Daily Employees

Daily Employees manages on-call temporary workers who are paid by the day — labourers, event staff, seasonal pickers — from first registration through site assignments and daily work logs to a two-step approval and payment. These workers are not regular employees: they have their own roster, are not on the employee list and are never included in payroll runs.

Use it when you hire people for a few days or weeks at a daily rate and need an approved, auditable record of each day worked before paying them. Site supervisors or HR enter logs; a first approver and HR approve them; finance generates and confirms the payments.

For contractor jobs paid per task or per job, see Daily Work.

Where to find it

Plans: the Daily employees feature must be in your plan; otherwise the item is hidden.

Access: the sidebar item and the dashboard need Manage attendance. Each sub-screen then also checks its own permission (table below).

Who can do what

The same person can give the first approval and the HR approval; SolaHR does not require two different people.

Daily Workers Dashboard

• Header: Daily Workers Dashboard — "Manage temp workers from assignment through work logs to payment".

• Tiles:

  Tile	Counts
  Total workers	All workers on the roster
  Active workers	Workers marked Active
  Active assignments today	Assignments whose period includes today
  Records awaiting approval	Logs that are Submitted or at First approval
  Pending payments	Payments not yet confirmed (needs View finance; otherwise 0)

• Quick access card: Workers, Assignments, Work Logs, Approvals, Payments.

Workers

Workers — "Manage on-call temporary workers". Add daily worker (top-right) when you may create workers.

Toolbar: a search box ("Search by name, national ID or phone") and a status filter (All, Active, Inactive).

Empty: "No data". Pagination under the table.

Add or edit a worker

1. Click Add daily worker (or ⋯ → Edit).

2. Fill in:

   Field	Required	Rules	Notes
   Full name	Yes	Up to 255 characters
   National ID	No	Up to 100 characters; must be unique among workers	Emirates ID number
   Phone	No	Up to 30 characters
   Address	No	Up to 255 characters
   Default daily rate	No	0 or more	Used when an assignment has no rate of its own
   Payment method	No	Cash (default) or Bank transfer	Becomes the default method of generated payments
   Bank name, Account holder name, Account number, IBAN	No	Up to 255 characters each	Shown only for Bank transfer
   Notes	No	Up to 2,000 characters
   Active	—	Ticked by default	Inactive workers are not offered for new assignments or payments

3. Click Save ("Created successfully" / "Updated successfully"), or Cancel. You return to the list. Field problems appear under each field.

Delete a worker

⋯ → Delete → "Confirm deletion of daily worker? (name)" → Delete. A worker who has any assignment cannot be deleted; mark them Inactive instead.

Assignments

Daily worker assignments — "Link a daily worker to a specific site and work period". Add assignment (top-right).

Empty: "There are no assignments".

Create an assignment

1. Click Add assignment.

2. Fill in:

   Field	Required	Rules	Notes
   Worker	Yes	Active workers ("Select worker")
   Site	No	Your work sites, or No site	The same sites used by Daily Work
   From date	Yes	Date
   To date	Yes	On or after From date	Logs must fall inside this period
   Daily rate (optional)	No	0 or more	Overrides the worker's default rate
   Notes	No	Up to 2,000 characters

3. Save → "Created successfully".

Delete: ⋯ → Delete → "Confirm deletion of assignment?". An assignment that already has logs cannot be deleted.

Work Logs

Daily worker logs — "Enter and track working days and approvals". Header buttons: Approvals and Add record. Toolbar: status filter (All statuses, Draft, Submitted, First approval, HR approved, Rejected, Paid).

Empty: "There are no records".

Add a log

1. Click Add record.

2. Fill in:

   Field	Required	Rules	Notes
   Assignment	Yes	Shown as Worker - Site (from → to)
   Work date	Yes	Inside the assignment period
   Shift	No	1–5, default 1	One log per assignment, date and shift
   Hours (optional)	No	0 or more, steps of 0.25	See how the amount is calculated
   Daily rate (optional)	No	0 or more	Blank = assignment rate, else the worker's default rate
   Notes	No	Up to 2,000 characters

3. Click Save as draft → "Created successfully". The log is Draft.

How the amount is calculated:

• Hours blank → amount = rate (one day's pay).
• Hours filled → amount = hours × rate. The rate is then treated as an hourly rate. Leave Hours blank for normal day-rate work, or enter an hourly figure in Daily rate (optional) when paying by the hour.

Submit for approval

⋯ → Submit for approval → Submit work log — "Send this work log to the approval workflow." → Submit work log. Status: Submitted; the row's ⋯ actions disappear.

Edit or delete a log

Only Draft and Rejected logs can be edited or deleted. Editing a Rejected log puts it back to Draft and clears the rejection reason; submit it again afterwards. Delete asks "Confirm deletion of the record?".

Approvals

Daily worker log approvals — "Review submitted records and approve or reject them". Back to records (top-right). The list shows logs that are Submitted or at First approval.

1. Click First approval (or HR approval).
2. Confirm Approve work log — "Approve the recorded work and advance it to the next workflow stage." → Approve work log.
3. "Updated successfully"; the log moves on. After HR approval it leaves the inbox as HR approved, ready for payment.

Reject: click Reject, enter Rejection reason (required, up to 2,000 characters), click Reject. The log becomes Rejected and returns to the Work Logs list for correction.

Empty: "There are no records pending approval".

Payments

Daily worker payments — "Group approved daily worker records into payments". Create payments (top-right) with Manage finance. Status filter: All statuses, Pending, Paid.

Create payments

1. Click Create payments.
2. Enter From date and To date (required; To on or after From) and optionally Worker (optional) (default All).
3. Click Create payments → "Payments created: n".

SolaHR takes every HR approved log dated in the period that is not already in a payment, and creates one pending payment per worker with the sum of their log amounts. The payment method defaults to the worker's payment method. Running it again for the same period only picks up newly approved logs. If nothing qualifies, you see "Payments created: 0".

Confirm a payment

1. Click Confirm payment on a pending row.
2. Optional: Payment date (blank = today), Payment method (Cash / Bank transfer), Reference (up to 255 characters, e.g. a transfer number).
3. Click Confirm payment → "Paid".

The payment becomes paid and all its logs become Paid. A paid payment can't be confirmed again or undone.

Statuses and lifecycle

Work log: Draft → Submitted → First approval → HR approved → Paid; Rejected from Submitted or First approval, back to Draft when edited.

Payment: pending → paid (final).

Worked examples

Quick example: one day's work

1. Al Noor Trading LLC adds worker Rashid Karim, National ID 784-1990-1234567-1, Default daily rate 150, Cash.
2. Assignment: Rashid → site Dubai Main, 6–10 October, rate blank.
3. On 6 October the supervisor adds a log: Rashid · Dubai Main · 6 Oct · Shift 1, Hours blank → amount 150.00, Draft. Submit for approval.
4. HR gives First approval then HR approval. Status HR approved.

Full example: a five-day stock count

1. Assignments for 6–10 October at Dubai Main: Rashid Karim (rate blank → default 150) and Bilal Ahmed (assignment rate 180, Bank transfer).
2. Logs: Rashid works 5 days (5 × 150 = 750.00). Bilal works 4 days at 180 and on 9 October also a second shift of 4 hours with Daily rate (optional) 25 (4 × 25 = 100.00) — total 820.00.
3. One of Rashid's logs was entered for 11 October and is refused: "Work date must be within the assignment period." The supervisor corrects it to 10 October.
4. HR rejects Bilal's 8 October log with reason "Was absent — check gate register". The supervisor confirms he worked, edits it (back to Draft, reason cleared) and resubmits; it is then approved.
5. The dashboard on 10 October shows Active assignments today 2, Records awaiting approval 0.
6. Finance opens Payments → Create payments, 6–10 October, Worker All → "Payments created: 2": Rashid 750.00 (cash, pending) and Bilal 820.00 (bank, pending).
7. Finance pays Bilal by transfer, clicks Confirm payment, Reference FT-889214, and confirms. Bilal's payment is paid dated today; his five logs show Paid. Rashid's cash payment is confirmed the next day with Payment date 11 October.
8. None of this appears in the October payroll run.

How it connects

Messages you may see

Some validation messages from this module are shown in Arabic.

Tips and common problems

Related

• Daily Work
• Employees
• Attendance
• Payroll
• Audit Log
• Team access