Jadiroon·Manual

HR Administrator — full guide

For HR administrators
For HR administrators

This is the full operating manual for the HR Administrator — the role with complete control over a Jadiroon workspace. If you signed your organisation up, you are an HR admin. If someone invited you as one, this page is for you too.

An HR admin can do everything: configure the workspace, invite and assign roles to people, open positions and run hiring, assign assessments, edit the taxonomy, and edit anyone's growth plan. Nothing in the workspace is hidden from you. (For how this role sits beside Line Manager and Employee, see the personas reference and Roles and permissions.)

Where you land

When you sign in, you go to /{orgSlug}/app — the workspace dashboard. ({orgSlug} is your workspace's slug, the part of the URL that identifies your organisation.) Only HR admins and line managers can reach /app; employees, candidates, and trainers are routed to their own portals.

The dashboard is your platform-health-at-a-glance screen. Across the top you get four KPI cards — Employees, Open roles, Pending assessments, Active candidates — each clickable through to the relevant area. Below that:

  • A Compliance & localization card showing your Nitaqat tier and Saudization percentage.
  • A Hiring pipeline donut (candidates across stages) and an Assessment completion trend line (last 12 weeks).
  • A Recent activity feed of completed assessments.

A floating pill bar pinned to the bottom centre gives you three one-tap shortcuts: Open a pipeline, Assign assessment, and Invite member. The first time you open the dashboard, a four-step Day-1 checklist sits at the top (invite team, create a role, upload a logo, configure email). It ticks itself as you complete each step and disappears once you are done. See Start here as an HR administrator for that first session.

How you get around

The left sidebar is your primary navigation. At the very top sits Home (the dashboard you just read about); below it the links are grouped:

  • Plan — Org chart, Org structure, New structural unit, Workload & demand, and the Planning platform. This group is about shaping the organisation: its unit tree, structural change requests, workforce demand, and strategic workforce planning.
  • Develop — People, Develop (assessments), and Grow (with My team under it).
  • Hire — Hire (with Interviews and Referrals under it) and Training.
  • Structure — the taxonomy scaffolding you set up once: Sub-sectors, Job families, Job Descriptions, Positions, the Data editor, Competencies, and Pay scales.
  • Settings sits pinned at the bottom, beside a User guide link that opens this manual. Settings is HR-admin-only — line managers see the User guide link but never the Settings link.

The rest of this guide walks these areas by what you do in them, roughly in the order a new admin meets them.

Hire — finding and bringing in people

The Hire dashboard

Nav: Hire → Hire · URL: /{orgSlug}/app/hire

This is "all active jobs in one place." You get KPIs (Open jobs, Active candidates, Hires in the last 30 days) and a list of active jobs, each flagged Needs attention when no candidates sit in the screened/interviewing/offered stages. The New role button starts a new opening.

Positions (the openings)

Nav: Structure → Positions · URL: /{orgSlug}/app/positions

A position is a hiring requisition — a seat you want to fill. The list shows every position with its hiring status (Open or Closed).

  1. Click New position (/app/positions/new) to create one.
  2. Open any position at /app/positions/{id} to see its detail; edit it at /app/positions/{id}/edit.
  3. From the detail page you open the position for hiring — that flips its hiringStatus to OPEN and publishes it to the public job board.

The public board lives at /{orgSlug}/jobs — that is the URL you share with applicants. For the full create-and-open walkthrough (including AI-generated job descriptions and interview rubrics), see Creating a role and Opening the role to applications.

Working a pipeline

URL: /{orgSlug}/app/hire/pipelines/{pipelineId}

This is where you move candidates through stages: Applied → Screened → Assessment → Interviewing → Offered → Hired (or Rejected). You advance, reject, and act on candidates here. See Working the hiring pipeline and CV screening.

Interviews

Nav: Hire → Hire → Interviews · URL: /{orgSlug}/app/hire/interviews

A workspace-wide list of every scheduled interview, with slot-selection status and reproposal alerts (when a candidate asks for a different time). To conduct one, open it from here — the conduct screen lives at /app/interviews/{id}/conduct. See Scheduling an interview and Conducting an interview.

Referrals

Nav: Hire → Hire → Referrals · URL: /{orgSlug}/app/hire/referrals

Every employee and trainer referral into the hiring and training pathways, in one list. Because a referral means you now hold a third party's personal data, each carries a PDPL Article 14 notice status, and the page flags any notice past its statutory 30-day deadline so the referred person is told without delay. See Employee & trainer referrals.

Training — hiring trainers

Nav: Hire → Training · URL: /{orgSlug}/app/training

A separate, lighter pipeline for recruiting subject-matter trainers. You create training positions, post and screen them, and track applicants through to hire — but it does not feed the employee competency model the way the main Hire flow does.

  1. Click New training position (/app/training/new).
  2. Manage a position at /app/training/positions/{id} (edit at /edit).
  3. Review each applicant at /app/training/positions/{id}/applicants/{applicationId}.
  4. Retired positions move to /app/training/archived.

See the Trainer hiring chapter.

Develop — assessing people

The Develop dashboard

Nav: Develop → Develop · URL: /{orgSlug}/app/develop

"Behavioural, cognitive, technical, structured-interview and simulation assessments." From here you reach the assessment list, the assign flow, and the template library. The Assign assessment button is the fast path.

Assessments list

URL: /{orgSlug}/app/develop/assessments

List, filter, and bulk-assign assessments across your people.

Assigning

URL: /{orgSlug}/app/develop/assign

Assign an assessment to one or more employees (or candidates). This is the action behind the "Assign assessment" shortcut on the dashboard. See Assigning an assessment.

The library

URL: /{orgSlug}/app/develop/library

Your bank of assessment templates. Two things only an HR admin can do here:

  1. Create a custom template at /app/develop/library/new.
  2. Edit a custom template at /app/develop/library/{id}.

There is also a Community tab (/app/develop/library/community) of shared templates you can adopt. See The assessment library.

Grow — developing and deploying people

Nav: Develop → Grow · URL: /{orgSlug}/app/grow

The Grow overview — "Analyse gaps, plan succession, and chart growth paths for your team." The sub-pages:

  • Gap analysis — /app/grow/gaps — where competencies fall short of what roles need, sliced by person, role, or competency.
  • Career paths — /app/grow/career-paths — the routes a person can grow along.
  • Succession — /app/grow/succession — readiness for succession-critical roles.
  • Mobility — /app/grow/mobility — internal moves.
  • My team — /app/grow/my-team (also linked under Grow in the sidebar) — direct-report competency, plan, and succession state.
  • Teams / project staffing — /app/grow/teams, create at /teams/new, manage at /teams/{id} (with /edit, /recommendations, and /staffed). This is project staffing with AI recommendations for who to put on a team. See Team building.

Editing growth plans

URL: /{orgSlug}/app/grow/plans/{personId}

As an HR admin you can edit any person's growth plan here — not just your own reports. (Employees co-edit their own plan from their portal; line managers co-edit their team's.) See Co-editing a growth plan.

People — the directory and profiles

Nav: Develop → People · URL: /{orgSlug}/app/people

"All candidates and employees in your workspace." The People roster lists Person records (talent), as opposed to the Team page which lists User records (logins) — a distinction worth knowing; see Person vs user.

  • Open a profile at /app/people/{personId} — assessments, competency profile, growth plan, and projects all live there.
  • A person's development report is at /app/people/{personId}/development-report/{reportId}. See Development Report.
  • Saudization (Nitaqat) compliance is at /app/people/saudization. See Saudization (Nitaqat).

Plan — org structure, structural requests & workforce planning

The Plan group is where you shape the organisation itself — its unit tree, the requests to change it, and the workforce numbers behind it. Most of these tools are advisory and report-only: they score and visualise, they never rewrite your live structure on their own.

Org chart

Nav: Plan → Org chart · URL: /{orgSlug}/app/job-description/org-chart

The mandate-coverage view built from your taxonomy — which Job Descriptions and positions cover which part of the organisation. It is a different read from the org-unit tree below.

Org structure

Nav: Plan → Org structure · URL: /{orgSlug}/app/org-structure

Your organizational-unit tree — entities, sectors, general administrations, and the units beneath them, with the positions and people inside each. You browse it as a Tree or Graph, add or import units, positions, and people, and switch to the Report view to generate an AI org-structure assessment: your existing structure scored against a five-factor WTW governance rubric (span of control, strategic alignment, governance, administrative levels, and detailing), with a full organizational study — overlapping tasks, restructuring proposals, benchmarking, initiatives — and a PDF export. Generating the assessment and editing the structure are HR-admin actions. See AI org-structure assessment.

New structural unit (structural requests)

Nav: Plan → New structural unit · URL: /{orgSlug}/app/unit-requests

Turns a request to change the org structure into a scored governance decision. You pick one operation — Create a new unit, Merge existing units, or Abolish a unit — then either download a Word template to fill offline or use the guided manual-entry form. Jadiroon's AI scores the proposal against the same WTW rubric and returns a verdict — Returned for rework, Approved with conditions, or Approved — as a shareable organizational study with a per-factor breakdown, a placement chain, an overlap table, and a deterministic financial-impact panel. Like the assessment it is report-only and never edits your live structure; creating a request is HR-admin-only. See Structural request review.

Workload & demand

Nav: Plan → Workload & demand · URL: /{orgSlug}/app/workload

Computes each position's workforce need from its tasks — specialised work by hours ÷ effective FTE, routine work by volume ÷ standard rate — then aggregates positions per unit to surface the gap (surplus or deficit) across the organisation.

Planning platform

Nav: Plan → Planning platform · URL: /{orgSlug}/app/swp

A five-stage strategic workforce-planning stepper — strategic direction, supply, demand, gap, and monitoring — in one workspace, with the AI preparing each stage for you to decide. See Workforce planning platform.

Structure — the taxonomy scaffolding

The reference scaffolding you set up once lives in the Structure sidebar group. The hierarchy is Sector → Sub-sector → Job family → Job Description / Position, with Competencies attached.

  • Sub-sectors — /app/subsectors.
  • Job families — /app/job-families (new and /{jobFamilyId}).
  • Job Descriptions — /app/job-description (create at /new, view at /{id}, edit at /{id}/edit); archived job descriptions at /app/job-description/archived. (The Org chart and Org structure views live in the Plan group above.)
  • Positions — /app/positions — the hiring requisitions built on those Job Descriptions (walked through under Hire, above).
  • Data editor — /app/data-editor — a spreadsheet-style bulk editor for your taxonomy and org data, for when you would rather edit many rows at once than open records one by one. See Data editor.
  • Competencies — /app/competencies (new and /{id}).
  • Pay scales — /app/pay-scales. A Job Description's default pay grade is its salary range; there is no separate salary-ranges screen.

See Job Descriptions & Positions, Taxonomy, Data editor, and Pay scales.

Settings — HR-admin-only

Nav: Settings (bottom of sidebar) · URL: /{orgSlug}/app/settings

This whole area is yours alone. Line managers cannot reach it. The settings landing page offers these cards:

  • Workspace — /app/settings/workspace — name, logo, default locale, calendar preference, and thresholds. See Workspace settings.
  • Team & invitations — /app/settings/team — invite users, assign roles, manage pending invitations. This is your access-control surface. See Team and permissions.
  • Hire settings — /app/settings/hire — with three tabs: Email templates (/settings/hire/emails) for acceptance, rejection, and interview emails; Automation (/settings/hire/automation) for auto-advance thresholds and screening rules; and Offer templates (/settings/hire/offers) for the offer copy you issue when a candidate reaches OFFERED. See Hiring configuration and Offer templates.
  • Integrations — /app/settings/integrations — connect Google Meet so interview links generate automatically. See Google Meet integration.
  • AI Prompts — /app/settings/ai-prompts — edit the AI instructions behind each generator (open one at /settings/ai-prompts/{key}). The output format stays fixed; you are editing the instruction, not the schema. See AI prompts.

There is also a Sector & sub-sectors taxonomy view at /app/settings/taxonomy showing your chosen sector and the sub-sectors available to your workspace. Your sector is chosen once during workspace onboarding (/{orgSlug}/onboarding).

What you can't do (and who to ask)

You have full workspace access, so the boundaries are mostly about safety rather than permission:

  • You cannot leave the Workspace Admin role if you are the only one. The workspace must always keep at least one. Give someone else the role first, then change your own.
  • You don't take assessments from the admin app. Assessments are taken in the employee/candidate portal. As an admin you assign and review them.
  • Roles are yours to shape. You start with only the Workspace Admin role and build the rest under Settings → Users & roles → Roles, before you invite your team (until then, Workspace Admin is the only staff role an invitation can carry): View or Act per module, named permissions such as hiring or seeing candidate contact details, and a data scope. Every change is in the Audit log. See Roles and permissions.

If something is missing, it is almost always a workspace-setup step (a sector not onboarded, a position not opened) rather than a permission you lack.

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