll software. Also see 19. Reports: Work time tab in Reports.

Starting a new onboarding process

Who: HR, Admin · Where: Board → My Area → Onboarding → Processes

What it does: You start a task list for an employee who is starting (or leaving). The tasks are distributed with their dates to the people responsible (HR, IT, facilities, manager, buddy, the employee). If your company turned on workflows, the process also starts automatically when the employee record is created or the person is marked "Left" (1.7.0; see Processes that start automatically for new and leaving employees (workflows)).

1. In the Onboarding box, click Processes. The Onboarding and offboarding window lists the In progress processes with their type (Onboarding or Offboarding), date, department, template, progress and number of overdue tasks. For offboarding processes, the date is the last working day.
2. Click + New process.
3. Select the template in the Template list (e.g. "İşe başlama (genel) · 12 görev" ("onboarding (general) · 12 tasks") or "Ayrılış (genel) · 6 görev" ("offboarding (general) · 6 tasks")).
4. Type a name in the Employee: box and select the person in the list. If department or position mappings are given to the templates, the template that matches the employee is selected automatically and a note such as "Template chosen from the employee's department; you can change it." shows below it; you can select another template (1.3.2).
5. Select the Start date (last working day for offboarding). The task dates are calculated from this day.
6. If you want, select the Manager (from the org chart if empty): and Buddy (optional): people and type a Note (optional).
7. Click Start and notify task owners.

Tip: The tasks assigned to you appear in the Your tasks list of the box, with the date and any delay; mark them when they are done. The short card shows the first 3 tasks; to see all of them, click Open all. When you click a process, all its steps open; if necessary, close it with Close process → Yes, close. For the screen the new employee sees, see 07. Internal services.

Common errors:

• "Pick the employee from the list." / "Choose the date."
• "Bu çalışan için açık bir işe başlama süreci zaten var." ("There is already an open onboarding process for this employee."; for offboarding, "… açık bir ayrılış süreci zaten var." ("… already an open offboarding process …")): a second process of the same type is not opened for the same employee; first complete or close the open process.

Probation evaluation: Passed or Terminated

Who: The new employee's manager · HR · Where: Board → My Area → Onboarding → process → Deneme süresi değerlendirmesi ("probation review")

What it does: The "Deneme süresi değerlendirmesi" task in the onboarding process is set to the last working day of the probation period (the period is the Probation period (months; 1–4) value in the Onboarding settings). When you complete the task, you record the outcome; because the probation period cannot be extended, the decision must be made by this date.

Warnings: 14 and 7 days before the probation period ends, the notification "Probation period ending: <name>" goes to the employee's manager (if there is none, to the task owner) and to HR. In the last 14 days, the task row shows "7 days left until the probation period ends." (on the last day, "Today is the last day of the probation period."). On the Today screen of the onboarding owners, the row "Probation ending within 14 days:" shows.

1. Open the process and find the Deneme süresi değerlendirmesi task. Below the task there are Probation outcome: and two buttons. Below the buttons, the note "Turkish Labour Law art. 15: probation is at most 2 months; only a collective agreement can extend it to 4 months. The period is not extended at the review." shows (updated in 1.4.3).
2. If the employee passed the probation period, click Passed. In the question "Record the probation outcome as "Passed"?", type a Note if you want and click Save.
3. If the employment contract is ended during the probation period, click Terminated. The Offboarding last working day box opens; the default is the last day of the probation period. Change it if necessary and click Continue.
4. In the question "Record the probation outcome as "Terminated"? Termination must happen within the probation period; HR will be notified and the offboarding process starts automatically.", type a Note if you want and click Save.

Result: The task is completed and "Outcome: Passed" or "Outcome: Terminated" shows below it. The outcome is reported to HR, to the person who started the process and to the manager (not including the person who records it). With Terminated, an offboarding process also starts with the offboarding template that matches the employee, and the message "Offboarding process started." appears; see Offboarding process: last working day, accounts and devices.

Tip: If you recorded the wrong outcome, clear the tick of the task; the outcome is deleted. The offboarding process that opened automatically does not close; if necessary, close it with Close process.

Common errors:

• "Choose the probation outcome: Passed or Terminated.": the probation task is completed with the outcome buttons, not with the checkbox.
• "The last working day cannot be before the start date (…)." / "The date can be at most 60 days ago or 180 days ahead."
• "Only the task owner, the manager or HR can mark this task."

Important: If the employee already has an open offboarding process, a new one is not opened; the last working day you selected is not applied either; change the last working day in that process. If there is no matching offboarding template or no onboarding owner, the process is not opened; the notification says "Don't forget to start the offboarding process."; start the process manually. The app does not do the termination itself; give the termination notice separately according to the Labour Law (İş Kanunu).

Offboarding process: last working day, accounts and devices

Who: HR · Onboarding owner · The manager of the process · IT · Where: Board → My Area → Onboarding → Processes → offboarding process

What it does: Task by task, you follow the handover of the leaving employee, the exit interview, the closing of their accounts and the return of their assets. The task dates are calculated from the last working day.

1. In the Processes list, click the process with the Offboarding label. At the top it shows "Last working day: 20 October 2026 · Ayrılış (genel) · Manager: …". In a process opened from the probation period, the note "Probation recorded as "Terminated"; the process started automatically." also shows.
2. If the last working day changed, click Change last working day, select the New last working day and save. The message "Last working day changed." appears. The dates of the tasks that are not completed are calculated again from the new day; completed tasks are not changed.
3. The default Ayrılış (genel) ("offboarding (general)") template has six tasks: Devir-teslim planını hazırla ("prepare the handover plan"; manager, 5 days before), Ayrılış evrakını ve son gün bilgisini hazırla ("prepare the leaving documents and last day information"; HR, 3 days before), Çıkış görüşmesi ("exit interview"; HR, 1 day before), Close accounts (IT, last day), Collect the devices (IT, last day) and Giriş kartı, anahtar ve demirbaşları teslim al ("collect the access card, keys and fixed assets"; facilities, last day).
4. In the Collect the devices task, the employee's open assets are listed once ("Open assigned assets (1):"); each row shows the item name, the serial number or plate and the type (e.g. "Araç", vehicle) (1.4.3). You do not need to mark this task manually: when all assets are returned on the 28. Fixed assets and asset assignment screen, the task is completed automatically. If an item is lost or cannot be returned, finish the report and cost work and complete the task manually; below the task it says "If an item is lost or cannot be returned, you can complete the task manually." (1.4.3).
5. IT marks the Close accounts task when the accounts are closed. If the requests module is on, the department tasks are also opened as requests; go to the request with Open request; when the request is resolved, the task is completed.

Tip: HR, the onboarding owner or the manager of the process can change the last working day; the button does not show in a closed process.

Common errors:

• "Choose a valid last working day."
• "The last working day can only be changed in an offboarding process."

Important: On sites that saved their template before 1.3.2, the old "Hesapları kapat, cihazları teslim al" ("close accounts, collect the devices") task in the offboarding template stays as a single task and is not linked to the asset return. In the settings, split the task in two and tick the Asset return box once in the device task (see Settings and templates (onboarding)). If the asset module is off, the list of open assets does not show.

Processes that start automatically for new and leaving employees (workflows)

Who: HR · Onboarding owner · IT · Facilities · Accounting · Asset officer · Where: Board → My Area → Onboarding → Processes; the tasks on My Space → Today

What it does: If your company turned on the New employee and Leaving employee templates in Admin → Modules → Workflows, you do not need to start the onboarding and offboarding processes manually: the process starts automatically when the employee record is created or the person is marked "Left", and tasks are opened for the people concerned. For the settings of the templates, see 40. Workflows.

New employee:

1. A new employee record is created (from the Employees screen, the setup wizard, SCIM or directory sync, or the WordPress screen). For a draft record, the workflow starts when the record is published (it starts immediately if Also start for draft records is ticked in the template).
2. If the employee record has no start date, the task "Enter the start date: <name>" is opened for HR (Today → Your to-dos for today). When the date is written in the employee record, the task closes by itself.
3. If the onboarding module is on, an onboarding process starts on behalf of the HR person selected in the template (the template is suggested by the employee's department) and the tasks are distributed as usual. If the employee already has an open onboarding process, a new one is not opened; the workflow links to that process.
4. If the onboarding module is off (or Also open IT / Facilities tasks without onboarding is ticked in the template), the task "Prepare accounts and device: <name> · starts <date>" is opened for IT and "Prepare the workspace: <name> · <date>" for facilities. The task shows in Requests (in the IT or facilities category) if that is on, otherwise in My tasks, and if that is not available either, as a workflow task on Today. The default deadline is 2 working days before the start; it does not fall on a past day.
5. When the process or the tasks are finished, the notification "Start-date preparation completed: <name>" goes to the employee's manager and HR. If it is not finished within 30 days after the start, the notification "New employee workflow not completed within 30 days: <name>" goes to the workflow owner.

Leaving employee:

1. The person is marked "Left", or HR starts the offboarding process manually; the workflow starts with whichever comes first.
2. If there is no open offboarding process, an offboarding process starts automatically on behalf of the HR person selected in the template; the last working day is the leaving date (see Offboarding process: last working day, accounts and devices).
3. These checks start at the same time:
   • Close access: if the process has the Close accounts task, the workflow does not open a new task; it links to that task (IT's task). If there is none, the task "Close access: <name> · last working day <date>" is opened for IT.
   • Asset: if the employee has open assets, the workflow links to the Collect the devices task in the process; if there is none, the task "Asset return: N items" is opened for the asset officer. It closes when all assets are returned.
   • Open advances: if there are any, the task "Close open advances: <name> · N advances" is opened for accounting (no amount).
   • Expenses awaiting approval: if there are any, the notification "A leaving employee has expenses awaiting approval: …" goes to the expense approvers and the task "Check the leaving employee’s expenses: <name>" is opened for accounting.
4. When all are finished, the notification "Offboarding checks completed: <name>" goes to HR and the manager. If it is not finished within 30 days after the last working day, the workflow owner is warned.

Tip: You see the progress of the workflow step by step in the workflow window that you open from the workflow row on Today or from Admin → Modules → Workflows → History (see 06. Board and intranet).

Important:

• If the leaving mark is removed, the workflow is cancelled with the reason "Leaving status withdrawn."; if the employee record is deleted, the new employee workflow is cancelled. Tasks opened by a cancelled workflow are not closed; close them manually if necessary.
• The New employee template runs for every new employee record; it also starts when you add a long-standing employee to the system later. If the start date is more than 60 days in the past, no new-employee preparation is needed: the workflow ends without opening tasks or a process. This is not an error; in the workflow's window in History, the note of the Past start date step says "The start date is more than 60 days in the past: no new-employee preparation is needed; the workflow ended without opening tasks."
• If the leaving date is more than 60 days in the past (or more than 180 days ahead), onboarding cannot open an offboarding process: the Offboarding process step is skipped with a note, and the access closing task is opened for IT without a process (in Requests, otherwise in My tasks, otherwise as a workflow task).
• The workflow runs for records created after the template was turned on; processes opened earlier are not linked automatically.

Settings and templates (onboarding)

Who: Onboarding module admin · Where: Admin → Modules → Onboarding

1. Click Admin → Modules → Onboarding. Onboarding settings opens.
2. Select the Onboarding on checkbox and type the Welcome text for new employees.
3. Select the people for HR tasks:, IT tasks: and Facilities tasks:. Role tasks are distributed in turn to the people in the list (to the one with the fewest open tasks at that moment); if the list is empty, to the person who starts the process. The people in the HR list also manage the processes (1.3.2).
4. Enter the values for Keep finished processes for how many months (3–60) and Probation period (months; 1–4) (default 2 months). The "Deneme süresi değerlendirmesi" task is set by adding this period to the start date; if it falls on a weekend or a holiday, it is moved to the previous working day. Add more onboarding owners as Operator in the Permissions section at the bottom of the tab.
5. Under Templates, select a template. Edit the Template name and Type (Onboarding / Offboarding) fields.
6. Under For whom (empty = everyone), tick the Departments the template matches, or type the Position (words in the job title, comma-separated). In a new process, the template that matches the employee's department and job title is selected automatically; HR can change it (1.3.2).
7. Under Distribution of role tasks, select for HR, IT and facilities either Same person (all tasks of the role in a process go to one person; default) or Distribute task by task (each task goes to the one with the fewest open tasks at that moment) (1.3.2).
8. For each task, enter a title, the responsible role (The employee, Manager, Buddy, HR, IT, Facilities, Specific person), the day offset (−3 = three days before, 0 = first day, 30 = one month later) and, if you want, an app link (My profile, Company policies). Add a task with + Add task and a template with + Template.
9. In the offboarding template, in the task that follows the return of the employee's assets, tick the Asset return: completes automatically once all assigned assets are returned box (1.3.2). In the default template, this box is ticked in the Collect the devices task; Close accounts is a separate task.
10. Click Save onboarding settings.

Important: On sites that saved their templates before 1.3.2, the new default offboarding template does not come automatically; split the old "Hesapları kapat, cihazları teslim al" task in two and tick the Asset return box once in the device task.

Uploading and matching payslips

Who: Payroll owner (HR), Admin · Where: Board → My Area → My payslips → Upload

What it does: You upload the monthly payslip PDFs in bulk. The employee number (or Turkish ID number) and the period in the file name link the payslip to the correct employee and month. The employee opens their payslip in My Area by acknowledging receipt.

Before you start: The payroll module must be on and you must have the Operator role in the My payslips row (Admin → People and permissions → People and permissions; the Human resources preset also gives this role). Enter the employees' employee numbers (see Payslip matching details). The file names must contain the employee number and the period; for example S-1004_2026-10.pdf. The period can be written as 2026-10, 202610 or 10-2026.

1. In the My payslips box, click Upload. The Upload payslips window opens.
2. In the Period (if not in the file name) field, select the month. The default is last month; if the file name contains a period, that period applies.
3. Click PDF files and select the payslips. You can select more than one file; each file can be up to 10 MB.
4. A row appears for each file: file name, matched employee and period. The status line shows Matched, No match; choose the person or Matches more than one person; choose the person. Rows without a match are yellow; select the employee in the list. If necessary, also change the period in the row.
5. Click Upload (3) (the number is the number of files). The files are uploaded one by one; each row shows the result. Rows with no employee selected are skipped with "No person chosen; skipped.".

A link instead of a file: If the payslips are in your company's own payroll system, open Set a link instead of a file, select the Employee and the Period, type the address that starts with https:// in the Payslip link field and click Save link. The employee opens this address after acknowledging receipt.

In group companies (1.8.5): If Admin turned on Company-based HR scope, a payroll officer uploads payslips only for employees of their own company; a file name does not match an employee of another company (see 15. Multiple companies, language, KVKK and license).

A second payslip for the same month:

• If the employee has not acknowledged receipt yet, the new file replaces the old one; the old file is deleted.
• If the employee has acknowledged receipt, the old payslip and the acknowledgment record are kept; the new payslip is added as a separate row with the Adjustment label, and the employee acknowledges it too.

Tip: If your payroll software gives all employees in one PDF, first split it into a separate PDF per person and give the files the employee numbers. Payslips are stored in a private folder of the website that cannot be opened from outside (pzk-bordro); with Nginx hosting such as Kinsta, an access rule must also be added for this folder; you see the status in the Private folders list in the Expense settings (see 18. Expense management and accounting).

Payslip periods, acknowledgment status and audit log

Who: Payroll owner (HR), Viewer, Admin · Where: Board → My Area → My payslips → Periods

What it does: You follow how many payslips were acknowledged each month, see who has not acknowledged, and export the proof of acknowledgment as CSV.

1. In the My payslips box, click Periods. Each month shows a number such as "9 / 15 received"; it is green if all were acknowledged and yellow if some are missing.
2. Click a month. A row appears for each employee: name and employee number, status, acknowledgment time and method (or upload date), file type (PDF or link) and the number of opens.
3. If you are an operator, you can see a payslip with Open. This opening is written to the audit log as "İK görüntülemesi" ("HR view") and does not affect the employee's acknowledgment.
4. To remove a wrong payslip that has not been acknowledged yet, click Delete → Yes, delete. You cannot delete an acknowledged payslip; to correct it, upload a new payslip for the same month.
5. For proof of acknowledgment, click Audit log (CSV) (this month) or the Full audit log (CSV) button in the Periods window.

CSV columns: Çalışan (employee), Sicil (employee no.), Dönem (period), Yükleme (upload), Kaynak (source), Tür (type), Düzeltme (adjustment), Tebliğ zamanı (acknowledgment time), Yöntem (method), Kanal (channel: the masked address or number the code went to), IP, Tarayıcı (browser), PDF SHA-256 (the fingerprint of the document) and Açılış (opens).

Tip: Employees who have a payslip to acknowledge see a warning in their bell (Waiting for you) and in My Area. People with the Viewer role see the periods and the CSV, but cannot open the payslip content.

Payslip matching details: employee no. and Turkish ID no.

Who: Payroll owner (HR), Admin · Where: Board → My Area → My payslips → People

1. In the My payslips box, click People. The employees are listed; filter by name or employee number with Search people.
2. Type the employee's number in the Employee no. field.
3. If your company matches by Turkish ID number, type the number in the National ID field. The number itself is not stored, only a one-way hash; afterwards the field shows "National ID set ✓". To delete it, type -.
4. If necessary, select a verification channel for this employee in the Company setting list (Email code or SMS code).
5. Click Save in the row.

Tip: The note "no email" or "no mobile" under the row shows that no code can be sent to that employee. Add an email or a mobile phone to their card, or select another channel.

Payroll settings: verification, SMS provider and Prozon API

Who: Payroll module admin, Admin · Where: Admin → Modules → Payroll

1. Click Admin → Modules → Payroll. Payslip settings opens. Assign the payroll owners (HR) as Operator in the Permissions section at the bottom of the tab.
2. Select the Payslip module on checkbox.
3. Select the Receipt verification:
   • Email code (recommended): A 6-digit code goes to the email address on the employee's card.
   • SMS code: The code goes to the mobile phone by SMS; an SMS provider must be set up below.
   • Direct opening (no code): The employee taps I confirm receipt, open; the time and IP are still recorded.
4. For Matching from file name, select Employee no., National ID no. or Employee no. or national ID no..
5. If you want, select Send the employee a phone notification when a new payslip arrives.
6. If you will use SMS, select the Provider in the SMS provider section:
   • Netgsm: Enter the User code, Password and Sender name.
   • Other (HTTP template): enter your provider's https:// address, method (POST / GET), body and request headers. Use the {telefon} and {mesaj} placeholders. The password and request headers are stored encrypted and are not shown again; if you leave them empty, the saved value is kept; to delete them, type -.
7. Click Save. For SMS, type a mobile number in the test field and click Send test SMS.

Prozon API (sending payslips from system to system): If Prozon prepares your payslips, click Create key. The key is shown only at that moment; copy it and send it to Prozon through a secure channel. Prozon sends each payslip with this key to the pzk/v1/bordro-api endpoint (employee no., Turkish ID no. or email; period; PDF or link), and the payslip goes to the employee's box automatically. A request that does not match exactly one employee is rejected. Create new key makes the old one invalid at once.

Assigning payroll owners: Assign the HR people in the My payslips row in Admin → People and permissions → People and permissions: Module admin (these settings), Operator (upload, people, opening) and Viewer (acknowledgment status and audit log).

Starting an I’m Safe check-in

After an emergency or a drill, you ask employees "Are you safe?". This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Starting an I’m Safe check-in. Also see 27. Emergencies, occupational safety and the occupational physician: Reporting an emergency (responder).

Following and ending the check-in board

You follow who is safe, who asks for help and who has not answered, and you end the check-in. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Following and ending the check-in board.

Assembly points and I’m Safe settings

You set the assembly points, location sharing, the reminder and the default texts. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Assembly points and I’m Safe settings.

Looking at drill results

The results of past check-ins and drills are in the Past check-ins section of the check-in board, and the drill records are on the teams screen. This task moved to chapter 32. Shuttle, meal, visitor and emergency management; see Following and ending the check-in board and Emergency response teams and drills.

Expense approvals

For expense and business advance approvals, accounting approval, payment and reports, see 18. Expense management and accounting. To approve your team's expenses as a department manager, see 17. Expenses, business advances and per diem.

Team capacity warning threshold (leave)

Who: Leave module admin, Admin · Where: Admin → Modules → Leave → Team capacity warning threshold (%)

What it does: The person who approves a leave request (in the manager step, the manager or their deputy; in the HR step, the HR approver) sees the "If you approve, N / M people (X%) from the team will be on leave on these dates" box on the approval card. This setting decides above which value the percentage is highlighted as Above threshold. It makes it easier to notice at the moment of approval that too many people of a team are away at the same time.

Steps:

1. In the app, open Admin → Modules → Leave (see 30. Employee leave management).
2. In the Team capacity warning threshold (%) box below the If the manager is also an HR officer, one approval is enough row, type a number between 0 and 100.
3. Click Save settings at the bottom of the page. The message "Leave settings saved." appears.

How is it calculated?

• The team is the department of the requester. M is the number of employees in the department (including the requester, excluding people who have left).
• N is the total of the department employees who are on approved leave or have an "On leave" record on the dates of the request, plus the requester. Other requests that wait for approval are not in the percentage; the box counts them on a separate line.
• The same calculation is used in the "N people from your team are on leave on the selected dates." information that the employee sees when they request leave.

In the HR step: The HR approver also sees the same box in the Awaiting approval (N) list and in the request details. HR and the leave viewers, like the manager of the request, also see the names of the people on leave and of the people waiting for approval; the manager's deputy sees only the numbers (see 21. Employee leave).

Important:

• A value below 0 or above 100 is not saved: "The team capacity threshold must be a percentage between 0 and 100 (0 = warning off)."
• The box does not show for a request of an employee who has no department, or for a person who has no other employees in their department. For the capacity warning to work correctly, enter the departments of the employees (see 10. Administration and setup).
• The box only gives information; a request above the threshold can also be approved.

Fault record setting for asset returns

Who: Asset module admin, Admin · Where: Admin → Modules → Asset → Fault reports and IT requests

What it does: When the asset officer takes an item back, they select its condition (Intact, Signs of wear, Damaged, Missing part, Not working; see 28. Fixed assets and asset assignment). This setting decides whether a fault record (incident) and an IT request are opened for the item when Damaged or Not working is selected.

Steps:

1. In the app, open Admin → Modules → Asset.
2. In the Fault reports and IT requests section, select one option from the Fault record (and IT ticket) when "Damaged" or "Not working" is chosen at return list (see the table below).
3. Click Save. The message "Asset settings saved." appears.

What is opened?

• If Damaged was selected, an incident of the type "Damage" is opened; if Not working was selected, an incident of the type "Fault". The description of the incident starts with "Found at return (…)", and the return photos are also added to the incident. The incident goes to the Incidents list (see 28. Fixed assets and asset assignment).
• An IT request is opened only if Fault reports open an IT request in the same section is on, the Requests module is on and the selected category exists. If not, the checkbox is named Open a fault record (recommended) and only the incident is opened.
• Missing part leaves the item "In stock" and does not suggest an incident; if necessary, the officer opens one by hand with Record incident.

Important: If the incident or the IT request cannot be opened, the return is still saved; the officer sees the message "Return recorded; the fault record couldn't be opened: …".