Viindoo apps demo handbook
Part III. Employees
This part answers the question: for a company with 5 departments and more than forty people, where do the HR records, job titles, contracts and the organization chart live, and how much can your company set up on its own? The director reads the last lesson to see the organization chart. HR staff follow the first three lessons. The data is sample data of the fictional company "Công ty Cổ phần Giải pháp Minh An", not your company's data.
The part has three lessons: one on setting up departments and job positions, one on creating an employee with a contract, and one on viewing the organization chart. You can try things out, but the demo system is reloaded every night, so no change is kept. The screenshots in this part were taken on 09/11/2026; screenshots of new records were taken with the form filled in but not saved. The English screenshots show the same records as the Vietnamese ones, so a few typed values (job titles and descriptions typed on a record) appear as they were typed.
Lesson 8. Set up departments and job positions
About 10 minutes. By the end of this lesson your company can read the 6 departments of the company, open a department to see its manager and parent department, add a new department, read the list of 4 job positions, and tell a "job position" apart from a "job title" on an employee record.
Log in with the account demo / demo as in the section "How to use this handbook". This account has the right to manage Employees.
Step 1 - Open the list of departments
Click Departments in the top menu bar of the Employees app.
Employees > Departments
You should see: 6 department cards. Each card shows the department name, the manager, an Employees button with the head count and, where they exist, the lines Time Off Requests and New Applicants.
| Department | Manager | Employees |
|---|---|---|
| Board of Directors | Trần Quốc Minh | 3 |
| Accounting - HR | Nguyễn Thị Lan | 6 |
| Warehouse and Logistics | Vũ Văn Hùng | 6 |
| Sales | Lê Thu Hà | 12 |
| Engineering | Phạm Đức Long | 14 |
| Administration | none yet | 1 |
The "Administration" department belongs to the system administrator account; it is not one of the 5 departments of the fictional company.
Step 2 - Open a department to see its manager and parent department
Click the name Sales on the card.
Employees > Departments
You should see: the Manager box shows Lê Thu Hà and the Parent Department box shows Board of Directors. The Department Organization box on the right draws two levels: Board of Directors (3) and Sales (12). At the top there are two statistic buttons, Employees and Plans.
Step 3 - Add a new department
Go back to the list of departments and click New. Type the name Marketing Department, choose "Lê Thu Hà" in Manager and "Board of Directors" in Parent Department.
Employees > Departments
You should see: the form title is "Marketing Department"; next to the record name at the top of the page there is a cloud icon (Save manually) and an x icon (discard changes). The screenshot was taken before saving. Click the cloud to keep the new department, or click the x to discard it; the demo system is reloaded every night, so whether you keep it or discard it, the system is back to its original state the next day.
Step 4 - Read the list of job positions
Open the Configuration menu, go to the Recruitment group and click Job Positions.
Employees > Configuration > Recruitment > Job Positions
You should see: 4 positions, each linked to a department and with a Target column showing the number of people to hire.
| Job Position | Department | Target |
|---|---|---|
| Sales Representative | Sales | 2 |
| Installation Technician | Engineering | 2 |
| Systems Engineer | Engineering | 1 |
| Warehouse Clerk | Warehouse and Logistics | 1 |
These four positions are used by the Recruitment app (see the Recruitment part).
Step 5 - See the job title on an employee record
Click Employees in the menu bar, open the record "Bùi Văn Kiên" and, on the Work tab, read the Job Title box.
Employees > Employees
You should see: Department is Engineering, Job Position is Installation Technician, Job Title is "Kỹ thuật viên lắp đặt" (shown as typed on the record) and Manager is Phạm Đức Long. Job Title is text typed on each record (for example the titles shown in the organization chart), while Job Position is chosen from the catalog of 4 positions in step 4.
Try this: add "Marketing Department" in step 3 and discard it with the x, then open the record of a Sales employee and read how that person's department, manager and job title match the department card in step 2.
Lesson 9. Create an employee with a contract
About 10 minutes. By the end of this lesson your company can fill in a new employee record with department, job title, manager, basic wage and contract type, knows which button saves or discards the record, and can read the contract of an existing employee.
The lesson uses a fictional employee, "Nguyễn Hoài Nam", who does not exist. The salary figures are sample figures for this lesson. The screenshots of steps 1 to 3 were taken before saving.
Step 1 - Open a new record and fill in the work information
On the employee list screen click New. Type the name Nguyễn Hoài Nam; on the Work tab choose Department "Sales", type the Job Title Sales Representative and choose Manager "Lê Thu Hà".
Employees > Employees
You should see: Department is Sales, Job Title is Sales Representative, Manager is Lê Thu Hà and the Coach box is also filled in automatically with Lê Thu Hà. Next to the record name at the top of the page there is a cloud icon and an x icon because the record is not saved.
Step 2 - Fill in the contract on the Payroll tab
Click the Payroll tab. In Basic Wage type 15000000 and in Contract Type choose "Permanent".
Employees > Employees
You should see: the Basic Wage box shows 15,000,000, the Gross Salary line shows 15,000,000 per month and Contract Type is Permanent. Salary Structure is filled in automatically with "Base for new structures".
Step 3 - Save or discard the record
Click the cloud icon (Save manually) at the top of the page to keep the record; to discard it, click the x right next to it.
Employees > Employees
You should see: the cloud icon is circled in orange and the x sits right next to it. The screenshot was taken before clicking: the record name is still shown beside these two icons. When you click the cloud, both icons disappear and the record is written.
Step 4 - Read the contract of an existing employee
Click Employees in the menu bar, open the record "Phan Thị Mai" and click the Payroll tab.
Employees > Employees
You should see: the bar at the top shows the contract "Phan Thị Mai - 06/16/2023 (from 06/16/2023)". The Payroll tab shows Basic Wage 15,000,000, Gross Salary 15,730,000 per month and Contract Type Permanent. This is the contract that payroll uses to calculate payslips (see the Payroll part).
Try this: create the record "Nguyễn Hoài Nam" up to the contract step, then compare it with the contract of Phan Thị Mai in step 4 to see in which boxes the two records differ.
Lesson 10. View the organization chart
About 5 minutes. By the end of this lesson your company can open the organization chart of the company, expand it level by level and read how many people report to each department head.
Step 1 - Open the organization chart
On the employee list screen click the Hierarchy icon at the top right.
Employees > Employees
You should see: two cards at the top level: "Administrator" and "Trần Quốc Minh" with the job title "Giám đốc" (Director). The director's card has a 6 people button.
Step 2 - Expand the level below the director
Click the 6 people button under the card of Trần Quốc Minh.
Employees > Employees
You should see: 6 cards connected below Trần Quốc Minh: Đinh Thị Hương ("Trợ lý giám đốc", Director's Assistant), Lê Thu Hà ("Trưởng phòng Kinh doanh", Head of Sales), Ngô Thanh Bình ("Phó giám đốc", Deputy Director), Nguyễn Thị Lan ("Trưởng phòng Kế toán - Nhân sự", Head of Accounting - HR), Phạm Đức Long ("Trưởng phòng Kỹ thuật", Head of Engineering), Vũ Văn Hùng ("Trưởng kho", Warehouse Manager). Each department head has a button showing the number of direct and indirect reports:
| Department head | People reporting |
|---|---|
| Lê Thu Hà | 10 |
| Nguyễn Thị Lan | 5 |
| Phạm Đức Long | 13 |
| Vũ Văn Hùng | 5 |
Step 3 - Expand the Engineering department
Click the 13 people button under the card of Phạm Đức Long.
Employees > Employees
You should see: the line "Phạm Đức Long" in the middle of the page and, below it, the Engineering employee cards arranged in a grid, each with a name and a job title ("Kỹ thuật viên lắp đặt" or "Kỹ sư hệ thống").
Try this: click Hierarchy, expand the director, then expand the Sales department (the 10 people button) and count whether there are exactly 10 cards.
