When you first enter the HR Operations Monitor, the Overview tab loads the KPI Strip — a row of live summary figures giving you an instant health check of the workforce.

These figures update live. Any figure shown in red or amber requires attention.

Click the Analytics tab for the Visual Intelligence Layer — four live charts giving a visual overview of your workforce.

Click the Extended tab for four deeper charts:

Click the Shift Auditor tab to compare each staff member's contracted hours against their actual rota scheduled hours and real logged hours.

This is the tool to use when you need to identify staff who are consistently under or over their contracted hours.

Use the filter chips to view All Staff or Under-Hours Only — the second filter highlights anyone whose logged hours are below their contracted obligation.

The table columns are:

Click the Time Intel tab for a detailed breakdown of how time is being used across the organisation — sickness, leave, and worked hours combined.

The summary strip shows: sick rate this month (%), total sick days, leave days this month, and staff absent today.

The four charts show:

• Top Sick Leave Users (YTD) — identifies individuals with the highest sick day totals this year
• Monthly Leave Trend — leave volume over the last 6 months
• Sickness by Department — which departments have the highest sickness rates
• Leave Utilisation by Department — which departments are using leave allowances most/least

A full-width panel at the bottom shows Hours Compliance — contracted hours versus actual worked hours over the last 4 weeks, displayed as a bar chart per department.

Click the Intelligence tab to access the automated Workforce Intelligence engine. This section analyses patterns across the full workforce and surfaces key findings — such as departments at risk, compliance gaps, or unusual leave patterns — without you needing to run queries manually.

The engine computes findings automatically each time the section is loaded. Allow a moment for it to complete the analysis.

Click the Exit Analytics tab to analyse staff and volunteer departures over time.

The summary strip shows: total leavers, average tenure in days, and the percentage of leavers who were marked as eligible for rehire.

The section contains three panels:

• Leavers by Month — how many people left each month, shown as a bar chart
• Leavers by Department — which departments have the highest turnover
• Recent Leavers Table — a list of recent departures showing name, department, exit date, reason, category, tenure, and rehire eligibility

Click the D&I tab to view the organisation's diversity profile. All data is anonymised at the aggregate level.

The section contains:

• Gender Distribution — breakdown of gender across all staff
• Contract Type Distribution — volunteers vs. employed staff split
• Staff vs. Volunteer Split — proportion of paid staff to volunteers
• Department Headcount — staff count per department
• Nationality Distribution — geographic diversity of the workforce

Click the Succession tab for a forward-looking view of workforce health and planning needs.

The section shows three panels:

• Key Senior Roles — a list of senior positions and current role coverage
• Upcoming Probation Completions — staff whose probation ends within the next 30 days, so you can plan reviews in advance
• Role Coverage — a view of how many people hold each role, highlighting single-point-of-failure risks

A Departments at Risk panel flags any department where only one person covers a critical function — useful for identifying where backup cover or additional recruitment is needed.

Application Tracking

Click the App. Tracking tab to search the application archive. This section holds records of all applicants who have passed through the recruitment pipeline.

• Use the search box to find a record by tracking code, first name, or last name. (Application Tracking is no longer keyed on the IATN — the IATN Registry is the canonical place for IATN lookups.)
• Switch between Joiners (declined before Stage 11) and Hired & Employed (reached Stage 11) using the sub-tabs.
• Joiner records are visible to HR for 72 hours after decline, then archived.
• Hired records are visible for 90 days after joining, then archived.

IATN Registry

Click the IATN Registry tab (now positioned right after Application Tracking) for a permanent, read-only record of every Internal Application Tracking Number ever issued — including active, hired, rejected, declined, and aborted applications. Each row shows an Opened date (when the record entered the registry), and the list is paginated 10 per page.

The Alerts ribbon is the band at the very top of the HR Operations Monitor (sidebar item Alerts, the first entry). It is the cross-domain early-warning surface: it pulls together the things needing HR's attention across every area — pending leave, probation due dates, recruitment SLAs, document expiry and compliance flags — into one place so nothing is missed.

Rows are colour-tiered by urgency:

Click an alert row to jump straight to the section that owns it. The ribbon reads from the hrAlerts Firestore collection and recomputes live, so it stays current as you work.

HR Cases are the formal channel for tracking significant staff matters — grievances, disciplinary processes, welfare concerns, and other HR issues that need a clear audit trail.

1. 1Click the Cases tab in the navigation bar. The summary strip at the top shows: open cases, grievances, disciplinary cases, and resolved cases.
2. 2Click Open Case.
3. 3Fill in the case details: staff member, case type, date opened, and a description of the matter.
4. 4Save. The case appears in the active cases list.

Each active case appears as a card in the Cases section. Click a case card to open it and manage it.

Inside a case you can:

• Add progress notes and updates — all entries are timestamped and attributed to you
• Record meeting outcomes or decisions made
• Upload supporting documents
• Update the case status
• Resolve and close the case when the matter is concluded

Closed cases are not deleted. They move to the closed cases archive, accessible by clicking the Closed Cases toggle at the bottom of the Cases section. This provides a full historical record.

The Disciplinary tab is a separate log specifically for conduct and disciplinary incidents. It provides a quick, structured record of all incidents without needing to open a full HR case.

To log an incident:

1. 1Click Log Incident.
2. 2Select the staff member and fill in the incident type, date, and notes about what occurred.
3. 3Save. The incident appears in the disciplinary table.

The disciplinary table shows:

The Broadcast tab lets HR send targeted messages to specific groups of staff directly through the portal.

To send a broadcast:

1. 1Click the Broadcast tab.
2. 2In the Compose Message panel, select your Target Audience from the dropdown:

1. 3If you selected Specific Department, a second dropdown appears — choose the department.
2. 4Write your message and click Send.

All sent broadcasts are recorded in the Broadcast History panel below, showing who sent it, to whom, when, and what was said.

Confidentiality & Non-Disclosure Agreement (NDA) workflow. The Global IP & NDA Monitor (Compliance & Records) now runs the agreement end-to-end:

• Send (sets the term first). Click Send on a person and pick a contract length (6 / 12 / 24 / 36 months) or set a custom date. The expiry is calculated from that person's join date — so a 2-year term runs two years from when they actually started, not from the day you click Send — and you can always override it with a custom date. (If the join-anchored date has already passed, it falls back to the term-from-today and tells you.) The expiry is set before the NDA goes out, so the document they read and sign already shows the correct "valid through" date. They receive a branded email with the full agreement as a PDF plus a secure 14-day signing link. New registrations are auto-sent with a default 2-year term flagged "confirm term" for you to adjust.
• Reminder. While a person is still Awaiting Signature, a Remind button sends a polite reminder (it reuses their live link). The row shows how many reminders were sent.
• Status & signed PDF. The status reads through Awaiting Signature → Awaiting Counter-sign → Signed. Once an SA counter-signs, the portal generates the stamped, fully-executed PDF, emails it to the person, files it to their Personal File, and a View signed PDF link appears on the row.
• Expiry reminders. A daily check (WAT) emails the person and Governance when an NDA is within 30 days of expiry, and marks lapsed NDAs Expired so you can re-issue.
• Minimum-window guard. Because the term is anchored to the join date, an old joiner on a short term can land an expiry only days away. The portal won't send an NDA that expires in under 30 days — it tells you the term has effectively elapsed and to set a forward date or use Renew Contract. A live warning shows in the Send dialog as soon as the date is that close.
• No signing a lapsed NDA. If an NDA's valid-through date has already passed, the signing page refuses it (“this NDA has lapsed — ask HR to re-send”) so no one signs an already-expired agreement.
• Lapsed-unsigned alert. If a sent NDA is never signed and its date passes, the daily check flags the row Lapsed unsigned and emails HR + Governance once, so it doesn't sit unnoticed at Awaiting Signature. Re-send (forward-dated) or use End Contract.

Contract lifecycle — the NDA expiry IS the contract end date. Each row also shows the person's Joined date, so you never have to look it up. At 90 days before expiry the row flips to Renewal due and you (and Governance) get an email + alert to contact the person about renewing:

• Renew Contract. Click Renew Contract, enter the new term — it's pushed to the Founding Executive (push + email) exactly like a recruitment contract request. The Exec confirms it on their Contract Renewals section; the row then shows Contract renewed and the send button becomes Renew NDA — whose expiry is locked to the new contract end date (it won't send if they don't match). Signing the renewal NDA returns the contract to active. This repeats every cycle.
• End Contract. If the person isn't renewing, click End Contract (with a reason). This starts a VMEM → Head of Operations → Exec sign-off chain (each signs on their own board and the next is notified). On the final Exec sign-off, an offboarding request is created automatically and runs the standard offboarding pipeline — so deletion only happens after the usual offboarding gates, never instantly.

Grant monthly receipts (DOSG). When the Secretary General marks a grant disbursed, the grantee's Grant page shows a card per month of the award period. The grantee marks each month received (signature + note → they get an emailed receipt) or sends a reminder for a month that hasn't arrived (the SG is emailed and sees it in their Monthly Grant Receipts panel on the grant processing page).

Three things now complete the disciplinary loop end-to-end:

1. FEC referral & close-out. When a case escalates beyond Stage 3 it is referred to the FEC (Founding Executive Committee) — the term "GM" has been retired. On the Exec Board's SG Conduct Cases, the SG/SA now records the FEC's final determination: Dismissal, Sanction, No Action, or Remit to HR (sends it back to Stage 1 with the FEC's direction). This closes the previously open-ended FEC track in-portal and advances the FEC referral registry.

2. Volunteer joint-signoff (enforced). A case about a volunteer shows a "joint signoff" banner with → Awaiting VMEM / → Awaiting HR chips. Both VMEM and HR must sign off before the case can be resolved (HR signs from the case modal; VMEM from the Volunteer board). The only exceptions are a Withdrawal (never needs joint sign-off — it's not a sanction), or the Away/24-hour fallback so a case is never permanently stuck if the VMEM is unavailable.

3. Every closing outcome is filed to the staff record. When a case is withdrawn, resolved, or given an FEC determination, the portal automatically generates a branded Disciplinary Outcome PDF (case reference, stage history, sign-offs, the outcome) and files it to that staff member's Personal File (Compliance & Records) under the Disciplinary category. A withdrawn case is filed explicitly as "No findings — no sanction". These follow the staff file into the archive on offboarding.

4. A formal determination letter is emailed automatically. When the FEC records its determination, the portal sends a confidential, letterhead-styled determination letter to the individual (with the determination, any sanction terms, and — for a Dismissal or Sanction — their right of appeal under DDCP Section 20, 7 Nigerian working days). A matching internal notice goes to hr@dttasa.org; and where the case concerns a volunteer, the Volunteer Management & Engagement Manager (VMEM) is copied (email + in-app) for operational awareness, per the Volunteer Management bridge.

5. Every case carries a reference number. Each disciplinary case is issued a unique reference of the form DTTASA-DC-YYYY-NNNN (e.g. DTTASA-DC-2026-0001). It appears on the determination letter, the sealed outcome PDF, and the case list, and is the key to look the file up later. Internal Administrators can pull up any sealed outcome document by that reference on the org archive page (Case Lookup tab).

The Document Signing Board is a section of the HR Operations Monitor that allows HR to send pre-employment documents to applicants for review and signature, track whether they have been signed, and complete the official HR section once the applicant submits.

When HR sends a document, the applicant receives a personalised, secure email link. They open that link, review their pre-filled applicant details, fill in any required fields, draw their signature on-screen, and submit. HR is then notified and can complete the "For Office Use Only" section on their side. The finished document is then saved as a PDF to the Org Document Board automatically.

Everything happens digitally — no printing, no scanning, no back-and-forth emails.

Documents must be sent to an applicant after they have accepted the job offer — this corresponds to Stage 7 (Offer Accepted) in the recruitment pipeline. Do not send documents before the offer has been formally accepted.

The purpose is to collect the applicant's agreement to key terms and conditions before they are registered on the system and begin work. These documents form part of their official HR record, and completing them is the Documentation step (Stage 9) that must be finished before the applicant is submitted to IT.

The Document Signing Board is accessed from within the HR Operations Monitor.

1. 1Log in to the DTTASA portal and navigate to HR Operations Monitor.
2. 2Enter your 4-digit security PIN on the verification screen.
3. 3In the navigation bar below the header, scroll along and click the Doc Signing tab.

When you open the Document Signing Board, you will see:

Each document in an applicant's card can have one of the following statuses:

Once an applicant has accepted their offer, you can begin sending them documents. You send each document individually.

1. 1On the Document Signing Board, find the card for the relevant applicant.
2. 2In the document list on their card, find the document you want to send. Its status will show Not Sent.
3. 3Click the Send button next to that document.
4. 4A confirmation panel will appear showing the document title and the applicant's name and email address. Check these are correct.
5. 5If the document has an attachment included (such as a contract template to review), you may see an option to include or exclude it. Leave it checked unless instructed otherwise.
6. 6Click Send. The system will generate a secure, unique link and email it to the applicant immediately.

You do not need to send all documents at the same time. You can send them one by one as needed, or send them all at once — it is up to HR's workflow preference.

If an applicant has not responded within 7 or more days of the document being sent, a Resend button will appear beneath the status line on their card. The Head of HR can resend at any time without waiting 7 days.

1. 1Find the applicant card and locate the document showing status ⏳ Awaiting.
2. 2Click Resend. A confirmation panel will appear.
3. 3Confirm the applicant's email address is correct, then click Resend.

Resending uses the same original secure link — the applicant's previous link remains valid and a new link is also sent. The send history (including all resend dates and who sent them) is stored on the document record.

When an applicant submits their form, the document status changes to ⏳ Received. This means the applicant's section is done and HR must now complete the For Office Use Only fields before the document is finalised.

1. 1Find the applicant card. The document showing ⏳ Received will have an Open & Complete button next to it.
2. 2Click Open & Complete. This will open the form in a new browser tab in HR Review Mode.
3. 3You will see a read-only summary of what the applicant filled in (their details, answers, and signature). Review these carefully to make sure everything is accurate.
4. 4Below the applicant's section is the For Office Use Only block. Fill in the relevant HR fields — these vary by document type but typically include: verified by, date verified, HR notes, and any reference numbers.
5. 5Once you have completed all required HR fields, click the Generate PDF & Complete button at the bottom of the page.
6. 6The system will generate a PDF of the full document (applicant section + HR section), save it to the Org Document Board, and mark the document as Completed.
7. 7The tab will display a Document Completed confirmation. You may close this tab.

In exceptional cases, an applicant may be unable to complete the digital form — for example, due to a device issue, technical difficulty, or if they have signed a physical copy instead. In these cases, HR can manually mark the applicant as complete to clear them from the board.

1. 1Find the applicant's card on the Document Signing Board.
2. 2Click the Complete button in the top-right corner of their card.
3. 3A confirmation modal will appear. Enter a reason explaining why you are marking this applicant as manually complete (e.g. "Signed physical copy received — scanned and filed").
4. 4Click Confirm. The card will show a Manually Complete badge and will be automatically hidden from the board after 72 hours.

When HR clicks Generate PDF & Complete, the system automatically:

1. 1Combines the applicant's responses, signature, and date with the HR-completed section into a single, formatted PDF document.
2. 2Saves the PDF to Firebase Storage securely under the applicant's record.
3. 3Creates an entry in the Org Document Board (accessible from the main DTTASA portal dashboard) so the document is available for authorised staff to view at any time.
4. 4Marks the document request as completed — this updates the Document Signing Board in real time.

Each staff member and volunteer has a Personal File in the HR Operations Monitor (User Directory). It holds uploaded documents, certificates, compliance records — and, for anyone hired through recruitment, the documents IT pushes across on registration: their submitted onboarding forms, signed offer/agreement letters, passport & website photos, and government ID. You can still add files manually with Add File at any time.

Personal files contain sensitive data, so every open is gated and logged. When you click into a person's file you'll be asked for:

• Your security PIN (the same one you use to enter the portal), and
• A short reason for accessing the file.

Both are recorded — who opened whose file, when, and why — in a tamper-proof audit only SA and HR leads can review. You'll be prompted every time you open a file; moving between folders inside an already-open file does not re-prompt. Returning to the list re-locks it.

The government ID is the one document you cannot open directly — not even as Head of HR. It shows as a locked tile with a “VMEM approval” badge. To view it:

Why: the ID is the most sensitive item in the file, so it carries a second, independent sign-off (the VMEM) on top of the PIN gate. This protects the individual and gives a clear record of who saw their ID and why.

All pending leave requests from staff appear in the Leave Queue. This is the main place where HR approves or declines leave applications.

1. 1In the HR Operations Monitor, click the Leave Queue tab in the navigation bar at the top.
2. 2Each pending request appears as a card showing the staff member's name, type of leave, dates requested, and how many hours/days it covers.
3. 3The tab shows an amber badge with the number of requests waiting for action.

The Volunteer Management & Engagement Manager (VMEM) is now the first-tier approver for every leave request — staff and volunteers alike, so they can manage org-wide availability and prevent too many people being off at once. Most requests route to the VMEM before they reach HR.

On the Leave Queue you'll see these requests marked “Awaiting VMEM decision” with the Approve / Decline buttons disabled. This is enforced — you genuinely cannot approve them yet (the server rejects it). What happens next:

• The VMEM approves or declines the request from their own board, or
• If staffing makes a decision impossible at their level, the VMEM clicks “Refer to HR” — the request then unlocks in your queue for normal HR approval, or
• The request auto-escalates to HR after 24 hours if the VMEM hasn't acted, or the VMEM has toggled Away mode — both put it straight into your standard queue.

Exceptions that skip the VMEM entirely: a request submitted by the Head of Operations (routes to SA), a Department Head (routes to Head of Ops → SA), a Super Admin, or the VMEM's own leave — these go straight to the appropriate tier, not through the VMEM.

On each leave request card you will find approve and decline action buttons. (For VMEM-tier requests, see PART 02 — they unlock only after the VMEM refers/escalates, or for the Head of HR.)

To approve a request:

1. 1Review the request details — name, leave type, dates, and balance available.
2. 2Click Approve. The leave is confirmed and the staff member is notified automatically.
3. 3The request disappears from the queue and the staff member's leave balance updates immediately.

To decline a request:

1. 1Click Decline on the request card.
2. 2You will be prompted to enter a reason. This is sent to the staff member in their notification.
3. 3Click confirm. The request is declined and the balance is not deducted.

Click the Leave Balances tab to view and manage each staff member's leave allowance.

Each staff member's card shows:

• Total hours allocated for the year
• Hours used (approved leave taken)
• Hours pending (submitted but not yet approved)
• Hours remaining

Searching: Use the search box at the top to find a specific staff member by name.

Available actions (Head of HR only):

Click the Sickness tab to manage sickness records. At the top of the section you will see four summary figures: currently sick staff, currently sick volunteers, extended absences (7+ days), and total episodes this year.

To log a new sick absence:

1. 1Click Log Sick Absence in the top right of the Sickness section.
2. 2Select the staff member, enter the start date, expected return date, and how it was reported.
3. 3Save. The record appears in the Currently Absent table.

The Currently Absent table shows:

Below the currently absent table is the Bradford Scores table showing all staff with sickness records over the past 12 months. Use the filter chips to view: All, Flagged Only, Staff Only, or Volunteers Only.

The Bradford Factor is a standard HR tool that measures the impact of repeated short-term absences. It uses the formula B = S² × D where S is the number of separate absence episodes and D is total days absent.

Click Bradford Factor Guide in the Sickness section for the full reference table. A summary is below:

Paid Staff Thresholds:

Volunteer Thresholds (welfare track only — zero disciplinary weight):

Click the Calendar tab to view the organisation's holiday calendar.

• Use the left and right arrows to move between months.
• The calendar displays public holidays and any organisation-wide days marked in the system.
• This is a read-only reference view for HR — it helps when reviewing leave requests against upcoming holidays.

The whole agreement runs from the Global IP & NDA Monitor (HR Ops Monitor → Compliance & Records). Each row shows the person's Joined date and their agreement status, so you never have to look up start dates elsewhere.

The NDA expiry is the same date as the contract end. At 90 days before expiry, the row flips to Renewal due and you (and Governance) receive an email + alert to contact the person about renewing.

• Renew Contract — enter the new term; it is pushed to the Founding Executive (push + email) exactly like a recruitment contract request. The Exec confirms it on their Contract Renewals section.
• The row then shows Contract renewed and the send button becomes Renew NDA — whose expiry is locked to the new contract end date (it will not send if they do not match).
• Signing the renewal NDA returns the contract to active. This repeats every cycle.

If the person is not renewing, click End Contract. You choose the type of departure and give a reason:

This starts a sequential sign-off chain — each party signs on their own board and the next is notified:

VMEM  →  Head of Operations  →  Exec

Every approved end-of-contract creates a leaver entry in the HR board's Certificates of Service section, grouped by departure type. For each leaver you can:

• Generate — produces a formal, branded “To Whom It May Concern” Certificate of Service (with the official DTTASA stamp and wording matching the departure type).
• Download — open / save the PDF.
• Email to personal — sends it to the person's personal email address (their organisation email is deactivated at offboarding). A copy is also filed to their Personal File.

Click the Contracts tab to view a record of all staff contracts. This is a reference view — it shows the employment terms on record for every staff member.

The contracts table shows:

Click the Onboarding tab to track onboarding progress for new starters.

The section is split into two groups:

• Pre-Registration Candidates (amber label) — candidates from the Recruitment Pipeline who have been submitted to IT but not yet registered on the system. These are tracked here so HR can monitor their progress before they officially join.
• New Joiners — Last 90 Days (green label) — staff who have been registered on the system within the last 90 days and are working through their onboarding steps.

Each person's card shows their onboarding checklist progress (e.g. 3 of 7 steps complete). Clicking a card opens the full checklist where you can:

1. 1Tick each checklist item as it is completed.
2. 2Enter the date the step was completed.
3. 3Upload any supporting documents required for that step.

Click the Offboarding tab to manage staff who are leaving the organisation. All departures — whether voluntary or otherwise — must be processed through offboarding to ensure records are properly closed and documents archived.

To initiate an offboarding:

1. 1Click Initiate Offboarding.
2. 2Select the staff member and enter their leaving details — exit date, reason for leaving, and exit interview notes if applicable.
3. 3Confirm. The offboarding record is created and the process begins.

Once initiated, the offboarding process tracks:

• Exit interview scheduling and completion
• Return of equipment or access items
• IT deactivation request (sent to IT Board automatically)
• Final document archiving
• Departure confirmation

Click the HR Notes tab to view and manage private HR notes about staff. These notes are not visible to the staff member — they are for internal HR use only.

To add a note:

1. 1Click Add Note.
2. 2Select the staff member and type the note.
3. 3Save. The note is recorded with your name and the date/time.

HR Notes are useful for:

• Recording verbal conversations with staff
• Noting informal welfare check-ins
• Keeping a record of concerns before they escalate to a formal case
• Logging any agreed informal actions

Click the Doc Compliance tab to track time-sensitive staff documents such as ID, DBS checks, right to work evidence, and any other documents with an expiry date.

The summary strip at the top shows: total documents tracked, expired, expiring within 30 days, valid, and IT-blocked documents.

To add a document record:

1. 1Click Add Document.
2. 2Select the staff member, document type, and enter the expiry date.
3. 3Upload the document file if required.
4. 4Save. The document is tracked and will show amber when approaching expiry.

Click the Personal File tab to access the permanent document folder for every registered staff member and volunteer. It opens as a tidy grid of folders — one per person (avatar, department, a file count, and a ⚖ badge if they have any closed cases). Click a person's folder to see their documents grouped into category sub-folders (Onboarding, Contracts, Certificates, ID, Policy, Other) plus a dedicated Closed Cases folder. Open a category to view its files; use Add File (top-right of a person's folder) to upload. The breadcrumb at the top lets you step back up at any time.

The Closed Cases folder lists each resolved disciplinary case for that person — the determination (e.g. No Further Action, Final Written Warning), the close date, the sealed outcome PDF, and a View case link that opens the full case record. Access tiers are unchanged: SA and the Head of HR see and open everything; other HR staff request time-boxed view/delete access per document.

• Use the search box at the top to find a staff member by name or department.
• Click a staff member's folder to view, upload, or download their documents.
• HR, IT, and Head of Operations can upload and view documents.
• Documents in this directory are archived automatically when a staff member is offboarded — they are never deleted.

Click the Directory tab for a clean, searchable list of all registered staff — useful for quickly finding contact details or verifying a staff member's department and role.

• Use the search box to find a staff member by name.
• Use the department dropdown to filter by department.
• Each card shows the staff member's name, department, role, and contact details.

The Digital IDs section (sidebar item Digital IDs) is where HR reviews and approves staff & volunteer digital ID-card requests before they are issued. When a staff member submits their ID details, a job appears here for HR sign-off.

Each request moves through a clear status flow:

Reviewing a card. Click Review Card to open the review panel. The front and back each have a View button that opens the image in-page — click the image to zoom to full resolution (click again to fit) so you can read every detail. From the panel:

• Verify & Approve — confirms the card, delivers it to the staff member (email + in-app notification with a 14-day download link), files a copy to HR, and marks it Delivered.
• Return to Comms — sends it back for correction with your note. The Communications team is emailed automatically (and you're emailed when they first submit), so the hand-off works even when no one is on the board at that moment.

All recruitment is managed through the HR Operations Monitor — a secure, PIN-protected section of the DTTASA staff portal.

1. 1Log in to the DTTASA portal at portal.dttasa.org using your staff email and password.
2. 2From the main dashboard, click HR Operations Monitor in the navigation menu.
3. 3You will see a Security Verification screen. Enter your 4-digit security PIN using the on-screen keypad and click CONFIRM.
4. 4You have 3 attempts. If all three are used, your access will be suspended and you must contact IT Support to reset it.

Once inside, you will see a horizontal scrollable navigation bar running across the top of the page, just below the header. This bar contains all the sections of the HR Operations Monitor.

The sections relevant to recruitment are:

Click any tab to jump to that section. Use the left and right arrow buttons at the ends of the navigation bar to scroll through all available tabs.

Before any candidate can be added to the pipeline, a Recruitment Request must be created for the position being filled. Think of this as registering the vacancy.

1. 1Click the Recruitment tab in the navigation bar at the top.
2. 2On the right panel under Recruitment Requests, click the + New Request button.
3. 3A form panel will open. Fill in the details:

1. 4Click Open Request. The new position card will appear immediately.

The recruitment card shows the position title, department, contract type, how many candidates have been started versus the headcount target, and whether the request is open or closed.

Once a recruitment card is open, you can begin adding candidates. You can add one or multiple candidates at the same time.

1. 1Find the recruitment card for the relevant position and click Start Processing.
2. 2A form opens. First, enter the number of candidates you want to add in this batch. Click Next →.
3. 3For each candidate, fill in their details. Required fields are marked below:

1. 4Click Confirm & Move to Onboarding. All candidates are entered into the pipeline at Stage 1 — Application Received.

On submission, each candidate automatically receives:

• A DATN code (e.g. DATN-2026-00001-AB) — their public tracking number
• An IATN code — your internal reference number

Click the Pipeline tab in the navigation bar to see all active candidates across all stages.

At the top of the Pipeline section you will find:

• A search box — search by candidate name or tracking code
• A stage filter dropdown — filter to show only candidates at a specific stage, or "My Applicants" to see only the cases assigned to you
• A record count showing how many applicants match your current filter

Each candidate appears as a row showing their name, the position they applied for, their current stage, and their DATN code.

Click View Details on any row to open the Applicant Drawer — a panel that slides open on the right side of the screen. This is where all case management takes place.

Inside the Applicant Drawer you will see:

• The candidate's full name and tracking codes at the top
• A visual stage indicator (1–13) showing completed, current, and future stages
• Full applicant details (name, email, phone, department, contract type)
• Sections for References, Stage Documents, Stage History, and Notes
• Action buttons at the bottom based on the current stage

Every candidate moves through a numbered stage system from 1 to 11 (or ends at 12/13). Here is what each stage means and what action moves them forward.

When you click Advance to: Interview Scheduled at Stage 3, an Interview Scheduling form opens automatically. Fill in the following:

Click Confirm & Advance. The candidate automatically receives a formatted interview notification email containing all the details you entered.

From Stage 7 onwards, the References section is visible inside the applicant drawer. There are three default reference slots: two Professional and one Character.

To add a referee:

1. 1Scroll to the References section inside the applicant drawer.
2. 2Click Add Reference.
3. 3Enter the referee's name, email, phone number, their relationship to the candidate, and their organisation.
4. 4Save. The referee card will appear with status set to Pending.

To update a reference status:

1. 1Find the referee card.
2. 2Click the status dropdown and change it to Verified or Unsatisfactory.
3. 3If marking Unsatisfactory, you will be prompted to enter a reason.

To add a note on a referee (e.g. "Called twice, no response"):

1. 1Click Add Note on the referee card.
2. 2Type your note and save. Your name and the date are recorded automatically.

At Stage 9, once the onboarding checklist is complete, the candidate must be submitted to the IT team for system registration before they can officially start.

1. 1Open the applicant drawer and ensure the Onboarding Checklist is fully completed with dates and supporting documents.
2. 2Click Submit to IT Board. A confirmation form will appear pre-filled with the candidate's details.
3. 3Review and update any fields as needed. The following must be confirmed before submitting:

1. 4Click Submit. IT receives the request on their board with a monitoring ID (e.g. ITR-2026-001).

The candidate moves to Stage 10 — Onboarding Scheduled. You will see a lock indicator in the applicant drawer: "Record Locked — Pending IT registration completion." This is normal and expected.

To monitor progress, click the IT Tracker tab. Once IT marks the candidate as Registered, the pipeline automatically advances to Stage 11 — Hired / Started.

Rejection is available from Stages 1 through 8. It moves the candidate to Stage 12 and sends them a rejection notification.

1. 1Open the applicant drawer.
2. 2Click the Reject button.
3. 3Type the reason for rejection in the text box.
4. 4Click Submit Rejection.

Aborting is used when an application cannot proceed for reasons other than a standard rejection — for example, the candidate withdrew, the position was cancelled, or they failed a background check.

1. 1Open the applicant drawer.
2. 2Scroll to the bottom of the drawer and click Abort Application.
3. 3Enter a clear reason (minimum 20 characters). Examples: "Candidate withdrew from the process", "Position cancelled due to budget change".
4. 4Click Confirm Abort.

The record is archived and the candidate's public tracking status updates to "Application Closed".

If a stage was advanced in error, or you need to return to a previous stage to complete something:

1. 1Open the applicant drawer.
2. 2Click the amber Back to Stage [N-1] button visible near the action buttons.

Adding a note:

1. 1Open the applicant drawer and scroll to the Notes section.
2. 2Type your note and click Add Note. Your name and date are automatically recorded.
3. 3You can edit or delete your own notes at any time.

Viewing stage history:

Scroll to the Stage History section inside the applicant drawer. Every stage transition is logged here showing who made it, when, and any reason provided. This gives a full audit trail for each applicant.

Stage Summary

Who Can Do What

When you click Advance to: Shortlisted at Stage 2, the system does not advance the candidate immediately. Instead, an Interview Availability modal opens automatically. This modal allows you to propose a set of available interview slots to the candidate before committing to any single date.

This two-step process ensures the interview is scheduled at a time that works for both parties, reducing no-shows and last-minute rescheduling requests.

Step 1 — Define your available slots

1. 1Click Advance to: Shortlisted in the applicant drawer at Stage 2. The Interview Availability modal opens immediately.
2. 2Click + Add Slot and enter a date and time for each slot you are offering. You must add at least one slot; you may offer up to five. Choose slots that you can genuinely commit to — the applicant will pick from exactly these options.
3. 3Set the Response Deadline. The default is 7 days from today. Adjust this if you need a faster response — for example, set 3 days for an urgent role.
4. 4Click Confirm & Send. The system generates a unique, time-limited link and emails it to the applicant automatically. The candidate moves to Stage 3 — Shortlisted at this point.

Step 2 — Applicant responds

The applicant receives an email containing their personalised availability link. They click the link, visit portal.dttasa.org/interview-availability.html, and select one of the slots you offered. They cannot propose their own date — they choose from your offered options only.

Step 3 — Confirm the date in the drawer

1. 1Open the applicant drawer at Stage 3. Scroll to the Interview Availability panel.
2. 2The applicant's chosen slot appears with a Confirm Date button. Review the date and time.
3. 3Click Confirm Date to lock in the selection. The panel status changes to CONFIRMED.

If the link expires with no response

If the applicant does not respond before the deadline, the link becomes invalid. The Interview Availability panel will show an Expired status. You can issue a fresh set of slots by clicking Resend / New Request — this generates a new link and resets the deadline. There is no limit to how many times you can resend.

Step 4 — Advance to Interview Scheduled

Once the date is confirmed, you are ready to schedule the interview formally. Click Advance to: Interview Scheduled. The Interview Scheduling form opens (see Part 07), pre-populated with the confirmed date and time. Complete the platform details and click Confirm & Advance. The applicant receives a full interview details email and moves to Stage 4 — Interview Scheduled.

From Stage 6 — Offer Made onwards, the applicant drawer includes an Applicant Portal strip. This feature allows you to provision a dedicated, secure online portal for the candidate — giving them a structured space to complete onboarding tasks, review documents, and submit personal information.

The applicant portal is separate from the main DTTASA staff portal and is accessed by the candidate at portal.dttasa.org/applicant-portal-login.html using a temporary password sent to them by email.

Locating the Applicant Portal strip

Open the applicant drawer for any candidate at Stage 6 or later. A gold "Applicant Portal" strip appears below the applicant details. If no portal has been created yet, the strip displays "Portal not yet created" and a gold Create Portal button.

Creating the portal

1. 1Click Create Portal in the Applicant Portal strip. The system navigates you to the Applicant Portals section (applicant-portal-admin.html) and automatically selects this applicant's record in the creation form.
2. 2Review the pre-filled form details — name, email, position, and department are pulled from the recruitment record. Adjust any fields if necessary.
3. 3Click Create. The system then performs the following actions automatically:

1. 4Once creation is complete, return to the applicant drawer. The portal strip now shows an Open Portal button. Click this at any time to jump directly to the applicant's portal record in the Applicant Portals section.

Pre-creation checks

Before attempting to create a portal, ensure the applicant record contains all of the following fields. The system will block portal creation and display a notification if any are missing:

Duplicate portal protection

Accessing and managing portals

All created applicant portals are managed from the Applicant Portals section of the HR Operations Monitor. From there you can:

• View the status of each task the applicant needs to complete
• Review and approve uploaded photos and documents
• See whether the applicant has logged in and when they last accessed the portal
• Send additional documents for signing via the Document Signing Board integration
• Monitor completion of the reference details form

The Start Processing (Add applicant) button on a recruitment request card stays open and unlimited while you are working through the pipeline. You can keep adding new applicants for as long as you need — drop-outs, no-shows, and rejections no longer force you to manually reopen the request.

The button only closes permanently when an applicant from this specific request actually reaches Stage 11 — Hired / Started. The system tracks this via an internal recruitmentRequestId link stamped on every applicant when they enter the pipeline, so every hire is correctly matched back to its originating request.

The Head of HR sets the Department and Role / Position Title once, on the recruitment request itself. Every form downstream of that — the Add-applicant per-candidate form, and the IT Registration form when the applicant becomes staff — shows these fields as read-only locked values with a gold lock icon.

This eliminates the wrong-data-entry risk where an HR or IT user could accidentally type a different department or job title when processing a candidate. The single source of truth is the request, not the per-applicant record.

When a recruitment request closes because the headcount has been met, the Head of HR (and Super Admin) can still increase the headcount — for example, when funding unlocks a second hire for the same role. This is a deliberate, audited action.

1. 1On the closed request card, click Edit Headcount (gold button — only visible to HoHR / SA).
2. 2Enter the new headcount target. Must be greater than the already-hired count.
3. 3Enter a reason (minimum 20 characters). This is mandatory and is archived to All Docs.
4. 4Click Update Headcount & Archive Reason.

When the new target rises above the already-hired count, the request reopens — the Add-applicant button becomes available again, and the soft-flag on any remaining applicants is cleared so they can still be considered.

When you click Check Duplicates after adding new candidates, the system now runs a third check alongside the existing active-pipeline and archived-application checks: it queries the Deleted Users Registry for any prior match on the candidate's name, email, or applicant ID.

If a hit is found, a distinct red callout appears at the top of the duplicate-check results:

This is a warn-and-proceed check — HR can still click Proceed Anyway to add the candidate (for example, if the cooling-off period has elapsed per DDCP §21). Every override is silently audited with action: 'rehire_warning_overridden' on system_audit_log so SA can review later if needed.

For volunteer roles you want to advertise externally on idealist.org, the portal provides a per-department template that mirrors Idealist's 6-phase posting form. It lives as a tab inside HR Assistant — open HR Assistant from the main dashboard, then click the Idealist Template tab in the side navigation.

Commitment standard: every DTTASA volunteer posting is set to minimum 20 hours per week on a minimum 12-month renewable engagement. The template fills this into the Commitment Details field and into the description automatically.

Reporting structure on every posting: the system also adds a standard reporting-line clause to every department's responsibilities so applicants understand the structure before they apply:

The Volunteer Management & Engagement Manager is a cross-org role — they manage every volunteer in every department (excluding Heads). They handle daily tasks and information flow, book and conduct probation reviews (alone or with HR), schedule interviews, and assist HR on all volunteer-related matters.

1. 1Open HR Assistant → click Idealist Template.
2. 2Pick the department from the grid. Governance is intentionally excluded — founding-executive roles are never advertised externally.
3. 3The page pre-fills all 6 Idealist phases: opportunity name, full description (mission + 20h/12mo commitment + responsibilities with VM&E reporting line + qualifications + benefits), location, screening questions, auto-response, skills (10), cause areas (5), and software requirements.
4. 4Use the copy buttons next to each field to paste straight into Idealist's posting form. The "Volunteers Needed" field auto-populates from any open recruitment request matching this department.
5. 5Once posted on Idealist, click Mark Posted & Notify → paste the live Idealist URL → select the matching recruitment request (or leave blank if none exists yet). Submit.

What happens on Submit:

Time-based HR alerts — recruitment SLA breaches, probation deadlines, IT registration overdue, sick certificate missing day-4+, volunteer 14-day absence, mandatory training overdue, document-review overdue — are now generated by a scheduled hourly server-side scan. You no longer need to be logged in to HR Ops Monitor for these to surface.

Spam control: an alert won't re-fire its push within its cooldown window — red = 24h, amber = 7d, gold = 30d. The alert row's lastSeenAt still updates every scan so HR Ops Monitor's alert ribbon shows current state, but the same condition won't notify you twice in the same window.

The Applicant Portals section (sidebar item Applicant Portals) is where HR opens and reviews each applicant's own live portal — the secure space an applicant uses to submit photos, ID, references and documents. This is distinct from the Document Signing Board (PART 16 covers creating the portal; this is where you review what the applicant has submitted into it).

1. 1Open the Applicant Portals tab — it lists every active applicant portal with its status.
2. 2Select an applicant to open their portal review. You see exactly what they have submitted — photo & ID for verification, reference progress, and any documents.
3. 3Verify or return each item from here. Photo/ID verification feeds the same records as the dedicated Photo & ID review.

Until now, any HR staff member could open and publish a recruitment request from the HR Operations Monitor. Effective 26 May 2026, every recruitment request — internal contract, external advertisement, or volunteer call — is routed for Head of HR approval before publication.

The reason is governance accountability. The Head of HR is the single point of responsibility for who DTTASA hires and on what terms. The portal now enforces that contract on every recruitment record, so neither HR nor Operations can publish a role to Idealist, the volunteer-opportunities page, or the internal pipeline without the Head of HR's express signoff.

1. 1Draft on HR Assistant. Use the Interview Question Library + Idealist Posting Template to shape the role. Pull the rubric for the target department. Lock the role definition before raising the request.
2. 2Open the request in HR Ops Monitor → Recruitment. Fill in the role, dept, contract type, headcount, salary band, key dates. Submit.
3. 3System routes to the Head of HR. Status becomes Awaiting HR Lead approval. The Head of HR is notified in-portal + via email at hr@dttasa.org.
4. 4Head of HR reviews in HR Head dashboard → Recruitment Reviews. They either approve, return with notes, or reject.
5. 5On approval the role becomes active and downstream actions are unlocked: post to Idealist (use HR Assistant's Idealist template), publish to the volunteer-opportunities page via Comms, accept applications via the public applicant flow.
6. 6Once filled, the role status moves to Filled and the staff/volunteer onboarding pipeline takes over.

• HR opens a request → in-portal alert + email to hr@dttasa.org (Head of HR) + info@dttasa.org (SA awareness).
• Head of HR approves → in-portal alert + email back to the requesting HR member + Comms is notified to pick up the role.
• Head of HR returns with notes → in-portal alert + email back to the requester with the notes attached.
• Idealist posted → in-portal push to SA, support@dttasa.org, all HR users, and the VMEM.
• Executed contract → email back to hr@dttasa.org for filing + audit row in system_audit_log.

The Head of HR sees the queue at hr-head.html?id=recruitment-reviews (or directly in their dashboard sidebar). Each pending review shows the full draft, the requester, the date submitted, and a side panel of similar past roles for context. Approve / Return / Reject each have a mandatory note field — the note is preserved in the audit trail.

The Head of HR can flip an Away toggle in their dashboard. While Away, the queue routes to the SA as a 24-hour escalation. Do not attempt to bypass the queue — even if the Head of HR is on leave for a month, the SA fills in. The system records who actually approved (HR Lead or SA acting in their stead) on every record.

True emergencies (e.g. a safeguarding-driven hire) go through the SA directly. Open the request, mark the urgency flag, and message the SA + Head of HR on the confidential channel. The SA can override the queue with a single click — but the override is logged and reviewed at the next Governance meeting.

Every state change writes to system_audit_log with: requester uid + name, dept, action (opened / submitted / approved / returned / rejected / published), timestamp, and any approval-note. The Head of HR's email and the Idealist URL (once posted) are stored alongside so the full provenance of every hire is preserved.

If you suspect a hire bypassed the workflow, raise it on the SA's escalation channel and the SA will pull the audit trail.

The Reference Requests board is a digital system for collecting referee details from recruitment applicants. Instead of emailing a PDF form and waiting for an email attachment back, HR sends each applicant a unique secure link. The applicant visits the link, fills in their referee details online, signs digitally, and submits. HR then reviews the response directly in the dashboard and generates a compressed PDF that is archived to the Org Document Board automatically.

Who can use this feature:

Form sections the applicant completes:

Link lifecycle:

Links expire automatically after 14 days and are deleted from Firestore. Completed forms are archived to the Org Document Board after 3 months.

The Reference Requests feature must be enabled before any forms can be sent. This is a one-time configuration step performed by the Head of HR or an SA.

1. 1Go to HR Ops Monitor → Ref Requests in the sidebar.
2. 2Click the Feature Config panel at the top (visible to Head of HR and SA only).
3. 3Click Enable Reference Requests. The board will become active immediately — qualifying applicants will appear in the "Forms Not Yet Sent" group.
4. 4To disable the feature at any time, return to the config panel and click Disable. Existing sent links continue to work; no new forms can be sent.

SA Test Email Override

SA users see an additional panel: SA Test Email. Enter any email address here to redirect all reference form emails to that address instead of the applicant's real email. This allows you to test the full flow without contacting real applicants. The amber "SA Test Mode active" badge appears on send/remind modals when an override is active. Clear the field to revert to normal delivery.

Qualifying applicants appear in the "Forms Not Yet Sent" group on the board. Each card shows the applicant's name, current pipeline stage, and a Send Form button.

1. 1Find the applicant in the "Forms Not Yet Sent" group.
2. 2Click Send Form. A confirmation modal opens showing the applicant's name and the recipient email address.
3. 3Confirm by clicking Send Link. A unique 14-day link is generated and saved. Your email client opens with a pre-drafted message — send it.
4. 4The applicant card moves to the "Sent" group with a Pending badge and an expiry countdown.

What the applicant receives: A unique URL in the format portal.dttasa.org/applicant-ref-form?token=…. The page shows the applicant's name, email, and position pre-filled. They complete the form, sign digitally, and click Submit. No login is required — the token is the security gate.

Once a form is sent, the applicant card moves to the "Sent" group. From here you can monitor status and send reminders.

Sending a reminder:

1. 1The Send Reminder button appears on a Pending card after 24 hours have passed since the form was sent.
2. 2Click it to open the reminder confirmation modal.
3. 3Click Send Reminder. The reminder count is recorded and a reminder email opens in your email client.

When an applicant submits their form, the card status changes to Received and a View Response button appears. Click it to open the full-height review panel.

1. 1Click View Response on the applicant's card. The review panel slides in from the right.
2. 2Read through all submitted sections — Applicant Information, Professional References 1 & 2, Character Reference, and the Declaration with signature.
3. 3Scroll to For Official Use Only (below the dashed divider). Complete all required fields:

4. 4Click Submit Review & Generate PDF. The system will:

Archival: After 3 months, reviewed link documents are automatically archived — the entry in the Org Document Board remains permanently. The card is removed from the Ref Requests board to keep the view clean.

The DTTASA rota system manages weekly shift schedules for all departments. Rotas are built as drafts by Department Leads, reviewed, and then approved by the Head of HR before they become the published schedule for that week.

The process follows this flow every week:

1. 1Department Lead opens the Rota Builder and builds a draft for their department for the coming week.
2. 2Department Lead submits the draft for approval.
3. 3Head of HR reviews the draft and either approves it or sends it back with comments.
4. 4Once approved, the rota is published and visible to all staff in that department on their Mission Control dashboard.

For Department Leads:

1. 1Log in to the portal at portal.dttasa.org.
2. 2From Mission Control (the main dashboard), click Rota Builder in the navigation menu. This item is only visible to Department Leads and HR staff — it does not appear for regular staff.
3. 3The Rota page loads showing your department's current and past rotas.

For Head of HR reviewing pending drafts:

1. 1Log in to the HR Operations Monitor at portal.dttasa.org/hr-ops-monitor.
2. 2If there are drafts awaiting your approval, a gold My Rota Drafts tab will appear at the left of the navigation bar with an amber badge showing the count.
3. 3Click My Rota Drafts to review pending submissions.

From the Rota Builder page, follow these steps to build a weekly rota for your department:

1. 1Click New Rota Draft (or the equivalent create button). Select the week start date — rotas run Monday to Sunday.
2. 2Your department's staff appear as rows in the rota grid. Each column is a day of the week (Mon–Sun).
3. 3For each staff member, click the cell for the days they are working and assign their shift. You can:

• Click a cell to set a shift time and type
• Click Use Permanent on a staff member's row to auto-fill their permanent working days and shift from their profile — this saves time for staff with fixed schedules
• Leave a cell blank for a day off
• Mark a cell as leave if the staff member has approved leave that day

1. 4Each staff member's row shows their total scheduled hours for the week updating as you assign shifts. Ensure this matches or reasonably aligns with their contracted hours.
2. 5Review the completed draft. Each shift cell shows the shift type and times. Days off show as blank or marked.

Once you are satisfied with the draft:

1. 1Click Submit for Approval.
2. 2Add an optional note to the Head of HR if there is anything to flag (e.g. staffing changes, cover arrangements, or unusual patterns).
3. 3Confirm. The draft is submitted and its status changes to Pending Approval.

The Head of HR is notified and the draft appears in their My Rota Drafts queue.

When drafts are pending, the My Rota Drafts tab appears with an amber badge in the HR Operations Monitor navigation bar.

1. 1Click My Rota Drafts to open the queue.
2. 2Each pending draft is shown as a card with the department name, week covered, submitting lead, and submission time.
3. 3Click Review on a card to open the full rota grid and inspect the assignments.
4. 4Check that:

• All staff have appropriate shift assignments for their working days
• Scheduled hours align with contracted hours
• Staff on approved leave are correctly marked
• No staff appear on days they are not contracted to work

1. 5Click Approve to publish the rota. Staff in that department can now see their shifts.
2. 6Or click Reject to return the draft. You must enter a reason — this is sent to the Department Lead so they know what to fix before resubmitting.

A carry-forward occurs when a staff member works fewer or more hours than their rota scheduled for a given week. The system records this deficit or surplus and it is carried into the following week's rota calculation.

Carry-forwards are visible in the Rota Builder when building the next week's draft. They appear alongside each staff member as a positive or negative hours figure:

Every staff member has a permanent shift profile that defines their standard working days, shift type, and start/end times. This is set during IT registration and can only be changed by the Head of HR from the HR Head Dashboard.

To update a staff member's permanent shift:

1. 1Go to portal.dttasa.org/hr-head (the HR Head Dashboard).
2. 2Navigate to the Shift Settings tab.
3. 3Find the staff member using the search box or filter. Staff with no shift set show a red border and a gold Set Shift button. Staff with existing shifts show their current shift details and an Edit button.
4. 4Click Set Shift or Edit. A modal opens with the following fields:

1. 5Click APPLY SHIFT (for a new shift) or SAVE CHANGES (for an edit). Changes take effect immediately.

The following shift types are available when assigning shifts in the Rota Builder or setting a permanent shift profile:

The exact start and end times are set per staff member in their shift profile — the shift type is a category label, not a fixed time. Two staff members can both be MORNING but start at different times depending on their individual contract.

Apply Credit is the official way to spend hours from a staff member's banked credit balance (hoursOver) against their rota — either covering a planning gap on a draft week, or shortening a single published shift. It always requires a typed reason and writes a full audit trail. Credit can never silently change without an explicit click.

Two distinct paths exist depending on the week's status:

Everywhere in the system that shows a user's credit — the row card's Hours Banked, the Apply Credit preview, the modal's Current credit, the SA Hours Management balances — uses NET credit, not raw hoursOver:

When you are building or reviewing a draft week, every user row whose net credit can cover a planning gap shows an Apply Credit button under their Balance badge. The button appears in three scenarios:

Steps to apply:

1. 1Open the draft week in the Rota Builder. Identify a row with the gold Apply Credit button.
2. 2Click Apply Credit. A modal opens showing the user's name, current shift assignment, current net credit, and the proposed application amount.
3. 3Type a clear reason (minimum 6 characters required). If you leave it blank, the field shakes, turns red, and the action is refused.
4. 4Click APPLY CREDIT.

What happens on confirm:

• Net credit decreases by the applied amount.
• The user's permanent shift days for that week auto-fill with OFF — visually signalling "intentionally off, covered by credit". Approved-leave cells are never overwritten.
• A creditLedger entry is appended (type rota_credit_apply or rota_reconcile) with the full before/after numbers and your reason.
• A parallel system_audit_log row is written.
• The button is replaced with a green ✓ "X.Xh credit applied to this week" pill — you cannot re-apply on the same row again without a refund.

If you change your mind before the rota is published, deleting the draft automatically refunds every row-level credit application on that week. You don't need to manually adjust balances.

1. 1From the Rota Builder Archives panel, find the draft for the week you want to undo.
2. 2Click 🗑️. The confirm dialog warns that all credit applied on this week will be refunded.
3. 3Confirm. The draft is deleted, every affected user's net credit is restored, and a rota_draft_delete_revert entry is appended to their creditLedger so the audit trail is preserved.

Once a rota is published, the row-level button disappears. Instead, every TIMED-shift cell (Morning / Afternoon / Evening / Full Day / Overtime / Training / Shadowing) carries a small gold hand-holding-dollar icon in the corner — visible only to SA and Head of HR. This is how you reduce a published shift without unpublishing the whole rota.

1. 1On a published rota cell, hover (desktop) or tap (mobile) the gold dollar icon.
2. 2The modal opens with the current shift times (e.g. 09:00 AM → 12:00 PM, 3.0h), the user's net credit, and the maximum applicable hours.
3. 3Enter how many hours of credit to apply (0.25 increments). The live preview shows the new shift end time and the credit balance after.
4. 4Type a reason (≥ 6 characters — same required-field rule as the row-level path).
5. 5Click APPLY CREDIT.

What happens on confirm:

• The shift's end time pulls back by N hours. The start time is never changed.
• The cell remains padlocked and published — only the time changes.
• Credit drops, ledger appends (type rota_cell_credit_apply), audit log row written.
• The affected user receives an in-portal notification AND an email with a clear before/after table and your reason.

The Workforce Grid is a live table of all registered staff. It updates in real time and is the central place to get a full picture of your workforce at any moment.

1. 1Click the Workforce tab in the navigation bar at the top of the HR Operations Monitor.
2. 2The grid loads with all staff. Each row shows a full summary of that staff member.

The table columns are:

Above the workforce grid, use the search box to find staff by name, employee ID, or department. Results update as you type.

Below the search box, filter chips let you narrow the view:

The total number of matching staff is shown next to the section label, updating as you change filters.

Click the Probation tab to manage all staff currently in their probation period. All new starters (except Governance) begin on a 90-day probation.

Each probation card shows:

• Staff member name and department
• Join date and days in service
• Number of days remaining on probation
• A progress bar showing how far through the probation period they are
• Probation review actions

Failed Probation: Staff whose probation period has ended without a review completed appear in the red Failed Probation sub-section below the main probation cards. These require immediate attention.

Review History: Below the probation cards, the Review History table shows a full record of all past probation reviews including outcome, notes, who reviewed, and the date.

When a staff member's probation is due for review, their card will show a review prompt.

1. 1Find the staff member's card in the Probation section.
2. 2Click the review action button on their card.
3. 3Select the outcome: Pass, Extend, or Fail.
4. 4Add review notes — these are recorded in the Review History and may be referenced in future.
5. 5Confirm. The staff member's probation status updates immediately.

On a Pass: The staff member's probation is marked complete. A certificate can be issued from the Certificates tab.

On an Extend: The probation period continues for the specified extension period.

On a Fail: The record moves to the Failed Probation section for further HR action.

Click the Attendance tab to view a daily attendance record for any date.

1. 1Select a date using the date picker at the top.
2. 2Optionally filter by department using the dropdown.
3. 3Click Load. The attendance table populates for that day.

The attendance table columns are:

Performance Management

Click the Performance tab to view and record staff performance reviews.

At the top of the section, four summary figures show: total reviews recorded, average rating across all staff, number of active Performance Improvement Plans (PIPs), and pending reviews.

To add a performance record:

1. 1Click Add Record in the top right.
2. 2Select the staff member, enter the review date, rating, and any notes.
3. 3Save. The record appears in the performance list.

Training & Development

Click the Training tab to view training records. The summary strip shows total records, completed, expiring within 30 days, and overdue training.

To add a training record:

1. 1Click Add Record.
2. 2Enter the staff member, training title, provider, category, completion date, and expiry date if applicable.
3. 3Save. The record appears in the training table.

The training table columns are: Employee, Training Title, Provider, Category, Completed, Expiry, and Status.

The Leave Balance Management section (under the Leave tab) shows every staff member's annual leave allocation, usage, and remaining hours.

How allocated hours are calculated:

• The system first looks for an explicitly set totalHours value in the staff member's leave balance record.
• If that figure is 0 or not set, it automatically calculates the entitlement from the Leave Policy configured in system/leavePolicy.
• The calculation matches the staff member's contract type and contracted weekly hours against the entitlement rules (e.g. Full-time Staff 40h+ = 21 days).
• Daily hours are derived from: contracted weekly hours ÷ working days per week.

To override a balance manually, click the edit icon on any staff card and adjust the hours directly. Manual figures always take precedence over the policy calculation.

The Shift Pattern Auditor (under the Workforce tab) provides a live comparison of contracted weekly hours against actual hours worked this week for every staff member.

• Green = on target (≥90% of contracted hours)
• Amber = 10–40% under contracted hours
• Red = more than 40% under contracted hours

The sparkline bars show the last 4 weeks of history at a glance. Use the All / Under Target toggle to focus only on staff not meeting their hours.

The Hours Compliance panel (under the Time Intelligence section) shows a breakdown of contracted vs. worked hours per staff member with a selectable period:

The Onboarding Checklist section tracks onboarding progress for two groups:

• Pre-Registration Candidates — applicants from the Recruitment Pipeline at stages 9–11 who have not yet been registered on the system.
• New Joiners (Registered · Last 90 Days) — staff who have been registered and joined within the last 90 days.

Each card shows: candidate name, position, checklist progress percentage, individual step completion (tick each step), and supporting document upload options.

Archival after 30 days:

1. 1When all checklist steps are ticked, the system records the completion date automatically.
2. 230 days after all steps are complete, the record is automatically archived to the Org Documents dashboard under the Onboarding category.
3. 3The card disappears from the Onboarding Checklist section. The candidate is then tracked via the Application Tracking section.

The Succession & Workforce Planning section (at the bottom of the HR board) provides a live organisational health snapshot.

DTTASA's role tier ladder runs L5 SuperAdmin → L4 Head of Department → L3 Deputy Lead → L2 Observer → L1 Staff. The Deputy Lead tier was introduced 2026-05-25 to give every department a designated 2IC who can act for the Head when the Head is unavailable.

Scope rule (SA-defined): Deputy Lead is a tier, not a per-department role. Every department can have one Deputy Lead. Their authority is confined to their own department — a Deputy of HR cannot authorise Operations actions. Cross-department reads (All Docs, etc.) match what Heads already have.

Heads of department (and the Super Admin) can promote anyone in their own department to Deputy Lead with a single click — no nomination workflow.

1. 1Open the workforce grid in HR Ops Monitor (Head of HR) or any equivalent dept dashboard. Click a staff member's row to open their profile drawer.
2. 2Click Make Deputy. Confirm.
3. 3The user is instantly elevated to L3. They receive an in-app notification. SA gets an FYI notification. An audit row is written to system_audit_log with action: 'deputy_lead_promoted' + actorRoleTier: 'head'.

Revoking works the same way — the Revoke Deputy button replaces the Make button on the drawer once a user is an active Deputy. A reason of at least 10 characters is required, and the audit row carries it.

The Live Presence section (sidebar item Live Presence, role-gated) is the real-time companion to the Attendance Log. Where the Attendance Log is the historical record, Live Presence shows you who is on shift right now, drawn live from the activeShifts collection.

1. 1Open the Live Presence tab. A green badge on the nav item shows how many staff are currently clocked in.
2. 2Each row shows the staff member, their scheduled shift window, the time they clocked in, and a live status pip.
3. 3Late starts for today are flagged so you can follow up during the working day rather than after the fact.

The HR Document Library is a centralised store of HR-managed documents — templates, policies, job descriptions, offer letters, onboarding forms, and more — accessible from three locations on the Portal:

• SA Control Centre — Full access for Internal Administrators
• Head of HR Dashboard — Full upload, push, and delete access for the HR Lead
• HR Operations Dashboard — View, preview, download, and push access for all HR department staff

The library is shared across all three dashboards — any document uploaded from one location is immediately visible in all others. There is no separate library per dashboard.

Access to the library is role-gated. The table below summarises what each role can do:

Only Internal Administrators and the Head of HR can upload documents. The Upload button is visible only to these roles.

1. 1Click the Upload Document button at the top-right of the Document Library section.
2. 2In the upload modal, either click the drop zone to browse your files or drag and drop a file directly onto it. Accepted formats: PDF, Word, Excel, PowerPoint, CSV, and common image types.
3. 3Enter a clear Title (required). This is what staff and applicants will see when the document is pushed to them.
4. 4Optionally add a Description — a brief note on what the document is and its intended use.
5. 5Select a Category from the dropdown (e.g. Job Descriptions, Offer Letters, Policy Documents). If none fits, choose + Custom category… and type your own.
6. 6Optionally add Tags to make the document easier to search — type a tag and press Enter or comma to add it. Tags appear as chips below the input.
7. 7Click Upload & Save. A progress bar will appear. On completion, a success screen confirms the document has been saved to the library and it appears instantly in the grid — no page reload needed.

Every document card in the library has two action buttons available to all roles:

Any HR staff member, Head of HR, or Internal Administrator can push a document to one or more staff members. When a document is pushed to a staff member, it appears in their My Hub page under the Shared Documents section, and they receive an in-portal notification.

1. 1On the document card, click the Push button.
2. 2The Push modal opens on the Staff Members tab by default, showing all active staff (excluding Governance members).
3. 3Use the search bar to filter by name. Click a staff member's row to select them — a gold tick will appear on their row. Click again to deselect.
4. 4The count of selected recipients is shown at the bottom of the list. You can select multiple staff members before pushing.
5. 5Click Push to Selected. Each selected staff member will receive the document in their My Hub and an in-portal notification.

Documents in the Job Descriptions category can be pushed directly to an applicant's portal. This places the document in the dedicated Job Description slot of their portal, triggers a portal message, and sends them a notification email.

1. 1On a Job Descriptions document card, click Push.
2. 2In the Push modal, click the Applicant Portals tab. Only active applicant portals are listed.
3. 3Search by applicant name and click to select. A gold tick confirms selection.
4. 4Click Push to Selected.

When pushed, the following happens automatically:

• The document is placed in the Job Description slot of the applicant's Documents tab in their portal.
• A portal message is written to their Messages tab: "Job Description Available — Please Read & Acknowledge" with the filename and full instructions.
• A notification email is sent to the applicant's registered email address. The email says only: "An update has been made to one of your documents — please log in to your portal." It does not reveal the document title or content for security reasons.
• The applicant's unread message count increments — the bell icon in their portal will show a new message.

Only Internal Administrators and the Head of HR can delete documents. Deletion is permanent — the file is removed from Firebase Storage and the record is removed from the library.

1. 1On the document card, click the Delete (bin) icon.
2. 2Head of HR only: A reason field appears. Enter a clear reason for deletion — this is saved permanently and cannot be edited later.
3. 3Click Delete Document to confirm. The document is immediately removed from the library across all dashboards.

HR Assistant is a single page (hr-assistant.html) that bundles together the daily-use tools the HR team needs without each one being a separate page. It is restricted to HR Department, IT Department, and Super Admin — others see an access-denied screen.

The page is structured as a side-nav of tabs (top of page on mobile). Each tab is one tool. State persists between sessions — the tab you were last on reopens automatically.

There are two entry points:

The default tab. A rubric-driven interview-prep tool, one per department. Pick a department + role tier, the page renders the canonical DTTASA interview question bank (10 questions per department), the scoring rubric for each band (Strong Hire → Insufficient), and a per-question probe-hint expander.

• All 11 departments have rubrics (Governance, HR, Operations, IT, Comms, Finance, Logistics, Programs, Support Services, Volunteer Management, Safeguarding).
• Click any question to see the scoring guidance — what makes a strong answer vs a weak one.
• Use during the actual interview as a structured prompt; mark band scores per question.

Pick a source timezone + target timezone + time of day → the page computes the converted time, plus overlap-detection if both teams are working that day. Used for scheduling interviews and cross-dept calls (Nigeria + UK diaspora).

Inputs: contract type, weekly hours, join date, working days per week. Output: pro-rata leave entitlement, dailyHours, totalHours, fullYearHours, and a stored-record vs computed-record diagnosis. Useful when:

• Onboarding a new starter who joined mid-year (pro-rates the entitlement to 31 Dec).
• Investigating a discrepancy between a staff record and what the system actually allocated.
• Quickly checking what a contract change would do to entitlement.

A standard four-function calculator (with %). Designed for quick arithmetic at the HR desk during interviews, leave calculations, or budget conversations. Keyboard support: digits, + − × ÷, Enter/=, Backspace, Esc.

Live time + weather for the ten countries DTTASA operates across, plus search to add any other country. Click any tile to expand it into the focus card showing current temp, conditions, hi/lo, hourly forecast, 7-day forecast, sunrise/sunset, plus next-hour minute-by-minute precip and any active WeatherKit alerts.

Includes an analog/digital clock-view toggle (gold clock icon next to the close button on the focus card). Choice persists in localStorage.

The 6-phase Idealist posting form pre-filled with DTTASA's standard content for the chosen department. Pick a department → all 6 phases populate. Copy each field to clipboard with the per-field copy button. Paste straight into Idealist's posting form on idealist.org.

After posting, click I have posted — record Idealist URL & notify team. A modal opens to:

1. 1Confirm the department (already prefilled from the page) and position title.
2. 2Paste the live Idealist URL.
3. 3Submit. The system writes a row to idealistPostings and the Cloud Function fans out push + in-app + email to: the Secretary General, support@dttasa.org, all HR users, and the Volunteer Management & Engagement Manager (designated by SA on system/orgConfig.vmeManagerUid).

HR Assistant is fully mobile-compatible. On phones (≤640px) the side-nav becomes a horizontal scroll strip at the top of the page, content reflows to single column, modals fill the screen with safe-area inset for the iOS notch / home indicator, and the calculator buttons grow to 56–60px touch targets.

For iOS staff, the bundled app version (1.2 / build 6 onward) carries the same HR Assistant with no separate sign-in required — the auth follows from the main portal.

The Volunteer Management & Engagement Manager (VMEM) is the cross-departmental operational manager of every volunteer in every department — Programs, Comms, IT, Support Services, HR Volunteers, Recruitment Team, Community Development & Fundraising. They are a peer to other Department Heads, reporting directly to the Secretary General. Each volunteer has two reporting lines: a functional line to their dept Head (skill direction, day-to-day task), and an operational line to the VMEM (rota, leave, welfare).

As of 2026-06-01 the VMEM is the first-tier approver for ALL leave — staff and volunteers, not just volunteers. Every request (except an Ops-Head/Dept-Head submitter, SA, or the VMEM's own leave, and unless the VMEM is Away / not designated) is auto-routed with approverTier === 'vmem_then_hr' and surfaces in the VMEM's Leave Queue. HR sees an "Awaiting VMEM decision" notice and the Approve / Decline buttons are disabled — enforced server-side (the firestore rule rejects an HR approval of an un-referred vmem_then_hr request), not just hidden in the UI. The Head of HR (hrLeadFlag) and SA can bypass and approve directly. Regular HR / Head of Ops can only act when:

1. 1The VMEM has toggled Away mode on their dashboard (system/orgConfig.vmemAway === true) — the request auto-routes to HR with an audit breadcrumb.
2. 2The request has been pending for more than 24 hours without a decision — the vmemLeaveAutoEscalate Cloud Function flips it to HR with a notification "VMEM did not respond within 24h".
3. 3The VMEM has explicitly clicked "Refer to HR" on a specific request — usually for policy questions HR is best placed to answer.

Every disciplinary case where the subject is a volunteer is auto-tagged volunteerCase === true. From that moment, two signatures are required to resolve:

• HR Lead signs off via the existing Discipline section in HR Ops Monitor.
• VMEM signs off via the Discipline slab on the Volunteer Management dashboard.

Stage history records both signatures (timestamp + actor email). Neither party can close the case alone. The volunteer's Head of Department is notified but does not co-sign unless explicitly added.

Volunteer probation reviews follow a 3-way pattern: HR + VMEM + Head of Department. The VMEM convenes the review meeting; HR attends to advise on policy; the HoD provides the functional performance perspective. All three sign off on the outcome before probationRecords/{id} closes.

When IT completes a volunteer registration (itRegistrationRequests.status === 'pending_vmem_approval'), the dept selected during registration is held inactive (users/{uid}.deptAssignmentActive === false) until the VMEM approves. HR sees the same volunteer in the recruitment pipeline at Stage 11 with a "→ Awaiting VMEM activation" badge — no HR action required; the badge clears once the VMEM activates the assignment.

When HR initiates offboarding for a volunteer, the modal requires a "VMEM consulted" checkbox plus a free-text consultation note before submission. The VMEM gets a push + email when offboarding starts and again when it completes.

When opening a recruitment request for a volunteer role, HR's modal requires a VMEM capacity-consultation step. The request stays in vmemConsulted: false state until the VMEM provides their capacity opinion (sufficient capacity / suggest amend / defer). Once VMEM signs off, the request becomes open and recruitment proceeds as normal.

HR can take action without VMEM signoff only when one of the three Away conditions in PART 03 is met. In every case the audit log records "VMEM unavailable — HR acting alone" so the chain of accountability remains intact. If HR believes they must act faster than the 24h escalation allows, they should contact the Secretary General (secretary@dttasa.org) for an override.

The Escalated Welfare section (sidebar item Escalated Welfare) is HR's inbox for volunteer welfare concerns that the Volunteer Manager — or Safeguarding — has pushed to HR for involvement. It reads from volunteerEngagement/{uid}/notes, the shared volunteer-welfare record described throughout this guide.

1. 1A red badge on the Escalated Welfare nav item shows how many notes are awaiting HR review.
2. 2Each row links the volunteer, the note, and the manager who escalated it (VMEM, or a redacted Safeguarding flag shown only as "Sensitive case open").
3. 3Review and act on the concern through the normal HR channels (case, leave, or a wellbeing conversation), then close the loop with the VMEM.

There is now a clear chain for volunteer conduct, preserving the Coordinator → VMEM → HR line of authority:

1. 1A Coordinator raises a conduct concern about a member of their own team (Coordinator board → Welfare → "Raise a Conduct Concern"). Coordinators propose — they cannot open cases.
2. 2It lands in the VMEM's triage inbox (Volunteer board → Disciplinary). The VMEM dismisses it, routes it to welfare, or opens a disciplinary case.
3. 3The VMEM can also open a volunteer case directly ("Open Disciplinary Case"). It opens at Stage 1 with HR co-handling, pre-signed by the VMEM (the originator) and awaiting HR — so HR runs the Stage-1 meeting and co-signs.
4. 4From there it follows the normal stages, and the volunteer joint-signoff gate applies (PART 07 of the HR Cases guide): both VMEM and HR sign off to resolve. The VMEM may withdraw a volunteer case at the Stage-1 level.

The HR Operations Monitor has a Compliance & Records group of sections in its navigation — the legal, data-protection and capacity records HR is responsible for. They sit together because they share one trait: access is restricted to Super Admins, the Head of HR, HR Leads, and high-access (Level 4+) users. Other HR staff see clean empty placeholders rather than errors. Governance-department people are excluded from these records by design.

The Clearance section tracks the background-check / vetting status of every staff member and volunteer. The KPI strip shows Total / Clear / Pending / Expired. Crucially, the table auto-surfaces anyone with no record yet ("No record" rows with an inline + to add one), so vetting gaps are visible at a glance.

1. 1Click Add / Update (or the + on a "No record" row).
2. 2Choose the clearance type (Standard / Enhanced Background Check, Reference Verified, Identity Verified, Self-Declaration, DBS Basic, Other), set status (Pending / Clear / Expired / Not required), and add issue + expiry dates and notes.
3. 3Expiry dates render a colour-coded badge so renewals are obvious. Filter by status or search by name/department.

The NDPA Records section logs the lawful basis under which each person's personal data is processed, for Nigeria Data Protection Act compliance. Below the table a "Staff Missing NDPA Records" list flags anyone without an entry, each with an Add button. KPIs: Records / Consent / Contract / Missing.

1. 1Click Add Record and select the staff member.
2. 2Choose the legal basis (Consent / Contract-Agreement / Legitimate Interest), list the data categories processed (e.g. Name, Email, Bank Details), set the basis/consent date and status (Active / Withdrawn / Review needed).

The DSAR section case-manages requests from staff or volunteers to access, correct, or erase their personal data. The statutory 30-day deadline is calculated automatically from the date received and shown as a due-date cell that flips to "Nd left" / "Overdue Nd" badges. The sidebar nav badge shows the number of open requests.

1. 1Click Log Request, enter the requester's name and the request type (Access / Erasure / Rectification / Restriction / Portability).
2. 2Set the received date — the 30-day clock starts here — assign a handler, and update status (Submitted / In progress / Completed / Denied) with notes as you act.

The COI Register is the mandatory log of declared Conflicts of Interest. Each declaration is reviewed and then approved/managed, escalated, or resolved. KPIs: Total / Pending / Escalated.

1. 1Click Log Declaration, pick the staff member and conflict type (Financial Interest / Personal Relationship / External Role / Business Ownership / Other), and write a description (required).
2. 2Set status (Pending review / Approved / Escalated / Resolved). Your name is auto-stamped as the reviewer.

The IP / NDA section tracks whether every eligible staff member / remote volunteer has signed DTTASA's Intellectual Property & Non-Disclosure agreement. Unlike the others, the table is staff-driven: it lists everyone and defaults anyone without an agreement to "Not Signed", so the gap is always visible. The nav badge shows the unsigned count. KPIs: Signed / Not Signed / Total.

1. 1Find the staff member's row and click the pen icon (there is no top-level Add button — records are per person).
2. 2Set status (Not signed / Signed / Expired), the date signed and any expiry, plus notes.

The Skills Matrix is a searchable card grid of the workforce by core skill and language — a capacity and redeployment lookup. Each card shows the person's photo/initials, department, and their skill & language chips.

1. 1Search by skill, language or name, or filter by department, to find who can do what.
2. 2Click Edit Skills on a card to add comma-separated skills and languages for that person.

These two adjacent sections are often confused — they are different features:

The Personal File has role tiers and a request workflow:

• SA / Head of HR / HR Lead — view documents directly (SA also Download; SA + Head of HR also Delete).
• Other HR users — must Request view access, which opens a 15-minute approved window (live countdown); delete needs approval too. An uploader gets a 15-minute self-delete window after their own upload.
• Head of HR / HR Lead / SA see a Pending Edit Requests panel — Approve/Deny buttons that email the requester automatically.
• Upload a document per staff member with the Upload control.

Team Leave Calendar (HR Ops Monitor → Leave Calendar). A new section shows every staff member on leave on a month grid, colour-coded by type. Any HR user can tap a leave entry to open an overlay with the person's photo + details. Public-holiday cells open a plain-English explainer.

Leave Balance Management. Annual entitlement now comes from the org leave policy (system/leavePolicy) — the single source of truth used on every dashboard. (Earlier a local formula mis-tiered some volunteers; that's fixed.)

Apply Leave on behalf. Available in SA Control Centre and on the Head of HR board (and the VMEM board for volunteers). Pick a staff member, leave type, dates (or tick “Deduct full contracted week”); the tool shows entitlement, used, remaining, what's deducted and what's left after, then records the leave and auto-places it on the Global Team Rota. Statutory types (Maternity/Paternity/Compassionate) remain SA + Head of Ops only.

Applicant Portal Review. Rejected / aborted / deleted portals now show a 7-day archival countdown on their card; completed portals show 30 days — both count down visibly. There is now a Force Complete button for both the Job Description and the Photos & ID rows (privileged HR), matching the other document rows.

The main Recruitment Pipeline guide walks you through processing a candidate stage by stage. This guide covers the three monitoring tools that sit alongside the pipeline in the HR Operations Monitor — they don't move a candidate forward themselves, they give you a bird's-eye view of where everyone is, when interviews are happening, and which roles you've advertised externally.

The Progress Board is a single sortable table of every applicant in the pipeline, designed for the "where is everyone?" question you can't answer from the per-candidate drawers. A stats strip across the top shows Active, SLA Overdue, Stale (>72h), Due This Week, and Hired (last 14 days).

Each row shows the applicant, their position and department, a colour-coded Stage pill, a References summary (e.g. 2/3 received), whether their applicant Portal has been created, an SLA / Deadline countdown, and when the row was last updated.

1. 1Use the search box to find someone by name, tracking code or email.
2. 2Use the All Stages dropdown to filter to a single stage (1 through 13).
3. 3Toggle Active Only on to hide terminal stages (hired, rejected, declined), or off to see the full history.

The SLA countdown is the 72-hour HR-response clock running from each applicant's last stage change. A row turns amber as it approaches the limit and red once it's overdue, so stale applications surface before they're forgotten.

The Interview Dates section is a live table of every applicant whose interview is in motion, so you can see the whole interview schedule in one place rather than opening drawers one by one. It only appears when there is at least one applicant in an interview state. Each row carries a status badge:

If a date was changed, the table also shows the previous date for reference, so a reschedule is never silent.

The Idealist Postings section is an audit feed of the volunteer roles HR has advertised on idealist.org. It's distinct from the Idealist Template tool in HR Assistant (which helps you compose a posting) — this feed is the permanent record of what was actually posted.

Each entry is created when an HR user clicks Mark Posted & Notify after publishing a role on Idealist. The entry records the live Idealist URL and the time it was posted. Where a posting matches an open recruitment request it is stamped onto that request; where there's no matching request yet, it's kept as an unlinked record so nothing is lost.

This guide covers two record-keeping sections that often sit near each other in the HR Operations Monitor:

• The Probation Certificate Registry — the formal record of probation-completion certificates issued to staff. This is not the same as the Certificates of Service issued at the end of a contract (those are covered in the NDA & Contracts guide).
• The Digital ID Review queue — where HR approves the staff ID cards designed by the Communications team before they're delivered to the staff member.

The Certificates section is the permanent register of every probation-completion certificate generated by the portal. It opens on the Registry tab, a read-only table showing each certificate's reference number, the staff member, their department, the probation outcome, who reviewed it, the date issued, and a link to the certificate itself.

Certificates land here automatically when a probation review is completed elsewhere in the monitor — you don't create them from this screen. The registry is the audit trail.

The second tab, Track & Trace, lets you verify a single certificate from its reference number — useful when someone presents a certificate and you need to confirm it's genuine.

1. 1Click the Track & Trace tab.
2. 2Type the full reference number (e.g. DTTASA-PROB-2025-0001) into the box and click Search.
3. 3If the reference is valid, the matching certificate's details are returned. An unknown reference returns no match.

The Digital IDs section is HR's approval queue for staff ID cards. The Communications team designs each card; HR is the final check before the card is delivered to the staff member's organisation email. A KPI strip across the top counts cards by status, and the dropdown lets you filter the list.

Each card shows the staff member's name, employee ID, department, position and organisation email, alongside the passport photo. To process one:

1. 1Click Review Card to inspect the front and back of the ID at full size.
2. 2If it's correct, click Approve — the staff member is emailed automatically.
3. 3If something is wrong, click Return for Correction and write a short note. The card moves to Needs Correction and goes back to Comms with your note attached.

This guide covers four HR Operations Monitor sections that don't fit the day-to-day case-handling flow but matter for reporting, accountability and staff wellbeing: generating HR reports, exporting the audit log, running employee surveys, and acting on welfare concerns escalated by the Volunteer Manager.

The Reports & Export section generates HR reports on demand and lets you download them as CSV or PDF. You choose a report type, set a date range, and preview before downloading.

1. 1Pick a report type from the card grid: Headcount by Department, Leave Summary, Attendance Log, Performance Overview, Training Completion, Recruitment Funnel, HR Cases Log, or Appraisal Schedule.
2. 2Set the From and To dates for the period you want.
3. 3Click Generate Preview to see the report on screen first.
4. 4Download the result with CSV (for spreadsheets) or PDF (for sharing or filing).

The Audit Export section gives you a searchable, exportable copy of the system audit trail — every write action across the portal is logged here. Use it when you need to evidence who did what and when.

1. 1Set a From and To date.
2. 2Optionally narrow by Action Type — Leave, Shift, Rota, Recruitment, Broadcast, User, Probation, Disciplinary, or Offboarding.
3. 3Click Search to list the matching entries, then CSV to download them.

The Surveys section lets HR build and run employee engagement surveys. A KPI strip shows Active Surveys, Average Satisfaction, and Total Responses.

1. 1Click New Survey to open the builder.
2. 2Give the survey a title and description, and set its start and end dates. Tick Anonymous if responses should not be attributed to individuals.
3. 3Add your questions. Each question can be a Rating 1–5, Free text, or Yes/No, and you can mark it required. Use the + to add more and the bin icon to remove one.
4. 4Save it as a draft to finish later, or publish it so staff can respond. Results feed the satisfaction and response figures on the KPI strip.

The Escalated Welfare section is HR's inbox for volunteer welfare concerns that the Volunteer Management & Engagement Manager (VMEM) has chosen to escalate. When the VMEM clicks Escalate to HR on a welfare note, it lands here. The sidebar shows a red badge while any case is open.

Each case shows the volunteer, their department, when and by whom it was escalated, a severity level (low / medium / high / critical, colour-coded), the source of the concern, the VMEM's escalation note, and the original welfare note. You have two actions:

1. 1Acknowledge — records that HR has taken the concern on and resolves it. You must enter a resolution note describing what HR did; this is saved permanently against the case.
2. 2Hand back to VMEM — returns the case to the Volunteer Manager when it's theirs to action rather than HR's.

This guide covers three at-a-glance surfaces on the HR Operations Monitor that round out the analytics picture: the Live Org Health rings on the Overview, the Data Intelligence widget strip, and the Rota Drafts review section. The core analytics tabs (KPI Strip, Shift Auditor, Time Intel, Exit Analytics, D&I) are covered in the Analytics & Insights guide.

On the Overview, below the KPI Strip, sits the Live Org Health panel — a row of circular progress rings that turn three key ratios into an instant visual read. Each ring fills to a percentage and carries a short sub-line beneath it.

The Data Intelligence strip is a row of compact widgets surfacing the risks that need watching, computed live from the workforce data:

The My Rota Drafts section gives a focused view of rota drafts and their approval status, without leaving the HR Operations Monitor. What you see depends on your role:

Each draft is reviewed by the Head of HR before it publishes. To build or edit a rota itself, use the Open Rota Builder link in the section header — the full rota workflow is documented in the Rota & Shift Management guide.