Glossary

Access permissions

Access permissions define what a user is allowed to view, edit, or manage within People Management. They are configured through roles, reporting lines, organisational units, or people groups, ensuring that users only interact with information relevant to their responsibilities and that sensitive employee data remains protected.

Address

An address is the employee’s residential, postal, or work location information.information stored within People Management. It is used tohelps keep personal and workplace records accurateaccurate, supports communication, and upensures tothe date.organisation has reliable location details for each employee.

Administration

Administration refers to the controlled area of thePeople systemManagement thatwhere authorised users usemanage to managesystem settings, access, and records. It supports secure configuration, data governance, and the secureconsistent handling of employeeorganisational information and system configuration.information.

Appointment

An appointment isrefers to a record of the employee’person’s job placement inwithin the organisation, includinglinking them to a specific position, job title, and organisational unit. It forms part of an employee’s profile and reflects their position,role, startreporting date,structure, and employment history.history It helps showwithin the role the employee holds and where they fit in the business structure.company.

Appointment Historyhistory

Appointment history is a liststructured record of thean employee’s previous and current job appointments inwithin thePeople organisation.Management. It provides avisibility clear view ofinto role changeschanges, movement across the organisation, and career progression over time.

Audit Informationinformation

Audit information is a recorddetailed log of system activity thatin showsPeople Management, showing who viewedaccessed or accessedmodified employeedata, datawhat changed, and when.when it happened. It supports transparency, security,accountability, and compliance.compliance by making employee record activity traceable.

Audit tracking

Audit tracking records all changes made within People Management, including who made the change, what was changed, and when it occurred. This functionality helps organisations trace updates, monitor data integrity, and support compliance with internal policies and external regulations.

Biographical Detailsdetails

Biographical details are the core background details aboutcaptured for an employee,employee in People Management, such as gender, citizenship, race, marital status, and identification details. These detailsfields help maintain complete employee records and support reporting and compliance requirements.

Biographical information

Biographical information includes key personal and demographic details about an employee stored in People Management. These fields are structured and standardised to support consistency, compliance, and accurate employee records.

Contact Detailsdetails

Contact details are the information used to reach an employee, such as telephone numbers, email addresses, and other communication details. They help ensure the organisation can contact the right person when needed.needed and that records are kept current.

Critical job

A critical job is a job title that has been flagged as strategically important to the organisation. This designation helps identify roles essential to business continuity, operational success, or specialised expertise, enabling organisations to prioritise planning, resourcing, and succession strategies.

Critical position

A critical position is a specific role within the organisational structure that has been designated as important or high-priority. This flag highlights positions that require close monitoring, effective succession planning, or additional support to ensure organisational stability and performance.

Custom Peoplepeople Groupgroup

A custom people group is a groupuser-defined createdcollection of individuals grouped by thespecific organisationcriteria, usingsuch itsas ownroles, chosendepartments, criteria.or Itconditions. allowsThese usersgroups are used to bringmanage togetherpermissions, employeesstreamline whoreporting, shareand specificenable conditionstargeted orcommunication, attributes.particularly when access requirements do not align with standard organisational structures.

Dashboard

The dashboard is the main People Management screen that gives a quick view of employees and key actions such as search, browsing, and recognition.Kudos. It helps users find people and access important information quickly.

Data governance

Data governance refers to the framework of controls and processes that ensure employee data within People Management remains accurate, consistent, secure, and compliant. It includes structured data capture, controlled editing permissions, audit tracking, and standardised data fields, all of which support reliable reporting and decision-making.

Default Passwordpassword

A default password is the starting password assigned to a new user account.account in People Management. It is used for the first-time login before the user changes it.

Editable field

An editable field is a data field within the system that users are permitted to update. Depending on the configuration, fields can be editable by administrators only or available for user self-service. This flexibility allows organisations to control data integrity while enabling appropriate levels of user interaction.

Employee Profileprofile

An employee profile is thea completecomprehensive setdigital record of informationan storedindividual within the organisation. It includes personal details, contact information, biographical data, reporting lines, appointment history, and access to related modules such as Performance Management, Learning Management, and PDP. The profile serves as a central source of truth for aall personemployee-related in the system, including personal and contact details, role information, and history. It acts as the employee’s central record.information.

Event Scheduling

The Event Scheduling module is a feature used to organise groups of people for events, sessions, or planned activities. It helps administrators manage attendanceattendance, participation, and participationscheduling more easily.

Field Editabilityeditability

Field editability is a setting that controls whether a field can be changed by administrators or employees. It helps protect important information and define who may update it.

Field Visibilityvisibility

Field visibility is a setting that controls whether a field can be seen by administrators or employees. It helps manage access to information in a controlled way.

Filled position

A filled position is a role within the organisational structure that currently has an employee assigned to it. The system distinguishes filled positions from vacant or inactive ones, allowing administrators and managers to quickly assess workforce allocation and capacity.

Job Management

Job Management is the module used to create, manage, and maintain job titles and associated positions within People Management. It enables administrators to define roles, assign them to organisational units, and manage vacancies, supporting structured workforce planning and organisational clarity.

Job position

A job position is a specific instance of a job title within the organisational structure. It represents an actual placement that can be assigned to an employee and is linked to a particular organisational unit. Each position is unique, even if multiple positions share the same job title, and positions can be classified as filled, vacant, or inactive.

Job title

A job title represents a standardised role category within the organisation, such as a specific function, profession, or level of responsibility. It serves as a template that outlines the general purpose of a role and can be linked to multiple positions within the organisational structure.

Job title vs job position vs role

In People Management, job titles, job positions, and roles serve different but connected purposes.

A job title defines the type of work or function. A job position is a specific instance of that job title within the organisational structure and can be assigned to an employee. A job title can have many job positions. A role defines what a user is allowed to do in the system based on permissions and access levels.

Kudos

Kudos is a recognition feature usedin People Management that allows employees to acknowledge or appreciate a colleague.colleagues. It encourages a positive workplace culture and supportivemakes workplacepeer culture.recognition easy and visible.

Labour Relationsrelations

Labour relations is the area used to record workplace issues such as complaints, grievances, disputes, and disciplinary matters.matters in People Management. It helps maintain a clear record of formal employee relations activity.

Learning Recordsrecords

Learning records are records of training or learning activities completed by an employee.employee in People Management. They help track progress in development and provide a history of completed learning activities.

Master data

Master data refers to the standardised reference data used across the system, including values such as citizenship, gender, marital status, titles, and relationship types. This data is centrally managed to ensure consistency, reduce duplication, and support accurate data capture across employee profiles.

My Company

My Company is a view in People Management that shows employees across the wider organisation. It allows users to browse the wider workforce beyond their own team or department.

My Department

My Department is a view in People Management that shows employees within the user’s department. It helps users focus on the people withinin their immediate business area.

My Team

My Team is a view in People Management that shows the employees whodirectly report to or are connectedlinked to the user’suser team.through reporting lines or team structure. It givesprovides a quick view of the people directly linked toin the user’s working area.

Organisational Unitstructure

The organisational structure defines how the organisation is arranged into levels, departments, and reporting relationships in People Management. It provides a visual and functional representation of how teams and roles are connected, supporting workforce planning, reporting, and navigation within the system.

Organisational unit

An organisational unit is a section of the company structure, such as a department, division, branch, or branch.team. It helps group employees according to the organisation’s internal structure.structure and supports hierarchy, access, and reporting.

Particulars

Particulars are the basiccore personalidentity details forof an employee,employee suchin asPeople Management, including name, surname, username, title, and preferred name. They form the corebasic identity information inused to locate the employee profile.in the system.

People Groupadministrators

People administrators are users with elevated permissions within People Management. They are responsible for managing employee data, configuring system settings, assigning roles and permissions, maintaining organisational structures, and ensuring data compliance and accuracy.

People group

A people group is a defined selection of individuals based on specific criteria, such as their position in the organisational structure, reporting line, location, or other conditions. People groups help determine access, audiences, and system processes for selected employees.

People Management

The People Management module is the part of the system forused viewing,to updating, and managingmanage employee information, permissions,organisational groups,structures, roles, and relatedpermissions. It integrates with other HR records.modules to support processes such as Performance Management, Learning Management, HR Processes, and PDP, while ensuring data accuracy and operational efficiency.

People Management dashboard

The People Management dashboard is a centralised interface that displays all employees within the organisation, organised into views such as My Team, My Department, and My Company. It provides a centralsingle placeentry point for managingusers peopleto datalocate acrossindividuals, theunderstand organisation.team structures, and engage with colleagues.

Performance Management

Performance Management is the area used to manage performance-related information such as reviews, goals, and evaluation records. It supports structured tracking of employee performance.performance and development within the organisation.

Permissions override

Permissions override allows administrators to adjust or replace default access settings for specific users. This provides flexibility in managing access where standard role-based permissions do not meet organisational needs, while still maintaining control over data visibility and editing rights.

Product Rolerole

A product role is a system role that gives a user access to specific features or areas of the product. It helps control what each user is allowed to do in the system.

Product Setupsetup

Product setup is the sectionconfiguration usedarea towhere configureadministrators control how the People Management moduleoperates. worksThis includes activating the module, defining field requirements, managing visibility and appears.edit Itpermissions, allowsand administrators to controlaligning system behaviour with organisational policies and displaydata settings.standards.

Profile Managementmanagement

Profile management isrefers to the process of viewingcreating, viewing, and updatingmaintaining anemployee employee’srecords detailswithin inPeople the system.Management. It ensures that all employee recordsdata remainis complete,structured, accurate,consistent, and current.up to date, supporting efficient HR operations and accurate reporting.

Profile Summarysummary

A profile summary is a quick overview of an employee’s key information,information usedin toPeople helpManagement. It gives users understanda concise snapshot of the person’s record at a glance. It gives a short, useful snapshot without needingrequiring them to open every detail.

Reporting Lineline

A reporting line isdefines the relationship thatbetween showsemployees in terms of hierarchy, indicating who an employee reports to andwhom. whereIt theyis fitused in thePeople Management to establish organisational hierarchy.structure, Itmanage helps define line managementpermissions, and accountability.support workflow processes such as approvals and performance tracking.

Reporting Lineslines Groupgroup

A reporting lines group is a group of employees linked by who they report to or work under. It is useful for organising employees according to the management structure.structure and for applying access or reporting logic.

Required Fieldfield

A required field is a field that must be completed before thea record can be saved.saved in People Management. It helps ensure that important information is captured.captured and that records remain complete.

Role

A role isrefers to a set of system-defined responsibilities and permissions assigned to a user basedwithin onPeople theirManagement. responsibilities.Roles It definesdetermine what theactions a user can perform, such as viewing, editing, or managing data, and are central to role-based access control. Unlike job titles and positions, which describe organisational structure and employment, roles are focused on system access and dofunctionality.

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Role-based theaccess system.control

Role-based access control is a system where permissions are assigned based on predefined roles. Each role determines what actions a user can perform and what data they can access, ensuring consistent and secure management of system functionality.

Self-Serviceservice

Self-service is the part of the system thatallows employees canand usemanagers to view orand update their own information.information Itwithin reducesthe reliancesystem. Depending on administratorsconfiguration, forusers routinecan updates.maintain personal details, access records, and engage with organisational processes without requiring administrator intervention.

Sign-Insins

Sign-ins are records of login activity for an employee or user account.account in People Management. They help track when the account was accessed.accessed and provide a useful audit trail of system entries.

Standard Permissionspermissions

Standard permissions are the default actions allowed by a role, such as viewing, editing, or managing certain areas of the system. They define the basic access granted to a user.user and form the starting point for access control.

System modules admin

System modules admin is the area where administrative roles are assigned across different system modules. It enables organisations to control which users can configure settings, manage content, and perform administrative actions within specific modules.

Training and Development

TrainingThis andarea developmentof a user's profile is the area used to track learning, development, assessments, and related growth activities for an employee.employee in People Management. It supports ongoing employee development and record keeping.

User Permissionspermissions

User permissions are the access rights that determine what a user can see or do in thePeople system.Management. They help protect information and control user actions.actions based on the user’s role and assigned access level.

Vacant position

A vacant position is a role within the organisational structure that does not currently have an employee assigned to it. Identifying vacant positions helps organisations manage recruitment, workforce planning, and resource allocation effectively.

View/Edit People

View/Edit People is the optionfunctionality that allows authorised users to open and update employee records.records in People Management. It gives access to people'people’s information for review and maintenance.