Settings and roles for HR

People & HR settings is where HR sees the country setup behind attendance, holidays and leave, and where HR sets the agency's default attendance rules. Open it from the sidebar: People & HR → Settings & roles. Viewing the page needs the privilege to view attendance and leave (hr.view). Changes need the privilege to manage HR (hr.manage).

The page has four tabs: Countries, Attendance, Approvals and Warnings. The open tab is kept in the page address, so a refreshed or shared link opens the same tab.

Who can view and who can change

Anyone with hr.view can read the whole page and choose a country to see its leave types. Without hr.manage you cannot add or edit a country, edit the default attendance rules, or change the automatic warning rules. Those controls are hidden or disabled, and the server refuses the same changes.

The Roles & permissions button shows only if you can manage team users and roles. It opens Team users, where roles are changed. See Team users and Roles and permissions.

Countries table

The table lists each country saved for your agency, in alphabetical order. Each row shows the country name with its currency under it, the time zone, the weekend as short day names, the number of branches in that country, and the status of its calendar for next year. The last column heading names that year. During 2026 it reads 2027 calendar.

A country appears here when you add it. It also appears when a holiday calendar or a branch names that country, so the list stays complete. There is no way to delete a country on this page.

The calendar status means:

• Published: the calendar for next year exists, has been published, and no holiday in it is still in draft.
• Draft: the calendar for next year exists but has not been published, or it still has a holiday in draft.
• Not created: there is no calendar for next year yet.

Calendars and their holidays are managed in Holiday calendars.

Add a country

1. Choose Add country.
2. Choose the country. Countries already on the list are not offered.
3. Check the Time zone, Weekend, Working week, Default hours, Late grace (min) and Currency. Choosing a country fills these in with suggested values for it. A country that is not in the built-in list gets USD as its currency, so set the right one before saving. Late grace starts at the late grace in the default attendance rules.
4. Keep Copy settings from {country} on if the new country should match the selected country. Choose Add country.

Weekend choices are Saturday and Sunday (the default) or Friday and Saturday. Working week choices are Monday to Friday, Sunday to Thursday, and Monday to Saturday.

The copy switch appears only when at least one country is already on the list. It copies from the country selected in the table. Until you choose another row, that is the first country alphabetically. The switch is on by default. When it is on, the new country takes that country's geolocation mode and break minutes. When it is off, the new country uses Strict (block) geolocation and a 30 minute break.

Overtime is not copied. Overtime rules are the same for the whole agency, so every country already shares them.

Edit a country

Managers choose a country's name in the table to open its settings. Choosing the name also selects that country for the Leave types panel beside the table. Viewers can select the name to see its leave types, but cannot open the settings. The dialog shows how many branches and employees the country has.

The country name and country code cannot be changed. You can change the time zone, currency, weekend, working week, default hours, late grace, break minutes and geolocation mode.

When you save, these records change straight away:

• Holiday calendars for the current year and later years take the new time zone, weekend, working week, default hours and late grace. Calendars for earlier years keep their old values.
• Branches in the country that have Use the {country} default working hours switched on take the new time zone, default hours, working days and weekend. Branches with that switch off do not change.

A branch can store only a Friday and Saturday weekend or a Saturday and Sunday weekend. If the country's weekend is anything else, for example Friday only, the branch keeps its own weekend. Its other fields still change.

Saving does not change any branch's geolocation mode or check-in zone. Break minutes are not sent to any calendar or branch.

The country's geolocation mode is the starting value when you add a new branch in that country. Changing it later does not change existing branches. Each save is recorded in Activity history, with the values before and after.

Default attendance rules

The Attendance tab shows the Default attendance rules in four groups. Managers choose Edit rules to change them. The rules are agency-wide and apply to every country. Until a manager saves them, the tab shows the built-in defaults.

• Check-in and check-out: late grace, the early-leave threshold, and whether a note is required on an early or short check-out.
• Missed check-out: the first and second reminders, whether the day closes automatically at shift end, and whether absence is detected at the end of the day.
• Overtime: how long past shift end before overtime counts, the weekday, weekend and holiday multipliers, and the monthly cap in hours per employee. The multipliers and the cap are also used when overtime is added, and they are edited on the Overtime rules page. See Overtime.
• Probation: whether probation blocks annual leave and overtime. Reminders and time limits for approvals live on the Approvals tab.

For how these rules show up for an employee on My day, see My day: check in and check out.

The limits are: late grace and the early-leave threshold from 0 to 240 minutes, the reminders from 1 to 1440 minutes, and the overtime start from 0 to 480 minutes. The second reminder must be later than the first. Multipliers run from 1 to 5, in steps of 0.05. The monthly cap runs from 0 to 200 hours.

Late grace, the early-leave threshold, the early-leave note rule and auto-close apply when people check in and check out on My day. The missed check-out reminders and absence detection are stored and shown, but nothing sends or runs them yet. The overtime rates and the monthly cap apply to overtime entries, as described in Overtime. Each save is recorded in Activity history.

Approval rules

The Approvals tab shows the Approval rules: who decides each kind of request and how long they have. Anyone who can view the page can read it. Managers (hr.manage) choose Edit rules to change them.

The table has one row for each kind of request: Leave, Leave cancellation, Early leave, Attendance correction and Contract renewal decision. Each row shows who decides at Step 1, who decides at Step 2 if anyone, and the Time limit in hours. A step can be Line manager, HR, Admin or None. Some rows use a conditional step, for example HR, if the policy requires it for leave and HR if the period is locked for attendance corrections. The time limit runs from 1 to 168 calendar hours. Device change and Warning show Not available yet because those requests do not exist in AgencyOS yet.

Under Escalation there are three switches:

• Escalate overdue requests: past the time limit, a request moves to the next approver, then to Admin. It then shows Escalated. The first approver can still decide it.
• Remind the approver halfway: the approver gets one reminder when half of the time limit has passed.
• Route an approver’s own requests upward: nobody can decide a request about themselves. It goes to the next approver.

Under Short leave the tab also shows the Short-leave allowance, the hours per month each person can leave early, 4 hours by default. It runs from 0 to 40 hours. An employee without a line manager starts at HR. New limits apply from the moment you save; requests already waiting keep their deadline. Each save is recorded in Activity history.

Geolocation mode and break minutes

Each country stores a geolocation mode and break minutes. The mode is one of Strict (block), Flexible (flag) or None. Break minutes run from 0 to 240. The geolocation mode applies to check-ins and check-outs on My day. Break minutes are shown and stored, but nothing enforces them yet.

Leave types

On the Countries tab, choose a country to read its leave types. The Leave types panel names the selected country and lists Annual, Sick, Maternity, Marriage and Unpaid. Each row shows:

• the most common entitlement, in days, among the country's employees who have that leave type. It reads No day limit when none of those entitlements has a day count,
• how many employees have that leave type,
• a note that the leave is locked during probation when any of those employees cannot use it during probation.

Not set means no employee in the country has an eligible entitlement for that leave type.

This panel is read-only. Entitlements are stored on each employee's leave allowances, not per country, so the panel only summarises them. It does not set a leave policy for the country. See Leave.

Automatic warning rules

The Warnings tab holds the Automatic warning rules, which set when AgencyOS suggests a formal warning draft for HR to review. Enable automatic drafts turns that on or off. The other settings are the number of late arrivals and unapproved absences that trigger a draft, the lookback period in days, and how long a verbal warning (in days) and a written warning (in months) stay active. Managers choose Save rules. Viewers see the values but cannot change them.

What this page does not do

• It does not delete a country or rename one.
• It does not enforce break minutes yet. Attendance rules and geolocation mode apply on My day.
• It does not change leave entitlements. Holidays are managed in Holiday calendars.
• It does not change past years' holiday calendars when a country is saved.