People & Productivity • Module glossary
This glossary explains common words and fields you’ll see when using People Records in XFatora.
Also known as: HR Records
What it is: Access control is managing who can access systems, documents, and modules.
When you use it: Use it to protect company data and comply with privacy requirements.
Example: Only HR can access personal documents; managers can view team attendance.
Common fields (and what they mean):
Related terms: Roles & Permissions, Audit Trail
What it is: A department groups employees by business function (Sales, Finance, Operations, HR).
When you use it: Use departments for reporting, approvals, and access control.
Example: Time-off approvals route to the employee’s department manager.
Common fields (and what they mean):
Related terms: Org Structure, Roles & Permissions
What it is: An emergency contact is the person HR can contact if something urgent happens.
When you use it: Use it to protect employees and meet basic HR readiness.
Example: Employee adds spouse contact number as emergency contact.
Common fields (and what they mean):
Related terms: Employee Profile
What it is: An employee directory is a searchable list of staff with key details (role, department, contact).
When you use it: Use it for quick collaboration and internal communication.
Example: A user searches the directory to find the procurement manager’s email.
Common fields (and what they mean):
Related terms: Smart Mentions, Org Chart
What it is: Employee documents are stored files like contracts, IDs, certificates, and policies acknowledgements.
When you use it: Use document storage for compliance and quick retrieval.
Example: HR stores signed contract and work permit copy under the employee profile.
Common fields (and what they mean):
Related terms: Compliance, Audit Trail
What it is: An employee profile is the central record for each team member—personal info, role, documents, and work details.
When you use it: Use profiles as the single source of truth for HR, payroll, and approvals.
Example: HR stores an employee’s contract, ID copy, and job details in one profile.
Common fields (and what they mean):
Related terms: Department, Payroll, Time & Attendance
What it is: Employee status indicates whether an employee is active, on leave, suspended, or terminated.
When you use it: Use status to control system access and payroll inclusion.
Example: Terminated employees are set inactive and removed from future payroll runs.
Common fields (and what they mean):
Related terms: Payroll Run, Access Control
What it is: Employment type indicates the work arrangement (full-time, part-time, contractor).
When you use it: Use it to apply the correct policies for payroll, attendance, and benefits.
Example: Contractors may not be eligible for certain leave types.
Common fields (and what they mean):
Related terms: Payroll, Time & Attendance
What it is: Job title describes the employee’s position (Accountant, Warehouse Supervisor).
When you use it: Use job titles for clarity, org charts, and reporting.
Example: Job titles help filter payroll costs by role type.
Common fields (and what they mean):
Related terms: Department, Org Chart
What it is: Leave entitlement is the amount of paid/unpaid leave an employee is allowed (annual, sick, etc.).
When you use it: Use entitlements to enforce policies fairly and keep records accurate.
Example: Employees receive 21 annual leave days per year.
Common fields (and what they mean):
Related terms: Time & Attendance, Leave Request
What it is: Manager is the person responsible for approving, coaching, and overseeing an employee’s work.
When you use it: Use manager assignments for approval routing and accountability.
Example: Leave requests go to the employee’s manager for approval.
Common fields (and what they mean):
Related terms: Approvals, Workload Planner
What it is: Offboarding is the process when an employee leaves: access removal, asset return, final payroll, documentation.
When you use it: Use offboarding to reduce risk and ensure a clean handover.
Example: Employee returns laptop and access is disabled on last working day.
Common fields (and what they mean):
Related terms: Asset Management, Payroll
What it is: Onboarding is the process of bringing a new employee into the company with tasks, documents, and access setup.
When you use it: Use onboarding checklists to ensure no steps are missed.
Example: New hires complete paperwork, receive equipment, and get system access in the first week.
Common fields (and what they mean):
Related terms: Documents, Asset Management
What it is: An org chart shows reporting relationships and team structure.
When you use it: Use it to clarify who reports to whom and support better approvals/workflows.
Example: New employees use the org chart to understand team structure quickly.
Common fields (and what they mean):
Related terms: Department, Manager
What it is: A performance review is a structured evaluation of an employee’s work and development.
When you use it: Use reviews to align expectations, recognize progress, and set next goals.
Example: Quarterly reviews link performance to measurable goals and feedback.
Common fields (and what they mean):
Related terms: Goals Tracker, Feedback & Surveys
What it is: Policy acknowledgement records that an employee read and accepted a company policy.
When you use it: Use it for compliance and consistent HR practices.
Example: Employees acknowledge the code of conduct policy during onboarding.
Common fields (and what they mean):
Related terms: Employee Documents, Compliance
What it is: Probation period is an initial evaluation timeframe for new employees.
When you use it: Use it to track review dates and decisions (confirmation, extension, termination).
Example: A 3‑month probation ends with a performance review.
Common fields (and what they mean):
Related terms: Goals Tracker, Performance Review
What it is: Roles and permissions control what each employee can see and do in XFatora.
When you use it: Use roles to protect sensitive data (payroll, finance) and keep access simple.
Example: Only Finance can view financial reports; only HR can edit employee records.
Common fields (and what they mean):
Related terms: Tenant Admin, Staff Member
What it is: A staff member is an internal user with access to XFatora based on their role and department.
When you use it: Use staff members to represent your employees and control their access and responsibilities.
Example: A warehouse staff member sees inventory screens but not payroll.
Common fields (and what they mean):
Related terms: Tenant Admin, Roles & Permissions
What it is: Tenant admin is the main administrator for your organization (tenant) who manages users, modules, and company settings.
When you use it: Use tenant admins for governance: access, security, and system-wide configuration.
Example: Tenant admin adds a new department and assigns managers.
Common fields (and what they mean):
Related terms: Roles & Permissions, Staff Member
What it is: Training records track completed training courses and certifications.
When you use it: Use them to ensure compliance, safety, and professional development.
Example: Drivers complete safety training and it’s recorded in their profile.
Common fields (and what they mean):
Related terms: Compliance, Fleet Operations
What it is: Work location is where the employee is based (office, remote, site).
When you use it: Use it for attendance rules, shift planning, and policy differences.
Example: Site-based workers follow different attendance rules than office staff.
Common fields (and what they mean):
Related terms: Time & Attendance, Shifts
