COGNATION AEZON 2.0

System guide and how it works

A practical guide to the workspace, the main modules, employee responsibilities and the importance of keeping company records accurate.

Welcome to CogNation Aezon

Welcome to CogNation Aezon, our shared workspace for people, projects and business operations. We are glad to have you here.

As we grow, it becomes increasingly important that the work we do, the decisions we make, the tasks we assign, the time we record and the business documents we issue are captured in one reliable place. Aezon is intended to help us build that shared record, improve coordination, make responsibilities clearer and reduce the information that gets lost in separate chats or conversations.

Please use the system consistently and responsibly. Record information as soon as practical, keep updates accurate, complete your assigned tasks, submit requests through the proper workflow and check that your submissions have been saved. If something is incorrect, missing or not working, report it to your manager or system administrator rather than leaving the record incomplete.

Every entry contributes to our company history and helps colleagues make informed decisions. Please protect confidential information, respect role-based access and never enter information you know to be false. The system supports our work, but it depends on each of us using it with care.

Thank you for being part of the process and helping us build a more organised, accountable and collaborative CogNation Digital.

The basic workflow

Sign in with your own account. Your available menu options depend on the permissions assigned to you.
Open the relevant module. Use the workspace menu for the type of work or record you need.
Enter complete, accurate information. Check names, dates, amounts and supporting details before saving or submitting.
Submit or save the record. Follow any review or approval steps required. Submission does not necessarily mean approval.
Check the status and follow up. Reopen the record to confirm it saved and contact the responsible person if action is needed.

Module guide

The modules and actions visible to you depend on your account permissions. Some workflows may be refined as the system continues to develop. If a function described here is not available to your account, ask an administrator to confirm access and current availability.

Overview

Your starting point for a snapshot of company operations.

Review dashboard summaries and items requiring attention.
Use the quick links to open the relevant module.
Remember that summaries depend on records actually saved in the system.

Employees and onboarding

Maintain the employee directory and the information needed for people operations.

Authorised staff can add employee records and manage employment details.
Invited employees sign in, complete the onboarding form, and submit it for HR review.
HR reviews submitted details, requests corrections where needed, and approves the record according to the company's process.
Keep personal details, contact information, employment dates, department and statutory details accurate.

Attendance

Record and review employee attendance.

Use the attendance register to record clock-ins and clock-outs and review the selected date.
Check late, missing or unusual records and correct them only when authorised.
The Tuya/Smart Life door-lock connection is not currently part of the active attendance workflow. Do not assume door-lock events are being imported.

Leave management

Submit, track and review leave requests.

Employees submit a request with the leave type, dates and reason.
Authorised reviewers check the request and approve or decline it with a note when appropriate.
Check the recorded status before making arrangements. A request is not approved just because it was submitted.

Complaints

Record workplace concerns for appropriate follow-up.

Submit a clear description and relevant facts.
Use confidential handling where available and share details only with people authorised to see them.
Authorised staff update the status and record the resolution or next steps.

Employee KPIs

Set expectations, record progress and support performance conversations.

Use clear, measurable deliverables with a defined period and expected result.
Update progress honestly and consistently, and add context where a target is blocked.
Managers should use the records for coaching and review, not as a substitute for a fair conversation.

Messages and tasks

Coordinate work and keep assignments visible.

Use messages for work-related communication and tasks for actions that need an owner or follow-up.
Make task descriptions specific, assign responsibility, and update the status as work progresses.
Avoid putting passwords or unnecessary sensitive personal information in messages.

Damages, invoices and quotations

Prepare and manage the company's invoice and quotation documents through the Document Register.

Create the correct document type, select or enter the client, check line items, currency, totals and company details before issuing.
Use the permissions assigned to your account. Depending on your access, you may see only documents you created, department documents, or the wider register.
Check payment status and dates when relevant, and correct mistakes through the approved editing process.
Issuing a document is a business record. Verify all details before sending it to a client.

Finance Module

Review financial records and summaries for authorised roles.

Use the finance views available to your role, such as income and expenditure, cash flow, receivables, liabilities, assets and statutory records where enabled.
Confirm source documents and dates before relying on a figure.
Access is restricted by role. Being able to issue an invoice does not automatically grant access to the wider Finance Module.

Payroll and payslips

Prepare and review payroll information and employee payslips for authorised users.

Check employee details, pay components, deductions and the relevant pay period before finalising a run.
Review generated payslips carefully and report discrepancies to HR or Finance.
Payroll and statutory information is confidential. Do not share payslips or salary figures with unauthorised people.

Settings, users and permissions

Control access and configure the workspace.

Administrators manage user accounts, departments, role templates and permissions.
Grant only the access required for a person's job. Permissions can differ by module and by document scope.
If a menu item is missing or access is denied, contact the system administrator instead of using another person's account.
Use the profile menu for your own profile, theme options and sign-out.

Notifications and reminders

Keep track of system notices and follow-up items.

Check the notification bell for updates that are available to your account.
Notifications are prompts, not proof that an action has been completed. Open the relevant record to confirm its status.

Good practice for everyone

Use your own account and sign out when using a shared device.
Enter facts, not assumptions. Use the correct dates and amounts.
Do not share passwords, salary information, identity documents or confidential complaints outside authorised channels.
Do not treat a draft, submitted request or notification as approved until the record confirms the status.
Report errors promptly, including failed submissions, missing records, duplicate entries or unexpected access restrictions.
Do not assume a record has been saved if an error appears. Retry only after checking whether a duplicate was created.

Need help?

Contact your manager or the CogNation Aezon system administrator. When reporting a problem, include the module, the action you were taking, the time it happened and the exact error message. Never include your password in a support request.

CogNation Aezon 2.0 · A product of CogNation Digital