Introduction

The Human Resource Management System (HRMS) module is your central hub for building your company's digital workforce. Inviting colleagues is not just about giving them a login; it's about formally establishing their role within your company's structure in OffConOn. This process creates their employee profile, sets up their professional email, and defines their access levels.

There are two primary paths to grant access, depending on whether the person you want to invite already has a personal OffConOn account.

Before You Begin: Locate the HRMS Section

All invitation management happens within the HRMS module. To get started:

1. Log in to your company's OffConOn ERP system.
2. In the top header menu, locate and click on the Human Resources menu item.
3. From the dropdown options, select Employee Invitations.

This will take you directly to the main employee invitation hub. Your company's ERP system has a unique address, which will be reflected in the URL:

• Your Company's Base URL: myerpaddress.offconon.com (Remember to replace myerpaddress with your company's unique subdomain).

The full URL for this page is:
myerpaddress.offconon.com/hrms/employee-invitations

At this main hub, you will find an Invite dropdown button in the top left corner. This button is your starting point for both invitation methods.

Method 1: Inviting Someone with an Existing OffConOn Account

This is the quickest way to bring in collaborators who are already part of the OffConOn ecosystem.

When to use this: The person you want to invite already has a personal account on OffConOn (e.g., they use it for personal productivity or are a freelancer who works with multiple OffConOn companies).

Steps:

1. Navigate to the main hub: myerpaddress.offconon.com/hrms/employee-invitations
2. Click the Invite dropdown button in the top left corner.
3. Select "Invitation to registered user". This will take you to a new page: myerpaddress.offconon.com/hrms/employee-invitation-from-system.
4. You will see a list of individuals who are registered in the OffConOn system but have never been invited to or employed by your company before.
5. Find the person you want to invite and click the "Invite to Workplace" button next to their name.
6. You will now proceed to the Employee Setup Wizard (detailed below) to define their role in your company.

Method 2: Inviting Someone Without an OffConOn Account

Use this method to bring in new hires, contractors, or anyone who is not yet registered on OffConOn.

Steps:

1. Navigate to the main hub: myerpaddress.offconon.com/hrms/employee-invitations
2. Click the Invite dropdown button in the top left corner.
3. Select "Invitation by email".
4. A simple form will appear. Enter the new colleague's Name and Email Address.
5. Click the button to proceed, and you will enter the Employee Setup Wizard (detailed below).

The Employee Setup Wizard: Building the Employee Profile

After choosing your invitation method, you will be guided through a four-step wizard. This is where you define the new employee's place in your company.

Wizard Screen 1: Setting Up Your New Employee

This screen captures the core organizational details.

• Job Title:
• Action: Select a title from the dropdown list (e.g., Founder, CEO, Manager, Developer).
• Example: If you are hiring a new lead for your engineering team, you might select "Manager" or "Team Lead".
• Can't find the right title? There is a "Click here" link that allows you to create and add a custom job title to the database.
• Department:
• Action: Specify the department the employee will belong to.
• Example: For the lead mentioned above, you would select "Engineering" or "R&D". (Departments are configured in the Org Chart settings).
• Direct Supervisor:
• Action: Select the person this new employee reports to from a list of existing employees.
• Example: If you are the CTO, you might set yourself as the Direct Supervisor for the new Engineering Manager.
• Place of Work:
• Action: Choose the employee's primary location from your company's configured list (e.g., "New York Office", "London Office", "Remote - Home").
• Example: If the new hire is based in your Austin branch, select that location.
• Head of Department:
• Action: Check "Yes" if this person is the head of the department you selected.
• Why this matters: This is crucial for building a correct organizational chart. If you check "Yes," this employee will be shown as the leader of that department, which impacts reporting structures and future workflows. For our Engineering Manager example, you would likely select "Yes" if they are the head of the Engineering department.

Wizard Screen 2: Professional Email Setup

OffConOn provides a professional email address for every employee at no extra cost.

• Create Your Business Email Address:
• The system will suggest an address based on the name you entered.
• Format: [email protected] (lowercase, no spaces, only letters and periods).
• Examples:
• [email protected]
• [email protected]
• [email protected]
• Features: This isn't just an email alias. It's a full-featured email system with calendar integration and contact management, accessible from any device.
• Future Upgrade Path:
• Note: If you want to use your own company domain (e.g., [email protected]), you can easily upgrade to this later within the Email Manager module.

Wizard Screen 3: Role-Based Access Control (RBAC)

Security and proper access are paramount. This step defines what the new employee can see and do inside the ERP.

• Assigning an Access Rule:
• Action: Select a pre-configured RBAC rule from the dropdown list that matches the new employee's responsibilities.
• Example:
• An Accountant might get a rule that grants access to the Finance, HRMS (for payroll data), and Purchasing modules.
• A Warehouse Operative might only get access to the Inventory module and specific warehouse management screens.
• A Salesperson would get access to the CRM, Invoicing, and perhaps a read-only view of Inventory.
• Result: The employee will only see the modules and features included in that rule, ensuring data security and a clean, focused user interface.

Wizard Screen 4: Personalize & Send

This is the final step before the invitation goes out.

• Select the Responsible Person:
• Choose the colleague who is responsible for this new employee's onboarding. This person will receive a notification when the invitation is accepted.
• Example: You might select the HR Manager or the new employee's Direct Supervisor.
• Communication Language:
• Select the language for the invitation email. If OffConOn supports that language, the entire email will be translated for the recipient.
• Personal Message:
• Write a short, personal note to welcome them. This is a great touch to make the new hire feel valued even before they log in.
• Example: "Hi Sarah, welcome to the team! We're so excited to have you. Once you accept this invitation, you'll have access to our project boards and company directory. See you on Monday! - Alex"
• Final Actions:
• Save as Draft: Saves all the information for later. You can find and edit these drafts in the main invitation hub.
• Send the Invitation: Sends the invitation immediately via email. For users who already had a personal account, they will also receive a notification on their OffConOn consumer site dashboard.

What Happens Next?

For the Inviter (You):

After sending the invitation, you are taken to the new employee's details page. Here, you can see all the information you just entered. You can modify these details at any time. For example, if you realize the new hire needs a different RBAC rule before they accept, you can update it here, and it will automatically apply to their account once they join.

For the Invited Employee:

1. Receiving the Invitation: They will receive an email notification. If they were a previously registered user, they will also see a notification on their OffConOn personal dashboard.
2. Finding the Invitation:
• They need to log in to their personal OffConOn account at https://offconon.com.
• In the top header menu, they should select Business Hub.
• From the dropdown or menu, choose "Workplace invitations".
3. Accepting the Invitation:
• They will see a list of all pending company invitations.
• They should find your invitation and click the "Offer view" button. This shows them the details of the role (Job Title, Department, etc.) you configured.
• If everything looks correct, they can click the button to accept the invitation.
4. Accessing Your ERP:
• Once accepted, they can access your company's ERP system.
• They can do this by going back to the Business Hub and selecting "Workplaces".
• Quick Switch: For even faster access, they can click on their profile picture/icon in the top right corner, select the "switch to business" button, choose your company from the list, and click "switch to business" again. This instantly transports them into your company's ERP environment.

First-Time Users: Creating a Personal Account

If you invited this person using the Invitation by email method, they will not have an existing OffConOn personal account. Their first step is to create one, as all company access is managed through an individual identity.

1. Receive the Email: They will receive an invitation email from your company.
2. Click the Link: The email will contain a link to begin the setup process. Clicking this link will prompt them to create a personal OffConOn account.
3. Sign Up as an Individual: They will be guided through a simple registration form to set up their individual profile. This establishes their unique identity within the OffConOn ecosystem.
• Note: This personal account is free and separate from your company's ERP. It serves as their key to access any OffConOn workplace they are invited to in the future.

Finding the Invitation After Sign-Up

Once they have completed the individual sign-up process, the invitation you sent will not disappear. It will be waiting for them in the same place where all company invitations are managed.

1. Log In: After creating their personal account, they should log in to OffConOn at https://offconon.com.
2. Navigate to Business Hub: In the top header menu, they should select Business Hub.
3. Open Workplace Invitations: From the dropdown or menu, choose "Workplace invitations".
4. View Pending Invites: Here they will see your company's invitation listed alongside any others they may have received from different organizations. From this point forward, the process is identical:
• They click "Offer view" to review the job details you configured.
• They click Accept to join your company's ERP system.

This seamless flow ensures that even users new to OffConOn can easily transition from an email invite to an active employee profile with minimal friction.

Managing Existing & Pending Invitations

The main hub (myerpaddress.offconon.com/hrms/employee-invitations) is also your control center for managing the flow of people.

• Pending Invitations: Here you will find all individuals you have previously invited who have not yet accepted. From this list, you can Edit the invitation details or Resend the invitation email.
• Rehiring a Former Employee: If you need to grant access again to someone who previously had access (e.g., a re-hire or a contractor returning), do not use the invitation screens. Instead, go to the main myerpaddress.offconon.com/hrms/employee-management list. Find the former employee in the list and initiate the process to grant them access again from there. This preserves their historical data and profile.

Receiving an Acceptance Notification:

Once the invited colleague accepts the invitation, the person you selected as the Responsible person during the setup wizard will receive an instant notification directly within the OffConOn ERP system.

• Where to find it: The responsible person will see a red notification badge appear on the bell icon located in the top right corner of the ERP interface.
• What it contains: Clicking the bell icon opens the notification panel, where they will see an alert confirming that "[Employee Name] has accepted their invitation and is now part of the company."

This ensures that the right person (such as an HR manager or direct supervisor) is immediately aware that the new team member is active and can begin their onboarding process.

Managing the New Employee Profile:

Now that the invitation has been accepted, the individual is officially part of your company's ERP ecosystem. Their profile is no longer just a pending invitation; it is now a permanent part of your organizational structure.

To manage their information or adjust their access, you will now work within the Employee Management section, not the invitation section.

1. Navigate to the main HRMS hub. You can access this by going to the Human Resources menu in the header and selecting Employee Management, or by visiting the direct URL:
   myerpaddress.offconon.com/hrms/employee-management
2. Here you will find a complete list of all current and former employees. Locate the new employee in this list. Their status will now be active.
3. Clicking on their profile allows you to manage all aspects of their employment within the system, including:
• Updating personal details: Change a phone number or address if needed.
• Adjusting Job Title or Department: If an employee gets a promotion or transfers teams, you can update this here. Changes made here will automatically reflect in the org chart and future workflows.
• Modifying RBAC (Access Rules): If their responsibilities change, you can grant or restrict access to different ERP modules directly from their profile.
• Terminating Employment: When an employee leaves the company, you can end their access here. This deactivates their login while preserving their historical data for your records.

In short, the Employee Invitations section is for bringing people in, while the Employee Management section is where you manage them once they are inside the system.