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HR Management Module

The HR module is the central repository for all personnel data, specifically tailored for the high-volume and high-compliance requirements of the security industry.

Compliance First

A guard cannot be deployed to a site until they have passed all compliance and readiness checks. This is enforced at the database level.

Guard Management

graph TD
    A[New Application] --> B[Identity & Contact]
    B --> C[Employment & Portal Access]
    C --> D[Payroll & Compliance Setup]
    D --> E{Compliance Check}
    E -- Incomplete --> F[Pending Documents/Action]
    F --> D
    E -- Complete --> G[Ready for Deployment]
    G --> H[Active Duty]

Onboarding Wizard

The onboarding process for new guards is handled through a structured 3-step wizard to ensure all mandatory data is captured before deployment.

Step 1: Identity & Contact

  • Identity: Capture full name, date of birth (must be 18+), gender, and ID number.
  • Contact: Enter phone, optional email, and residential address. Nationality defaults to Zimbabwe but is searchable for international staff.

Step 2: Employment & Access

  • Employment Details: Set the hire date, initial employment status, and licence number/regulator.
  • Guard Grade: Select the grade (e.g., Grade C, Grade B) which automatically determines the base pay bands and salary grades.
  • Deployment Client: Optionally link the guard to a primary client at the time of hire.
  • Portal Access: You can automatically create a Guard Portal Account. The system will generate a strong password and send it to the guard via SMS and Email.

Step 3: Payroll & Compliance

  • Banking: Select from the pre-configured bank list to auto-fill branch codes.
  • Hourly Rates: The system enforces pay band limits based on the selected Guard Grade. Overrides are only allowed if the grade configuration permits it.
  • Compliance Monitoring: This is a read-only section that highlights any "Compliance Issues" or "Readiness Issues" (e.g., missing documents, expired training, or incomplete banking details) that must be resolved before the guard can be deployed.

Compliance & Readiness

Black Shark automatically calculates the status of every guard based on multiple data points: - Compliance Status: Derived from verified ID documents, active training certifications, and valid regulator licenses. - Workforce Readiness: Derived from having a valid Next of Kin, complete banking details, and the issuance of a minimum required uniform kit.

Leave Management

  • Entitlements: Leave balances are automatically calculated based on the guard's grade and tenure.
  • Requests: Guards can request leave via their portal, which then appears in the HR panel for approval.

Payroll Processing

The system integrates with the Operations module to fetch verified timesheet data, applying site-specific premiums and deducting uniform or loan repayments before generating payroll entries.