PeopleHub Documentation

Key Concepts ​

Core Entities ​

Tenants ​

The platform supports multi-tenancy at the company level. Each company operates as an independent tenant with isolated data and configurations.

Users ​

Users are individuals with access to the platform. They can have multiple roles and permissions based on their responsibilities.

Employees ​

Employees are users with an employment relationship. All employee data including personal information, employment details, and documents are maintained in the system.

Companies ​

Organizations using the platform. Can have multiple locations, departments, and hierarchies.

Authentication & Authorization ​

JWT (JSON Web Tokens) ​

  • Access tokens valid for 4 hours
  • Refresh tokens valid for 7 days
  • Stored in HTTP-only cookies for security

Roles ​

System-defined roles like Admin, Manager, HR, Employee. Roles determine baseline access levels.

Permissions ​

Granular permissions (38+ defined) control specific actions like viewing employees, editing leave, approving requests, etc.

RBAC (Role-Based Access Control) ​

Access control at three levels:

  • Route-level: Entire pages restricted by permission
  • Component-level: UI elements shown/hidden based on permissions
  • Data-level: API filters data based on user access rights

Data Concepts ​

Master Data ​

Centralized configuration data used across the platform:

  • Departments, designations, locations
  • Skill categories and skills
  • Leave types, policies
  • Company holidays and work policies

Data Groups ​

Hierarchical organization of master data enabling flexible configuration and reporting.

Workflows ​

Multi-step approval processes for:

  • Leave applications
  • Separation requests
  • Confirmation processes
  • Performance reviews

Approval Chains ​

Configurable approval hierarchies with escalation rules and timeout handling.

Document Management ​

Document Categories ​

  • Personal documents (ID proofs, address proof)
  • Educational certificates
  • Work experience letters
  • Statutory documents (PAN, Aadhaar)
  • Offer letters, contracts
  • Policies and acknowledgments

Document Storage ​

All documents stored in AWS S3 with presigned URL access for security.

Organizational Structure ​

Reporting Hierarchy ​

Tree-based organizational structure with manager-employee relationships.

Departments & Teams ​

Logical groupings of employees for management and reporting.

Locations & Offices ​

Physical locations where employees work, supporting multi-location operations.

Employee Lifecycle Stages ​

  1. Candidate: Applicant in recruitment process
  2. Onboarding: Accepted candidate completing pre-joining formalities
  3. Active: Current employee
  4. Confirmation: Employee in probation period
  5. Separation: Employee in notice period or exit process
  6. Exited: Former employee

Performance Management Concepts ​

OKRs (Objectives and Key Results) ​

Goal-setting framework with objectives and measurable key results.

Performance Cycles ​

Time-bound periods for performance evaluation (quarterly, annual).

Performance Stages ​

Multi-stage review process including self-assessment, manager review, and calibration.

Rating Scales ​

Standardized rating systems for performance evaluation.

Leave & Attendance ​

Leave Types ​

Different categories of leave (casual, sick, earned, etc.) with separate policies.

Leave Balance ​

Accrual-based leave entitlements with carry-forward rules.

Attendance Policies ​

Work hours, flexible timing, and attendance tracking rules.

Integration Concepts ​

Webhooks ​

External systems send data to PeopleHub via webhook endpoints (e.g., Digio e-signature status).

API Keys ​

Authentication for external system access to PeopleHub APIs.

Data Sync ​

Scheduled jobs pull data from external systems (ATS, payroll) and update PeopleHub database.

Notification System ​

Notification Triggers ​

Events in the system that trigger notifications (leave approved, onboarding complete, etc.).

Notification Templates ​

Reusable email templates with dynamic data placeholders.

Notification Channels ​

Currently email via AWS SES, with future support for SMS and in-app notifications.

Security Concepts ​

PII (Personally Identifiable Information) ​

Sensitive employee data requiring special handling and encryption.

Encryption ​

  • At rest: AWS KMS encryption for database and S3
  • In transit: TLS 1.3 for all API communication

Audit Trails ​

Complete logging of all data changes with user, timestamp, and action details.