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How to Initialize the Database in Horilla HRMS [Step-by-Step]

HRMS Software
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December 23, 2024

how-to-initialize-the-database-in-horilla-hrms-step-by-step

The Horilla Open Source HRMS is a robust, scalable, and user-friendly human resource management solution designed to streamline workforce management for organizations of all sizes. A key step in setting up the HRMS is the “Initialize Database” feature. This process ensures a secure and solid foundation for managing employee data, payroll, attendance, and more.

In this blog, we will guide you through the database initialization process, including setting up the first superuser and configuring your company headquarters.

Why Initialize the Database?

Database initialization in Horilla HRMS is crucial for the following reasons:

1. Secure Database Access: Ensures that the connection to the HRMS database is authenticated and correctly configured.

    2. Superuser Creation: Establishes a primary administrator with full control over the system.

    3. Organizational Structure: Configures your company headquarters, laying the groundwork for managing branches and departments.

    This streamlined setup establishes a strong foundation for comprehensive HR functions, including employee management, payroll, and attendance tracking.

    Step-by-Step Guide to Initialize the Database

    Here is a detailed breakdown of the initialization process:

    Step 1: Database Authentication

    The first step begins with database authentication

    1. Access the Initialization Page: On the login page, click on the “Initialize Database” button. This action directs you to the database authentication form.

    2. Enter the Database Credentials: Input the database password found in the source code of your Horilla HRMS. This step secures the connection between the application and your database.

      3. Verification: Once authenticated, the system verifies the database credentials and renders the next page to proceed with setting up the HRMS.

      Step 2: Creating the First Employee (Superuser)

      After successful database authentication, the system guides you to create the first user, who will act as the superuser:

      1. Enter Personal Details: Fill in the required fields:

      • First Name and Last Name: Identify the superuser.
      • Email and Phone: Provide accurate contact information.
      • Badge ID: Assign a unique identifier for the employee.
      • Username and Password: Define the login credentials for the superuser.

        2. Secure Sign-Up: Double-check the details and click on the “Secure Sign-Up” button to create the superuser account. This account will have full administrative privileges to configure and manage the HRMS.

        Step 3: Setting Up the Company

        The next stage is to configure the company’s headquarters:

        1. Enter Company Details: Provide the following:

        • Company Name: The official name of your organization.
        • Address: Include the street, suite, city, and zip code.
        • Country and State: Choose from the dropdown options for accurate location details.
        • Icon: Upload the company’s logo for branding within the system.

        2. Mark Headquarters: Toggle the “HQ” switch to designate this location as the headquarters. Horilla HRMS supports multiple branches, but the headquarters serves as the primary location for administrative tasks.

        3. Proceed to Next Step: Once all fields are completed, click “Next Step” to finalize the company setup.

        Step 4: Setting Up the Departments

        Departments help define the structure of your organization within Horilla HRMS:

        1. Department Creation

        • Enter a department name in the input field and click “Save”.
        • The system ensures that the department name is unique.

         2. Department Editing

        • To edit a department, click on its name. Modify the details in the form and save the changes.

        3. Department Deletion

        • To delete a department, click the associated “Delete” button. Confirm the action when prompted.

         4. Proceed

        • After creating all necessary departments, click “Next Step” to configure job positions.

        Step 5: Setting Up the Job Positions

        Define job positions for each department to complete your organizational structure.

        1. Job Position Creation

        • Enter the job title in the provided input field.
        • Select the associated department and company from drop-down menus.

        2. Job Position Editing

        • To edit a job position, click on its name, update the details in the form, and save changes.

        3. Job Position Deletion

        Click the “Delete” button next to the job position and confirm the action.

        4. Proceed

        • Once all job positions are configured, click “Go to Home” to access the fully initialized Horilla portal.

        Initializing the database is the first step to unlocking the powerful features of Horilla Open Source HRMS. By following these steps, you’ll set up a secure and efficient system tailored to your organization’s needs. From creating superusers to configuring departments and job roles, this process ensures your HRMS is ready for seamless operation

        Horilla Editorial Team Author

        Horilla Editorial Team is a group of experienced writers and editors who are passionate about HR software. We have a deep understanding of the HR landscape and are committed to providing our readers with the most up-to-date and informative content. We have written extensively on a variety of HR software topics, including applicant tracking systems, performance management software, and payroll software etc. We are always looking for new ways to share our knowledge with the HR community. If you have a question about HR software, please don't hesitate to contact us.