HR Dashboard - User Guide

Version: 1.0
Last updated: December 10, 2025

What is the HR Dashboard?

The HR Dashboard is your central workplace for managing employee leave requests and viewing important HR information at a glance. Think of it as your HR control center where you can:

  • See how many employees are in your organization
  • Check pending leave requests from employees
  • Approve or reject employee requests quickly
  • View company events and holidays
  • Share notes and updates with your HR team

Who Should Use This Dashboard?

This dashboard is for:

  • HR Managers — Review and approve/reject employee leave requests
  • HR Specialists — Assist with managing requests and employee information
  • HR Directors — Monitor HR activities and metrics
  • Department Managers — View your team's leave requests (limited access)

Getting Started

How to Access the Dashboard

  1. Log in to the DTR System
  2. Click on HR in the main menu
  3. Click on Dashboard
  4. You're now in the HR Dashboard

URL: /hr/dashboard

What You'll See on the Dashboard

1. Employee Count Card

At the top of the dashboard, you'll see a card showing:

"Employees: 247"

This tells you the total number of active employees in your organization. This number updates whenever you refresh the page.

2. Pending Requests Card

Next to the employee count, you'll see:

"Permission Request: 12"

This shows how many leave requests are waiting for your approval. This is usually the most important number to watch.

3. Leave Request Cards

Below the cards, you'll see individual request cards displayed in a grid (3 per row).

Each card shows:

  • Employee's profile picture
  • Employee ID and name (e.g., "EMP-001 - Jane Doe")
  • Employee's roles (e.g., "HR Manager, Team Lead")
  • When they submitted the request
  • The dates they want to take leave (e.g., "10 Dec - 15 Dec")
  • The type of leave (e.g., "Sick Leave", "Vacation")
  • A colored status badge (yellow for pending)

4. Internal Notes Section

On the left side, you can see recent notes from your HR team. Use this space to:

  • Share important reminders
  • Discuss leave policies
  • Coordinate with team members
  • Document special cases

5. Event Calendar

On the right side, a mini calendar shows:

  • Company holidays
  • Team events
  • Important deadlines
  • Training sessions

How to Use the Dashboard

Task 1: Review Pending Requests

What you want to do: See all employees waiting for leave approval

Steps:

  1. Look at the "Permission Request" card at the top
  2. This number tells you how many requests need your attention
  3. Scroll down to see the request cards
  4. If there are more than 9 requests, use the "Next" button to see more

Task 2: Approve a Leave Request

What you want to do: Say "yes" to an employee's leave request

Steps:

  1. Find the employee's request card
  2. Review the information:
    • Employee name and ID
    • Leave dates
    • Leave type
  3. Click the "View More" link at the bottom of the card
  4. This takes you to the full request details page
  5. Click the "Approve" button
  6. Confirm your action
  7. The employee receives an approval notification via email

Task 3: Reject a Leave Request

What you want to do: Say "no" to a leave request

Steps:

  1. Find the employee's request card
  2. Click the "View More" link
  3. Review the request details carefully
  4. Click the "Reject" button
  5. (Optional) Write a reason why you're rejecting it
  6. Confirm your action
  7. The employee receives a rejection notification with your reason

Task 4: Find a Specific Employee's Request

What you want to do: Quickly find a particular employee's request

Option 1 - Scroll through cards:

  1. Look through the request cards
  2. Find the employee's name

Option 2 - Use the full requests page:

  1. Click "Leave Requests" in the HR menu
  2. Use the search or filter options
  3. Find the employee
  4. Click to view their request

Task 5: Check Company Events

What you want to do: Know what's happening in your organization

Steps:

  1. Look at the calendar widget on the right side
  2. You can see the current month
  3. Dates with events are highlighted
  4. Click on a highlighted date to see event details
  5. Use the next/previous buttons to check other months

Task 6: Share a Note with Your Team

What you want to do: Leave a message for other HR staff

Steps:

  1. Find the "Notes" section
  2. Click "Create Note" or "New Note"
  3. Type your message
  4. Click "Save"
  5. Your team can see the note
  6. You can edit or delete your own notes anytime

Understanding the Request Status Colors

When you look at the request cards, you'll see a colored badge showing the status:

  • Yellow/Orange — Pending (waiting for approval)
  • Green — Approved (employee can take leave)
  • Red — Rejected (employee cannot take leave)
  • Gray — Cancelled (employee withdrew the request)

Quick Reference

Dashboard at a Glance

┌─────────────────────────────────────────┐
│  [Employees: 247]  [Requests Pending: 12] │
├─────────────────────────────────────────┤
│                                          │
│  [Notes Section]      [Event Calendar]   │
│                                          │
├─────────────────────────────────────────┤
│                                          │
│  [Request Card 1]  [Request Card 2]  [Request Card 3]  │
│  [Request Card 4]  [Request Card 5]  [Request Card 6]  │
│  [Request Card 7]  [Request Card 8]  [Request Card 9]  │
│                                          │
│  < Previous    [Page 1]    Next >        │
│                                          │
└─────────────────────────────────────────┘

Important Tips

Tip 1: Keep the Pending Count Low

  • Try to approve or reject requests within 2-3 days
  • Employees are waiting for your decision
  • High pending counts can mean employee dissatisfaction

Tip 2: Provide Reasons for Rejections

  • When you reject a request, add a brief reason
  • This helps employees understand why
  • They can resubmit if the issue is resolved

Tip 3: Use Internal Notes for Documentation

  • Leave notes about special cases
  • Document policy changes
  • Keep a record for your team
  • Share important updates

Tip 4: Check the Event Calendar Regularly

  • Know about company holidays before approving leave
  • Be aware of busy seasons
  • Plan for staff availability
  • Understand department workload

Tip 5: Mobile Friendly

  • You can use this dashboard on your tablet
  • On mobile phones, the cards stack vertically
  • Perfect for reviewing requests while away from your desk

Common Questions

Q: What's the difference between "Leave Request" and "Permission Request"?

A: They're the same thing. The dashboard uses both terms interchangeably. It refers to any request by an employee to take time off (vacation, sick leave, personal time, etc.).

Q: Can I approve multiple requests at once?

A: Not from the dashboard. You approve them one by one by clicking "View More" and then "Approve". If you have many requests to process, you can process them quickly by going through each one.

Q: How often should I check the dashboard?

A: It depends on your organization, but most HR managers check:

  • First thing in the morning
  • Before lunch
  • End of day
  • This ensures requests don't get delayed

Q: What happens if I reject a request?

A: The employee sees the rejection and your reason. They cannot take leave on those dates unless they resubmit a new request that you approve.

Q: Can employees see their request status?

A: Yes. Employees have their own dashboard where they can see if their request is pending, approved, or rejected.

Q: What if I need to contact an employee about their request?

A: Use the employee's email (shown in the full request details) or your internal communication system. The dashboard doesn't have a built-in messaging system.

Q: How long does the approval notification take to reach the employee?

A: Usually immediate or within a few minutes. They receive an email notification with your decision.

Troubleshooting

Problem: I don't see the dashboard

Solution:

  • Make sure you're logged in
  • Check that you have HR permissions
  • Ask your system administrator if you don't have access

Problem: The employee count is wrong

Solution:

  • This shows only active employees
  • It doesn't include employees who are marked as inactive or terminated
  • The count refreshes when you reload the page

Problem: I approved a request but the employee didn't get notified

Solution:

  • Check your internet connection
  • Refresh the page
  • Check if the employee's email address is correct in the system
  • Contact your system administrator

Problem: The event calendar isn't showing

Solution:

  • The company might not have added events yet
  • Ask your system administrator to add company events
  • Come back later to check

Problem: My note isn't saving

Solution:

  • Check your internet connection
  • Make sure you clicked "Save"
  • Try refreshing the page
  • Contact your system administrator

What Happens Behind the Scenes

When you approve or reject a request:

  1. You click the button in the dashboard
  2. The system updates the database
  3. The employee's request status changes
  4. An email is sent to the employee automatically
  5. The request disappears from your "pending" list
  6. An activity log is created for audit purposes

Best Practices

  1. Set a routine — Check the dashboard at the same times each day
  2. Don't delay — Approve/reject within 48 hours when possible
  3. Be consistent — Apply the same rules to all employees
  4. Document decisions — Use rejection reasons or notes to explain
  5. Check the calendar — Be aware of company holidays and busy periods
  6. Communicate — Use notes to keep your team informed
  7. Review policies — Regularly discuss leave policies with your team

Need More Help?

  • Ask your HR Director or Manager
  • Check the full technical documentation
  • Contact your system administrator
  • Refer to company leave policy documents

Last Updated: December 10, 2025
Version: 1.0
For: HR Managers, HR Specialists, HR Directors