Organization
Departments, designations, structure and organisation-level configuration.
Organization is where the shape of the company lives. Departments, designations, stations, employee groups and dozens of other master-data lists are defined here once, and every other module chooses from them — the dropdowns in an employee record and the audience of an announcement read the same lists, so the structure never drifts out of step with the people in it.
It is also the organisation's noticeboard and calendar. Announcements and polls go out to a precisely targeted audience — by station, department, employee group, designation, employment status and gender — and gazetted holidays are declared once and respected by attendance, the dashboard and payroll without further steps.
When a period is final, this is where you draw the line. Day Close and Month Close stamp a close record against every employee matching your criteria, a per-period grid shows which days and months stand closed and who closed them, and a rollback is one action away when something needs reopening.
Everything sits behind the same permission model as the rest of Nexa People. Each screen in the module's rail is an individual form in the role matrix, so an administrator granted only Announcement sees exactly that and nothing else, and the server checks the same keys on every call.
How Organization works
One home for the organisation's structure
The Department screen is a filterable, paginated register: filter by name, department head, status or flag, and each row shows the head, code, an active toggle and a timestamped audit trail of who added and last modified it. Departments are edited or set In-Active from the row — never silently deleted.
Everything else structural lives under Constant, a searchable sidebar of more than thirty "Manage" lists: Employee Group, Designation with codes, Employee Status with a contractual flag, Employee Station with its area, station head, HR manager and accounts manager, Sub Department tied to its parent, Allowance and Deduction Titles, banks and branches, Region, Cost Centre, Grade, Division, Exit Type, Minimum Wage per province and more. Geography is chained — add a Country and it immediately appears as an option when defining a Province, City or Area.
Announcements and polls that reach the right people
An announcement carries a title, a type — HR Policies or News — display start and end dates, an attachment and free-form details. Its audience is picked field by field: station, department, employee group and designation are required, employment status and gender narrow further, and specific employees can be exempted. The register filters by title, year, month and type, opens the full text in a dialog, and records who added and modified each entry.
Polls work the same way, with a question and as many options as you like — two at minimum. Each poll shows an Open or Closed badge, a details dialog with the live vote count per option, and an audience dialog summarising who it targets. Close a poll from its row when voting ends, or use Repost to relaunch a past poll as a fresh copy with its question, options and audience intact. Opened and closed polls also surface on the dashboard's Polls card.
Gazetted holidays the whole system respects
A holiday is a title, a date and a scope: the whole organisation, or specific departments picked from a multi-select, with an employee group, exempted individuals and an optional special-holiday marking. The moment it is saved, the server raises an in-app notification for every active employee the holiday applies to — org-wide or only the targeted departments.
The register filters by station, department, title, year, month and holiday type. Because attendance, the dashboard and payroll read the same holiday dates, declaring one here is all it takes for the rest of the system to treat that day differently.
Day Close and Month Close
Add Day Close takes your criteria — station, department, sub-department, employee group, payroll setup, or one named employee — and writes a close record for the chosen date against every active employee that matches. Month Close does the same for a payslip month: pick the month and year and the server works out the payslip period's start and end dates and stamps them on each record. Both registers filter across all of those fields, show who created each close, and offer RollBack on any row.
Alongside the per-employee records sits a period grid: the last twenty-four months and the last thirty-one days, each with an Open or Closed badge, the name of whoever closed it, and a single toggle to change its state. Closing and rolling back are separate permissions — Add, Update and Delete on the Month Close and Day Close forms are individual keys in the role matrix, enforced again on the server.
Geo-location restriction, employee by employee
The Geo-Location Restriction screen is a matrix with one row per active employee. Per person you can require login from an approved IP address, require attendance from that IP, bind attendance to a registered mobile device ID, and enable geo-fenced attendance against saved locations — each with a name, latitude, longitude and a radius in metres, defaulting to 200. Tick multiple rows and Apply Same copies one set of values across all of them in one save.
These are not display settings. On the server, the same rules are enforced when they matter: a login from outside the approved IP is refused where IP login is on, and an attendance punch is checked against the IP rule, the device binding and the geo-fence — using the distance from the saved co-ordinates — at the moment of the punch. Nothing is tracked in between.
Organisation settings, custom fields and the audit trail
Organization Settings gathers the organisation-wide switchboard into tabs. System Configuration holds roughly seventy toggles and selects across six groups — Attendance, Leave, Payroll, Employee, Dashboard and Employee Separation — covering the attendance day-end time, remote-work eligibility, advance-salary limits, payslip password protection, retirement age and more. Custom Fields adds your own fields — text box, text area, date-time or list box, mandatory or not — to the employee, recruitment-evaluation and expense forms. Company Settings, Card Template, Document Management, Biometric Device Settings and Email Domain Setting complete the set, with Document Management showing real per-module storage usage against your limit.
System Logs is the module's memory. The Data Logs tab is an audit trail of what the platform records as it happens: every sign-in and sign-out, stamped with the IP address it came from; employee-record actions — adding, updating, activating or inactivating, and deleting a record, each named against the record it touched; and dashboard self-service attendance sign-ins and sign-outs. Every row carries the timestamp, the acting employee with their code, station and department, the module, the log type and a plain description of the action, filterable by station, department, group, employee, module, log type and date range. User Last Login distils the same trail into the most recent login per employee, with its date, time and IP.
Features
Departments with a full audit trail
Every department records its head, code and active state, plus who added it and who last modified it, with timestamps. Rows are edited or set In-Active in place — history is never thrown away.
More than thirty master-data lists
Constant manages the organisation's reference data behind one searchable sidebar — designations, stations, employee groups, sub-departments, banks and branches, allowance and deduction titles, grades, divisions, cost centres, exit types and more. Chained geography means a new country flows straight into province, city and area forms.
Announcements with a precise audience
Target by station, department, employee group, designation, employment status and gender, exempt named individuals, attach a file and set display dates. The register keeps the full text and change history of every notice.
Polls with live results and repost
Ask a question with any number of options, watch votes accumulate per option in the details dialog, and close the poll from its row when voting ends. Repost relaunches any past poll as a fresh copy, and opened and closed polls appear on the dashboard.
Gazetted holidays that notify staff
Declare a holiday for the whole organisation or selected departments, and the server immediately raises an in-app notification for every active employee it applies to. Special holidays are marked and filtered separately from normal ones.
Day and month close with rollback
Generate close records for everyone matching your station, department, group and payroll-setup criteria, or for a single employee. A period grid shows each recent day and month as Open or Closed with who closed it, and any close can be rolled back under the right permission.
IP, device and geo-fence rules per employee
Require login or attendance from an approved IP, bind attendance to a registered mobile device, or fence it to saved locations with per-location radii. Rules are checked server-side at the moment of login or punch — never as background tracking.
A system configuration switchboard
Around seventy organisation-wide toggles and selects across attendance, leave, payroll, employee, dashboard and separation behaviour — from day-end time to payslip password protection and retirement age — saved in one place and read back by the modules they govern.
System logs on the actions that matter
An audit trail of sign-ins and sign-outs — each stamped with its IP address — and of employee-record and self-service attendance actions, every row carrying the acting employee, timestamp, module and action, filterable seven ways. A second tab shows every employee's most recent login.
Used by: Organisation owners and administrators.
Works with the rest of Nexa People
The structure defined here is the vocabulary of every other module. Stations, departments, sub-departments, designations and employee groups managed under Department and Constant populate the dropdowns in Employee Management, the audience pickers on announcements and polls, and the criteria on day and month closes — a station added under Manage Employee Station appears in the Add Employee form immediately.
Gazetted holidays declared here are read directly by the attendance calendar, colour the dashboard's daily attendance flags, and feed the payroll calculator and report engine — payroll treats gazetted days distinctly and prices gazetted-holiday overtime as its own category. Geo-location settings saved in the matrix are enforced by the authentication and attendance services at the moment of login or punch, and polls surface on the dashboard's Polls card with their running vote totals.
The traffic flows back in, too: day and month closes are generated from the live employee directory, System Logs records every sign-in and sign-out alongside employee-record and dashboard attendance actions in a viewer filterable by module and log type, and the System Configuration switches are resolved into policy flags that shape sign-in, dashboard and payslip behaviour throughout the product.
Frequently asked questions
What master data can we manage, and where is it used?
The Constant screen holds more than thirty lists — designations, stations, groups, statuses, sub-departments, allowance and deduction titles, banks and branches, cost centres, grades, exit types and more — alongside the Department register. These lists feed the dropdowns and filters across Employee Management, announcements, polls and the period closes, so a value added here is available everywhere at once.
How do we target an announcement or a poll at particular staff?
Both share the same audience picker: station, department, employee group and designation are required, employment status and gender narrow further, and individual employees can be exempted by name. Display start and end dates control when the item shows, and each poll's audience dialog summarises who it was aimed at.
What happens when we declare a gazetted holiday?
The holiday is saved with its date and scope — the whole organisation or selected departments — and the server immediately sends an in-app notification to every active employee it applies to. From then on the attendance calendar, the dashboard's daily flags and the payroll calculator treat that date as a gazetted holiday, with special holidays marked separately.
What is the difference between Day Close and Month Close, and can a close be undone?
Day Close stamps a close record for one date; Month Close does it for a payslip month, with the server deriving the period's start and end dates from the month and year you pick. Both are generated per employee against your criteria, and both offer RollBack on any row. A separate grid toggles recent days and months between Open and Closed, recording who closed each one.
How do the geo-location and IP restrictions actually work?
Each employee has their own row of rules: IP-restricted login, IP-restricted attendance, a registered mobile device ID, and geo-fenced attendance against saved locations with a radius in metres. The server enforces them at the moment of the action — a login or punch from outside the allowed IP, device or fence is refused — and nothing is checked at any other time. Apply Same copies one configuration across many employees.
Can we control who sees each Organization screen?
Yes. Every item in the module's rail — from System Logs and Department through Poll, Gazetted Holidays, Geo-Location Restriction, Month Close, Day Close and Constant to Organization Settings — is a form in the role matrix, and an employee's rail only shows the forms they hold. Add, update and delete are separate keys per form, checked again by the server on every request.
What do System Logs record?
Data Logs keeps a per-organisation trail of the events the platform records as they happen: user sign-ins and sign-outs, each carrying the IP address they came from; employee-record actions — add, update, activate or inactivate, and delete — named against the record concerned; and dashboard attendance sign-ins and sign-outs from self-service. Every row shows the timestamp, the acting employee with their code and placement, the module, the log type and the action, filterable by date range, log type and the usual structure fields. User Last Login shows each employee's most recent login, derived from the same trail.
Related modules
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