Organization, time tracking, absences, and recruiting.
Key Areas
- Organization — Structure & Hierarchy.
- People — Employee Profiles & Master Data.
- Time Tracking — Working Hours & Hourly Rates.
- Absences — Vacation & Sick Leave, Shift Swaps.
- Onboarding — Checklists & Templates for New Colleagues.
- Reviews & Performance — Assessments.
- Recruiting — Job Openings & Applications.
- Travel Expenses — Expenses & Reimbursement.
Create & Onboard Employees
Each employee is created once under Employees — master data, contract, and access are then available to all HR areas. An onboarding template ensures every new hire starts fully prepared.
Create Employee
Under Employees, click "New Employee" — enter name, position, department, and start date.
Complete Master Data
Go through the tabs in the profile: bank details, emergency contact, qualifications, tax, and contract data.
Assign Onboarding Template
Select a template from Onboarding Templates — the checklist with all tasks will be automatically generated.
Track Progress
Check off completed steps; the status shows when the employee will be fully onboarded.
Grant AIRIS Access
If needed, invite under AIRIS Access — the employee can then record their own time and absences.
Time Tracking & Approval
Work hours are recorded in Time Tracking, approved by the manager, and automatically flow into evaluations and payroll preparation.
Record Time
Employees clock in/out or manually enter hours — including breaks and project/activity.
Check Team Overview
The manager sees all recorded team hours and identifies missing or unusual entries.
Approve
Approve correct entries — only approved hours count for evaluations and billing.
Evaluate
Export hours, overtime, and balances per employee or period via reports.
For shift operations, plan entire weeks in the Roster — the target hours then serve as a template for recording.
For night and weekend on-call duty (e.g., HVAC emergency service), the time tracking module includes an 'On-Call Duty' tab: Generate a rotation for selected technicians, reassign on-call duty, or cancel with a reason — the schedule remains as proof.
If a customer reports an urgent fault via the QR sticker on their system, the person on duty according to the on-call schedule is alerted. Clicking "I'll take it" assigns them to the job; without acceptance, the alert escalates to the next person after the set deadline, and ultimately to management. The office tracks the status in the dispatch view ("On-call alerted", "On-call accepted"). Configure the "Alert active" toggle and the escalation timeout in the "On-call" tab on the "Emergency service alert" card; "Recent alerts" shows what was delivered or skipped at each tier. DivineMind does not currently accept emergency phone calls automatically — see the HVAC chapter for details.
Automatic Staff Scheduling: From Demand & Availability
AIRIS automatically creates the weekly staff schedule based on staff demand per location, opening hours, and employee availability. Approved absences (vacation/sick leave) and already planned shifts are taken into account.
Define Opening Hours & Demand
Settings → Locations → Gear icon next to location → 'Schedule' tab: Enter opening hours per weekday and minimum staffing (Day, Time Slot, Role, Count).
Employee Availability & Preferences
In the employee profile under 'HR Settings', enter availability per weekday (time slot) and optional preferences. Blank = not available on that day.
Generate Automatically
In the shift schedule, select the week and click 'Generate Automatically'. AIRIS displays a preview with coverage in %, who is staffed, and where open shifts remain — click 'Apply' to finalize the schedule.
Manage Sick Leave
If someone calls in sick: click 'Manage Sick Leave' → select employee and period. AIRIS marks the shifts as 'sick' and searches for a replacement; if no replacement is found, an open shift is created for claiming.
If a shift remains unstaffed, AIRIS creates it as an 'open shift' — visible across all locations, allowing available colleagues to claim it.
In the employee profile under “HR settings” → “Branches”, define the home branch, additional branches where the person may work, or the “Floater” toggle (any branch). Auto-scheduling, cover requests, and open shift claims in the app follow this rule — as well as rest periods (EU/UK 11 hours, Canada 8), weekly hours, and qualifications.
When an employee calls in sick (app, AIRIS, or absences), their shift becomes open and the system looks for a replacement: first within the home branch, then approved neighboring branches, then floaters — checking availability, qualifications, and remaining hours. The branch manager instantly receives a push notification and bell alert with the proposal and clicks “Send request” in the schedule; if enabled in the autonomy setup (HR · Request replacement), the system sends requests automatically. The employee receives a push notification and WhatsApp message with “I'll take it” / “I can't” — without learning who called in sick or why. If there is no reply within the time limit (10 to 60 minutes, depending on shift start), the request moves to the next person.
Request & Approve Absence
Leave and absences go through Absences as request → approval → calendar entry. Remaining leave and quotas are automatically calculated.
Submit Request
Employee selects type (vacation, sickness, special leave), period, and adds a note if necessary.
Check Quota
The system shows remaining entitlement and warns of team overlaps.
Approve or Decline
The manager decides in the approval inbox; the employee is automatically notified.
Calendar & Balance
Approved absences appear in the team calendar; remaining leave is updated immediately.
Employees can swap shifts directly with each other — the swap is forwarded to the manager for confirmation.
Recruiting: From Vacancy to Hire
Under Hiring, you post vacancies and guide applicants through a pipeline to hiring — structured and traceable.
Create Vacancy
Use the job assistant to enter title, department, requirements, and job description.
Publish
Activate the vacancy and share the application link — incoming applications automatically land in the first pipeline stage.
Move Applicants
Drag & drop candidates through stages on the Kanban board (e.g., Screening → Interview → Offer).
Evaluate & Decide
Record evaluations and notes for each candidate; an outcome (Hire/Rejection) closes the application.
Add to Team
Upon hiring, create the candidate as an employee under Employees and start onboarding.
Submit & Reimburse Travel Expenses
Business trips are recorded in Travel Expenses as a trip with individual items, reviewed, and reimbursed — including mileage and per diems.
Create Trip
Enter the occasion, destination, and period of the trip.
Items & Receipts
Add individual expenses (hotel, train, entertainment) with receipts; mileage via the mileage calculator, daily rates via the per diem table.
Submit
Submit the complete trip for review — the total amount is automatically calculated.
Review & Reimburse
The manager approves in the inbox; the approved amount is ready for reimbursement.
Reviews & Performance
- Reviews — structured employee appraisals and review cycles.
- Goals & OKR — set goals, measure progress, record results.
- 1:1 Meetings — document regular meetings with agenda and notes.
- 360° Feedback — gather feedback from multiple perspectives.
Define onboarding templates thoroughly once — every new hire will start immediately with a complete and consistent process.