PeopleHub Documentation

HR Modules & Core Functionality ​

This document covers all core HR modules and authentication/authorization in PeopleHub.

Authentication & Authorization ​

Authentication ​

JWT-Based Authentication:

Login Flow:

  1. User submits email + password
  2. API validates credentials (bcrypt hash comparison)
  3. Generate access token (4 hours) + refresh token (7 days)
  4. Tokens sent as HTTP-only cookies
  5. User redirected to dashboard

Token Types:

  • Access Token: Short-lived (4 hours), used for API requests
  • Refresh Token: Long-lived (7 days), used to get new access token

Token Refresh Flow:

  1. Access token expires → Frontend detects 401 error
  2. Automatically calls /api/auth/refresh with refresh token
  3. New access token issued → Original request retried

Logout: Cookies cleared, tokens invalidated server-side, redirect to login page

Password Security:

  • Hashing: bcrypt with 10 rounds
  • Reset: Email-based password reset with temporary token
  • Policy: Minimum 8 characters (can be configured)

Authorization (RBAC) ​

System-defined Roles:

  • Super Admin: Full system access
  • HR Admin: HR operations
  • Manager: Team management
  • Employee: Self-service access
  • Support: Helpdesk access
  • Vendor: Limited external access

Users can have multiple roles.

Permissions (38+ granular permissions):

  • Employee: VIEW_EMPLOYEES, EDIT_EMPLOYEES, DELETE_EMPLOYEES
  • Leave: VIEW_LEAVE, APPLY_LEAVE, APPROVE_LEAVE
  • Performance: VIEW_PERFORMANCE, EDIT_OKR, APPROVE_PERFORMANCE
  • Settings: MANAGE_USERS, MANAGE_ROLES, MANAGE_MASTER_DATA

Access Control Levels:

  1. Route-Level Protection: Entire pages restricted by permission
  2. Component-Level Protection: UI elements shown/hidden based on permissions
  3. Data-Level Filtering: API returns data based on user's organizational hierarchy
    • Employees see only own data
    • Managers see team data
    • HR sees all data

Security Features:

  • HTTP-Only Cookies (prevents XSS)
  • SameSite Cookies (prevents CSRF)
  • Token Expiry (short-lived access tokens)
  • IP Logging for audit

HR Modules ​

Employee Management ​

Purpose: Maintain comprehensive employee records and organizational structure.

Features:

  • Personal information (name, DOB, contact, address)
  • Employment details (employee ID, designation, department, manager)
  • Banking and statutory information (PAN, Aadhaar, UAN, bank account)
  • Education and work experience
  • Skills and certifications
  • Family and dependents
  • Document management (ID proofs, certificates)
  • Organizational hierarchy and reporting structure

Key Tables: user_master, user_employment_details, employee documents

Recruitment ​

Purpose: End-to-end recruitment process from job posting to candidate selection.

Features:

  • Job requisition creation and approval
  • Candidate sourcing and tracking
  • Interview scheduling and feedback
  • Referral program management
  • Offer letter generation
  • Integration with external ATS (TalentRecruit - planned)

Workflow: Job creation → Candidates apply → Screening → Interviews → Selection → Offer

Key Tables: demand_master, demand_skill, employee_demand_status

Candidate Onboarding ​

Purpose: Pre-joining formalities for selected candidates before Day 1.

Features:

  • Personal information collection (isolated portal for candidates)
  • Document uploads (ID proofs, education certificates, experience letters)
  • Background verification (BGV) details submission
  • Policy review and e-signature (via Digio)
  • Pre-joining task tracking (IT, Admin)
  • Data migration to employee record on Day 1

Isolation: Separate frontend and API for security

Key Tables: user_onboarding, onboarding-related tables

Confirmation Management ​

Purpose: Employee confirmation after probation period.

Features:

  • Probation period tracking (typically 3-6 months)
  • Manager recommendation submission
  • HR review and approval
  • Confirmation letter generation
  • Status update to "Confirmed"

Workflow: Probation end date → Manager review → HR approval → Confirmation

Key Tables: confirmation_policy_master, confirmation requests

Leave Management ​

Purpose: Leave application, approval, and balance tracking.

Features:

  • Multiple leave types (casual, sick, earned, etc.)
  • Leave application with date selection
  • Multi-level approval workflows
  • Leave balance tracking with accrual rules
  • Leave policy configuration (per company/department)
  • Calendar view of team leaves
  • Leave encashment (planned)

Workflow: Employee applies → Manager approves → HR final approval (if configured)

Key Tables: Leave applications, leave balances, leave policies

Attendance Tracking ​

Purpose: Track employee attendance and work hours.

Features:

  • Daily attendance marking
  • Attendance policies (work hours, flexible timing)
  • Attendance regularization requests
  • Monthly attendance reports
  • Integration with biometric systems (planned)

Key Tables: Attendance logs, attendance policies

Performance Management ​

Purpose: OKR-based performance reviews and goal tracking.

Features:

  • Performance cycles (quarterly, annual)
  • OKR (Objectives and Key Results) framework
  • Goal setting and approval
  • Progress tracking during cycle
  • Self-assessment at cycle end
  • Manager review and rating
  • Multi-stage review process (self → manager → calibration)
  • Rating scales and performance bands
  • Performance improvement plans (PIP)

Workflow: Create cycle → Set OKRs → Track progress → Self-review → Manager review → Calibration → Final rating

Key Tables: performance_cycle, okr, okr_goal, sub_goal, okr_review, rating_scale

Separation & Exit ​

Purpose: Employee resignation or termination workflows.

Features:

  • Resignation initiation (by employee or employer)
  • Notice period calculation based on policy
  • Exit survey for feedback
  • Clearance workflows (IT, Admin, Finance, HR, Manager NOCs)
  • Final settlement calculation
  • Access revocation
  • Experience/relieving letter generation
  • Exit interview scheduling

Workflow: Resignation → Notice period → Exit survey → Clearances → Final settlement → Exit

Key Tables: separation_request, separation_approval, exit_survey_*, NOC tables

Talent Management ​

Purpose: Skills tracking and internal mobility.

Features:

  • Employee skills profile
  • Skill assessment and validation
  • Training and development tracking
  • Internal job demand matching
  • Career progression planning
  • Succession planning (planned)

Key Tables: skill, skill_group, employee skills, certifications

Demand Management ​

Purpose: Internal job demands and employee matching.

Features:

  • Create internal job demands
  • Match demands with existing employee skills
  • Recommend employees for internal positions
  • Facilitate internal mobility

Integration: Links with talent management and recruitment

Key Tables: demand_master, employee_demand_status

Support Tickets ​

Purpose: Internal helpdesk for employee queries.

Features:

  • Ticket creation by employees
  • Ticket assignment to support team
  • Comment threads for discussion
  • File attachments
  • SLA tracking
  • Status management (open, in-progress, resolved, closed)
  • Priority levels

Use Cases: IT support, HR queries, facility requests

Key Tables: support_ticket, support_ticket_comment, support_ticket_sla

Recognition & Rewards ​

Purpose: Employee recognition and rewards program (basic implementation).

Features:

  • Peer recognition
  • Manager appreciation
  • Reward points (planned)
  • Leaderboards (planned)

Status: Basic framework in place, full implementation planned