Employee & Organization Guide
[ Terms of Service: Key Principles for Employee Management ]
• One-Way Password Encryption: Passwords are irreversibly encrypted. Administrators cannot view existing passwords; only a new password reset is possible upon loss.
• Account Types (Terms Art. 2): Categorized into fully operational 'Active Accounts' and 'Read-Only Accounts' (for suspension, leave of absence, or retirement).
• Billing Standard (Terms Art. 5): Monthly fees are billed strictly based on the number of 'Active Accounts'. 'Read-Only Accounts' are non-billable (free of charge).
• Proviso (Terms Art. 5②): If a read-only account was active or accessed as an active account at least once during the current month, it will be included in that month's invoice.
• Permanent Data Erasure (Terms Art. 7): Database deletion permanently and irreversibly erases all account data. Transitioning to 'Read-Only' is recommended for historical data retention.
1. New Employee Registration Guide
| Field Name | Description & Security Rules |
|---|---|
| Login ID | 4–12 alphanumeric characters. Duplicate verification is required. |
| Password One-Way Encrypted | 6–20 characters combining letters, numbers, and special symbols (!@#$%^&*). ※ Stored via one-way encryption; cannot be retrieved by admins, only reset. |
| Name / Join Date | Full name and joining date (mandatory). The join date serves as the baseline for automatic leave calculations. |
| Department / Position | Managed directly in the employee form and transfer log without a separate department setup menu. |
| Scheduled Shift Hours | Standard shift start (e.g., 0900) and end (e.g., 1800) formatted as 4-digit numbers. |
| Contact / Email / Employee ID | Mobile phone, direct line, email address, work location, and internal ERP employee code. |
2. Account Status, Billing & Erasure Policies
| Account Status | Policy & Terms of Service Reference |
|---|---|
| Active Account Billable | Full access to system features and normal login. Forms the baseline for monthly fee calculations (Art. 5①). |
| Leave / Suspension Read-Only / Free | Used for parental or medical leave. Converted to a read-only account, retaining viewing access while exempt from billing. |
| Retirement Read-Only / Free | Processed by registering the retirement date. Fully preserved historical data with non-billable read-only access. |
| Reactivation Billing Caution | Reactivates a retired or suspended account. Included in the monthly bill if active at least once during the month. |
| DB Erasure Permanent | Permanently and irreversibly purges the account and all associated documents, logs, and files from the database. |
3. Administrator Roles & Permissions
| Role Name (Code) | Responsibilities, Scope of Authority & Key Functions |
|---|---|
| System Admin Super Admin (SUPER) |
• Overall System Governance: Complete authority over corporate information, approval forms, security IPs, holidays, billing, and system diagnostics. • Exclusive Admin Grant Authority: The only authority capable of assigning or revoking admin privileges under [Settings > Admin Settings]. |
| HR Admin HR / Attendance (MANHR) |
• Personnel & Organization: Employee registration, updates, retirement, database erasure, department transfers, and employment contract management. • Attendance Approval: Monitoring company-wide clock-in/out logs, reviewing time adjustment requests, and recording manual punches. • Leave & Promotion: Company-wide leave generation, manual adjustments, and statutory annual leave promotion notices. • Certificate Review: Reviewing and approving employment and career certificates. |
| Accounting Mgr Expense & Check (COST1) |
• Expense Verification: Reviews receipts, amounts, and attachments for designated expense-related approval documents (Expense Resolutions, Business Trip Settlements, etc.) to perform [Accounting Confirmation] / [Cancel Confirmation]. • Accounting & Treasury Menu: Dedicated view aggregating designated expense documents to inspect currencies (KRW, JPY, USD, etc.), amounts, and perform batch accounting checks. • Segregation of Duties: Separated from the Treasury Manager (COST2) who executes disbursements, ensuring internal control. |
| Treasury Mgr Disbursement (COST2) |
• Disbursement & Fund Transfer: Executes [Disbursement Complete] / [Cancel Disbursement] for approved and accounting-checked expense documents (Expense Resolutions, etc.). • Accounting & Treasury Menu: Accesses the Accounting & Treasury menu to verify payable amounts/currencies and execute batch disbursement completion. • Enhanced Internal Controls: Prevents internal fund mismanagement by separating the verifier (COST1) from the disbursement executor (COST2). |
| Tax Mgr Add-on (TAXCN) [Separate Contract] |
• Electronic Tax Invoicing: Issues, reverses, and transmits electronic tax invoices to tax authorities. • Add-on Service: Requires a separate service contract. |
| General Employee Standard User (USER) |
• Personal Workplace Portal: Standard user permissions for drafting/approving documents, clocking in/out, requesting time modifications, checking personal leave balance, submitting leave promotion plans, requesting certificates, and collaborating on assigned projects. |
4. Detailed Role-Based Permission Matrix (CRUD Matrix)
Full Admin Create/Edit/Delete
View All Read-only
Self Only Personal data
| Module | Feature / Menu | Super Admin | HR Admin | Expense Admin | General User |
|---|---|---|---|---|---|
| E-Approval | Approval Documents | - | - | - | Self Documents |
| Approval Lines | - | - | - | Self Approval Line | |
| Document Templates | Full Control | Full Control | Full Control | - | |
| HR Management | Employee Directory | View All | View All | View All | View / Edit Self |
| Attendance & Timesheets | View & Approve | View & Approve | - | Self Clock / Request | |
| Annual Leave Balance | Full Control | Full Control | - | View Self Leave | |
| Leave Promotion System | Full Control | Full Control | - | Confirm & Plan | |
| Personnel Transfers | Full Control | Full Control | - | - | |
| Certificate Issuance | Full Control | Full Control | - | - | |
| Work Support | Announcements | Full Control | Full Control | Full Control | View / Post Self |
| Company Calendar | View All | View All | View All | View All | |
| Project Management | - | - | - | Assigned Projects | |
| Settings | Company Profile Info | Full Control | Full Control | Full Control | - |
| User Registration / Retirement | Full Control | Full Control | Detail View | - | |
| Security IP Whitelisting | Full Control | Full Control | - | - | |
| Designated Holidays | Full Control | Full Control | Full Control | - | |
| Admin Role Assignment | Full Control | - | - | - | |
| Billing & Usage Analytics | View All | View All | View All | - |
※ Only the System Admin (Super Admin) has the authority to grant or revoke administrative roles.
※ Accounting Management (COST1) and Treasury Management (COST2) operate separately for internal corporate governance.
※ Tax Management (TAXCN) is dedicated to the optional Electronic Tax Invoice add-on service.
E-Approval Workflow Guide
[ Core Principles for Electronic Approval ]
• Default Approval Lines & Accounting Verification: Standard routing lines pre-assigned to each template are loaded automatically. Roles include approvers (approval/rejection), accounting/treasury validators, referrers, and viewers.
• Template Management (Admins): Corporate templates and auto-substitution tags (Name, Dept, Date, etc.) can be configured under [Settings > Approval Template Management].
• Project Association: Link documents to active projects to track project-specific budgets, expenses, and audit histories.
• Comments & Attachments: Real-time discussion, supplementary attachments, and user mention notifications are supported during the approval process.
• Viewer Permissions: Designate viewers during drafting or after approval to control confidential document access.
1. Document Box Roles & Categories
| Box Name | Description & Usage |
|---|---|
| Pending Approvals | Documents awaiting your review, approval, rejection, or accounting check in the active routing sequence. |
| In-Progress Docs In Progress | Documents drafted by you or where you participate that are actively moving through intermediate approval stages. |
| Completed Docs Completed | Fully approved documents with all approvals finalized. (Batch printing and ZIP download supported) |
| Rejected Docs Rejected | Documents rejected by an approver. You can review the rejection reason, make revisions, and re-draft. |
| Drafts Box | Temporarily saved drafts that can be edited and formally submitted later. |
| Accounting & Treasury Accounting/Treasury Only | A dedicated menu accessible only to Accounting (COST1) and Treasury (COST2) managers. It aggregates only designated expense/accounting forms (Expense Resolutions, Business Trip Settlements, etc.) rather than all documents. Managers can inspect approval statuses, currencies (KRW, JPY, USD, etc.), amounts, and perform batch Accounting Confirmations (COST1) and Disbursement Executions (COST2). |
2. Drafting, Routing Lines & Final Approver Rules
| Classification | Guidelines & Operational Rules |
|---|---|
| Template Selection | Select a standardized template (General Proposal, Expense Resolution, Leave Request, Business Trip, etc.). |
| Default & Custom Lines Default Line | • Auto-Loading: Pre-configured default approval lines load automatically upon selecting a template. • Template Line Management & Deletion: Under [Settings > Default Approval Line], manage default lines or set custom lines per template. Click the [Delete] button next to a template to reset it to the global default line. • Drafter Adjustments: The drafter may add, remove, or modify approvers, consensus reviewers, and referrers before submission. |
| Routing Line Rules | • Step Types: Approval (Approve/Reject), Consensus (Agreement), and Reference (Informational). • Final Approver Rule: Intermediate steps can contain consensus or referrers, but the last participant in the approval line must be an 'Approval' authority. • Rerouting: When rerouting an in-progress document, a pending final approver must be preserved. |
| Project Linking Project | Link relevant projects during drafting to display approved documents directly within the project's detail view. |
| Accounting Validator | Financial managers who review expense amounts and supporting receipts before issuing an official Check. |
| Viewer Permissions Access | Authorize specific colleagues to view sensitive documents during drafting or after approval completion. |
| Submission & Alerts Notification | Click [Submit] to notify the first approver. Slack integration and browser push alerts are supported. |
3. Review, Comments & Export Management
| Action | Standard Procedure & Behavior |
|---|---|
| Approval & Accounting Check Approve/Check | • Approval: Approvers review details, provide comments, and approve to forward to the next step. • Accounting Check: Financial managers inspect receipts and record verification checks. |
| Rejection Reject | If revision is necessary, approvers must provide a mandatory rejection reason and reject the proposal. |
| Comments & Mentions Communication | Communicate freely with participants at the bottom of the document and attach supplementary files at any stage. |
| Printing & Batch Download | Export printable original views or select multiple completed documents for bulk ZIP archive downloading. |
Attendance Tracking Guide
[ Core Rules for Attendance Tracking ]
• Employees must click the punch button upon clocking in and out.
• Statutory rest intervals (30 min for 4+ hrs / 1 hr for 8+ hrs) are automatically deducted from total stay hours.
• Admins must configure standard shift hours and designated company IP addresses for accurate tardiness and location validation.
1. Calculation Policies & Standards
| Item | Calculation Policy & Standards |
|---|---|
| Standard Working Hours | 8 hours per day, 40 hours per week (statutory weekly maximum of 52 hours). |
| Break Time Deduction | 30 minutes deducted for shifts exceeding 4 hours; 1 hour (lunch break) deducted for shifts exceeding 8 hours. |
| Scheduled Shift Setup | Standard shift start (e.g., 09:00) and shift end (e.g., 18:00) must be registered in [Settings > Employee Management]. |
| Security IP Whitelist | Corporate public IP addresses must be whitelisted in [Settings > Security IP Management] to restrict punches to authorized offices. |
| Tardiness / Early Departure | Punches after the shift start time are marked as tardy; punches before the shift end time are marked as early departures. |
| Modification Requests | Upon missed punches or mistakes, submit an [Attendance Modification Request] for HR admin review and approval. |
2. Working Hours Calculation Scenario (09:00–18:00 Shift)
| Clock In / Out Scenario | Recognized Working Hours |
|---|---|
| ① In: 09:00 ~ Out: 18:00 (Total 9 hrs stay) | 8.0 hrs (1 hr break deducted) |
| ② In: 09:15 ~ Out: 18:00 (15 min tardy) | 7 hrs 45 min (Tardy applied) |
| ③ In: 09:00 ~ Out: 13:00 (Half-day PM leave) | 4.0 hrs (0.5 day leave used) |
Annual Leave Calculation Guide
[ Key Formulas for Annual Leave Calculation ]
• Total Annual Leave = Generated Leave + Adjustment Leave
• Remaining Leave = Total Annual Leave − Used Leave
※ Generated leave is automatically computed based on Labor Standards Law and fiscal year baselines (12/31 settlement, 1/1 grant).
1. Leave Policies & Accrual Rules
| Classification | Accrual Rules & Policies |
|---|---|
| Under 1 Year of Service | 1 day of monthly leave generated for each full month of perfect attendance during the first year (up to 11 days). |
| Proportional Fiscal Leave | Granted on January 1 based on service days in the preceding year (Formula: 15 days × Preceding Service Days ÷ 365 days, rounded to 2 decimal places). |
| Admin Manual Adjustments | HR administrators may add or deduct (+/-) leave days based on company policies or compensation agreements. |
| Leave Usage Rules | Deducted exclusively upon using Full Day (1.0), AM Half-Day (0.5), or PM Half-Day (0.5). Special leaves do not deduct from annual leave. |
2. Fiscal Year Scenario (Joined Oct 1, 2023 / Inquired Aug 2024)
| Accrual Item | Granted Days |
|---|---|
| ① Jan 1, 2024 Proportional Leave (15 × 92 ÷ 365) | 3.8 days |
| ② 2024 Monthly Leave (1 day/mo from Jan to Aug) | 8.0 days |
| ③ Admin Discretionary Adjustment (e.g. Special Bonus) | +1.0 day |
| Total Granted Leave (① + ② + ③) | 12.8 days |