HRMS Organization Setup Guide | Ragenaizer Knowledge Base

1 Overview

The Organization Setup page is where you configure the foundational structure of your company in the HRMS system. This includes:

Organization Setup page with all configuration tabs

Offices

Define your physical office locations with addresses, timezones, geofencing, and weekend policies.

Departments

Create your organizational hierarchy with departments and sub-departments.

Designations

Set up job titles with salary ranges and role assignments.

Shifts

Configure work schedules including start/end times, breaks, and working days.

Shift Rosters

Assign employees to specific shifts with start and end dates.

Holidays

Manage your holiday calendar with national, regional, and company-specific holidays.

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Setup Order Recommendation: We recommend setting up in this order: Offices → Departments → Designations → Shifts → Holidays. This ensures all dependencies are available when needed.

2 Offices

Offices represent your physical work locations. Each office has its own address, timezone, geofencing settings for attendance tracking, and weekend policy.

Step-by-Step: Creating Your First Office

Follow these steps to create an office. We'll create "Mumbai Headquarters" as an example.

Step 1: Click Add Office

Click the "Add Office" button to open the Create Office modal.

Empty Create Office modal ready for data entry

Step 2: Fill in Office Details

Enter all the required information for your office:

Completed office form with Mumbai Headquarters details

Step 3: View the Result

After saving, you'll see the office in the list and the stats cards will update:

Offices list showing Mumbai Headquarters after creation

Stats cards showing 1 Headquarters office

Creating a Second Office

Let's add a regional office in Bangalore:

Creating Bangalore Tech Center as a Regional Office

Final offices list showing both Mumbai HQ and Bangalore TC

Offices List View

The Offices tab displays all configured offices in a table format. You can see key information at a glance:

Offices tab showing the list of all configured offices with their details

Table Columns Explained

Column	Description
Office Name	The display name of the office (e.g., "Mumbai Headquarters")
Code	A unique short code for the office (e.g., "MUM-HQ")
Location	City and country where the office is located
Timezone	The timezone used for attendance and scheduling
Weekend Policy	Which days are considered weekends (affects leave calculations)
Status	Active or Inactive status; shows HQ badge for headquarters
Actions	Edit or delete buttons

Creating a New Office

Click the "Add Office" button to open the Create Office modal.

Create Office modal with all configuration fields

Field Descriptions

Field	Required	Description
Office Name	Required	Full name of the office (e.g., "Bangalore Tech Park")
Office Code	Required	Unique identifier code (e.g., "BLR-TP"). Used in reports.
Address	Optional	Street address of the office
City	Required	City where office is located
State	Optional	State/Province (important for location taxes)
Country	Required	Country where office is located
Postal Code	Optional	ZIP/Postal code
Phone	Optional	Office contact phone number
Email	Optional	Office contact email address
Timezone	Required	Select from dropdown. Affects attendance timestamps.
Weekend Policy	Required	Choose which days are weekends: - `sat_sun`: Saturday & Sunday - `fri_sat`: Friday & Saturday - `sun_only`: Sunday only
Latitude & Longitude	Optional	GPS coordinates for geofencing. Enter manually or use map picker.
Geofence Radius	Optional	Radius in meters for attendance check-in validation
Is Headquarters	Optional	Toggle ON if this is your main/headquarters office

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Tip: If geofencing is enabled, employees can only clock in when they are within the specified radius of the office coordinates. Set a reasonable radius (e.g., 100-500 meters) to account for GPS accuracy.

Office Status Badges

The Offices list displays visual badges to indicate special configurations:

Office badges showing HQ (Headquarters) and Geofencing indicators

Badge Types

Badge	Meaning
HQ (Purple)	This office is marked as Headquarters
Geofencing (Blue)	Geofencing is enabled - employees must be within radius to clock in

Editing an Office

Click the Edit (pencil icon) button on any office row to modify its settings. The modal will open with all fields pre-filled with current values.

Edit Office modal showing pre-filled values for modification

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Tip: When editing an office, changing the timezone will affect how attendance timestamps are displayed for employees at that location.

3 Departments

Departments organize your workforce into functional groups. They support hierarchical structures with parent-child relationships.

Step-by-Step: Creating Departments

Follow these steps to create departments. We'll create Engineering, Human Resources, Product, and Quality Assurance departments.

Step 1: View Empty Departments Tab

When you first navigate to the Departments tab, you'll see an empty state:

Empty Departments tab before any departments are created

Step 2: Click Add Department

Click the "Add Department" button to open the Create Department modal:

Empty Create Department modal ready for data entry

Step 3: Fill in Department Details

Enter the department information. Here's an example for the Engineering department:

Completed department form for Engineering department

Step 4: View the Result

After saving, you'll see the department in the list:

Departments list showing Engineering after creation

Step 5: Create All Departments

Repeat the process to create all required departments (Engineering, HR, Product, QA):

All four departments created and displayed in the list

Departments List View

Final Departments tab showing all departments in table format

Table Columns

Column	Description
Department	Name of the department
Code	Unique identifier code
Parent Department	Shows if this is a sub-department of another
Head	Department head/manager (if assigned)
Employee Count	Number of employees in this department
Status	Active or Inactive
Actions	Edit or delete buttons

Department Hierarchy View

Click the "View Hierarchy" button to see your organizational structure as a visual tree.

Department list showing organizational structure

Creating a New Department

Create Department modal

Field Descriptions

Field	Required	Description
Department Name	Required	Full name (e.g., "Software Development")
Department Code	Required	Unique code (e.g., "SW-DEV")
Parent Department	Optional	Select a parent to make this a sub-department
Department Head	Optional	Select an employee to be the department head
Description	Optional	Brief description of the department's function

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Note: You cannot delete a department that has employees assigned to it. First transfer or remove all employees from the department.

4 Designations

Designations are job titles with associated salary ranges and optional role assignments. They help standardize job levels across the organization.

Step-by-Step: Creating Designations

Follow these steps to create designations. We'll create 12 designations across different departments.

Step 1: View Empty Designations Tab

When you first navigate to the Designations tab, you'll see an empty state:

Empty Designations tab before any designations are created

Step 2: Click Add Designation

Click the "Add Designation" button to open the Create Designation modal:

Empty Create Designation modal ready for data entry

Step 3: Select Office and Department

The designation dropdown shows a nested structure of Offices and their Departments:

Nested dropdown showing offices with their departments for designation assignment

Step 4: Fill in Designation Details

Enter the designation information. Here's an example for the CTO designation:

Completed designation form for Chief Technology Officer (CTO)

Step 5: View the Result

After saving, you'll see the designation in the list:

Designations list showing CTO after creation

Step 6: Create All Designations

Repeat the process to create all 12 designations across different departments:

All twelve designations created and displayed in the list

Designations List View

Final Designations tab showing all job titles with their salary ranges and roles

Table Columns

Column	Description
Designation	Job title name
Code	Unique identifier
Level	Numeric level in hierarchy (higher = more senior)
Salary Range	Min-Max salary for this designation
Roles	System roles auto-assigned to employees with this designation
Status	Active or Inactive

Creating a New Designation

Create Designation modal with role assignment options

Field Descriptions

Field	Required	Description
Designation Name	Required	Job title (e.g., "Senior Software Engineer")
Designation Code	Required	Unique code (e.g., "SSE")
Level	Optional	Hierarchy level (1-10 typically)
Department	Optional	Restrict designation to specific department
Min Salary	Optional	Minimum annual salary for this designation
Max Salary	Optional	Maximum annual salary for this designation
Is Manager	Optional	If ON, employees with this designation automatically get HRMS_MANAGER role
Role Category	Optional	Category for grouping (e.g., "Technical", "Management")
Description	Optional	Job description details

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Manager Role: When "Is Manager" is enabled, any employee assigned this designation will automatically receive the HRMS_MANAGER role, allowing them to approve leave requests and view team attendance.

Filtering Designations by Office

Use the Office filter dropdown to view designations specific to a particular office location. This is useful when different offices have different job titles.

Designations list with filter options

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Tip: Designations can be linked to specific departments. Use the Department dropdown when creating a designation to restrict it to employees of that department only.

5 Shifts

Shifts define work schedules including start/end times, break durations, and working days. Different teams can have different shifts.

Step-by-Step: Creating Shifts

Follow these steps to create shifts. We'll create 3 shifts: General Day Shift, Flexible Shift, and Early Bird Shift.

Step 1: View Empty Shifts Tab

When you first navigate to the Shifts tab, you'll see an empty state:

Empty Shifts tab before any shifts are created

Step 2: Click Add Shift

Click the "Add Shift" button to open the Create Shift modal:

Empty Create Shift modal ready for data entry

Step 3: Fill in Shift Details - General Day Shift

Enter the shift information. Here's an example for the General Day Shift (9:00 AM - 6:00 PM):

Completed shift form for General Day Shift

Step 4: View the Result

After saving, you'll see the shift in the list:

Shifts list showing General Day Shift after creation

Step 5: Create Flexible Shift

Create a second shift with flexible timing (10:00 AM - 7:00 PM):

Completed shift form for Flexible Shift

Shifts list showing both General Day and Flexible shifts

Step 6: Create Early Bird Shift with Saturday

Create a third shift with different working days (including Saturday):

Early Bird Shift with Saturday as a working day (Mon-Sat)

All Shifts Created

All three shifts created and displayed in the list

Shifts List View

Final Shifts tab showing all configured shifts with their timings and weekend days

Table Columns

Column	Description
Shift Name	Name of the shift (e.g., "Day Shift")
Code	Unique identifier
Timing	Start and end time (e.g., "09:00 - 18:00")
Break	Duration of break in minutes
Weekend Days	Which days are weekends for this shift (e.g., "Sat, Sun")
Type	Shows badges for Default, Flexible, or Night shift
Status	Active or Inactive

Creating a New Shift

Create Shift modal with working days selection

Field Descriptions

Field	Required	Description
Shift Name	Required	Display name (e.g., "Morning Shift")
Shift Code	Required	Unique code (e.g., "MORN")
Start Time	Required	Shift start time (24-hour format)
End Time	Required	Shift end time (24-hour format)
Break Duration	Optional	Break time in minutes (deducted from working hours)
Grace Period	Optional	Minutes allowed late before marking as late arrival
Working Days	Required	Select days employees work (unselected = weekend)
Is Default	Optional	If ON, new employees are assigned this shift by default
Is Flexible	Optional	If ON, start/end times are guidelines only
Is Night Shift	Optional	If ON, indicates this is a night/overnight shift

Working Days Toggle Interface

When creating or editing a shift, you'll see a row of day toggles. Click each day to toggle it on/off:

Working days toggle interface - selected days are highlighted (Mon-Sat selected)

Highlighted (ON): This is a working day
Not highlighted (OFF): This is a weekend/off day

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Working Days: The days you DON'T select become weekend days. For example, if you select Mon-Fri, then Sat-Sun become weekends for this shift. This affects leave day calculations.

6 Shift Rosters

Shift Rosters allow you to assign specific employees to specific shifts for defined time periods. This is useful for rotating shifts or temporary schedule changes.

Understanding Shift Rosters

Before you can assign shift rosters, you need to have employees created in the system.

Empty Shift Rosters Tab

When you first navigate to the Shift Rosters tab without any employees:

Empty Shift Rosters tab before any employees exist

No Employees Warning

If you try to assign a roster without employees, you'll see a message:

Warning message indicating no employees are available for roster assignment

Bulk Assign Modal

Use the "Bulk Assign" button to assign shifts to multiple employees at once:

Bulk Assign modal for assigning shifts to multiple employees

Shift Selection Dropdown

The shift dropdown shows all available shifts you've created:

Shift dropdown showing all available shifts for assignment

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Prerequisite: You must create employees in the Employees page before you can assign shift rosters. Once employees exist, they will appear in the employee selection list.

Shift Rosters List View

Once you have employees and assign them to rosters, the table will display all assignments:

Table Columns

Column	Description
Employee	Employee name and code
Shift	Assigned shift name
Start Date	When the roster assignment begins
End Date	When the roster assignment ends (empty = ongoing)
Weekend Days	Weekend days for this roster period
Type	Roster type: Scheduled, Temporary, Swap, or Override
Status	Active or Inactive

Roster Types

Type	Description	Use Case
Scheduled	Regular, planned shift assignment	Standard rotation schedules
Temporary	Short-term shift change	Cover for absent employee
Swap	Shift swap between employees	Employee-requested schedule swap
Override	Manual override of default shift	Special circumstances

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Note: If no employees appear in the dropdown when creating a roster, it means you need to first create employees in the Employees page.

7 Holidays

The Holidays tab manages your company holiday calendar. Holidays affect leave calculations, attendance expectations, and payroll processing.

Step-by-Step: Creating Holidays

Follow these steps to create holidays. We'll create 8 holidays for the year 2025.

Step 1: View Empty Holidays Tab

When you first navigate to the Holidays tab, you'll see an empty calendar:

Empty Holidays tab before any holidays are created

Step 2: Click Add Holiday

Click the "Add Holiday" button to open the Create Holiday modal:

Empty Create Holiday modal ready for data entry

Step 3: View the Result

After saving a holiday, you'll see it appear in both the table and the calendar:

Holidays list and calendar showing the first holiday

Step 4: Create All Holidays

Repeat the process to create all 8 holidays for the year:

All eight holidays created and displayed in the list and calendar

Holidays List View

Final Holidays tab showing the complete holiday calendar with filters

Filter Bar

The holidays tab includes a comprehensive filter bar at the top to help you find specific holidays:

Holiday filter bar with year, office, and type filters

Filter Options

Year selector: Filter holidays by year (use arrows or dropdown)
Office filter: Show holidays for specific office or "All Offices"
Type filter: Filter by National, Regional, Restricted, or Company holidays
Search: Type to search holidays by name

Table Columns

Column	Description
Date	Holiday date and day of week
Holiday Name	Name of the holiday (e.g., "Diwali")
Type	Holiday type with color-coded badge
Office	Which office(s) this holiday applies to
Optional	Whether holiday is optional/restricted
Actions	Edit or delete buttons

Creating a Single Holiday

Create Holiday modal for adding a single holiday

Field Descriptions

Field	Required	Description
Holiday Name	Required	Name of the holiday
Holiday Date	Required	Date of the holiday
Holiday Type	Required	- `National`: Country-wide holidays - `Regional`: State/region-specific - `Restricted`: Optional holidays employees can choose - `Company`: Company-specific holidays
Office	Optional	Select specific office or leave empty for all offices
Is Optional	Optional	If ON, employees can choose to work on this day
Description	Optional	Additional details about the holiday

Bulk Adding Holidays

Use the "Bulk Add" button to add multiple holidays at once - perfect for setting up an entire year's calendar.

Step 1: Click Bulk Add Button

Click the "Bulk Add" button in the holidays toolbar to open the bulk add modal:

Bulk Add Holidays modal - add up to 20 holidays at once

Bulk Add Modal Fields

Field	Required	Description
Year	Required	Select the year for the holidays (2024, 2025, 2026)
Apply to Office	Required	Choose "All Offices" or a specific office
Holiday Name	Required	Name of the holiday (e.g., "Diwali")
Date	Required	Date of the holiday
Type	Required	Public, Regional, Restricted, or Company
Description	Optional	Additional details about the holiday

Step 2: Add Holiday Rows

Click "Add Another Holiday" to add more rows. You can add up to 20 holidays in a single operation.

Step 3: Save All Holidays

Click "Add All Holidays" to save all the holidays at once. The modal shows a counter of how many holidays will be added.

Result after bulk adding holidays - all holidays appear in the table

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Pro Tip: Use Bulk Add at the start of each year to quickly set up your holiday calendar. You can add up to 20 holidays at a time.

✓ Setup Checklist

Follow this checklist to ensure your organization is fully configured:

Create at least one Office
Set up your headquarters or primary office with correct timezone and weekend policy.
Define your Departments
Create your organizational structure with parent-child relationships if needed.
Configure Designations
Set up job titles with salary ranges and role assignments.
Set up Shifts
Create at least one shift (mark as default) with proper working days.
Add Holidays for the year
Use Bulk Add to quickly populate the holiday calendar.

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You're Ready! Once all these steps are complete, you can start adding employees and processing payroll.