HR Management

What is it?

The HR Management (Human Resources) module is where you manage everything related to the professional life of your employees: leave, contracts, sanctions, incidents, and official procedures. Think of it as an HR office, but right inside Capnio.

What is it for?

This module lets you:

• Track leave requests and approve or reject them
• Create HR procedures (warnings, suspensions, terminations)
• Manage official documents (contracts, sanction letters, certificates)
• Record incidents (late arrivals, unexcused absences, misconduct)
• Follow workflows step by step for each procedure
• Manage employee documents (ID cards, bank details, medical certificates)

How does it work?

The HR Dashboard

When you open the HR module, you see a dashboard that summarizes everything:

• The number of pending leave requests
• Ongoing procedures (warnings, disciplinary, termination)
• Active workflows and their progress
• Recent incidents (late arrivals, absences)

You can filter by employee, type, status, and date. The table shows all items sorted by date, from most recent to oldest. You can also search by employee name or description.

Leave Requests

1. An employee submits a leave request (from their app or through the manager)
2. The request appears in the HR module with the dates and reason
3. You check the schedule to see if it’s feasible
4. You click Approve or Reject
5. The employee receives a notification with your decision

Tip

When reviewing a leave request, Capnio automatically shows you the schedule for the requested period to help you decide.

Available leave types:

Type	Description
Paid leave	Standard annual leave
Sick leave	Medical leave
Personal	Personal reasons
Family event	Wedding, birth, bereavement…
Unpaid leave	Non-paid leave
RTT	Working time reduction days
Training	Training leave

Employees can also request a half day (morning or afternoon).

HR Procedures (Workflows)

An HR procedure is a series of steps to follow when something important happens. Capnio guides you step by step so you don’t miss anything.

Contract Creation

1. Click New Procedure then Contract Creation
2. Select the employee
3. Fill in the contract details (type, duration, salary, position)
4. Capnio generates a contract document in PDF format
5. Have the employee sign the contract
6. Upload the signed contract to the file
7. Mark the procedure as completed

Disciplinary Procedure

1. Click New Procedure then Disciplinary Procedure
2. Select the employee
3. Describe the alleged misconduct (date, details, witnesses)
4. Choose the sanction type (warning, suspension, dismissal)
5. Capnio generates the corresponding official letter
6. Print and deliver the letter to the employee
7. Upload the letter signed with acknowledgment of receipt
8. Mark the procedure as completed

Leave Request

1. The request automatically appears in the HR module
2. Check the employee’s leave balance
3. Check the schedule for the requested period
4. Approve or reject the request
5. If approved, the schedule is updated automatically

Employee Documents

Each employee has a Documents tab where you can store all their administrative documents:

Document Type	Examples
ID document	National ID card, passport
Proof of address	Utility bill, rent receipt
Bank details	Bank account information
Medical certificate	Medical exam, fitness certificate
Training certificate	Diplomas, certifications
Contract	Signed employment contract
Amendment	Contract modifications

Caution

Documents with an expiration date automatically show a warning when they’re about to expire. Make sure to set the expiration date when uploading.

Generated HR Documents

The HR module also centralizes all generated official documents:

• Employment contracts: automatically generated or manually uploaded
• Sanction letters: warnings, suspensions
• Certificates: employment certificate, work certificate
• Various letters: summons, notifications

Each document is linked to the relevant employee and associated procedure. You can find them easily.

Incident Tracking

When an employee is late, absent without notice, or does something unusual, you can create an incident:

1. Click + New Incident
2. Select the employee
3. Choose the incident type (late arrival, absence, misconduct, other)
4. Add a description and the date
5. Save

Incidents are linked to the employee’s file. If an employee accumulates multiple incidents, BlueFOX can recommend starting a disciplinary procedure.

Note

Incidents are internal notes. The employee cannot see recorded incidents unless you decide to start an official procedure.

Buttons and Options

Button / Option	What it does
New Procedure	Starts a new HR workflow (contract, discipline, leave)
+ New Incident	Records an incident for an employee
Approve / Reject	Validates or rejects a leave request
Generate Document	Automatically creates the official PDF
Mark as Completed	Closes a procedure once all steps are done
Filter by Status	Shows only in-progress, completed, or pending procedures
Search	Search by employee name or description
View History	Shows all past procedures for an employee

Practical Examples

Example 1: An employee requests 2 weeks of leave in August

1. The request appears on your HR dashboard with the “Pending” badge
2. You click on it and see the dates (August 1 to 14)
3. You check that the schedule is covered by other employees
4. You add a note “OK, schedule covered by Marie” and click Approve
5. The employee receives confirmation

Example 2: An employee is late 3 times this month

1. Each late arrival is automatically recorded through clock records
2. You see the 3 incidents on the HR dashboard
3. BlueFOX alerts you: “3 late arrivals this month for this employee”
4. You decide to start a warning procedure
5. Capnio generates the warning letter with the dates of late arrivals

Frequently Asked Questions

Do the procedures comply with French labor law? The document templates are based on common practices in France. However, we recommend verifying with your lawyer or accountant for complex cases.

Can an employee see their own procedures? The employee receives the documents that concern them (contract, sanction letter), but they do not have access to the internal procedure tracking in Capnio.

What happens if I reject a leave request? The employee receives a notification that their request was rejected. You can add a comment to explain the reason.

Can I delete a procedure? You can cancel an ongoing procedure, but completed procedures remain in the history for record-keeping.

Can BlueFOX manage HR automatically? BlueFOX can alert you (for example, “5 late arrivals this month for this employee”) and recommend actions, but HR decisions always remain yours. BlueFOX will never start a disciplinary procedure on its own.

How does the leave request work on the employee side? The employee uses their portal to create a request. They choose the leave type, dates, and can add a reason. The request then enters “Pending” status until your approval.

Pro Tip

Tip

Use incidents to keep track of everything, even small things. If you ever need to justify a sanction, you’ll have a complete history with dates. This is much more reliable than relying on memory.