Employee & Manager Self-Service: Leave, information and approvals in one portal

Who is it for, and what problem does it solve?

Self-service is for businesses where the HR team is constantly interrupted during the day by recurring questions such as “How many leave days do I have left?” or “Could you resend my payslip?”. The same is true for managers: leave requests arrive by email, phone or instant message, and no one has a list of which ones were approved.

Self-service distributes this workload correctly across three parties:

• Employees access their own information and requests directly and learn the outcome on their own screen and by email.
• Managers see only their team's requests and handle them from a list of pending approvals.
• HR manages records, leave rules and exceptions, and spends more time on checks than on routine data entry.

What does Employee & Manager Self-Service do?

Self-service is the face of the other modules that is open to employees and managers; the data comes from the employee records, leave, PDKS (Personel Devam Kontrol Sistemi, time and attendance tracking), payroll and document modules. Everyone sees their own record, and managers see their direct and indirect teams; no separate permission setup is needed for this. Today, the following functions are available for the three user groups:

For employees

• Profile: their own employee card, annual leave entitlement, pending leave requests and documents awaiting confirmation.
• Leave requests: while choosing dates, they see the counted days, why some days are not counted and the projected balance after the request; the outcome is notified by email (Leave Management).
• Clock-in and clock-out: by scanning the QR code at the location; today's records and their own attendance ledger (Time & Attendance (PDKS)).
• Payslips: their own payslip from finalized payrolls (Payroll (Türkiye)).
• Documents: they see and download their own documents and confirm documents that require a read confirmation (Document & Contract Management).
• My tasks: tasks assigned to them during onboarding.
• Organization: departments, positions and the org chart.
• Their own performance review and training (Performance Management, Learning Management).

For managers

• Pending approvals: the team's leave requests with a count badge; approval or rejection with an optional note. New requests are notified to the manager by email.
• Team view: the cards, leave balances, leave calendar and monthly attendance ledger of their direct and indirect teams.
• Onboarding and offboarding tasks assigned to them.

For HR

• All leave requests and requests on someone else's behalf; HR can always decide on a request (for example, when the manager is on leave).
• Leave settings such as the work calendar, company holidays and contractual extra-day rules. Roles and custom roles are managed by the company owner and the system administrator (Roles, Permissions & Security): the company owner can grant any role; the system administrator can grant only the team manager and employee roles. Only the company owner grants the HR and system administrator roles.
• Who approved what is shown in the request history and the audit log.

Employee information change requests, correction requests for clock-in records with manager approval, opening the team leave calendar to employees and managers seeing the read-confirmation status within their team are coming soon. Today, in the leave calendar, employees see only their own leave and holidays, and managers see their reporting team. Company announcements and general employee requests are among the modules coming soon in the Employee Management category; a separate mobile app is also coming soon in the Platform & Integrations category.

How does it work?

Rolling out self-service takes four steps:

1. Define roles. Each user is given a role (employee, team manager, HR, system administrator); the role determines what the user sees. The company owner can grant any role; the system administrator can grant only the team manager and employee roles. Only the company owner grants the HR and system administrator roles. If needed, a custom role carrying selected permissions is defined.
2. Activate accounts. The employee sets a password using the invitation link sent from the employee card and sees their own card at first login. Account security, including two-factor authentication, follows the rules of Roles, Permissions & Security.
3. Requests reach the approver. A leave request goes to the employee's direct manager; if multi-step approval is needed, the sequence defined in the Workflow & Approval Designer applies.
4. The outcome is recorded. Approved annual leave is deducted from the balance and posted to the attendance ledger; the outcome is emailed to the employee, and any decision note appears in the request details.

Details on hosting, encryption and session security are on the Security and data protection page.

How do self-service accounts affect the plan price?

In Sora İK, plans are based on the number of active employees registered in the system, and the unit counted is the employee card. Having a self-service account does not make an employee count twice; every active card is counted once, with or without an account. Managers and HR staff who have an employee card are also counted once as active employees. Cards whose leaving date has passed drop out of the active employee count. Plan limits and annual prices are on the Pricing page.