Set up employees and supervisors

Every self-service request in WbizManager starts from the employee record. The record says who the employee is, which department and branch they belong to, and who they report to. That last field decides who approves their leave and expenses and who appraises them. (Loans are different: they go to HR, then the Managing Director.) Get it right once and every request routes itself.

What the employee record controls

Field	Where it is used
Email Address	WbizManager matches the person who signs in to their employee record by this email. If it's different, they see "Your account isn't linked to an employee profile" and can't apply for anything.
Reporting To	The employee's primary supervisor (line manager). Leave requests go to this person first. Expense claims and appraisals use the same line manager. Loan requests don't: they go to HR, then the MD (see Set up loans).
Secondary Supervisor	Stands in for the primary supervisor. When the primary supervisor is on approved leave, new leave requests go to the secondary supervisor, and pending ones are moved to them.
Department	Groups people for reports and for "department" scoped views. A supervisor who doesn't have company-wide rights only sees their own team.
Branch	Decides which country's public holidays apply when leave days are counted.
Gender	Some leave types are for male or female staff only (for example maternity leave).
Join Date	New joiners get a share of each leave type's yearly days, worked out from the date they join.
Pay Grade, Gross Salary	Used by payroll and by loan eligibility.

Steps

1. Open Human Resources › Employee Record › Add Employee

   In the menu on the left, select HR, then Employee Record, then Add Employee. The form has three parts: Personal Info, Employment and Banking.

   Fill in Personal Info first: Staff ID, First Name, Last Name, Email Address, Phone Number, Gender and Date of Birth are required. Select Continue.

2. Fill in the employment details and the line manager

   

   1. Job Title: required.
   2. Department: required. Departments are created in HR Settings.
   3. Branch: required. The branch's country decides which public holidays are left out of leave days.
   4. Pay Grade: required.
   5. Join Date: required. A new joiner's leave days for this year are worked out from it.
   6. Reporting To: the employee's line manager (primary supervisor). Leave and expense requests go to this person first.
   7. Secondary Supervisor: optional. Takes over approvals while the primary supervisor is on leave. It can't be the same person as Reporting To.

   Employment Status, Gross Salary and Currency are also required. Select Continue, fill in Banking (needed for payroll, expense payouts and loan disbursements) and save the employee.

3. Check or change supervisors in one place

   To see every reporting line, or to fix one, go to HR › Employee Record › Supervisors.

   

   1. Assign Supervisor adds a reporting line.
   2. Filter by Primary or Secondary supervisors.
   3. Type: each employee has one Primary supervisor and can have Secondary ones.
   4. On each row: the star makes a secondary supervisor the primary one; the bin removes the assignment.
4. Assign a supervisor

   Select Assign Supervisor.

   

   1. Employee: the person who reports.
   2. Supervisor: who they report to. An employee can't be their own supervisor.
   3. Assign Supervisor saves the reporting line.

   The first supervisor you assign to an employee becomes their primary supervisor, and the Reporting To field on their record is updated to match. Any supervisor you add after that is secondary until you make them primary.

Who approves what

Request	First approver	Then	Set up
Leave	Primary supervisor (Reporting To); the secondary supervisor while the primary one is on leave	HR gives final approval in HR Final Approvals	This page and Set up leave
Expenses	Line manager	Finance verifies and pays	Set up expenses
Loans	Explained in the loans guide		Set up loans
Appraisals	Line manager	HR review	Set up performance

To give someone the right to approve, their user role must include the approval permission. Staff with the Supervisor role can approve their own team. HR-Admin and Super User can approve for everyone and give HR's final approval.

What employees and managers see

• Employees see their line manager's name on each request, under With supervisor: see Apply for leave and Track your leave. If their email doesn't match a record, they can't apply at all.
• Line managers see requests from the people who report to them in Leave Approvals: see Approve leave. They don't see requests from people who report to someone else.
• HR sees every request in HR Final Approvals: see Give HR approval for leave.