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Using HRM ​

VENI-AI HRM (Human Resource Management) is your all-in-one people management tool. From adding new hires to running performance review cycles, HRM gives HR teams and managers a single place to handle the full employee lifecycle — without messy spreadsheets or disconnected systems.

Add an Employee ​

INFO

You need the HR Manager or Admin role to add employees.

  1. Click HRM in the left sidebar.
  2. Go to Employees → All Employees.
  3. Click Add Employee.
  4. Fill in the employee's details:
    • Full name, email address, and job title (required).
    • Department, manager, start date, and employment type (optional but recommended).
  5. Click Save Employee.

The new employee appears in your employee list and receives a welcome email with instructions to activate their VENI-AI account (if they don't already have one).

TIP

You can also import multiple employees at once using a CSV file. Click Add Employee → Import from CSV and download the template to see the required format.

View the Org Chart ​

The org chart gives you a live, visual map of your team structure.

  1. Click HRM in the left sidebar.
  2. Go to Organization → Org Chart.

The chart shows reporting lines based on the "Manager" field set on each employee's profile. Click any employee card to see their details. Use the zoom controls or scroll to navigate large organizations.

TIP

To update the reporting structure, edit the employee's profile and change the Manager field. The org chart updates automatically.

Submit a Leave Request (Employees) ​

  1. Click HRM in the left sidebar.
  2. Go to Leave → My Leave.
  3. Click Request Leave.
  4. Select the leave type (Annual, Sick, Personal, etc.).
  5. Choose the start date and end date.
  6. Add an optional note for your manager.
  7. Click Submit Request.

You'll see your request listed under My Leave with a status of "Pending." You'll receive a notification when your manager approves or rejects it.

Approve or Reject a Leave Request (Managers) ​

  1. Click HRM in the left sidebar.
  2. Go to Leave → Team Leave (you'll see this option if you're a manager).
  3. Pending requests are shown at the top. Click a request to open it.
  4. Review the details, then click Approve or Reject.
  5. (Optional) Add a note — this is helpful when rejecting, so the employee understands why.
  6. Click Confirm.

The employee is notified by email immediately. The approved days are automatically deducted from their leave balance.

WARNING

Once a leave request is approved, it can only be reversed by an HR Manager or Admin. If you approve by mistake, contact your HR team as soon as possible.

Create an Onboarding Checklist ​

Onboarding checklists help new hires know exactly what to do in their first days and weeks.

  1. Click HRM in the left sidebar.
  2. Go to Onboarding → Checklists.
  3. Click New Checklist.
  4. Give the checklist a name (e.g., "Engineering Onboarding — Week 1").
  5. Click Add Task to add items, such as:
    • "Sign your employment contract"
    • "Set up your laptop and accounts"
    • "Meet with your manager for a welcome call"
  6. For each task, you can assign it to a specific person (the new hire, IT, HR, etc.) and set a due date relative to the start date (e.g., "Day 1", "Day 5", "Week 2").
  7. Click Save Checklist.

When a new employee is added, go to their profile and click Assign Checklist to attach this checklist to their onboarding. They'll receive tasks as notifications on their VENI-AI dashboard.

Run a Performance Review Cycle ​

  1. Click HRM in the left sidebar.
  2. Go to Performance → Review Cycles.
  3. Click New Review Cycle.
  4. Set the cycle details:
    • Cycle name (e.g., "Q4 2025 Performance Review")
    • Review period (start and end date of the period being evaluated)
    • Submission deadline (when managers must submit reviews by)
    • Review type (Self, Manager, or 360-degree)
  5. Select which employees are included (everyone, a department, or a custom list).
  6. Click Launch Cycle.

Managers receive a notification to complete reviews for their direct reports. Employees can also submit self-reviews if that option is enabled. Track progress in real time from the Review Cycles dashboard.

Common Questions ​

Q: Can employees see each other's leave balances?A: No. Employees can only see their own leave balance and history. Managers can see leave information for their direct reports. Only HR Managers and Admins have access to the full organization's leave data.

Q: What happens to an employee's data when I archive them?A: Archiving an employee removes them from active lists and disables their login, but their data (payroll records, leave history, reviews) is retained. You can view archived employees under Employees → Archived. To permanently delete an employee record, contact support — this action is irreversible.

Q: Can I customize leave types?A: Yes. Go to Settings → HRM → Leave Types to add, edit, or remove leave categories and set the default entitlement for each.

Q: Is there a mobile app for employees to submit leave requests?A: VENI-AI is fully responsive and works in mobile browsers. A dedicated mobile app is on our roadmap. In the meantime, employees can bookmark the web app on their phone for quick access.

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