ERPNext Frappe HR: Basic Setup Steps

Frappe HR Setup Steps

In our previous blog post, we discussed the challenges of manual employee data management and the importance of automated HRM software. 

In this article, we will share our experience with ERPNext (also known as Frappe HR), an open-source HRM software that we use at CitrusLeaf. We will discuss how ERPNext has helped us to manage our end-to-end employee data in a more systematic and automated way.

We believe ERPNext is a powerful tool that can help businesses of all sizes improve employee data management. We hope that this article will provide you with some helpful information about how ERPNext can benefit your organization.

In this article, we will understand how to set up Frappe HR with master data like holiday lists, departments, etc.

For example, most organizations have a standard Holiday List for their employees. However, some of them may have different holiday lists based on different Locations or Departments. In ERPNext, you can configure multiple Holiday Lists and assign them to your employees based on your requirements.

Before diving into the HRM module, we assume that the Company setup is already done on ERPNext in the initial stage.

First, you have to check the HR Settings before working on the HRM Module.

Basic HR Setting

To access the HR settings, go to:

Home> Human Resources> Settings> HR Settings

Set all the settings like Standard Working Days, Retirement Age, Reminders, Leave, and Expense claims, Employee exits according to the organization.

Holiday Calendar

To access Holiday List, go to:

Home> HR> Leaves> Holiday List

How to create a Holiday List?

  • Search for Holiday List in the search box, and click on New.
  • Enter Holiday List Name. It can be based on the Fiscal Year or Location or Department as per the requirement.
  • Select From Date and To Date for the Holiday List.
  1. Add Weekly Holidays

These weekly holidays vary for each organization. Some may have 5 working days and others might have 6 working days.

You can easily add weekly off days to the Holiday list as follows:

  • In the ‘Add Weekly Holidays’ section, select the day in the Weekly Off field.
  • Click on the ‘Add to Holidays’ button.
  • Save.

Once these weekly off days are added, it is reflected in the Holiday Table

You can also add specific days like festival holidays manually by clicking on the ‘Add row’ option in the Holidays table.

Tip: You can add multiple days in the weekly offs

2. Holiday List in Company

You can set a default Holiday List at the company level in the Company master in the ‘Default Holiday List’ field.

3. Holiday List in Employee

If you have created multiple Holiday Lists, then choose the specific Holiday list for an Employee respectively.

When an Employee applies for Leave, the days mentioned in the Holiday List will not be counted, as they are holidays already.

Shift Management

This Module in ERPNext helps in managing the different shifts across the organization or multiple geographies.

  • Shift Type

Shift Type allows you to define the different types of Shifts in your Organization and set up auto attendance for the shift.

To access Shift Type, go to:

Home> Human Resources> Shift Management> Shift Type

  • Click on Add Shift Type
  • Then add the Shift type name, start date, and end date
  • Click on Save

Leave Block List

Leave Block List is a list of dates in a year, on which employees cannot apply for leave.

To access the Leave Block list, go to:

Home> Human Resources> Leaves> Leaves Block List

In ERPNext, you have the ability to designate a group of Leave Approvers who are authorized to approve Leave Applications on restricted days, in case of urgency. Additionally, you can specify whether this list should be applicable to the entire organization or limited to specific departments.

  • Go to Leave Block List, click on add leave block list
  • Add Leave Block List Name
  • Now add the details of Block dates and reason, in the table of Block Days
  • Enter Users to approve Leave Applications for Blocked Days in the ‘Leave BLock List Allowed’ table.
  • Then Save.

Enable the ‘Applies to Company’ option if you want the Leave Block List to be applicable to the entire Company. If not checked, the list will have to be added to each Department where it has to be applied.

Mastering Crucial HRM Data for Efficiency and Automation: A Seamless Journey towards ERPNext

This article demonstrated how to setup the basic HRM settings, such as Holiday Lists, Shift Management, and Leave Block Lists. These initial configurations are a crucial one-time effort that lays the foundation for a seamless HRMS implementation and sets the stage for easy setup of subsequent sub-modules.

By establishing these core HRM data in ERPNext’s master data, organizations can significantly streamline their HR processes. The automation of Holiday Lists, Shift Management, and Leave Block Lists ensures that time-consuming administrative tasks are minimized, freeing up HR personnel to focus on more strategic and value-added activities.

Moreover, this article is just the beginning of our exploration into ERPNext’s capabilities. In upcoming articles, we will delve into setting up other HR sub-modules in a hassle-free manner.

Embracing ERPNext for HRM operations can transform the way organizations manage their human resources

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