Domain Model

Goal

Build a multi-tenant HR data model that supports employee management, time-off tracking, documents, team communication, goals, and workflows with flexible organizational relationships.

Core Entities (~20 entities)

Entity	Purpose
Tenant	Company using the HRMS
User	Authentication account (linked to Employee)
Employee	Person working for a tenant
Department	Organizational unit
Team	Cross-functional or permanent grouping
Role	Job role within tenant
TimeOffPolicy	Policy defining leave types and allowances
TimeOffBalance	Employee's balance for a policy year
TimeOffRequest	Leave request with approval workflow
Document	Files and HR documents with access control
DocumentAccess	Fine-grained document sharing
TeamPost	Feed posts with likes/comments
Goal	OKR/goal tracking
KeyResult	Measurable outcomes for goals
Workflow	Onboarding/offboarding templates
WorkflowTask	Individual tasks in workflows
Tag	Flexible categorization system
TagCategory	Groups of related tags
CustomFieldDefinition	Tenant-defined metadata fields
Dashboard	Configurable widget dashboards

Organizational Structure

Flexible Manager Relationships

The HRMS supports flexible organizational relationships, not just 1:1 manager-employee:

┌─────────────────────────────────────────────────────────────┐
│                 Employee Relationships                       │
├─────────────────────────────────────────────────────────────┤
│ Primary Manager    │ 0..1  │ Main reporting line             │
│ Dotted-Line Mgrs   │ 0..N  │ Secondary reporting (projects)  │
│ Departments        │ 0..N  │ Can belong to multiple depts    │
│ Teams              │ 0..N  │ Cross-functional team members   │
│ Roles              │ 0..N  │ Multiple job roles supported    │
└─────────────────────────────────────────────────────────────┘

Relationship Types

Relationship	Cardinality	Purpose
Employee → Primary Manager	0..1	Main reporting line (nullable for CEO/founders)
Employee ↔ Dotted-Line Managers	0..N	Project leads, matrix reporting
Employee ↔ Departments	0..N	Multi-department assignments
Employee ↔ Teams	0..N	Team memberships with roles
Employee ↔ Roles	0..N	Job titles and responsibilities

Circular Reference Prevention

The system automatically validates:

No employee can be their own manager (direct cycle)
No circular chains (A → B → C → A)
Terminated employees cannot be managers

Time-Off System

Policy Structure

TimeOffPolicy
├── Code (e.g., "VACATION", "SICK")
├── Leave Type (PAID/UNPAID/PARENTAL/etc.)
├── Annual Allowance (days)
├── Accrual Schedule (ANNUAL/MONTHLY/NONE)
├── Carry-Over Rules
└── Required Approval Level

Balance Calculation

Available = Total Allocation
          + Carried Over
          - Used (approved)
          - Pending (awaiting approval)

Document Access Control

Visibility Levels

Level	Who Can View
PRIVATE	Only owner
TEAM	Owner's team members
DEPARTMENT	Owner's department
MANAGERS	All managers in tenant
COMPANY	All employees in tenant
CUSTOM	Specific users/teams/departments

Documents also support:

Tag-based categorization
Time-limited sharing (expiration dates)
Download vs view-only permissions

Goals/OKR Structure

Goal
├── Title, Description
├── Type (PERSONAL/TEAM/DEPARTMENT/COMPANY)
├── Time Period (Q1, Q2, H1, YEAR)
├── Status (DRAFT/ACTIVE/COMPLETED/CANCELLED)
├── Progress (0-100%)
└── Key Results (0..N)
    ├── Description
    ├── Target Value
    ├── Current Value
    └── Unit (%, count, currency)

Tag System

Tags provide flexible categorization:

TagCategory (e.g., "Skills", "Locations")
└── Tags (e.g., "Python", "Remote")
    └── Can be assigned to:
        ├── Employees
        ├── Documents
        └── Goals

Role-based permissions control who can assign/remove tags.

Custom Fields

Tenants can define additional fields for entities:

Entity Type	Example Custom Fields
Employee	T-Shirt Size, Emergency Contact, Employee ID (external)
Department	Cost Center, Budget Code
Team	Project Code, Slack Channel
Goal	Priority Level, Business Unit

Field types: TEXT, NUMBER, DATE, DROPDOWN, CHECKBOX, URL, EMAIL

Key Use Cases

Flexible Org Structure - Primary managers + dotted-line managers + multi-team membership
Time-Off Workflow - Submit → Manager(s) approve → Balance updates
Document Access Control - Fine-grained sharing with expiration
Team Communication - Posts with visibility controls (team, department, company)
OKR Tracking - Goals with key results, progress tracking
Workflow Automation - Onboarding/offboarding task templates
Tagging - Flexible categorization with permissions
Custom Fields - Tenant-specific metadata

Critical Rules

Multi-Tenancy

Every entity (except Tenant) has tenantId
Every query must filter by tenantId
Complete data isolation between tenants
PostgreSQL RLS as additional safety layer

IDs and Audit

All IDs are UUIDs (v4)
All entities have createdAt, updatedAt
Soft deletes via deletedAt field
Audit logs for sensitive operations

Employee Rules

Employee number unique within tenant
Email unique within tenant
Manager must be active employee in same tenant
No circular management chains
Terminated employees cannot be managers
Status transitions: ONBOARDING → ACTIVE → ON_LEAVE → TERMINATED

Time-Off Rules

Balance: available = total - used - pending
Employees cannot approve own requests
Managers approve for direct reports only
No overlapping approved time-off
Policies define accrual and carry-over rules

Document Rules

Max 10MB per file
Allowed: PDF, DOCX, DOC, XLS, XLSX, JPG, PNG, GIF
No executables (.exe, .sh, .bat)
Access checked on every request (not cached)

Tag Rules

Tags belong to categories
Categories define which entity types can use them
Role-based permissions for tag assignment/removal

Complete Schema: See Database Schema for full Prisma models.

Domain Model

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