Yonyou HR Tutorial: Organisation, Position and Employee Onboarding Data
Start with legal entities and the organisation tree, then govern positions, employee records, onboarding approvals and downstream hand-offs on one HR master.
Learning objective
Build an auditable onboarding foundation that can support time, payroll, performance, access provisioning and later employee changes.
Roles
HR owner, HR operations, line manager, finance, IT/access administrator, payroll and time owner, data steward and implementation consultant.
Prerequisites
- Confirm the licensed YonBIP or YonSuite HR scope. The boundary and integration between U9cloud manufacturing ERP and a separate Yonyou HR cloud must be approved in the blueprint.
- Legal entity, company, department, cost centre, work location and reporting structures are approved.
- Employee numbering, required documents, approvals, privacy access, hire and termination date rules are documented.
- Qualified local owners have confirmed Thai labour, social security, personal income tax, data-protection and payroll rules.
Completion checks
- A sampled hire traces from request through position, approval, contract, employee master, effective date, access and downstream interface status.
- After a reorganisation, historical assignments remain visible and old and new reporting lines do not overlap incorrectly.
- Managers cannot view bank, identity or pay fields without business need; sensitive exports and changes have audit records.
- First-month time, payroll, cost-centre and bank data reconcile to the approved employee master.
Common errors
- Loading employees before organisation and position governance, leaving department, cost and approval relationships inconsistent.
- Overwriting department, position or manager fields and losing effective-dated history.
- Maintaining independent employee lists in HR, time, payroll and ERP with no owned interface-exception queue.
- Treating configuration as proof of compliance with Thai labour, tax, social security or PDPA requirements.
Thailand project note
For Thailand, separately confirm Thai/English names, national ID or passport, work permit, visa, social security, tax ID, bank, payroll cycle, shifts and personal-data access. This guide is an implementation-control framework, not Thai labour, tax, immigration, social-security or PDPA advice.
Related modules
Steps
- 01
Create legal entities, companies and the organisation tree. Keep legal employer, management unit, department, cost centre and work location as distinct dimensions. Give every node an owner, effective date and retirement rule.
- 02
Define positions and headcount. Record organisation, reporting position, grade, employment type, cost ownership, location and recruitment status. Preserve a position when a person leaves; never use an employee name as the position.
- 03
Design the employee master template. Classify identity, contact, bank, emergency, hire, contract and work-permit data by sensitivity. Give HR, payroll, managers and employees only the fields needed for their role.
- 04
Build the onboarding request and approval. The line manager requests an approved position and start date; HR validates contract and records; finance confirms cost ownership; IT prepares role-based accounts. Every exception needs reason, approver and expiry.
- 05
Create the employee with aligned effectivity. Employee, position, department, manager, location and employment status should share an approved effective date. For transfers, create a dated assignment record instead of overwriting history.
- 06
Connect downstream processes. Send approved employee data to time, payroll, expenses, access control, collaboration and ERP authorisation. Failed interfaces must enter an owned exception queue rather than repeated manual copying.
- 07
Verify day one and month one. On day one check account, manager, shift, location and employee self-service data. In the first month reconcile time, payroll basis, cost centre, social-security/tax status and bank data with HR and the employee.
- 08
Close changes and termination. Transfers, pay changes, long leave and termination should use effective-dated approval. Termination must coordinate access removal, asset return, open expenses, final payroll and record retention.
Implementation notes
- Rehearse hire, transfer and termination with 5–10 anonymous test employees before loading production records.
- Every critical master field needs a source, owner, effective date and change record.
- AI HR assistants can support queries, reminders and onboarding, while high-risk changes still require authorised human confirmation.
- When U9cloud owns manufacturing/finance and Yonyou HR owns people data, define one employee identifier and one integration owner.
References
- 用友集团官网：人力云 ↗用友官方 · Accessed: 2026-08-20 · Applicable version: 用友人力云公开能力范围；具体菜单、字段与许可取决于 YonBIP / YonSuite 版本及项目配置
- 用友BIP人力五大智能体发布 ↗用友官方 · Published: 2025-08-07 · Accessed: 2026-08-20 · Applicable version: 用友BIP人力云员工服务、人事、假勤、薪酬及人才场景；AI 能力以实际租户开放范围为准