Onboarding

Getting started

There's no separate username or password to remember — access is tied to your work Google account.

1. Open hr-function.pages.dev and click Sign in with Google.
2. Choose your Google account. There's nothing to type — no password screen.
3. The org chart loads and automatically zooms to fit your screen. If you were added recently and see "Account not authorized," ask an Admin to add your email under Admin → Users.

Reference

Roles & permissions

One account, one role — set by an Admin under Admin → Users. This table is the full breakdown behind the summary chips above.

* Even where a role can see salary, bonus and performance data, it stays hidden by default everywhere it appears — Directory, a person's profile — behind a Show salary & performance checkbox you tick each time.

The org chart

Navigating the chart

The toolbar and left sidebar are the same regardless of role — what differs is which buttons actually do something.

Search, zoom & level

The search box in the sidebar matches name or department as you type, accent-insensitive — typing chau finds "Châu" too. The zoom controls (− / % / + / Fit) sit top-right of the canvas; Fit re-centers and re-scales to whatever's currently visible. The Down to level slider above the chart collapses deep branches so you can see the company's shape at a glance — drag it back to All to restore everything.

Relationship lines

Direct reporting lines are always shown. The Relationship lines panel lets you show or hide the three optional kinds independently: dotted (secondary/matrix reporting), collaborates with, and relies on. Click any line on the chart to see or remove that connection; the small dot at its midpoint opens a note (who reports what, how often).

Departments & site filters

Untick a department in the Departments panel to hide everyone in it, including managers with reports elsewhere — there's no partial hiding. Click a department's name (not its checkbox) to jump straight to it, auto-zoomed. See Departments panel for how this now interacts with Site view.

On-leave / OOO filters

The On-leave only and OOO only buttons in the Actions panel narrow the whole chart down to just people currently on leave or traveling — useful for a quick "who's actually in the building today" check.

The org chart

Editing people & reporting linesEditor · HR

HR accounts can add, edit and offboard staff. Viewer and Production accounts can look but not touch. The layout-only tools further down (dragging, vertical lists, auto layout, hard delete) stay Editor, Admin or BOD — see the notes below.

Adding someone

• + Add person in the sidebar creates a new top-level card.
• ➕ Add direct report on a card's ⋯ menu creates one already wired up to that manager.
• 🔗 Connect existing as direct report… starts a dashed line that follows your cursor — click the person who should report to them, or Esc to cancel.

The Edit person drawer

Opening a card (or its ✏️ Edit person menu item) slides in the full profile: name, title, department, site, contact details, and the Reports to / Dotted-to fields — both type-to-filter comboboxes rather than a long dropdown. Compensation fields stay collapsed behind a Show salary & performance checkbox even for roles allowed to see them. A collapsible Move / change history section lower down logs every past change to manager, department, site or title. Changing Reports to here re-appends the card to the end of the new manager's team, same as adding someone new.

Collaborates with vs. Relies on

Both are optional extra lines on the chart, separate from who someone reports to:

• Collaborates with — peers who work together day to day (neither is the other's manager). It is mutual, drawn as a grey dotted line between the two cards.
• Relies on — one-way: this person needs the other person's input or output to do their job (for example a planner relying on purchasing). Drawn as an orange dotted arrow pointing at the person relied on.

In the drawer each is a checklist with its own search box — type part of a name or department to narrow the list; ticks you've already made are kept while you search, and the heading shows how many are selected. Show or hide these lines from the Relationship lines panel.

Promoting into a vacant roleEditor

Offboarding someone leaves their old position behind as a dashed vacant slot. Drag anyone onto that slot to promote them into it: they inherit its title, department and reporting line, their own personal connections move with them, and their old position becomes the new vacancy. A confirmation dialog spells out exactly what's about to happen before it does. This one needs Editor access or above — it works by dragging, which HR accounts don't have.

Moving people around the tree

• 🙈 Mark inactive (keep record)… — hides the person from the chart, directory, leave lists and headcount but keeps their whole record, and re-points anyone reporting to them to their manager. Reverse it any time from 🙈 Inactive staff. HR and above. See Monthly staff upload.
• 🗑 Offboard person… — records a last day and turns their card into a vacancy rather than deleting it outright. This clears their name, contact details, pay and photo — use Mark inactive instead if the record must be kept. HR and above.
• ⬆️ Move up one level — reassigns them to their manager's manager. Editor and above.
• ⏫ Make top-level (no manager) — removes their manager entirely. Editor and above.

Monthly routine

Monthly staff upload (sync)Editor · HR

Upload the full staff list once a month. New people are added, changes to existing people are applied, and anyone who is no longer in the list is hidden (marked Inactive) — their record is kept, nothing is deleted.

The file

Use staff_sync_template.csv ↓ as a starting point (CSV or Excel .xlsx both work). One row per person, and every row needs an Empl ID.

Blank cells never erase anything: a blank Title, Phone, Manager, etc. means "leave as it is". Salary, bonus and performance are never read from this file for existing people, and new people created by HR start with no pay data (an Editor can fill it in).

Steps

1. Click 🔄 Monthly staff sync — in the Actions panel beside the chart, or at the top of the Directory.
2. Choose the file. The app shows the columns it found; check each one is matched to the right field (they're matched automatically when the headers look like the template's). Empl ID and Name must be matched.
3. Click Preview changes. Nothing is saved yet. You get a count of what will happen, and a list for each group — click a heading to open it.
4. Read the preview — especially Will become Inactive and Rows skipped. Wrong file or wrong column? Click Back.
5. Click Apply these changes. The chart and directory refresh straight away.

What happens to each person

Common situations

• Someone moved department — put their new department in the file. The old one is recorded in their change history.
• Someone left — just leave them out of the file. Don't delete anything in the app. They are marked Inactive and disappear from the chart, directory, leave and headcount; the record stays.
• Someone left in the middle of the month — ⋯ → 🙈 Mark inactive (keep record)… on their card. They'll simply be absent from next month's file anyway.
• Someone came back — include them in the file (they're reactivated), or open 🙈 Inactive staff and click Reactivate.
• Marked someone Inactive by mistake — 🙈 Inactive staff → Reactivate.

Inactive staff

Inactive people are removed from the chart, Directory, search, the leave request list, headcount and the stat buckets, and can't be chosen as someone taking leave or approving it. Their leave history and their change history are kept. Only HR, Editor, Admin and BOD can see the list: 🙈 Inactive staff (Actions panel, or 🙈 Inactive at the top of the Directory) shows who, since when, and a Reactivate button. Being Inactive here does not touch their sign-in — IT disabling the person's company email is what stops them logging in.

Layout tools

Rearranging the chartEditor

Every card can be dragged by hand, but three tools below turn a messy branch back into something presentable in one move.

Drag & drop basics

Grab any card and drop it in open space to reposition it — it snaps quietly to an invisible grid so cards line up without you having to eyeball it. Drop a card onto another card instead, and you'll change who they report to (a confirmation guards against doing this by accident). Hold Shift and drag across empty space to lasso-select several cards at once; dragging any one of them then moves the whole selection together.

Moving dotted, collaborates & relies lines

The blue dotted-to line, the grey collaborates with line and the orange relies on line are drawn automatically between two cards, so they can end up on top of each other or across other cards. Grab the line itself (or the small dot in the middle of it) and drag to bend it out of the way — the line follows your mouse and the new shape is saved when you let go. A short click without moving still opens the line's note / remove popup as before; ↺ Reset shape in that popup puts the line back to its default route. The solid reporting lines keep their own handle: drag the horizontal bar to move it up or down.

• The shape is saved per view: a line you shape in a Site view stays in that view; in a site that has no shape of its own it inherits the one from All sites.
• It is part of the layout: it is held back until an Admin or BOD publishes, it is included in published versions and layout backups (Compare and Restore bring it back), and Auto layout resets it together with the card positions.
• Editor, Admin and BOD only — like every other layout change. To re-attach a line to a different person, drag its round end handle instead.

Arrange reports as vertical list

For a manager with a long row of direct reports — a foreman with a dozen line operators, say — open their ⋯ menu and choose Arrange reports as vertical list. Pick 1 column for a simple stack, or 2 to alternate reports left and right down a single spine:

Every report still connects from the side of their card into that spine, never from the top — so no one can be misread as reporting to the row above them. If you drag someone afterward to reorder the list, the app snaps them back onto the same spine and row spacing automatically; you can't accidentally knock it crooked.

Auto layout this team

Made a mess of one branch while trying things out? Open that manager's ⋯ menu and choose Auto layout this team. It rebuilds a clean tree for that manager and everyone below them, and re-centers it on wherever the manager currently sits — the rest of the chart is untouched. This is different from the Auto layout button in the Layout panel in the left sidebar, which resets manual positions for the entire chart at once.

Saving & publishing the layoutAdmin / BOD publish

Dragging cards, arranging teams and moving stat buckets changes your working layout. Only Editor, Admin and BOD accounts see the working layout. Everyone else — HR, Viewer, Production — always sees the last published layout. So whatever you try out, even temporarily, never changes anyone else's chart, and everybody looks at the same arrangement.

1. Arrange the chart as usual. As soon as your layout differs from the published one, an amber bar appears at the top of the chart: Layout changes are not published.
2. When you're happy, an Admin or BOD clicks 💾 Save & publish — in that bar, or in the Layout snapshots panel in the sidebar. A note for the version is optional.
3. Everyone sees the new layout the next time they open or refresh the chart. Not happy yet? Just don't publish — others are unaffected.

Published versions. The panel lists the latest versions (30 are kept; the newest is marked ● Live). Compare shows one on the chart (HR can do this too); Editors also get Use, which copies that version into the working layout — it only goes live once an Admin/BOD publishes again. You can delete a version you published yourself with 🗑 (after a confirmation) — never one published by another Admin/BOD, and never the ● Live one (publish a new version first). Deleting an old version never changes what anyone sees. It counts as "yourself" whichever of your sign-in emails you used; a version left by someone whose account has since been disabled can be removed by any Admin/BOD.

Layout backups

Separate from publishing, Editor, Admin and BOD accounts get a safety net for the working layout: up to 10 backups per Site view in the Layout snapshots panel, taken automatically right before Auto layout or Auto layout this team run, or anytime via 📸 Take backup now. Click Restore on one to reposition everyone back to how it looked (HR can't create or restore backups). 🗑 next to a backup deletes it for good (after a confirmation) — you can only delete backups you created yourself.

Comparing with today. Compare — on a published version or one of your backups — draws the chart the way it looked, read-only — nothing is saved and nothing can be dragged. A bar at the top of the chart switches between Snapshot and Current so you can flip back and forth; anyone whose position differs gets a dashed orange outline, with the count in the bar. ✕ Exit returns to the normal chart (so does changing the Site view). For HR and other viewers, Current is the published layout they normally see. Editors also get Restore this in the bar. Snapshots taken before October 2026 don't record who was on the chart at the time, so a comparison with one of those only shows people who had been dragged by hand.

New in this release

Site-specific layoutsAdmin / BOD / Executive switch it · everyone else is fixed to their site

Izmir and Ho Chi Minh no longer share one arrangement — each site keeps its own, so tidying one never disturbs the other.

Open the Site view panel on the left. Admins, BOD, and any account with the Executive checkbox ticked can jump between All sites (combined layout) and any single site; whichever you're on decides which saved layout you're looking at and editing.

If you're an Editor or HR user, there's nothing to choose — you're always looking at your own site's layout, and it's the one you'll affect when you drag a card or print. This is exactly why the Turkey factory chart could look cramped before: it was inheriting whatever the combined view happened to look like. Now it's yours to arrange and it stays that way.

The org chart

Departments panel

One list, doubling as a legend for the colored dots on every card and a filter for the chart.

Editors can add, rename, recolor (✎) or delete a department from this panel — a department can only be deleted once it has no one left in it. The headcount next to each name, and the list itself, now follow whichever Site view you're on: switch to Izmir and only departments that actually have Izmir (or shared HQ) people in them are listed, with a headcount matching just that site.

The org chart

Stat bucketsEditor

A bigger, free-floating card for headcount numbers that don't belong to any one person — a shift total, a workshop's worker count.

Choose + Add stat bucket in the Actions panel, give it a label, and link it to one person (required — this is who the dashed connector on the chart points to, and whose department color tints its border). Fill in Total workers, Available and Absent by hand; these aren't computed from Leave records yet. Drag a bucket exactly like a person's card — it now snaps to the same invisible grid, so lining one up flush against a row of cards is no longer guesswork.

Direct workers (automatic)

Production staff without a company email (direct workers) are drawn either as individual cards or grouped into a bucket — chosen per site, see Direct workers display below. Wherever they are grouped, a system-generated Direct workers card — solid border, colored like the manager's department — appears attached to that manager's card, exactly like a normal linked bucket, showing a live headcount of their direct reports. It updates on its own as people are added, offboarded, get a manager reassigned, or their email changes — you never create or edit one through the + Add stat bucket form. A direct worker with no manager set yet falls into one dashed, unattached Direct workers — Vietnam/Turkey (no manager set) card per site instead, so nobody silently disappears from the count. Click the 🔍 on either kind to see the actual names counted inside, without leaving the chart. You can still drag one to reposition it — that's the only thing about it you control. If a supervisor leaves, promoting their replacement into that same vacant slot (see Promoting into a vacant role) keeps the bucket attached correctly — nothing to fix on the workers themselves.

Direct workers display: stat bucket or full cardsEditor · Admin · BOD

A direct worker is anyone whose email is blank or is not an @corsairmarine.com / @seawindcats.com address — typically the shop floor. With hundreds of them (for example after uploading the Ho Chi Minh workforce) one card each would swamp the chart, so each site has its own switch, right next to it in the Site view panel in the sidebar (Editors, whose panel only shows their own site, get the switch beside the site name):

• ▦ Bucket — no individual cards; each manager gets one automatic Direct workers card with a live headcount. This is the default for Ho Chi Minh, Pattaya and Sydney.
• 👤 Full — every direct worker is drawn as a card. This is the default for Izmir, as before. Switching a large site to full asks you to confirm first.
• Click the switch to flip it. Each of the four sites — Ho Chi Minh, Izmir, Pattaya, Sydney — is independent: flipping one never changes another. A site you've never touched uses the default; flipping it back to the default clears its own setting. (Anyone whose site is blank or not one of the four follows Ho Chi Minh or Izmir, whichever region they are in.)

• Buckets that have never been dragged now sit directly under their manager's card instead of piling up in the top-left corner; drag one anywhere to pin it (it is saved with the layout).
• The bucket's number only counts the people who are not drawn as cards, so nobody is counted twice. Click the 🔍 on a bucket to list who is inside.
• 👁 Show all (incl. direct) (Admin, BOD, Executive) is a personal, temporary override: it draws everyone as cards for you only, whatever the sites are set to.
• 📥 Export Empl and the Directory always include direct workers, whichever way the chart shows them.

The org chart

Printing the chart

The 🖨 icon next to the zoom controls exports exactly what's on screen — filters and all.

Printing renders the chart at A1 landscape and scales it to fit one page, so the wider the visible chart, the smaller the text ends up. For a readable printout, filter first — narrow to one department, one level, or (most usefully) one Site view — then print. A full-company printout will always be small print by nature; a single site's own layout, already arranged to be compact, prints far better.

Other tabs

DirectoryHidden from Production

The same people as the org chart, as a flat, searchable table — better for scanning a phone number than a reporting line.

Columns run Empl ID, Name, Position, Reports to, Location, Department, Email and Phone, sorted by Location → Department → Name. Salary, bonus and performance columns exist but stay hidden behind the same Show salary & performance checkbox used in the Edit person drawer — ticking it here reveals those columns for anyone with permission to see them. The search box matches any of the visible columns as you type.

Other tabs

Skills & TrainingEditor · HR

Two matrices — who has which skill, and who's completed which course — plus bulk import for both, Editor and above only.

Skills Matrix

Tick the grid where an employee has a skill. A skill can be marked Required for departments — tag it under one or more departments and the Filter by department dropdown then narrows the matrix to just that department's people and the skills that actually apply to them.

Training Matrix

Tracks completed training courses the same way, one row per employee.

Other tabs

Leave managementEveryone requests · HR records & exports

Request leave, get it approved by email, cancel it (also with approval), attach PDF paperwork — and let HR export a month for payroll.

Requesting leave

Anyone whose company email is on their employee record can request leave for themselves in the Leave tab; HR, Editor, Admin and BOD request it for themselves too: the Employee box contains just their own name (they request leave like everyone else). Record for another employee (HR) is greyed out for now — it is planned for production admins to record leave for workers from the employee / department list. Choose the Type (symbol), the dates, optional notes and optional PDF documents, then Submit request. Everything on screen is in English; the symbol meanings follow the company's symbol sheet.

1. An approval email goes to the person's manager. If the direct manager has no email address (for example a production supervisor), it goes to the nearest manager above who has one. Anyone above in the line, or an Admin/BOD, can also decide inside the app (Pending your approval).
2. The manager clicks Approve or Reject in the email — nothing is decided until they press the confirm button on the page that opens. The link works for 14 days and once only.
3. The decision is recorded with the approver's name, the time (Vietnam time) and a verification code, and the employee is emailed the result.
4. Calendar: approved leave is booked in the shared AnnualLeave calendar only for people with a @corsairmarine.com / @seawindcats.com email. People without one (production workers) are just listed here so their managers can see them. Days that are not an absence (TOIL+, late arrival / early leave) are never booked.

A request you saved but that has not been sent yet (for example an upload failed) shows not sent yet with a Send button. A pending request can simply be deleted with ✕ — nobody has approved it yet.

Who can see leave records

Leave is private. Each person only sees their own leave in the Leave tab. The full list of everyone's leave (with the statistics, “currently on leave”, “out of office”, “upcoming” sections and the export) is visible only to HR, BOD, Executive and Admin.

• Managers additionally see the requests that are waiting for their decision (so they can approve or reject in the app as well as by email). Once decided, the request disappears from their screen.
• Editor and Viewer/Production accounts see their own leave only — Editor is no longer able to see everyone's leave unless the account is also HR, BOD, Executive or Admin.
• On the org chart, the On-leave only / OOO only filters and leave badges are therefore available only to the roles that can see the full list.

Salary view (BOD and Admin)

BOD and Admin accounts have a 💰 Salary button (Org Chart → Actions). It lets a BOD member look at salaries on the chart without the data ever being stored in the system.

1. Click 💰 Salary → Choose Excel file… and pick the salary file on your own computer (.xlsx, .xls or .csv). Columns: STAFF ID, BASIC, ENVIROMENT, RESPONSIBILITY, DELIGENT, LONGEVITY, OTHER, TOTAL. STAFF ID must equal the Empl ID on the employee card.
2. The file is read inside your browser only. Each matched card shows a green 💰 total (hover for the breakdown); the Departments list shows the payroll of every department and a grand total next to Select all; a Payroll in view bar at the bottom of the chart follows the site and department filters you have ticked.
3. 📊 Dashboard opens a private report: total / average / median, split by Basic–Environment–Responsibility–Diligent–Longevity–Other, by department and by site, a searchable people table, and a Data check (Empl IDs that do not match, staff without a row, duplicates, TOTAL that differs from the components).
4. Use 🙈 Hide amounts before sharing your screen.

• Nothing is uploaded or saved — not in the database, snapshots, published layout, exports or printouts. Other roles — and a BOD or Admin looking at their own screen — cannot see anyone else's file, because it never leaves the browser tab it was loaded in.
• It disappears when you reload the page, log out, close the tab, or after 30 minutes without activity. Load the file again when needed.

The symbol lists

The Type list comes from the company symbol sheet. Which list you get depends on the employee: Local (Vietnam labour law) or Expat. By default it follows the site (Izmir → Expat, everything else → Local); HR can set it per person in Edit person → Leave symbols. Half-day symbols (Pam, Ppm, Ram, …) are one day only and the morning/afternoon is part of the symbol; for the Expat Ah you choose morning or afternoon. Symbols marked HR only (public holidays, TOIL, insurance-related, maternity status) can only be recorded by HR. Out-of-office types (Business Trip, Overseas …) are unchanged.

Local list

Expat list

Records created before the symbol lists existed keep their old wording (Annual Leave, Sick Leave, Unpaid Leave, Other); they still display and export normally.

Cancelling approved leave

Approved leave is never deleted on the spot. Click Request cancellation on the row (employees can do this for their own leave that hasn't ended; HR can do it for anyone) and give a reason. The manager gets an email with Approve cancellation / Keep the leave; the leave stays valid until then and shows cancellation pending.

• Approved → the leave record, its calendar entry and its attached documents are deleted, and the employee is emailed. The deletion is noted in the activity log (who, what, who asked, who approved).
• Rejected → the leave stays approved and shows cancellation rejected; the employee can ask again.
• Managers can decide in the app too — Cancellation requests waiting for you at the top of the Leave tab.
• HR can no longer delete an approved record directly (that would bypass the manager); only Admin/BOD can, for data corrections.

Leave balance — days and TOIL hours

Each person has annual leave remaining (days) and TOIL remaining (hours), kept up to date by HR in Edit person or through the monthly staff upload (optional columns Annual Leave Balance and TOIL Balance in the template; a blank cell leaves the number as it is). The date it was last changed is recorded automatically.

• When you request leave the form shows your balance and how many working days the request uses, with a warning if it is more than the annual leave you have left.
• Your manager sees the same numbers in the approval email, on the approval page and on the approval card in the app — "Annual leave remaining 8.5 days · TOIL 12 h (as of 01/10/2026) · This request: 2 working days".
• Who can see balances: HR, Editor, Admin and BOD for everyone; each person only their own; a manager only for the people whose request they are deciding. They never appear in the chart, the directory or exports other than HR's.
• The balance is the number HR last recorded — the app does not subtract approved leave automatically, so it is only as current as HR's last update.

PDF documents — kept by HR in the company SharePoint

When a request needs paperwork (for example a medical certificate) attach up to 5 PDF files, 15 MB each (40 MB per request), on the form or later with the 📎 button on the row. Only real PDF files are accepted.

• Where: the files are stored in a restricted SharePoint library, in folders Leave / year / Empl ID – name, not in this app.
• Who can open them: only HR (the HR role, plus Admin and BOD). Everyone else cannot: the employee sees the names of the files they attached but cannot open them again, and the approving manager receives the PDFs attached to the approval email (up to 15 MB in total; anything larger is left out and the email says so) so they can verify the request before deciding — the approval page itself only shows the count. Editors, viewers and production accounts see nothing.
• HR opens a file from the 📎 button (the app fetches it from SharePoint for them), and can delete it. The employee can remove a file while the request is still pending.
• The files are deleted from SharePoint when the request is deleted or the leave is cancelled.
• Until IT has connected the SharePoint library, the attachment box is replaced by a note saying attachments are not available yet — requests work normally without it. Admin/BOD can check the connection in Admin → Leave documents storage → Test connection.

Monthly export for HR

HR, Editor, Admin and BOD get ⬇ Export for payroll (Excel) above the records table. Pick a month; the file has three sheets: Timesheet (one symbol per person per day — the same symbols as the legend), Summary (days per person per symbol and per category, total days absent, and the current annual-leave and TOIL balances) and Detail (every record with approver, decision time and verification code). Working days count Monday–Friday; half-day symbols count 0.5; the combined PamRpm / PpmRam count half a day each for annual and paid personal leave; TOIL+ counts on the days worked, including weekends, and is not added to days absent. Only approved leave is exported unless you tick include pending. Out-of-office records are not included.

On the chart

Whoever is away today shows a small badge on their card: 🏖 for leave, ✈ for out of office — only for approved leave, using Vietnam time, and not for symbols that aren't an absence. Use the On-leave only / OOO only toggles on the chart to see just who's affected right now.

Other tabs

Job descriptionsEditor · HR

A plain-text, versioned description per role, opened from the Directory rather than the chart.

Each row in the Directory has a JD button — filled if that person already has a description on file, outlined if not. Descriptions are free text with no required structure, and each save keeps the version before it, so you can see what a role used to say as it evolves.