Workforce: employees, documents, WPS, Emiratisation and gratuity

Interactive tutorial

Follow the course step by step in the interactive player.

Lessons

1. 1A tour of WorkforceThis lesson is for the HR team. You will open Workforce and walk through its seven tabs while the register is still almost empty, so that you know what each part is for and what it looks like before any work has been done.5 min
2. 2Register an employee, field by fieldThis lesson is for the HR team. You will add one new employee to the register by hand and learn what every field in the Register Employee form is for, what a good value looks like and what happens when a field is left empty.6 min
3. 3Import employees from a fileThis lesson is for the HR team. You will download the import template, load ten employees from a file in one go, read the result line by line, correct the one row that was refused and import it with a second file.6 min
4. 4Find employees, filter the list and remove a duplicateThis lesson is for the HR team. You will find people in the Employees list with the search box, the three filters and the column headings, see what the list shows when nothing matches, delete a record that was entered twice, and learn what Export CSV gives you.6 min
5. 5Complete and correct an employee recordThis lesson is for the HR team. You will open an employee's record, read the Profile tab, and use Edit Employee to fill in what is missing, set the line manager, look at the linked login and record a pay rise. Every field of the form is explained.6 min
6. 6Record an employee's visa, Emirates ID and other documentsThis lesson is for the HR team. You will record an employee's residence visa and Emirates ID with their expiry dates, attach a scan, download it again, record a renewal and delete a document that was entered by mistake.7 min
7. 7Follow up documents that are about to expireThis lesson is for the HR team. You will use the Expiring documents tab to see which visas, Emirates IDs, labour cards and passports have expired or will expire soon, narrow the list by document and by period, open the employee from the list and record a renewal.5 min
8. 8Set up the wage protection system: employer and employee detailsThis lesson is for the HR and payroll team. Before the first salary file can be prepared, the wage protection system, or WPS, needs two sets of details: the employer's, entered once for the entity, and each employee's. You will enter both and learn what every field is.6 min
9. 9Prepare the monthly salary fileThis lesson is for the HR and payroll team. You will prepare last month's Salary Information File, or SIF: check every employee's line, deal with a line that has something missing, add overtime and unpaid leave, generate the file and download it. Nothing is sent to a bank from ComplianceOS; you upload the file to your bank or exchange house yourself.7 min
10. 10Follow a salary file: submitted, paid, rejected and voidThis lesson is for the HR and payroll team. After a salary file leaves ComplianceOS you record what happened to it. You will mark last month's file as submitted and then as paid, see the payment record this creates for every employee, and mark an older file as rejected and void.7 min
11. 11Record salary payments by hand and from a fileThis lesson is for the HR and payroll team. Not every salary payment comes from a file prepared in ComplianceOS. You will record one employee's payment by hand, load a whole month of results from a file, and correct a single record on the employee's own WPS tab.7 min
12. 12Follow the Emiratisation rate and set the entity's targetThis lesson is for the HR team. Emiratisation is the share of a company's employees who are UAE nationals, which the law requires larger private employers to raise each year. You will read the current rate, see what counts towards it, build the month-by-month trend, give the entity its own target and go back to the legal default.7 min
13. 13Read gratuity provisions and estimate an end-of-service paymentThis lesson is for the HR team and for finance colleagues who ask HR for figures. Gratuity is the end-of-service payment an employee is owed when they leave. You will read what the company is building up for each employee, and work out what one person would receive if they left today, from the list and from their record.5 min
14. 14Record a leaverThis lesson is for the HR team. When an employee leaves, you end their record with Terminate. You will enter the last day and the reason, read exactly what will be posted to the ledger before anything is saved, confirm, and then find the leaver and their final gratuity.6 min
15. 15Undo a termination: reinstate an employeeThis lesson is for the HR team. A termination recorded for the wrong person, or one that is withdrawn, can be undone with Reinstate. You will find the leaver, read what reinstating does to the ledger, confirm, and learn the two cases in which a termination can no longer be undone.5 min
16. 16Record the payment of a final gratuityThis lesson is for the HR team, working with finance. Terminating an employee recognises what they are owed; paying it is a separate step. You will record that a leaver's final gratuity was paid, choose the account it was paid from, read the journal entry before it is posted and see what changes afterwards.5 min
17. 17Change the module's settings: reinstatement period and document remindersThis lesson is for the HR lead who looks after the module's rules. The Settings tab of Workforce holds three rules for each entity. The Emiratisation target was covered earlier. Here you will change the other two: how long a termination can be undone, and how many days before a document expires the reminders go out.5 min
18. 18See who can use Workforce, and grant accessThis lesson is for administrators who manage access. The Access tab of Workforce answers one question for the entity you are in: who can view, create, edit and approve employee records, and through which role. You will read the table, look behind one of its figures, see the role grants and open the window that grants a role.5 min
19. 19What an auditor sees in WorkforceThis lesson is for auditors and reviewers, and for HR staff who want to know what an auditor can see. With the read-only auditor role you can open every part of Workforce, but you cannot change anything, and salaries, bank details and document numbers are hidden. You will walk through each tab and one employee record.6 min
20. 20For every employee: see your own recordThis lesson is for any employee who has a ComplianceOS login. You can look at the record HR holds about you: your job details and salary, your documents and their expiry dates, and your salary payments. You cannot change it; if something is wrong, you ask HR.4 min
21. 21What you see without access to WorkforceThis lesson is for anyone whose role does not include Workforce, and for HR staff who are asked why a colleague cannot open a link. Employee records are personal data, so most roles cannot see them. You will see what the app shows instead, and what to do next.3 min
22. 22How this connects: calendar, evidence, sanctions screening and the audit logThis lesson is for compliance officers, and for HR staff who want to know where their work shows up elsewhere. What HR records in Workforce is picked up by other parts of ComplianceOS without anyone typing it twice. You will follow four of those connections: document expiry dates on the compliance calendar, snapshots in the evidence vault, sanctions screening of new employees, and the audit log.6 min
23. 23How this connects: the ledger, ESG figures and privacy trainingThis lesson is for compliance officers and finance colleagues. You will follow three more connections out of Workforce: the journal entries that a termination and a gratuity payment post in Accounting, the headcount and Emiratisation figures that feed the social metrics of ESG, which stands for environmental, social and governance reporting, and the line manager who is told first when someone's privacy training is overdue.7 min
24. 24How this connects: expiring documents in My Actions and NotificationsThis lesson is for the HR team. Documents that are about to expire do not wait for you to open Workforce: each one becomes a task in your My Actions list, and a document recorded inside its reminder period raises a notification at once. You will work one task from My Actions to done and find the notification.4 min

How this connects to the rest of ComplianceOS

• Compliance calendar

  Every employee document recorded in Workforce has a calendar entry on its expiry date, named by employee number; a renewal moves the entry to the new date.

• My Actions and Notifications

  Every employee document inside its reminder period becomes an Employee document task in the HR team's My Actions, due on the expiry date and closed by the renewal; a document recorded inside its reminder period also raises a notification at once.

• Accounting

  Recording a leaver posts a journal entry that brings the end-of-service provision up to the final gratuity; reinstating posts a reversal entry; recording the gratuity payment posts provision against the chosen cash or bank account. The entry numbers on the leaver's Gratuity tab open the entries in Accounting.

• Sanctions screening

  Each employee's name is screened against sanctions lists when they are registered or imported, and the check appears under AML/CFT, Screening, with the type Employee.

• Evidence Vault

  Registering and terminating an employee each file a sealed snapshot in the vault, with Workforce as the source.

• ESG

  Import from Modules in the Social section of ESG reads the active headcount, the number of Emirati employees, the Emiratisation ratio and the WPS compliance rate from Workforce.

• Data Protection

  The line manager and linked login on an employee record decide who is told first when privacy training or a policy sign-off is overdue, and an employee record places a person in their entity's org unit for campaign audiences.

• Audit log

  Every Workforce action, including exports, salary files and changes to documents, is written to the audit log with the person and the time.

• Access control

  The Access tab of Workforce shows who can view, create, edit and approve in the entity and through which role; employees with the self-service role see only their own record.