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Getting started guide for admins

Here’s everything you need to know as an administrator to get started with Tellent HR.

Updated over a month ago

Welcome to Tellent HR! Your company will use this new Human Resources Information System (HRIS) to manage all employee-related tasks and information.
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This guide will walk you through the basics of the system so you can get started quickly.

1. Define the positions

To begin, let's define your employees positions. A position defines an employee’s role within the organization, such as Project Manager or HR Manager. It can be assigned to multiple employees, and you can create, modify, or delete positions as needed to reflect your organizational structure.

Add a position

📌 Note: Learn more about managing positions in How to create positions.

2. Add groups and departments

Groups and Departments help you organize employees in Tellent for smoother collaboration and reporting. While they may seem similar at first, each serves a distinct purpose within your company’s setup.

Groups

Groups are more flexible collections of team members. They are designed to save time when assigning tasks, workflows, or permissions to multiple employees at once. Unlike departments, groups don’t follow company structure. Instead, they support specific purposes such as:

  • A cross-functional project team (e.g., Project One Domain)

  • A physical office or location (e.g., Poznań Office Residents)

  • A functional responsibility (e.g., Payroll approvers)

Departments

Departments reflect your company’s official structure and are used consistently across all Tellent apps. They help you organize employees based on business functions such as R&D, Product, Sales or Marketing. Departments also play a key role in generating accurate reports and aligning with your organizational hierarchy.

📌 Note: Learn more about creating and managing groups and departments in Groups and departments.

3. Define the company's location(s)

Locations allow you to group employees by site (e.g., London, Amsterdam, Paris) and automatically apply the corresponding public holidays to each site.

Add a location

📌 Note: Learn more about managing locations in How to create locations.

4. Add time off policies

Time off policies give you clear rules for how employees request, approve, and use leave. They help keep your company organized and compliant — no matter how many teams or rules you have.

A time off policy is a framework that groups different types of leave, such as:

  • Vacation

  • Sick leave

  • Training

  • Remote work

Add a time off policy

📌 Note: Learn more about creating and managing time of policies in Time off policies.

5. Define the work schedules

Work schedules define the specific days and hours employees are expected to work. They form the foundation for tracking attendance and can also include rules for overtime and meal vouchers. A single schedule can be assigned to multiple employees, ensuring consistency and efficiency across your organization.

You can create, modify, or delete work schedules as needed, making it easy to adapt to different roles, teams, or business requirements. From defining standard hours to enabling overtime or meal voucher tracking, work schedules let you set the rules—while the system handles the tracking.

📌 Note: Learn more about creating and managing work schedules in How to create work schedules.

6. Adding and/or inviting employees

Adding a new team member

  1. Navigate to Settings > Team members.

  2. Click + New member

  3. Fill in the new user's email address, first name, and last name.

  4. Access and roles: Use the toggles to give the new user access to the apps they need, such as Recruitee (ATS) or HR (HRIS).

  5. In the dropdown menu for HR (HRIS) you have the option to select Administrator, Employee or Employee (listed only). Select Employee (listed only) for team members who are not going to be assigned access to Tellent HR. They will be simply added to the platform but with no user access.

  6. Check the box next to Create Tellent login and send an invitation email to send an email invitation to the new user. If you leave this box unchecked, you can optionally send the invitation later.
    ‼️ If you have selected Employee (listed only) at step 5, leave this box unchecked. Otherwise the employee will be able to log into the platform.

  7. Click Add 1 member to save.

📌 Note: Learn more about inviting team members and adding employees in How to invite team members or add employees.

7. Set up approval flows

Approval flows let you define which employees are responsible for approving requests. You can set up approval flows for these three types:

  1. Time off requests

  2. Expenses

  3. Timesheets validation

📌 Note: Learn more about creating and managing approval flows in How to create Approval flows.

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