The Best HR Solutions Integrated into Dolibarr ERP: A Complete Guide

Table of Contents

1. Introduction

2. Why Choose Dolibarr for Human Resource Management

3. Overview of HR Capabilities in Dolibarr

4. Core HR Modules Available in Dolibarr

   • 4.1 Employee Management

   • 4.2 User Roles and Access Control

   • 4.3 Leave and Absence Management

   • 4.4 Time Tracking and Attendance

   • 4.5 Payroll and Salary Processing

   • 4.6 Recruitment and Candidate Management

   • 4.7 Training and Skills Development

   • 4.8 Expense Reports and Reimbursements

   • 4.9 Contract and Document Management

   • 4.10 Notifications and Reminders

5. Popular HR Add-on Modules from Dolistore

6. Integration Between HR and Other Dolibarr Modules

7. Customization Tips for HR Workflows

8. Compliance and Data Security Considerations

9. Mobile and Remote Workforce Features

10. Best Practices for Deploying HR Features in Dolibarr

11. Common Mistakes and How to Avoid Them

12. Case Studies and Use Cases

13. Final Thoughts and Strategic Recommendations

14. Resources and Where to Go Next

1. Introduction

Human Resource Management (HRM) is the backbone of every organization. It touches every function of the business—recruitment, payroll, employee well-being, compliance, and productivity. With digital transformation affecting every aspect of business, HR processes have become increasingly systematized.

Dolibarr ERP & CRM, known for its modular and open-source architecture, provides an increasingly robust platform for managing HR functions. Whether you're a small business, NGO, or growing enterprise, Dolibarr offers flexible tools that let you digitize your workforce management and integrate it with your broader operational infrastructure.

This guide explores the best HR solutions in Dolibarr, including native features, third-party add-ons, and customization strategies. It’s designed for HR professionals, Dolibarr users, and IT managers looking to optimize people operations within the same platform they use for sales, finance, and logistics.

2. Why Choose Dolibarr for Human Resource Management

Here are some compelling reasons to use Dolibarr for HR:

• Modular and Customizable: Activate only what you need, and build around your existing workflows.

• Open Source: Avoid vendor lock-in, retain data ownership, and adapt functionality.

• Integrated with Other Business Functions: Link HR with accounting, project management, expense reporting, and more.

• Cost-Effective: Minimal licensing costs compared to proprietary HR software.

• Multi-User and Role-Based Access: Manage internal users with fine-grained permission control.

Unlike standalone HR platforms, Dolibarr allows deep integration with your organization’s operations, enabling better visibility, faster workflows, and lower data fragmentation.

3. Overview of HR Capabilities in Dolibarr

Dolibarr has native HR features, and its community also provides third-party extensions to address more specific needs.

Native features include:

• Managing employees and users

• Defining working hours, holidays, and leave policies

• Handling expense reports and reimbursements

• Tracking time worked per user or project

• Managing access rights and roles

When combined with Dolibarr’s Projects, CRM, and Accounting modules, you get a unified view of HR in the context of your broader business.

4. Core HR Modules Available in Dolibarr

Let’s take a closer look at the most relevant HR-related modules and how they support everyday business operations.

4.1 Employee Management

The foundation of HR in Dolibarr is employee management:

• Maintain records of staff profiles

• Store contact info, employment start dates, and positions

• Attach documents such as IDs, contracts, and certifications

• Define roles and reporting structures

Employees can also be created as users to grant system access with limited rights.

4.2 User Roles and Access Control

Dolibarr allows detailed control over what each user can see or do.

• Create groups (e.g., HR Team, Finance Team, Project Managers)

• Assign permissions for each module

• Manage visibility of sensitive data (e.g., salaries, contracts)

• Audit logs track changes by user

This is crucial for privacy and accountability in HR systems.

4.3 Leave and Absence Management

The Leave module allows:

• Leave request submission and approval workflows

• Leave type configuration (paid, unpaid, sick, maternity)

• Automatic deduction from available balances

• Integration with public holiday calendars

• Summary of days taken and remaining per employee

Managers can approve leave with one click, and calendars provide real-time visibility.

4.4 Time Tracking and Attendance

Time tracking is handled via:

• Manual entry by employees

• Timers linked to specific projects or tasks

• Bulk import of hours worked

• Approval flows and timesheet validation

Integrates well with:

• Projects module to log billable time

• Payroll calculations if salary is based on hours worked

Some third-party modules offer biometric integration or clock-in/out interfaces for better time control.

4.5 Payroll and Salary Processing

While Dolibarr doesn’t include a full payroll engine by default, it offers:

• Custom fields to manage salary components

• Manual salary records

• Expense reimbursements

• Pay date tracking

With extensions, you can add:

• Salary slip generation

• Salary structure templates

• Payroll tax rules based on country

Payroll outputs can also be exported to third-party tools like QuickBooks or Sage.

4.6 Recruitment and Candidate Management

With the Recruitment module (available via Dolistore), you can:

• Post open positions

• Track applicants and stages (interview, test, offer)

• Upload and manage candidate CVs

• Assign tasks to HR staff

• Maintain a talent pool

You can even build a basic applicant portal with customization.

4.7 Training and Skills Development

Some HR modules allow you to:

• Track employee skills and certifications

• Plan training programs

• Monitor attendance and feedback

• Assign mentors or internal trainers

This is useful for ISO compliance or regulated industries where ongoing certification is mandatory.

4.8 Expense Reports and Reimbursements

Dolibarr’s Expense Reports module helps HR manage travel, mileage, and general employee expenses.

Features include:

• Configurable categories (travel, meals, lodging)

• Receipt attachment (PDF, JPG)

• Approval flow (employee > manager > finance)

• Linkage to projects or departments

• Payment tracking and export to accounting

This streamlines one of HR’s most tedious processes.

4.9 Contract and Document Management

Dolibarr supports storing contracts and documents in structured folders:

• Employment contracts

• NDAs

• Performance reviews

• Promotion letters

Documents are linked to the employee and can be version-controlled, encrypted, and accessed only by authorized users.

4.10 Notifications and Reminders

HR-related alerts can be configured for:

• Contract renewals or end dates

• Visa expirations

• Upcoming training sessions

• Leave approvals pending

• Birthdays or anniversaries

You can also use Dolibarr's cron job module to send scheduled email notifications automatically.

5. Popular HR Add-on Modules from Dolistore

While Dolibarr’s core modules cover many HR essentials, third-party modules extend the functionality significantly. Here are some of the most useful HR-related modules available on the Dolistore:

5.1 HRM Advanced (Gestion RH Avancée)

An all-in-one HR suite offering:

• Enhanced employee records

• Performance tracking

• Attendance and leave calendars

• Training plans

• Integration with timesheets and salaries

Ideal for SMEs seeking a comprehensive internal HR system.

5.2 Dolibarr Payroll Pro

This payroll engine provides:

• Gross-to-net salary calculation

• Configurable payslip templates

• Payroll compliance per region (France, Africa, etc.)

• Payslip generation in PDF

• Employee-specific payroll rules

Especially useful for organizations operating in French-speaking regions with strict payroll structures.

5.3 Timeclock / Attendance Scanner Integration

Some modules support:

• RFID/NFC badge readers

• Biometric fingerprint scanners

• Web-based clock in/out

They log entries directly to the timesheet system and enable real-time attendance dashboards.

5.4 E-Recruitment

Designed to enhance hiring processes with:

• Job board creation

• Candidate portals

• Automated email responses

• Scoring and filtering

• GDPR consent logging

This bridges the gap between HR and external hiring.

5.5 HR Analytics Dashboard

Offers customizable dashboards for:

• Headcount evolution

• Absenteeism rates

• Leave types

• Employee turnover

• Training compliance

Works with native HR modules and third-party add-ons to consolidate reporting.

6. Integration Between HR and Other Dolibarr Modules

The real power of Dolibarr’s HR ecosystem is its integration with the rest of the ERP.

6.1 With Accounting

• Expense reports generate accounting entries

• Payroll outputs can be linked to ledger codes

• Employer contributions and reimbursements can be tracked and audited

6.2 With Projects

• Time spent on projects by employees is tracked in HR and billed to clients

• Skills can be assigned per project

• Leaves and absences are considered in project resource planning

6.3 With CRM

• HR can access contact records of partners, trainers, or job candidates

• Automated tasks can be generated for onboarding or training using CRM workflows

6.4 With Documents

• Employee documents, contracts, and performance reviews are organized and accessible by HR only

• Expiry alerts and retention policies can be applied

This cross-functional visibility helps HR align with finance, operations, and compliance teams.

7. Customization Tips for HR Workflows

7.1 Custom Fields

Add fields to employee profiles, such as:

• Emergency contacts

• Work permit IDs

• Department codes

• HR manager in charge

Navigate to:

Setup > Dictionaries > Extra Fields

7.2 Workflow Automation

Use triggers and cron jobs for:

• Sending automatic onboarding emails

• Alerting HR before probation ends

• Generating annual review tasks

You can also create custom modules if workflows require conditional logic.

7.3 User Interface Tweaks

• Add tabs to employee pages for different document types

• Use dashboards on the homepage for HR managers (e.g., “Upcoming Leaves,” “Pending Contracts”)

• Implement role-specific menus to keep HR-focused users productive

8. Compliance and Data Security Considerations

8.1 GDPR Readiness

Dolibarr’s HR setup supports GDPR best practices:

• User role segregation

• Logs of access and modifications

• Right to export or delete user data

• Custom consents for recruitment modules

Always install security patches and encrypt sensitive documents.

8.2 Audit Trails and Logging

Enable detailed logs to track:

• Who edited employee data

• When contracts were changed

• Who approved expenses or leave requests

This is crucial for internal HR investigations and regulatory audits.

8.3 Document Retention

• Define document expiration rules

• Use naming conventions

• Archive legally expired records securely

Ensure your HR data lifecycle aligns with country-specific labor laws.

9. Mobile and Remote Workforce Features

Dolibarr supports mobile and remote HR processes with:

• Web-responsive design for mobile use

• Modules that allow remote clock-in/clock-out

• Leave requests via mobile browser

• Document upload from mobile devices

• HR dashboards accessible from tablets or smartphones

This is particularly useful for field staff, remote workers, and decentralized teams.

10. Best Practices for Deploying HR Features in Dolibarr

These practices help ensure a smooth implementation and avoid security or data integrity issues.

11. Common Mistakes and How to Avoid Them

Avoiding these errors will lead to higher adoption and better data governance.

12. Case Studies and Use Cases

Use Case 1: Digital Agency with 20 Employees

Challenges: Time tracking for billable hours, leave requests, project-based HR management.

Solution:

• Native Time Tracking module

• Leave & Holidays

• Expense Reimbursement

• Project integration for timesheet mapping

Result: Improved billing accuracy and simplified leave approval flow.

Use Case 2: International NGO

Challenges: Multi-country payroll, visa document tracking, training certifications.

Solution:

• Payroll Pro module (localized per country)

• Custom fields for visa status and expiry

• Training tracker with document upload

Result: Reduced compliance risk and centralized HR operations across locations.

Use Case 3: Startup with Remote Workforce

Challenges: Onboarding, attendance, mobile access.

Solution:

• HRM Advanced module

• Attendance tracking via mobile

• Digital document upload and contract signing

Result: Seamless onboarding and HR visibility for remote teams.

13. Final Thoughts and Strategic Recommendations

Dolibarr’s HR capabilities may not rival dedicated HRM platforms like BambooHR or SAP SuccessFactors—but for SMEs, NGOs, and tech-savvy teams, it offers an excellent balance of functionality, customization, and cost-effectiveness.

Strategic takeaways:

• Use Dolibarr’s modular system to scale HR operations gradually

• Integrate HR data with accounting, project management, and compliance

• Consider third-party modules to fill specific gaps (e.g., payroll, recruitment)

• Document your workflows to support team onboarding and audits

• Involve HR in testing and process definition to improve adoption

When implemented thoughtfully, Dolibarr can evolve into the central nervous system of your organization’s people management—empowering HR to focus less on paperwork and more on strategy.

14. Resources and Where to Go Next

• Dolibarr Official Website

• Dolibarr HR Modules on Dolistore

• Dolibarr Wiki: HR Configuration

• Dolibarr Forums – HR Discussions

• GitHub – Module Development

• Dolibarr ERP Implementation Partners