Luna HR Docs

Company Setup

Once you've completed the initial setup wizard, there are a few things to configure before your team starts using Luna HR day-to-day.

Org structure

Your org structure defines how your company is organised — regions, offices, departments, and teams. This is the foundation for how policies, approvals, and reporting work.

Head to Admin > Org Structure to build your tree. Start simple — you can always add more detail later.

A typical setup might look like:

  • Company (created automatically)
    • London Office
      • Engineering
      • Sales
    • Manchester Office
      • Operations

See Company Structure for a full guide.

Roles and permissions

Roles control what employees can do in Luna HR. Every employee is assigned a role, and each role has a set of permissions.

Common roles:

| Role | Typical permissions | |------|-------------------| | Employee | View own data, submit requests | | Manager | Approve leave and expenses for their team | | HR Admin | Full access to all modules and admin settings |

Set up roles from Admin > Org Structure > Roles. See Roles & Permissions for details.

Leave years

A leave year defines when annual leave entitlements reset. Most UK companies use either:

  • January to December (calendar year)
  • April to March (tax year)

Configure your leave year from Admin > Leave Years. You'll need at least one active leave year before employees can request leave.

Holiday calendars

Holiday calendars define public holidays for your workforce. Luna HR comes with UK bank holidays pre-loaded — you just need to assign the calendar to the relevant offices or regions.

Set this up from Admin > Holiday Calendars.

Working patterns

Working patterns define which days employees are expected to work. The default is Monday to Friday, but you can create patterns for part-time employees, shift workers, or compressed hours.

When an employee requests leave, Luna HR uses their working pattern to calculate how many days the request covers — weekends and non-working days are automatically excluded.

Expense categories

If you're using the Expenses module, set up your expense categories from Admin > Expense Categories. Common categories include:

  • Travel
  • Meals & Entertainment
  • Accommodation
  • Mileage
  • Office Supplies
  • Software & Subscriptions

Each category can have a GL code (for accounting integration) and a default tax rate.

Next steps