HR Settings
Configure global HR module settings to adapt GO4SRH to your institution's specific needs. These settings define the basic rules that will apply across your entire organization.
Introduction
HR settings form the foundation of your human resources management module configuration. Proper configuration ensures the system operates in compliance with your internal policies and local regulations.
Only users with the "HR Administrator" or "Director" role can modify these settings. Changes are automatically tracked in the audit log.
Some settings, once configured and in use, cannot be modified without impacting existing data. Take time to fully understand each option before activating it.
General Settings
Define the basic settings that apply to your entire HR management.
Reference Period
Define your institution's HR fiscal year. This period serves as the basis for calculating leave entitlements, annual reports, and evaluations.
Weekly Working Hours
Indicate the standard number of working hours per week. This value serves as a reference for calculating leave in hours.
Leave Unit
Choose the primary unit for managing leave: working days, business days, or hours.
Employee Numbering
Configure the automatic numbering format for employee IDs (prefix, number of digits, auto-increment).
Notice Periods
Define minimum notice periods for different types of leave (annual leave, exceptional leave, etc.).
Mandatory Documents
List documents that all new staff members must provide during hiring (ID, diplomas, medical certificate, etc.).
Work Calendar
Configure your institution's annual calendar by defining working days, public holidays, and closure periods.
Select reference year
Choose the year for which you want to configure the calendar. You can prepare next year's calendar in advance.
Define public holidays
Add national and local public holidays. The system offers predefined templates for several countries:
- Cameroon: 11 official public holidays
- France: 11 public holidays + local holidays (Alsace-Moselle)
- Other: Create your own custom list
Configure working days
Indicate which days of the week are working days (typically Monday to Friday, but may vary by institution).
Add closure periods
Define periods when the institution is closed (school holidays, annual closure, etc.):
- Autumn break
- Christmas holidays
- Winter break
- Spring break
- Summer vacation
Validate and save
Review the calendar preview and save your configuration. The calendar will be immediately applied for leave calculations.
The system offers each year to carry forward the previous year's calendar with automatic adjustment of movable dates (Easter, Ascension, etc.).
Leave Configuration
Configure leave management rules: carryover, validation, splitting, and other advanced options.
Leave Carryover
Manage carryover of unused leave from one year to the next.
- Allow or deny carryover
- Maximum number of carryover days
- Deadline for using carried over days
- Automatic carryover or on request
Validation Workflow
Configure the leave request validation process.
- Single or double validation
- Default validators (automatic hierarchy)
- Maximum validation delay
- Auto-validation for certain leave types
Leave Splitting
Define rules for splitting leave periods.
- Allow half days
- Minimum duration per period
- Maximum number of periods per year
- Periods forbidden for splitting
Negative Balance
Manage authorization for taking leave with negative balance (leave in advance).
- Allow or deny negative balances
- Maximum authorized negative balance
- Special validation required
- Regularization terms
Blackout Periods
Define periods during which leave is prohibited or severely limited.
- School year start and end
- Examination periods
- Important events (back to school, staff meetings, etc.)
- Exceptions by function
Team Quotas
Limit the number of people on leave simultaneously to ensure service continuity.
- Maximum percentage of simultaneous absences
- Maximum number of simultaneous absences
- Configuration by function or department
- Alerts when quota exceeded
Modifying these settings after recording leave can impact existing balances. Make a backup before any major changes.
Notifications
Configure automatic notifications sent to various HR system actors (staff, managers, HR).
Leave Requests
Notifications related to leave requests and absences.
- New request submitted (to validators)
- Request approved (to requester)
- Request rejected (to requester with reason)
- Reminder of pending requests (to validators)
Important Deadlines
Alerts to not miss any important dates.
- End of trial period (30, 15, and 7 days before)
- End of fixed-term contract (60, 30, and 15 days before)
- Work anniversary (for annual review)
- Annual review reminder
- Document expired or about to expire
Anomalies and Alerts
Automatic detection of abnormal situations requiring attention.
- Negative leave balance
- High absenteeism rate
- Absence without justification
- Repeated tardiness
- Overtime threshold exceeded
Recurring Reports
Automatic sending of summary reports to managers and management.
- Weekly absence report
- Monthly report of past and upcoming leave
- Quarterly HR summary
- Customizable recipients per report
For each notification type, choose distribution channels: email, push notification, SMS, or in-app notification.
Access Rights
Configure detailed permissions for each user role and protect sensitive information.
Predefined Roles
GO4SRH offers several standard roles you can customize:
- Employee: View own file and submit requests
- Team Manager: Validate team requests and view files
- HR Manager: Complete staff and leave management
- HR Director: Full access including settings and strategic reports
- System Administrator: All rights including technical configuration
Granular Permissions
For each role, precisely define authorized actions:
- Staff: Create, view, modify, delete, export
- Leave: Submit, validate, reject, cancel, adjust balances
- Evaluations: Create, complete, view, validate
- Documents: Upload, view, download, delete
- Reports: View, export, schedule
Sensitive Fields
Certain information can be hidden for certain roles:
- Salary: Visible only by HR and management
- Bank details: Visible only by accounting and HR
- Evaluations: Visible only by employee, their manager, and HR
- Absence reasons: Details visible only by HR (managers only see "sick leave" without medical details)
Audit Log
All actions are tracked to ensure security and compliance:
- Who did what and when
- Before/after for each modification
- Data export traceability
- Denied access attempts
- Log retention according to retention policy
The system respects privacy principles and allows configuring access to personal data based on the "need to know" principle. See GDPR documentation for more information.
Integrations
Connect GO4SRH with your other management tools to automate data exchanges and avoid duplicate entries.
Automatically export data needed for payroll processing.
- Supported formats: CSV, Excel, XML
- Exported data: hours worked, absences, bonuses, deductions
- Frequency: monthly, bi-monthly, or on demand
- Customizable field mapping
Transfer entries related to salaries and social charges.
- Export of paid leave provisions
- Payroll mass and charges
- Compatible with Sage, Ciel, QuickBooks, etc.
- Export in FEC format for tax audits
Synchronize user accounts with your corporate directory.
- Automatic import of new employees
- Single Sign-On (SSO)
- Group and department synchronization
- Automatic information update (email, phone, etc.)
Publish absences to team calendars (Google Calendar, Outlook, etc.).
- Export in iCal format
- Subscription by team or department
- Real-time update
- Shared team view with configurable detail level
Configure your own SMTP servers for sending notifications.
- Custom SMTP configuration
- Customizable sender address
- Customizable email templates
- Automatic signature with institution logo
Develop your own integrations via our comprehensive API.
- Full documented API (Swagger/OpenAPI)
- OAuth 2.0 authentication
- Webhooks for real-time notifications
- Configurable rate limiting and quotas
Contact our technical team to develop a custom integration with your internal systems.
Frequently Asked Questions
Can I change the reference period mid-year?
Technically yes, but it's strongly discouraged if you've already recorded leave. A reference period change can affect:
- Leave accruals: Pro-rata calculated rights will be recalculated
- Leave carryover: The usage deadline will change
- Reports: Annual statistics will be reorganized
Recommendation: If you absolutely must change the reference period:
- Make a complete backup of your data
- Export all current fiscal year reports
- Notify all users of the upcoming change
- Make the change during a quiet period (vacation)
- Verify all employee balances after modification
If possible, schedule this change to coincide with the start of a new fiscal year. Contact support for personalized assistance.
Are settings automatically backed up?
Yes, GO4SRH has several backup mechanisms:
- Automatic backup: Each setting change is immediately saved
- Change history: The last 100 changes are kept with date, time, and author
- Manual export: You can export your settings in JSON for archiving or transfer
- Restoration: Ability to revert to a previous configuration via history
Best practice: We recommend manually exporting your settings:
- Before any major modification
- Every quarter for archiving
- Before any major system update
Can we have different settings per department?
Yes, GO4SRH offers several customization levels:
- Global settings: Apply to the entire institution (calendar, reference period, etc.)
- By function:
- Accessible leave types (e.g., entrepreneurial leave only for certain functions)
- Accrual rate (e.g., managers vs non-managers)
- Specific validation workflows
- By department:
- Different simultaneous leave quotas
- Adapted validation chain
- Customized notification recipients
Configuration: These advanced settings are configured in the "Leave Types" and "Validation Workflow" sections. See dedicated guides for more details.
How to test a new setting before applying it?
Excellent question! Here are three methods to test safely:
- Simulation mode (recommended):
- Create a test scenario with dummy data
- Activate simulation mode in advanced settings
- Apply your new setting
- Observe impacts on test data
- Cancel or confirm based on results
- Test environment:
- Ask support to create a test environment
- Your real data is copied there
- Test your changes in real conditions
- Then apply to production environment
- Pilot group:
- Create a pilot group with a few volunteers
- Apply the new setting only to this group
- Gather feedback for 2-4 weeks
- Deploy to all if satisfactory
Are predefined settings compliant with my country's legislation?
GO4SRH offers preconfigured templates for several countries:
- Cameroon: Compliant with Cameroonian Labor Code (paid leave, public holidays, legal working hours)
- France: Compliant with French Labor Code and common collective agreements
- Other countries: Generic templates based on ILO standards
Important:
- Industry collective agreements may impose specific rules
- Company agreements may provide additional benefits
- GO4SCHOOL does not guarantee total compliance without your verification
Recommendation:
- Use predefined settings as a base
- Have them verified by your legal department or HR expert
- Adjust according to your specific agreements and conventions
- Document your configuration choices for future audit
For any legal compliance questions, consult a labor law attorney in your country.
Next Steps
Now that you've configured general settings, explore other aspects of GO4SRH:
Staff Management
Create staff files and manage their information
Leave Types
Configure available leave types
Dashboard
Discover key indicators and visualizations
GO4SRH Overview
Return to the main documentation page
Need help?
Our team is here to support you in configuring and using GO4SRH.
Contact us at [email protected] or visit our online help center.
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