Individuals

Identity Section

• Photo: Upload profile picture via "CHOOSE FILE" button
• GSI ID: System-generated or manually entered based on General Tables > GSI ID Coding Settings configuration
• Employee Type: Dropdown populated from General Tables > Individuals > Employee Types
• Code: Optional employee code
• Record Status: Dropdown populated from General Tables > Individuals > Individual Status entries

Personal Information

• Name: First name (required)
• Surname: Last name (required)
• Tax Code: Fiscal identification number
• VAT Code: VAT registration number
• Gender: Dropdown selection
• App Language: Interface language preference (e.g., EN, IT, FR)

Contact Details

• Company Email: Required for system user access - critical field
• Personal Email: Private email address
• Legal Email: Official/certified email address
• Direct Phone: Primary contact number
• Mobile Phone: Cell phone number
• Phone Extension: Internal extension number
• Fax: Fax number if applicable

Employment Information

• Company: Dropdown to select associated organization (required)
• Job Title: Position designation dropdown
• Job Functions: Specific role responsibilities
• Level: Seniority/grade level (numeric)
• Hourly Cost: Cost rate per hour
• Hire Date: Employment start date
• End Hire Date: Employment termination date
• Use Company Timezone: Checkbox to inherit company settings
• Time Zone: Manual timezone selection if not using company default

Work Locations

• Legal Worksite: Primary official work location (selected from company's configured addresses/seats)
• Prevailing Worksite: Most frequent work location (selected from company's configured addresses/seats)
• Temporary Worksite: Current temporary assignment (selected from company's configured addresses/seats)
• Allowed Worksites: Multiple selection of permitted locations (selected from company's configured addresses/seats)

NCLA Settings

• NCLA Applicable: Checkbox to enable NCLA features
• NCLA Level: Dropdown selection when applicable
• NCLA Qualification: Additional qualification criteria

Primary residential address information for official records and correspondence:

• Street/Square: Street name field
• Street/Square N.: House/building number
• City: City name
• Zip Code: Postal code
• Country: Dropdown country selector
• Region: State/province dropdown (populated based on country)
• ADD Button: Save address information

Current living address if different from residence address, used for day-to-day communications.

Identical field structure to Residence Address:

• Street/Square details
• City and postal information
• Country and region selection
• Separate ADD button for this address

Personal birth details:

• City: Birth city name
• Country: Birth country dropdown
• Birth Date: Date picker for birthdate
• ADD Button: Save birth information

Employee benefits management interface:

Benefits Table Columns

• Title: Benefit name/identifier
• Author: Person who created the benefit entry
• Last Update By: Latest modifier
• Description: Detailed benefit description
• Start Date: Benefit effectiveness date
• End Date: Benefit expiration date
• Benefit Files: Attached documentation
• Actions: Edit/Delete buttons

Adding New Benefits

Click "+" button to open form with:

• Title: Benefit name
• Description: Full details
• Start Date: Begin date picker
• End Date: Expiration date picker
• Choose File: Document upload
• Cancel/Save: Action buttons

Personal Documents Tab

Document repository with table structure:

Document Table Columns

• Title: Document name
• Create By: Document uploader
• Last Update By: Latest editor
• Description: Document details
• Issue Date: Document creation/issue date
• Expiry Date: Document expiration
• Documents: File links/downloads
• Actions: Management buttons

Adding Documents

"+" button opens upload form for new documents with metadata fields.

Financial allocation and cost center indicative calculations:

• Hourly Rates: Standard and overtime rates
• Project Costs: Activity-specific billing rates
• Currency Support: Multi-currency cost tracking
• Cost Centers: Assignment to organizational cost structures

Multi-company assignment management:

• Add New Company Button (+): Opens company selector
• Company List: Shows all assigned companies with:
  • Company name and ID
  • Delete button per assignment
• Supports multiple simultaneous company associations

Security credential management:

• New Password: Password input field with strength indicator
• Confirm Password: Verification field
• CHANGE PASSWORD Button: Submit password update
• Only available for system users with company email

Multi-factor authentication settings:

• MFA Status Notice: Shows if MFA is disabled at company level
• Multi-factor Authentication (MFA): Dropdown to Enable/Disable
• Individual settings can override company defaults when permitted
• SAVE Button: Apply MFA changes

Work schedule management integrated with the Staff module:

Default Settings

• Default Time Shift: Dropdown selector populated from Staff > Time Shift definitions
• SAVE Button: Apply default schedule (becomes active from the next day)

Time Shift Assignments Table

• Time Shift: Schedule identifier and code
• Type: Default or Custom designation
• From Date: Schedule start date (default assignments start from next day)
• To Date: Schedule end date (automatically set when replaced by new default)
• Actions: Delete assignment button
• "+" Button: Add temporary time shift assignments

Important Time Shift Considerations

• Time Dependency: Default assignments activate from the day after creation
• Historical Tracking: Previous default shifts receive end dates when replaced
• Recalculation Impact: Any timeshift change triggers:
  • Recalculation of all relevant clock in/out entries
  • Re-evaluation of anomaly detection
  • Reset of existing anomaly resolutions
  • Reset of overtime approvals
  • Application of new timeshift rules to affected periods
• Temporary Shifts: Can be applied for specific date ranges without affecting default

Physical access control integrated with the Staff module:

Badge Assignments Table

• Badge Code: Unique badge identifier
• From Date: Badge activation date
• To Date: Badge expiration date (automatically set when replaced)
• Actions: Remove badge assignment
• "+" Button: Add new badge assignment

Badge Code Functionality

• Time Dependency: Similar to time shifts, badges are valid for specific periods
• Automatic Import Integration: Used when assigned timeshift has "automatic badge record import" enabled
• Historical Tracking: Previous badges receive end dates when new badges are assigned
• No Default Option: Unlike time shifts, badge codes don't have a default designation

Remote access configuration (overrides company settings if set):

Remote Control Table

• Remote Control Type: Access method dropdown
• IP Address: Allowed IP addresses
• Country: Access location restrictions
• Status: Active/Inactive state
• Actions: Edit/Delete controls
• "+" Button: Add new remote control rule

Data integration configuration:

• Staff Activities Export ID: Export identifier field
• Staff Activities Import ID: Import identifier field
• Absences Export ID: Absence data export ID
• SAVE Button: Store integration settings

Sets approvers at individual levels (other organizational approvers don't get overridden)

Adding Approvers

• "+ Add New Individual Approver": Button to add approvers
• Opens selector showing available individuals with ID numbers

Approver List

Shows assigned approvers with:

• Name and ID
• Edit button
• Delete button

Activity categorization setup (adds individual Activity Types to the ones inherited by the Organization hierarchy):

Adding Activity Types

• "+ Add Staff Activity Type": Selects an activity type to add
• List of available activity types depends on General Tables > Staff > Staff Activity Types settings
• Activity entries show as "Activity 1 (None)", "Activity 2 (None)", etc.

Activity List

Table of defined activities with:

• Activity name
• Delete button per activity

Live Clients Login Tab

Granular access control for live client portals:

• "+ Add New Live Client to Login": Grant access to specific live clients
• Available Clients: Only shows live clients that have:
  • Explicitly granted access permissions in their "shared with" settings
  • User must have "access live clients" permission
• Permission Options:
  • Inherited Permissions: User carries their own permissions when accessing the live client
  • Client-Specific Permissions: Option to access with specific live client individual's permissions (e.g., user can be document manager for another client without having those permissions in their own environment)
• Client List Display:
  • Client name and ID (e.g., "Ally Ipsum (00000006)")
  • Edit access button (modify permission settings)
  • Delete access button (revoke access)

Documents Manager Tab

Selective document management privileges:

• "+ Add New Company": Grant document manager rights for specific companies
• Functionality:
  • Provides document manager privileges for selected companies only
  • Does not grant global document manager status for all companies in the live client
  • Allows granular control over document access permissions
• Company List Display:
  • Company name and ID (e.g., "HTLC Network (IT) (00000004)")
  • Remove access button (revoke document manager rights)

Permission System Overview

The permission system controls all user actions and views across the HTLC Network platform. Permissions determine what modules users can access, what data they can view, and what actions they can perform. 

Permissions are organized into thematic sections, each linked to a specific module. Every functionality can be enabled or disabled through a checkbox.

Permission Assignment Methods

• Role-Based Permissions: Configured in General Tables > Roles, providing permission presets
• Multiple Roles: Users can have multiple roles with permissions being cumulative
• Individual Permissions: Additional permissions can be granted directly (though role management is recommended)
• Permission Dependencies: Some permissions automatically grant related permissions

CRUD Operations

Most permissions follow a CRUD pattern with four distinct operations:

• Create (C): Add new records
• Read (R): View existing records
• Update (U): Modify existing records
• Delete (D): Remove records

Below is the detailed list of available sections:

Individual

Allows you to manage:

• the user profile, specifications, and credentials;
• assigning or revoking a user’s roles;
• configuring cross-company access, enabling the user to log in to GSI as if they were part of another company.

Companies

Allows you to manage:

• the company profile, related specifications, and password policies;
• settings for changing the graphical theme of the interface and other specifications.

Permissions

Allows you to assign technical and functional roles and privileges. Specifically:

• assign the role of SuperAdmin (reserved for technicians, with full access);
• assign the role of Company Admin (company supervisor);
• enable the user to manage permissions for other users;
• decide the visibility and access to the various GSI modules;
• manage Live Clients;
• designate a user as an Approver (approver for workers);
• grant access to a specific Live Client.

Staff

Allows you to manage permissions related to the Staff module:

• management of tables (work schedules, activity types, absences, vacations, company closures);
• definition of the user’s role in the module, which can be:
  • data access only,
  • support role,
  • approver role (e.g., for vacations and leave requests).

General tables

Allows you to manage static data tables, such as:

• list of countries;
• list of regions;
• list of currencies.

Organization

Allows you to manage the organizational structure, specifically:

• teams;
• departments;
• company business units.

Notifications

Allows you to manage notification settings:

• enable or disable notifications for the user;
• configure notifications for other users (if allowed);
• set up reminders, i.e., automatic alerts that notify of deadlines, pending approvals, or other important actions.

Mobility integration

Allows you to enable the user to access the Mobility platform.

Internal

Internal section (to be detailed).

Ticketing

Allows you to manage permissions for the Ticketing module, including the ability to:

• manage ticket types;
• manage ticket priorities;
• manage categories and subcategories;
• configure other aspects of the module.

Files

Allows you to manage permissions for:

• viewing files;
• creating new files;
• modifying existing files.

Documents

Allows you to manage permissions related to the Documents module:

• access to the module;
• enablement as General Document Manager;
• enablement as Live Client Document Manager;
• access to the Documents module of other Live Clients;
• configuration of Document Managers.

CRM

Allows you to manage permissions for the CRM module, including:

• management of the social networks table;
• management of domain names;
• management of task types;
• creation, modification, or deletion of statuses, priorities, sales stages, setup types, lifecycles, company types, and attachment types;
• assignment of roles such as CRM Coordinator or Lead Generator;
• management of CRM campaigns;
• management of data related to a company’s industry type.

Clients

Allows you to manage permissions for the Clients module, including:

• enabling access to the module;
• assigning the role of Activity Manager;
• assigning the role of Local Consultant.