ORGANIZATION STRUCTURE & WORKSPACES
This is a Scalable Example: The structure shown here is for demonstration purposes. You can add, remove, or rename any
📂 Area, ⏹️ Space, 📋 Function, or 🧊 Object to perfectly tailor the system to your company’s unique workflow.- Unified Organization Structure
- Workspace List
This diagram illustrates how the HR-related functions are logically organized within a dedicated Area, enabling centralized management and security.
🏢 ACME Corporation (Organization)
│
└── 📂 Human Resources (Area)
├── ⏹️ Employee Records (Space)
│ └── 📋 Function: HR Information System
│ └── 🧊 Employee
│
├── ⏹️ Recruitment (Space)
│ └── 📋 Function: Recruitment Management
│ └── 🧊 Candidate
│
├── ⏹️ Onboarding & Offboarding (Space)
│ └── 📋 Function: Employee Onboarding/Offboarding
│ ├── 🧊 Onboarding
│ └── 🧊 Offboarding
│
└── ⏹️ HR Requests (Space)
└── 📋 Function: HR Request
└── 🧊 Request
These are virtual work environments, designed to serve different user groups by helping them focus on relevant tasks and data.
| Workspace Name | Purpose & Design Rationale | Items Included (Dashboards, Filters, Spaces) |
|---|---|---|
| HR Team Workspace | A centralized workspace for the entire HR team to perform their daily operational duties. | - Spaces: Employee Records, Recruitment, Onboarding & Offboarding, HR Requests - Dashboard: HR Overview Dashboard |
| Manager’s Workspace | Provides department heads and managers with an interface to approve employee requests and view basic information about their team. | - Space: HR Requests - Filter: “Requests pending my approval” |
| Employee Self-Service | A common portal for all employees where they can submit requests and track their status. | - Space: HR Requests - Filter: “My Requests” |
USER MANAGEMENT
- Account Management
- Global Groups
- Global Roles
The system will utilize two types of accounts to distinguish between actions taken by employees and those performed by automated processes.
| Account Type | Description | Application at ACME Corp |
|---|---|---|
| User Account | A standard account for team members who log in to the platform to perform their work and collaborate. | For all ACME Corporation employees. |
| Functional Account | A special, non-login account used exclusively by the automation engine to execute rules, ensuring a clear audit trail and consistent permissions. | A single account, hr.automation@acme.com, will be created to execute all cross-functional HRM automation rules. |
Groups are collections of user accounts that simplify permission and notification management.
| Group Name | Description & Example Members |
|---|---|
HR Department | Includes all members of the Human Resources department. |
IT Department | Includes IT staff responsible for provisioning/de-provisioning accounts and hardware. |
Finance Department | Includes payroll and accounting staff involved in onboarding and offboarding. |
Hiring Managers | A dynamic group of managers who are actively involved in recruitment processes. |
Board of Directors | Includes senior leadership for access to high-level reports. |
All Employees | A system-managed group containing every user, used for company-wide access and notifications. |
Roles are abstract titles used within permission schemes. Specific users or groups are assigned to these roles within each Space.
| Role Name | Core Responsibilities |
|---|---|
HR Manager | Oversees all HR functions, manages escalations, and views comprehensive reports. |
Recruiter | Manages the full recruitment lifecycle, from posting jobs to communicating with candidates. |
Hiring Manager | Reviews and provides feedback on candidates for their specific team/department. |
IT Staff | Fulfills technical tasks during onboarding (e.g., create email) and offboarding (e.g., revoke access). |
Finance Staff | Handles payroll setup and final payments during onboarding and offboarding. |
Employee | The standard role for all staff, primarily for submitting and tracking their own HR requests. |
OBJECT RELATIONSHIP MODEL
- Parent-Child Relationships
- Global Connections
- Object Picker Fields
- Data Table Fields
This creates a strict, hierarchical link where a “child” object is a component of a “parent” object. It is ideal for breaking down a large piece of work into smaller, manageable tasks.
| Parent Object | Child Object(s) | Architectural Rationale |
|---|---|---|
🧊 Onboarding Process | 🧊︎ Onboarding Task | Work Breakdown: An 🧊 Onboarding Process is a complex procedure. Breaking it down into individual 🧊︎ Onboarding Tasks (e.g., “Prepare Laptop,” “Set up Payroll”) allows for clear assignment and tracking of sub-items. |
🧊 Offboarding Process | 🧊︎ Offboarding Task | Work Breakdown: Similar to onboarding, the offboarding process is broken down into distinct tasks (e.g., “Return Assets,” “Revoke System Access”) for accountability. |
These are reusable, bidirectional relationship types (e.g., “relates to,” “is caused by”) managed at the global level. They standardize the meaning of the connection between any two objects in the system.
| Connection Type | Object A | A → B Relationship | Object B | B → A Relationship |
|---|---|---|---|---|
| Hiring → Onboarding | 🧊 Candidate | Is onboarded via | 🧊 Onboarding Process | Is for candidate |
| Onboarding → Employee | 🧊 Onboarding Process | Creates | 🧊 Employee | Created from |
| Employee ↔ Request | 🧊 Employee | Submits | 🧊 Request | Submitted by |
| Employee ↔ Offboarding | 🧊 Employee | Is offboarded via | 🧊 Offboarding Process | Is for employee |
This field type is the practical implementation of a relationship, allowing a user to select one or more objects from another function and link them to the current object.
| Field Created on Object | Field Name | Field Type | Purpose |
|---|---|---|---|
🧊 Onboarding Process | Candidate | Select 1 🧊 Candidate | To link the onboarding process back to the hired candidate from the recruitment pipeline. |
🧊 Employee | Source Onboarding | Select 1 🧊 Onboarding Process | To maintain a record of the onboarding process that resulted in this employee record. |
🧊 Request | Requester | Select 1 🧊 Employee | To automatically identify and link the employee who is submitting the HR request. |
🧊 Offboarding Process | Employee | Select 1 🧊 Employee | To specify which employee the offboarding process applies to. |
A special field that functions like an embedded spreadsheet within an object. It is perfect for managing structured lists of items like order lines, checklists, or logs.
| Used on Object | Data Table Name | Example Columns | Rationale & Benefit |
|---|---|---|---|
🧊 Onboarding Process, 🧊 Offboarding Process | Cross-Department Checklist | Task Name, Responsible Dept (e.g., IT, Finance), Status, Completed By, Notes | This allows the HR team to manage and track tasks that must be completed by other departments (IT, Finance) directly within the main on/offboarding record, providing complete visibility in one place. |
WORKVIEWS, DASHBOARDS, FILTERS & REMINDERS
This section defines the cross-functional reporting and data aggregation tools. These components will provide HR staff, managers, and leadership with the necessary insights to make informed decisions.
- Global Workviews
- Global Dashboards
- Global Saved Filters
- Filter Reminders
Workviews are pre-configured screens for day-to-day operational management, consolidating work items from various sources.
| Workview Name | View Type | Data Source & Filter Logic | Audience |
|---|---|---|---|
| All Open HR Requests | List View | Source: HR Request/🧊RequestLogic: Status IS NOT “Completed” AND “Rejected” | HR Department |
This dashboard provides a high-level, 360-degree view of all HR-related activities.
| Dashboard Name | Purpose & Audience |
|---|---|
| HR & Recruitment Overview | To provide the Head of HR and company leadership with a comprehensive overview of the recruitment pipeline, request workload, and employee headcount. |
| # | Gadget Name | Chart Type | Data Source (Functions & Objects) | Logic & Key Metrics |
|---|---|---|---|---|
| 1 | Recruitment Funnel | Pie Chart | Recruitment Management/🧊Candidate | COUNT(Candidates) grouped by Status (e.g., Applied, Screening, Interview, Offer). |
| 2 | Time to Hire (Avg) | Counter & Calculation | Recruitment Management/🧊Candidate | AVERAGE(Hired Date - Application Date) for candidates with Status = “Hired”. |
| 3 | Open Requests by Type | Bar Chart | HR Request/🧊Request | COUNT(Requests) grouped by Request Type where Status is open. |
| 4 | Headcount by Department | 2D Statistics | HR Information System/🧊Employee | X-Axis: Department. Y-Axis: Job Title. Value: COUNT(Employees). |
| 5 | Active Onboarding Processes | Object List | Employee Onboarding/🧊Onboarding Process | Lists all onboarding processes where Status is not “Completed”. |
Saved filters provide quick access to critical lists of work items for specific user groups.
| Filter Name | Data Source & Filter Logic | Purpose & Audience |
|---|---|---|
| My Team’s Pending Requests | Source: HR Request/🧊RequestLogic: Requester.Manager = CurrentUser AND Status = “Pending Approval” | For managers to quickly see and act on requests from their direct reports. |
| Candidates Awaiting Review | Source: Recruitment Management/🧊CandidateLogic: Status = “Manager Review” AND Hiring Manager = CurrentUser | For hiring managers to easily find candidates that require their feedback. |
Automated notifications based on saved filters to ensure timely action on important tasks.
| Reminder Name | Data Source & Filter Used | Frequency & Time | Recipients (Roles/Groups) |
|---|---|---|---|
| SLA Warning: Overdue HR Requests | Source: HR Request/🧊RequestLogic: Status IS “Pending Approval” AND Created Date is older than 2 business days. | Daily at 9:00 AM | HR Department Group |
GLOBAL LOGIC & AUTOMATION
This section details the automation rules that connect the HRM functions, now ordered chronologically to represent the entire employee journey.
- Cross-System Automation
- Cross-Function Automation
These rules connect Luklak with external applications and your company website.
| Sequence | Rule # | Rule Name | Business Rationale |
|---|---|---|---|
| 1 | CS-01 | Post Job Opening to Website | A user clicks a button on a job opening record in the Recruitment space, which sends a Webhook to your company’s website CMS to automatically publish the job listing on the careers page. |
| 2 | CS-02 | Receive Candidate Application | When a candidate applies via the company website or a connected job board (e.g., LinkedIn), a Webhook sends the application data to Luklak, automatically creating a new Recruitment/🧊Candidate object with the status “New,” including their attached CV. |
These rules orchestrate the processes between the different HRM functions and other departments inside Luklak.
| Sequence | Rule # | Rule Name | Business Description |
|---|---|---|---|
| 3 | CF-01 | Candidate Hired → Start Onboarding | A status change on Recruitment/🧊Candidate to “Hired” automatically creates a new Onboarding & Offboarding/🧊Onboarding Process and copies relevant candidate information. |
| 4 | CF-02 | Start Onboarding → Create IT & Finance Tasks | A status change on Onboarding & Offboarding/🧊Onboarding Process automatically creates 🧊︎Onboarding Task sub-objects and assigns them to the IT and Finance departments. |
| 5 | CF-03 | Onboarding Complete → Create Employee Record | A status change on Onboarding & Offboarding/🧊Onboarding Process to “Completed” automatically creates the official HRIS/🧊Employee record with all verified information. |
| 6 | CF-04 | Employee Terminated → Start Offboarding | A status change on HRIS/🧊Employee to “Terminated” automatically creates a new Onboarding & Offboarding/🧊Offboarding Process. |
| 7 | CF-05 | Start Offboarding → Create IT & Finance Tasks | The creation of an Onboarding & Offboarding/🧊Offboarding Process automatically creates 🧊︎Offboarding Task sub-objects and assigns them to the IT and Finance departments for action. |
ACCESS & GOVERNANCE
- Tier 1: Business Privilege
- Tier 2: Item Access
- Tier 3: Permission & Notification Schemes
This is the highest level of permission, defining a user’s maximum potential authority within the system.
| Privilege Level | Assigned To (at ACME Corp) | Permission Description |
|---|---|---|
| Owner | CEO | Has complete control over the entire organization, including billing and ownership transfer. |
| Admin | Head of HR, System Administrator | Can configure all system-wide settings, manage users, and access all data. |
| App Manager | Senior HR Process Specialist | Can design, edit, and manage the four core HRM Functions (the blueprints). |
| Member | All other employees | The standard privilege for users to work within the Spaces they are granted access to. |
These principles guide administrators in granting access to the “containers” of work and data (Areas, Spaces, Dashboards, etc.).
| Item Type | Permission Principle | Rationale & Benefit |
|---|---|---|
| 📂 Areas | The Human Resources Area is accessible exclusively by the HR Department group. | This creates a secure boundary, ensuring that all sensitive employee data contained within the HR Spaces is isolated from the rest of the organization. |
| 📊Dashboards & Filters | The HR Overview Dashboard is shared only with the HR Department and Board of Directors groups. | Protects sensitive, aggregated HR metrics while providing leadership with necessary oversight. |
| 📋 Functions | Editing rights for the four HRM Functions are restricted to users with the App Manager privilege. | Protects the integrity of core business processes, ensuring only authorized specialists can modify the underlying logic of the HRM system. |
| ⏹️ Spaces | Recruitment, Employee Records, Onboarding & Offboarding are restricted to the HR Department group. HR Requests is accessible to All Employees (to create) and the HR Department (to manage). | Provides the HR team with a secure work environment while allowing all employees to access the self-service request portal. |
This is the most granular tier, defining the default rules for what users can do with individual work items (
Objects).| Scheme Type | Selected Scheme for ACME Corp | Description & Rationale |
|---|---|---|
| Permission Scheme | ”Strict Restriction” | Balances security with the need for privacy. In this scheme, users in a Space can see that items exist, but only users who are directly assigned (e.g., Recruiter, Hiring Manager for a specific Candidate) can view the full details and make updates. This is essential for protecting confidential HR data. |
| Notification Scheme | ”Notify key actions to direct assignees” | Reduces notification noise. Only important events (like status changes or @mentions) trigger alerts, and only for the users directly involved with that specific item. This helps the HR team focus on actionable updates without being overwhelmed. |