Section 1.0: My Dashboard

Sub Sections

Features

1.1   Greeting Section

This section of My Dashboard shows the greetings messages upon Logged In.

1.2   Login-Logout Section

This section of My Dashboard provides the “Login-Logout” Button for Daily Attendance Punching of employees along with below more information of Daily Attendance:

Þ   Last Login, 

Þ   Last Logout and 

Þ   Login Tenure of the Day

1.3   Thoughts of Day 

This section displays the “Thought of the Day” to employees upon login.

1.4   Happy Moments

This section shows the list of Happy Moments of employees for their New Joining Day, Birthday, Marriage Anniversary, Joining Anniversary and Last Working Day which are coming in the 7 days past and 7 days future range from the current date. Also, the notification is displayed in My Dashboard tab to make easier to employee to wish each other for their Happy Moment.

Section 2.0: Employees

Task

Steps to Perform Task & Work Flows

2.1 New Employee Onboarding

Step-1: Create the User Account for New Employee to Login on Portal from section Advance Parameters >> Team by clicking “Add New Employee” button. Keep the login password to default as – First 3 Character of First Name First 2 Character of Last Name!

Step-2: Appoint New Employee in Employees section by clicking “Appoint Employee” button and then filling Appoint Employee Form.

Step-3: Create the Salary Structure of newly appointed employee from Salary & Variable >> Salary Structures section by clicking “Add Salary Structure” button and then filling the Salary Structure form.

Step-3: Now ask to Super Admin/Management Team for Approval of Appointment Employee in Employee section & Salary Structure in Salary & Variable >> Salary Structures.

Step-4: Upon Approval of Appointment, system will send a Welcome Email to Employee with sharing Account Login ID & Password & intimation of Job Offer.

Step-5: Now download the of Job Offer Letter of Employee from Employee section.

Step-6: Sign the Offer Letter & upload in Communication section. Upon uploading, system will automatically email the Job Offer Letter to employee as well it will be shown in Communication section to Admins/Employees. 

The employee status will be auto as “Appointed” when admis appoint a new employee.

The Pending Task Notification shall be also displayed on portal in Employee section until the appointed employee does not Join.

2.2 Employee Management 

Employee Joining

*Step-1: Update the Employee Status to “Joined (On Probation)” when he/she Joins.

Step-2: Now download the of Appointment Letter of Employee from Employee section.

Step-3: Sign the Appointment Letter & upload in Communication section. Upon uploading, system will automatically email the Appointment Letter to employee as well it will be shown in Communication section to Admins/Employees. 

*On status, system will auto send the email to Admins and Concern Employees. 

Employee Confirmation

*Step-1: System will automatically change the status of employee to “Confirmation Due” on the due date (Joining Date + Training/Probation Period) arrives. 

*Step-2: Now HR Head/Reporting Manager needs to make Confirmation Recommendation of employee by changing the status to “Confirmation Recommended” along with uploading the required documents.

*Step-3: Now Super Admins/Management Team user needs to review the Confirmation Recommendation which requested by HR Head/Reporting Manager and needs to Confirm the employee by changing status to “Confirmed” with their observation & remarks and related documents.

Step-4: Now download the of Confirmation Letter of Employee from Employee section.

Step-5: Sign the Confirmation Letter & upload in Communication section. Upon uploading, system will automatically email the Appointment Letter to employee as well it will be shown in Communication section to Admins/Employees.

*On status, system will auto send the email to Admins and Concern Employees.

Employee Performance Appraisal

(without Designation Promotion)

Step-1: First complete the Performance Evaluation Process of Employee Appraisal as per Organization/Company rules & regulations.

Step-2: Now Revised the Salary Structure of employee in Salary & Variable >> Salary Structures section and download the Salary Structure in PDF from Salary & Variable >> Salary Structures. 

Step-3: Now download the of Appraisal Letter of Employee from Employee section.

Step-4: Sign the Appraisal Letter & Revised Salary Structure and upload in Communication section. Upon uploading, system will automatically email the Appraisal Letter to employee as well it will be shown in Communication section to Admins/Employees.

Employee Performance Appraisal

(with Designation Promotion)

Step-1: First complete the Performance Evaluation Process of Employee Appraisal as per Organization/Company rules & regulations.

Step-2: Now Revised the Salary Structure of employee in Salary & Variable >> Salary Structures section and download the Salary Structure in PDF from Salary & Variable >> Salary Structures.

*Step-3: Now update the status to “On First Promotion” or “On Second Promotion” (as case may be) along with uploading the required documents and explanation notes.

Step-4: Now update the Employee Designation from Existing Designation to Newly Promoted Designation by using “Edit” button and then go to “Joining” section and update the Designation.  

Step-5: Now download the of Appraisal Letter of Employee from Employee section.

Step-6: Sign the Appraisal Letter & Revised Salary Structure and upload in Communication section. Upon uploading, system will automatically email the Appraisal Letter to employee as well it will be shown in Communication section to Admins/Employees.

*On status, system will auto send the email to Admins and Concern Employees.

Employee Resignation

*Step-1: To submit resignation, the employee needs to click on “Edit” button and then go to “Status” section and change the status to “Resign Submitted” along with selecting “Reason of Resign” and uploading the Physically Signed Resignation Letter along with entering the Explanation Notes for resignation.

*Step-2: Now HR Head/Reporting Manager Forwarding of Employee Resignation to Super Admins/Management Team users by changing status to “Resign Forwarded”.

*Step-3: Now Super Admin/Management Team user needs to accept the resignation of employee by updating status to “Resign Accepted” with his comments. Further, system will auto generate the “Last Working Date/Day” of Resigned employee in “Departure” section. Now HR Heads/Reporting Manager needs to take the hand over from Employee and relieve him by changing the status to “Relieved”.

Step-4: Now download the of Relieving Letter of Employee from Employee section.

Step-5: Sign the Relieving Letter and upload in Communication section. Upon uploading, system will automatically email the Reliving Letter to employee as well it will be shown in Communication section to Admins/Employees.

*On status, system will auto send the email to Admins and Concern Employees.

Employee Full & Final

Step-1: After Reliving of employee, complete the Full & Final Processing as per rules & regulations of your organization/company.

Step-2: Now HR Head need to update the status to “Full & Final in Progress”. 

Step-3: When Full & Final Settlement working ready from HR Head/Accounts Team side, change the status to “Full & Final Completed”. 

Step-4: Now download the of Full & Final Settlements Letter of Employee from Employee section.

Step-5: Sign the Full & Final Settlement Letter and upload in Communicationsection. Upon uploading, system will automatically email the Full & Final Settlement Letter to employee as well it will be shown in Communication section to Admins/Employees.

*On status, system will auto send the email to Admins and Concern Employees.

Section 3.0 Attendances

Sub Section/Task

Steps to Perform Task & Work Flows

3.1 Daily Attendance

·      To process daily attendances. 

Step-1: Daily Attendance Punching will be done by Employees

Þ   To Punch for Daily Attendance or Go to “Attendances >> Daily Attendances” or “My Dashboard" tab and use “Login-Logout” button.

Step-2: Auto Generation of Daily Attendances & Working Hours by System

Þ   System will auto generate the Shift Hours, Overtime Hours, Total Hours and Final Attendance Status for the Day at Logout Punch.

Step-3: Attendance & Overtime Verification by System or Manually by RM

Þ   If Auto Verification Method Enabled, system will auto be verifying Generated Shift Hours, Overtime Hours, Total Hours and attendance status for the day.

Þ   If Auto Verification Method Disabled, then Admins/Reporting Managers needs to be verified the Generated Shift Hours, Overtime Hours, Total Hours and Attendance Status for the day. If Admins want to change the Attendance Status, they can with reasons by clicking Edit button and updating the attendance status to desired. Further, if Admins want to deduct the Overtime Hours, they can with reason by clicking the Edit button in “Attendances >> Finalized Attendance” tab in such employee data row.

Step-4: Attendance Regularizations/Attendance Corrections of Employees

Þ   In case, any correction is required in daily attendance, the employee can send the Attendance Regularization Requests to Admins/Reporting Manager by clicking “Edit” button on attendance row & changing the Attendance Status to “In Regularization” with giving the reason for it and Admins/Reporting Manager will get Email & Pending-Task Notification on Portal to complete this task of Regularization Request Approval.

Þ   When Admins/Reporting Managers will Approve the above Attendance Regularization on portal, the concern employee will get email as well they can see it on portal also.

3.2 Monthly Attendances

·      To review monthly attendances and finalization of attendance for salary generation. 

Step-1: Review of Auto Generated of “Monthly Attendances” and Pending “Attendance Regularization Requests” & “Logged In” Attendances of Employees

Þ   System will Auto Generate the Shift Hours, Overtime Hours, Total Hours (Shift + Overtime Hours), Month Days, Payable Days, and Non-Payable Days of each employee for each month on first day of month in this tab and Admin needs to review it.

Þ   System will also auto generate the data of Monthly Attendances which needs to Approval of “Regularization Requests” and still are in “Logged In” status which needs to Logout before closing the Monthly Attendances for the month. So, Admins/Reporting Managers needs to approved the above Regularization Requests & Logout the attendances before he Finalize Monthly Attendance.

Step-2: Finalization of Monthly Attendances of Employees

Þ   Now Admins needs to Finalize the Monthly Attendance of each employee for each month by clicking “Do Final” Button. On click of “Do Final” the Monthly Attendance of employee will be finalized and it will be listed & shown in “Finalized Attendances” tab”. The above “Finalized Attendance” will be used to generate the “Gross Salary” of the employee in Attendances >> Finalized” tab.

3.3 Finalized Attendances

·      To review finalized attendances & generate Gross Salaries

Step-1: Review the Generated Finalized Attendances & Pending Variable Entries of Employees

Þ   As mentioned in 3.2 above on click of “Do Final” button in “Attendances >> Monthly Attendances tab” system will Auto Generate the Finalized Attendances of employee in this tab with full data of Shift Hours, Overtime Hours, Total Hours (Shift + Overtime, Month Days, Payable Days, and Non-Payable Days of each employee for each month. Upon generation of Finalized Attendance, the system will also send email with details of Finalized Attendance to concern employee for their information & reply to Admins if any changes required in that. Now Admins needs to review this Finalized Attendances & the reply of employees if any received any from employees.

Þ   System will auto generate the data of “Pending Variables Entries (PVE)” of each employee & will be shown with Finalized Attendances. The admins need to Approve/Reject the above Pending Variables Entries before generating the Gross Salary.

Step-2: Generation of Gross Salary of Employees

Þ   Now Admins needs to generate the Gross Salary of each employee for each month by clicking “GGS” Button. On click of “GGS” the Monthly Gross Salary of employee will be generated and it will be listed & shown in “Salary & Variable >> Gross Salary” tab. This Gross Salary will be used to further Generate Net Salary from the “Salary & Variable >> Gross Salary” tab.

3.4 Monthly Muster Rolls

In this section, the Monthly Muster Rolls for monthly attendance of employees can be view. Muster Rolls content the attedane of compele month date wise with showing attednce status in short code.

Section 4.0: Salary & Variable

Sub Section / Task

Steps to Perform Task & Work Flows

4.1 Gross Salaries

·      To Show the Gross Salaries and Generate the Net Salaries

In this section, you can review the generated Gross Salary (Refer 3.3) of employee and further generate the Net Salary of Employee as per below steps. The Approval/Rejection of all Pending Deduction Entries (Refer 5.4) of such employee for such salary month must be done & generated Gross Salary also should be in “Approved” status before generating the Net Salary of an employee.

Step-1: Click on the “Generate NS” button, then review the alert message and click on “Generate”. Upon click of “Generate” button, the Net Salary will be generated and it will be listed & shown in “Salary & Variable >> Net Salaries” tab.

4.2 Variables

·      To View, Apply and Process the Variable Applications

In this section, Admins/Employees can apply for Monthly Claims of Variables/Allowances of employee in monthly salary and after that Admins needs to Approve or Reject the same.

Step-1: Click on “Apply Variable” and fill the form and “Submit” it. On submit the application will be submitted and an email shall be sent to Admins & Pending Task Notification shall be displayed on portal to Approve/Reject the application.

Step-2: Now Admins needs to Approve/Reject the applied variable application. 

Step-3: If Variable Application is Approved, when Gross Salary of such employee for such month will we generated the eligible amount of Variable Application will be added in Gross Salary the status of Variable Application will be updated to “Released”.

4.3 Net Salaries

·      To Show & Process the Net Salaries.

In this section, you can review the generated Net Salary (Refer 5.1) of employee and further Admins can Approve/Release/On Hold the Net Salary of Employee as per below steps.

Step-1: Click on the “Edit” button and Approve the Net Salary by changing the status to Approve. Further, for any reason if Admins want to Hold the Salary, they can Hold it by changing the status to “On Hold” instead of “Approve”.

Step-2: Click on the “Edit” button and Release the Net Salary by changing the status to Release when the Payment of Salary has been transferred in employees bank account. 

4.4 Deductions

·      To View, Apply and Process the Deduction Applications

In this section, Admins/Employees can apply for Monthly Deductions of employee in monthly salary and after that Admins needs to Approve or Reject the same.

Step-1: Click on “Apply Deduction” and fill the form and “Submit” it. On submit the application will be submitted and an email shall be sent to Admins & Pending Task Notification shall be displayed on portal to Approve/Reject the application.

Step-2: Now Admins needs to Approve/Reject the applied deduction application. 

Step-3: If Deduction Application is Approved, when Net Salary of such employee for such month will we generated the eligible amount of Deduction Application will be deducted in Net Salary the status of Deduction Application will be updated to “Deducted”.

4.5 Salary Structures

·      To View, Add and Approve the Salary Structures

In this section, Admins can create a Salary Structure for an employee for every Financial Year. This Salary Structure shall be used for generation of Monthly Gross Salary & Net Salary as well for processing of Variables Applications, Deduction Applications and generation of Income Tax Return Statements of such employee for a Financial Year.

Step-1: Click on “Add Structure” and fill the form and “Submit” it. On submit the Salary Structure will be created and Pending Task Notification shall be displayed to Admins on portal to Approve the Salary Structure.

Step-2: The Approval of Salary Structure is must as after Approval this Salary Structure can be used for above mentioned purposes so in this step Admins need to Approve the Salary Structure. Further, in case if Admins want to hold the approval, they can put it “In Abeyance” status for such time but please note in this case Salary Structure can not be used for its purposes.

Section 5.0: Leave & Holiday

Sub Section / Task

Steps to Perform Task & Work Flows

5.1 Allocated Leaves

·      To Allocate the Paid Leaves

In this section Admins can allocate the Monthly/Annually/Custom Paid leave to employees in below steps:

Step-1: Click on “Allocate Leave” then select the employee and then fill the Leave Allocation Form and click on “Allocate”. On click of “Allocated” the such leaves will be allocated to employees.

Step-2: After Allocation of Paid Leaves, Admins need to Approve the allocated leave to make them useable for employee. Once leave approved, it can not be undo for unapproved.

Step-3: Upon Approval of Allocated Leaves, the leave stock will be allocated to employee for the use of Paid Leave.

5.2 Consumed Leave

·      To Consume the Leaves by the way of Leave Application & Leave Encashment

In this section leave can be consumed by the way of Leave Application or Leave Encashment in below mentioned steps:

Þ   Leave Application

o   Step-1: Leave Application Submitting by Employees

o   Step-2: Leave Application Approval/Rejection by Admins

o   Step-3: Auto attendance Status Update for Granted Leave to Paid Leave or Unpaid Leave (as case may be)

Þ   Leave Encashments

o   Step-1: Leave Encashment Application Submitting by Employees

o   Step-2: Leave Encashment Application Approval/Rejection by Admins

o   Step-3: Auto Payment of Leave Encashment in Salary

5.3  Balance Leave

·      To Show the balance Leaves

In this section system show the Balance Leave of the employee as well as this section also gives the “Apply” button to apply a leave.

5.4  Holidays List

·      To Show the Holiday List

In this section, Admins can announce the Official Holidays for the year in below steps:

Step-1: Click on “Add Holiday” and fill the form and click on “Save”. Upon click on Save, the Official Holiday will be added in this section and will show to all employee.

Step-2: Attendance Status of employee for Official Holiday date will be auto change to “Official Holiday” by system on reach of that date/day.

Section 6.0: Communications

Sub Section / Task

Steps to Perform Task & Work Flows

Initiate Communication with Employee & Admins by each other.

In this section, Admins/Employees can initiate Communication for each other for daily routine communications in below steps:

Step-1: Click on “Initiate Communication” and fill the details in form and then click on “Initiate”. Upon clicking on “Initiate” the communication will be initiated and shown in tab. Further, the email containing the details of Communication shall be also sent to concern employee.

Step-2: Now the Communication can be replied by employees to Admins by clicking “Edit” button and using Post Reply section. Upon Posting Reply, the reply will be shown to Admins.

Section 7.0: ITR Statements

Sections

Available Features

ITR Statements

In this section, Admins/Employees can initiate ITR Statements for each for their Annual Income Tax Return Statement and to calculate the Projected Income Tax for next month Salary.

Step-1: Click on “Generate ITRS” and fill the form and click on Save & Exit. Upon Save & Exit the ITR Statement will be generated in this section.

Step-2: Now HR Heads/HR Team needs to Open this ITR Statement for Declaration by employee by changing the status of ITR Statement to “Open For Declaration”. Upon changing the Status, system will auto send the email to concern employee to invite him/her to Declare the ITR Statement with providing their input and related documents. Further, employee will also get the Pending Task Notification on portal he/she does not complete & Declare the ITR Statement by filling details and providing the Documents.

Step-3: Now concern employee needs to fill the details in ITR Statement and upload the related document for their claims in ITR Statement and Declare the ITR Statement by changing status to “Declared”. Upon changing the Status, system will auto send the email to Admins to intimate them to Review & Declare the ITR Statement. Further, Admins will also get the Pending Task Notification on portal they does not complete & Finalized the ITR Statement by checking details and provided Documents.

Step-4: When Admins review the ITR Statement they need to Finalize it by changing status to Finalized. Upon changing the Status, system will auto send the email to concern employee to for their information that the ITR Statement has been Finalized.

Section 8.0: Announcement

Sections

Available Features

Announcement

In this section, Admins can post the Announcement about the Reules & Regulations or Update from Organizational/Company side in below steps:

Step-1: Click on “Make Announcement” and fill the form and click on Save. Upon Save the Announcement will be listed in this section. 

Step-2: Now Admins needs to this announcement as “Issued” by changing its status to “Issued”. 

Step-3: As Admins update the status of Announcement to Issued, system will send email to all employees as well as show the Announcement on Portal with Pending Task Notification to read it.

Section 9.0: Compliances

Sections

Available Features

Compliances

Section 10: System Parameters

Sections

Available Features

10.1 Salary Heads

·      To configure the Salary Heads

In this section, Admin can configure the Salary Heads which they want to use for Salary Generation, Salary Structure Creation and processing of Variables & Deduction Application of employees for monthly salary. 

Step-1: Click on “Add Salary Head” and fill the form and click on “Save” button. Upon click on “Save” the added Salary Head will be saved.

Step-2: Now Admins needs to Activate this added Leave Type by clicking “Activate Toggle” button.

Step-3: Now activated Salary Head is ready to use for Salary Management.

10.2 Deduction Heads

·      To configure the Deduction Heads

In this section, Admin can configure the Deduction Heads which they want to use for Salary Generation, Salary Structure Creation and processing of Variables & Deduction Application of employees for monthly salary. 

Step-1: Click on “Add Deduction Head” and fill the form and click on “Save” button. Upon click on “Save” the added Deduction Head will be saved.

Step-2: Now Admins needs to Activate this added Leave Type by clicking “Activate Toggle” button.

Step-3: Now activated Deduction Head is ready to use for Salary Management.

10.3 Working Shifts

·      To configure the Working Shifts

In this section, Admin can configure the Working Shift for their company. 

Step-1: Click on “Add Shift” and fill the form and click on “Save” button. Upon click on “Save” the added Leave Type will be saved.

Step-2: Now the added Working Shift ready to use for employee & attendance management.

10.4 Leave Types

·      To configure the Leave Types

In this section, Admin can configure the Leave Types for their company. 

Step-1: Click on “Add Leave Type” and fill the form and click on “Save” button. Upon click on “Save” the added Leave Type will be saved.

Step-2: Now Admins needs to Activate this added Leave Type by clicking “Activate Toggle” button.

Step-3: Now activated Leave Type is ready to use for leave allocation management.

10.5 ITRS Templates

·      To configure the ITRS Template

In this section, Admin can add the ITRS Templates for generation of ITR Statement of Employees. 

Step-1: Click on “Add Template” and fill the Part-A to Part-R of form and click on “Save & Exit” button. Upon click on “Save & Exit” the template will be saved.

Step-2: Now Admins needs to Activate this added template by clicking “Activate Toggle” button.

Step-3: Now activated template is ready to use which can be used for generation of ITR Statement of an employee for a financial year.

10.6 Daily Thoughts

·      To configure the Daily Thoughts

In this section, Admin can add the Thoughts of Days which will be displayed on My Dashboard daily randomly.

Step-1: Click on “Add Thought” then fill the form (Thought and Writer Details) and click on “Save” button. Upon clicking on Save the thoughts will be added. 

Step-2: Now Admins needs to activate the added thought by clicking “Active Toggle” button. Now the activated thought can be used to randomly displayed on My Dashboard.

Section 11.0: System Settings

Sections

Available Features

11.1 General Settings

·      To configure the Global Settings of module.

In this section, Admin can configure the below settings: 

·      Assign Admins users

·      Assign week off days.

·      Assign Leave Encashment Allowed On (Salary Heads)

·      Assign Allowed Late Present Limit

·      Set Employee Resignation Period 

·      Set Expiry Limit of Auto Generated Comp Off

·      Set Loan/Advance Repayment Maximum Months

·      Set Financial Year Method

·      Set Login-Logout Method (IP Based Login-Logout and Non IP Based Login-Logout)

11.2 Letter Settings

·      To configure draft of various PDF Letters

In this section, Admin can configure the below mentioned PDF Letter Contents: 

·      Job Offer Letter

·      Joining/Appointment Letter

·      Confirmation Letter

·      Appraisal Letter (Without Designation Promotion)

·      Appraisal Letter (With Designation Promotion)

·      Relieving Letter

·      Termination Letter

·      Full & Final Settlement Letter

11.2 Cron Settings

·      To set run auto Cron job to generate Daily Attendance Register and Allocate Monthly /Annual Paid Leaves

In this section, Admin can configure the Cron Job for below settings: 

·      Generating Daily Attendance Register

·      Allocate Monthly Paid Leaves

·      Allocate Annual Paid Leaves