HR Settings in Frappe HR: Global Settings for HR Documents
HR Settings hold the global settings for HR-related documents the company-wide rules and defaults that shape how employees, payroll, shifts, leaves, hiring, and the mobile app behave. Configuring them once sets consistent behaviour across the whole module.
To access them, go to Home > Human Resources > Settings > HR Settings.
1. Employee Settings
Retirement Age: enter the retirement age, in years, for your employees.
Employee Records to be created by: controls how employee documents are named. The options are:
- Naming Series – employee documents are named using the series selected in the ‘Series’ field.
- Employee Number – the Employee Number field appears, and naming is based on it.
- Full Name – the document is named using the employee’s full name.
Stop Birthday Reminders: by default, an email goes to all employees when someone has a birthday. Check this to stop that email being sent.
Expense Approver Mandatory In Expense Claim: makes the ‘Expense Approver’ field mandatory on Expense Claims when checked.
NOTE
Payroll Settings were part of HR Settings up to version 12. From version 13 onward, Payroll Settings live in the dedicated Payroll module, so where you find them depends on your version.
2. Payroll Settings
Calculate Payroll Working Days Based On: working days on the salary slip can be calculated from Leave Application or Attendance records choose whichever matches how you want working days counted.
Max working hours against Timesheet: for timesheet-based salary slips, the maximum hours allowed against a single timesheet. Set it to zero to disable this validation.
Include holidays in Total no. of Working Days: if checked, holidays count towards total working days, which lowers the per-day salary value.
Disable Rounded Total: enable this to stop the total amount on salary slips being rounded off.
Daily Wages Fraction for Half Day: the fraction used to calculate half-day salary. For example, 0.75 pays three-fourths of a day’s salary for a half-day attendance.
Email Salary Slip to Employee: on submission of a salary slip, an email with the slip is sent to the employee’s preferred email address.
Encrypt Salary Slips in Emails: the salary slip PDF sent to the employee is encrypted using the Password Policy below.
Password Policy: becomes visible and mandatory when encryption is enabled. For example, a policy of SAL-{first_name}-{date_of_birth.year} generates a password like SAL-Jane-1972.
3. Shift Settings
Allow Multiple Shift Assignments for Same Date: when enabled, you can create shift assignments for an employee even where they already have assignments on any of the dates in the selected range, and vice versa.
4. Leave Settings
Leave Approval Notification Template: the email template used to notify the leave approver when a leave application is created or updated with them as approver.
Leave Status Notification Template: the email template used to tell the employee their updated leave status when an application is submitted or cancelled.
Leave Approver Mandatory In Leave Application: makes the ‘Leave Approver’ field mandatory on Leave Applications when checked.
Show Leaves Of All Department Members In Calendar: shows the approved leaves of everyone in the same department in the calendar view.
Auto Leave Encashment: generates a draft Leave Encashment on the expiry of a leave allocation, for all encashable leave types.
Restrict Backdated Leave Application: when checked, the system won’t allow backdated leave applications.
Automatic Allocate Leaves Based On Leave Policy: when checked, leaves are granted to employees automatically based on the Effective From date of their current Leave Policy Assignment.
5. Hiring Settings
Check Vacancies On Job Offer Creation: when a job offer is created for a position, the vacancies in the staffing plan for that position are checked, warning against over-hiring.
Send Interview Reminder: sends a reminder email to all interviewers for an upcoming interview round, scheduled according to the ‘Remind Before’ value.
Send Interview Feedback Reminder: sends reminder emails to interviewers who were part of a conducted interview round but haven’t yet submitted their feedback.
6. Mobile Settings
Allow Employee Checkin from Mobile App: lets employees check in from the mobile app. It’s enabled by default.
TIP
Walk through HR Settings once, early in your setup, and decide each option deliberately naming, mandatory approvers, notification templates, and encryption all shape how documents behave company-wide. Setting them upfront avoids inconsistent behaviour and rework once employees are using the system.
Related Topics
- Employee
- Salary Slip
- Leave Application
- Leave Encashment
- Shift Assignment
- Job Offer
- Employee Checkin
SUMMARY
HR Settings hold the global, company-wide settings for HR documents, grouped into Employee, Payroll, Shift, Leave, Hiring, and Mobile settings. Employee settings cover retirement age, employee naming, birthday reminders, and mandatory expense approvers. Payroll settings cover working-day calculation, timesheet hours, holiday inclusion, rounding, half-day fraction, and salary-slip emailing and encryption. Shift, Leave, Hiring, and Mobile settings cover multiple shift assignments, leave notifications and mandatory approvers, auto encashment and allocation, vacancy checks and interview reminders, and mobile check-in. Configure them once for consistent behaviour across the module.
