Full flow of Odoo Human Resources implementation,

starting from configuration until the end of

implementation (go-live).

Phase 1. Requirement Gathering

Define HR goals with client:

• Centralized employee database.

• Payroll management.

• Attendance & time tracking.

• Leaves & approvals.

• Recruitment & onboarding.

• Appraisals & performance.

Collect existing HR policies:

• Working hours, shifts, overtime.

• Leave types & approval rules.

• Salary structure, allowances, deductions.

• Appraisal cycles.

Gather employee master data (names, departments, salaries).

Identify country-specific requirements (tax, payroll rules, legal compliance).

Phase 2. HR Configuration Phase
2.1 Core HR Settings

Enable required HR apps:

• Employees.

• Attendances.

• Time Off (Leaves).

• Payroll.

• Recruitment.

• Appraisals.

• Expenses.

Configure company structure:

• Departments.

• Job positions.

• Work locations.

2.2 Work & Time

• Define working hours & shifts.

• Configure overtime policies.

• Setup public holidays (calendar).

2.3 Leaves / Time Off

• Define leave types (Annual, Sick, Unpaid, Maternity, etc.).

• Configure approval flows (1-step, 2-step).

• Set carry-over rules (end of year balance).

 2.4 Payroll Setup

• Define salary structures (Basic, Allowances, Deductions).

• Configure salary rules (tax, insurance, overtime, bonuses).

• Define pays lip batches (monthly, weekly).

• Map payroll accounts to accounting.

2.5 Recruitment & Onboarding

• Create job positions.

• Configure recruitment stages

Applied → Interview → Offer → Hired

• Define onboarding checklist (documents, training, probation).

2.6 Performance Management

• Configure appraisal cycles (monthly, quarterly, yearly).

• Define evaluation templates & competencies.

• Assign reviewers (manager, peers, self-assessment).

2.7 Employee Expenses

• Setup expense categories (Travel, Meals, Accommodation).

• Define approval hierarchy.

• Integrate with accounting for reimbursement.

Phase 3. Data Setup

• Import employee data (personal info, job, salary, documents).

• Assign departments & job titles.

• Configure contracts (start date, end date, salary structure).

• Upload employee documents (IDs, certifications).

• Setup user access rights (employee, HR officer, manager).

Phase 4. HR Business Processes (Operations)
4.1 Employee Lifecycle

• Hiring → Contract creation → Probation → Appraisal → Promotions.

• Termination → Final settlement → Archiving documents.

4.2 Attendance & Timesheets

• Employees check-in/out (via kiosk, web, mobile).

• Overtime automatically calculated.

• Timesheets linked to projects (if project billing is needed).

4.3 Leave Management

• Employee requests leave.

• Manager approval.

• Deduction in payroll (if unpaid).

4.4 Payroll & Accounting

• Monthly payslip generation.

• Salary disbursement (bank transfer/cheque).

• Automatic journal entries in accounting.

4.5 Recruitment Workflow

• Job posting on website.

• Applicant pipeline management.

• Schedule interviews & track progress.

4.6 Appraisals

• Triggered as per appraisal cycle.

• Employee self-evaluation.

• Manager & peer feedback.

• Final appraisal report & salary adjustment if needed.

Phase 5. Analytics
• Employee master report (headcount, turnover).

• Leave balances & leave analysis.

• Attendance & overtime reports.

• Payroll reports (monthly/annual salary costs, deductions).

• Recruitment reports (time-to-hire, source analysis).

• Appraisal results & performance trends.

Phase 6. Testing & UAT

• Simulate leave request & approval.

• Test payroll calculation (basic, allowance, deduction).

• Run attendance for 1 month & reconcile with payroll.

• Perform recruitment workflow (from applicant to hired).

• Test appraisal cycle.

• Validate expense claim & reimbursement.

• Verify integration with Accounting, Project, and Sales (if linked).

Phase 7. Go-Live
• Import final employee data & contracts.

• Set initial leave balances.

• Run first payroll in production environment.

• Train HR team & managers on workflows.

• Grant access rights & employee self-service portal.

• Freeze legacy HR/payroll system.

End-to-end implementation roadmap for the Odoo HR
module
1. Pre-Implementation (Analysis & Planning)
1.1 Requirement Gathering

• Employee management.

• Payroll.

• Attendance / Timesheets.

• Leaves.

• Recruitment.

• Appraisals.

• Expenses.

Identify requirements:

• Local tax & social insurance rules.

• Country-specific payroll rules (e.g., Egypt, KSA, EU).

• Collect current HR policies:

• Working hours, overtime, shifts.

• Leave rules & carry-forward.

• Performance evaluation method.

• Expense policies.

1.2 Data Preparation

• Clean employee master data.

• Collect salary details (basic, allowances, deductions).

• Prepare historical leave balances.

• Collect previous payroll cycles.

2. System Configuration
2.1 Company & HR Settings

Enable all needed HR apps:

• Employees (base).

• Attendances.

• Time Off.

• Payroll.

• Recruitment.

• Appraisals.

• Expenses.

• Define departments & job positions.

• Configure work locations (branches, remote, on-site).

2.2 Working Time

• Configure working hours & shifts.

• Setup public holidays (per region).

• Define overtime calculation rules.

2.3 Leave / Time Off

Configure leave types:

• Paid leaves (annual, sick).

• Unpaid leave.

• Compensatory leave.

• Maternity / Paternity leave.

• Set leave approval levels.

• Configure carry-over and accrual rules.

2.4 Payroll

• Define salary structures (Executive, Staff, Intern, etc.).

Configure salary rules:

• Basic salary.

• Allowances (transport, housing, food).

• Deductions (tax, insurance, absences).

• Net salary.

• Setup payslip batches (monthly, weekly).

• Map payroll accounts with accounting (expenses, payable, taxes).

2.5 Recruitment

• Create job positions.

• Define recruitment stages

Applied → Shortlisted → Interview → Offer → Hired

• Configure integration with website (publish job postings).

2.6 Appraisals

• Define appraisal frequency (quarterly, yearly).

• Setup appraisal templates (competencies, goals).

• Assign reviewers (self, manager, HR).

2.7 Expenses

• Setup expense categories (Travel, Meals, Accommodation).

• Define approval workflows.

• Link expense accounts to accounting.

3. Data Migration
• Import employees (name, contact, department, job title).

• Import employee contracts (start date, salary structure, wages).

• Import historical leave balances.

• Import previous payroll records (for verification).

• Upload employee documents (IDs, contracts, certificates).

4. HR Operations (Business Flows)

4.1 Employee Lifecycle

Hiring → Create contract → Assign department & job → Onboarding checklist.

• Contract amendments (promotion, salary change).

End of contract → termination workflow → exit settlement.

4.2 Attendance / Timesheets

Employees check in/out via:

• Web portal.

• Biometric integration.

• Mobile app

• Timesheets linked to projects for billable hours.

4.3 Leave Management

• Employee applies for leave.

• Approval workflow based on hierarchy.

Payroll integration:

• Deduct unpaid leaves.

• Adjust leave balances automatically.

4.4 Payroll Processing

• Generate payslips per employee.

• Validate batch payroll.

• Export bank payment file (SEPA / ACH).

• Post journal entries in accounting.

4.5 Recruitment Workflow

• Applicant applies via website.

• HR shortlists candidate.

• Schedule & record interview feedback.

Send offer → hire → convert applicant

4.6 Appraisals

• Trigger appraisal cycle.

• Employee self-assessment.

• Manager review & scoring.

4.7 Expenses

• Employee submits expense.

• Manager approves.

• Finance reimburses employee (payment journal).

5. Reporting & KPIs
Employee Reports:

• Headcount, turnover.

• Demographics.

Leave Reports:

• Leave balances by type.

• Absenteeism.

Attendance Reports:

• Late arrivals.

• Overtime analysis.

Payroll Reports:

• Monthly salary cost.

• Deductions & taxes.

• Year-to-date payments.

Recruitment Reports:

• Time to hire.

• Source of hire.

Appraisal Reports:

• Performance rating distribution.

• Top performers.
6. Testing / UAT
• Simulate one full payroll cycle.

Employee hiring → contract creation → payslip.

• Submit leave request & validate accrual deduction.

• Test attendance (in/out) + overtime rules.

• Submit expense claim & validate reimbursement flow.

• Run recruitment flow (applicant → hired).

• Trigger appraisal cycle.

7. Go-Live
• Import final employee & contract data.

• Import opening leave balances.

• Train HR staff, managers, and employees.

• Roll out employee self-service portal.

• Freeze legacy HR/payroll system.

• Run first live payroll & validate.

Checklist for the Implementers
Pre-Implementation
• Collect HR policies (working hours, leave, payroll, appraisal).

• Gather legal requirements (tax, social insurance, labor laws).

• Prepare employee master data (personal info, contracts, salaries).

• Identify integrations needed (Accounting, Projects, Recruitment, Attendance devices).

• Define user roles & access levels (employee, HR officer, HR manager).

Configuration
Company & Structure

• Create departments.

• Define job positions.

• Setup work locations (branches, remote sites).

Working Hours & Attendance

• Configure working schedules & shifts.

• Setup overtime calculation rules.

• Define public holidays.

Leaves / Time Off

• Configure leave types (Annual, Sick, Unpaid, etc.).

• Define approval flows (single-step / multi-step).

• Setup accrual rules (monthly/yearly).

Payroll

• Define salary structures (Staff, Manager, Intern, etc.).

• Configure salary rules (basic, allowances, deductions, taxes).

• Define payslip batches (monthly/weekly).

• Link payroll with accounting journals.

Recruitment

• Configure job positions & recruitment pipeline.

• Setup stages (Applied → Interview → Offer → Hired).

• Enable website job postings.

Appraisals

• Define appraisal frequency (quarterly, yearly).

• Create appraisal forms (goals, competencies).

• Assign reviewers (employee, manager, HR).

Expenses

• Setup expense categories (travel, meals, etc.).

• Define approval hierarchy.

• Integrate with accounting.

3. Master Data
• Import employees (name, contact, department, job title).

• Import contracts (start date, wages, salary structure).

• Import leave balances (opening balances).

• Import payroll history (if needed for continuity).

• Upload employee documents (contracts, IDs, certificates).

4. Testing / UAT
Employee Lifecycle

• Create new hire → assign contract.

• Test promotion / salary update.

• Simulate contract termination.

Attendance & Leaves

• Employee check-in/out.

• Test overtime calculation.

• Submit leave request & approval.

• Validate payroll deduction for unpaid leave.

Payroll

• Generate payslip (test gross & net salary).

• Validate allowances & deductions.

• Post payroll entries to accounting.

Recruitment

• Post job → applicant → interview → hire.

Appraisal

• Run one appraisal cycle & validate results.

Expenses

• Submit expense → approval → reimbursement.

5. Go-Live
• Import final employee data & contracts.

• Import opening leave balances.

• Train HR managers & staff on Odoo flows.

• Train employees on self-service portal.

• Freeze legacy HR/payroll system.

• Run first payroll cycle in production.