User Manual – HRM SaaS

1.1 What is HRM SaaS?

HRM SaaS is a comprehensive Human Resource Management platform designed to streamline and automate all aspects of HR operations. Built as a multi-tenant SaaS solution, it provides organizations with a complete HR ecosystem that covers the entire employee lifecycle—from recruitment to retirement. The platform is carefully designed to help businesses of all sizes manage their workforce efficiently by centralizing all HR activities in one unified, easy-to-use system.

As a multi-tenant platform, HRM SaaS allows multiple organizations to use the system independently while maintaining complete data separation and security. Each organization operates within its own secure environment, ensuring that your employee data, processes, and configurations remain private and protected. This architecture makes HRM SaaS an ideal choice for businesses looking for a reliable, scalable HR solution without the need for complex infrastructure or maintenance.

The platform addresses every stage of the employee journey, starting from the moment you post a job opening and continuing through candidate selection, onboarding, performance tracking, training, payroll processing, and eventually retirement or exit management. By automating repetitive tasks and providing clear visibility into HR operations, HRM SaaS helps you reduce administrative burden, minimize errors, and focus on building a productive and engaged workforce. Whether you are managing a small team or coordinating HR activities across multiple branches and departments, HRM SaaS provides the tools and flexibility you need to maintain organized, efficient, and compliant HR operations.

1.2 Key Features Overview

HRM SaaS includes a wide range of features to help you manage your workforce efficiently:

• Complete HR Management: Manage employees, departments, branches, and organizational structure with ease
• Recruitment Pipeline: Handle the full recruitment process from job posting to onboarding
• Performance Management: Track goals, conduct reviews, appraisals, and monitor performance effectively
• Leave & Attendance: Comprehensive leave management and attendance tracking system
• Payroll System: Process payroll and generate payslips accurately
• Training Management: Organize employee training programs and support skill development
• Asset Management: Track and assign company assets efficiently
• Document Management: Store and manage documents in a centralized location
• Meeting Management: Schedule and manage meetings with integrated calendar support
• Contract Management: Manage employee contracts and handle renewals
• Multi-Language Support: Access the platform in multiple languages
• Mobile Responsive: Works seamlessly on desktop, tablet, and mobile devices
• Role-Based Access: Control permissions with granular role management

1.3 Who Should Use HRM SaaS?

HRM SaaS is built for various users within your organization:

• HR Teams: Streamline HR processes and manage employee data efficiently. HR professionals can reduce manual work, maintain accurate records, and focus on strategic initiatives rather than administrative tasks.
• Company Administrators: Oversee organizational structure and implement policies. Administrators have full control to configure the system, define workflows, and ensure that company policies are properly enforced.
• Managers: Track team performance and manage employee activities. Managers can monitor their team’s progress, approve requests, and make informed decisions based on real-time data.
• Employees: Use self-service features to request leave, mark attendance, and access documents. Employees gain independence to manage their own information without always needing HR assistance.
• Recruiters: Manage the hiring pipeline and streamline candidate onboarding. Recruiters can post jobs, review applications, communicate with candidates, and convert successful applicants into employees smoothly.
• Payroll Administrators: Process payroll and handle compensation management. Payroll staff can calculate salaries, manage deductions, generate reports, and ensure employees are paid accurately and on time.
• Small to Large Businesses: Scale HR operations with professional tools. Whether you have ten employees or thousands, HRM SaaS adapts to your organization’s size and complexity.
• Multi-location Companies: Manage multiple branches and departments from one platform. Companies with offices in different cities or countries can maintain consistency while respecting local requirements.

2.1 User Registration

To get started, users need to register by creating a new account using a valid email address and a secure password.

• 2.1.1 Visit the Registration Page

  • Navigate to the HRM SaaS website
  • Click on “Sign Up” or “Get Started”

• 2.1.2 Fill in the required details in the registration form

  • Full Name: Enter your complete name
  • Email Address: Use a valid email address (this will be your login)
  • Password: Create a strong password (minimum 8 characters)
  • Confirm Password: Re-enter your password
  • Company Name: Enter your organization name

• 2.1.3 Submit Registration

  • Review the terms of service and privacy policy carefully
  • Click “Create Account” to submit your registration

  The system checks your input in real time and shows any missing or incorrect fields. Once you submit the form, a verification email will be sent to your email address.

2.2 Email Verification

After signing up, you must verify your email before you can log in.

• 2.2.1. Check Your Email

  • Check your email inbox for a verification link
  • Look for an email from HRM SaaS with subject “Verify Your Account”
  • If you don’t receive the email, check your spam/junk folder

• 2.2.2 Verify Your Account

  • Click the verification link in the email
  • You’ll be redirected to a confirmation page
  • Your account is now activated and ready to use

• 2.2.3. Resend Verification (if needed)

  • If the verification email doesn’t arrive, click “Resend Verification Email”
  • Wait a few minutes and check your email again

2.3 User Login

Once your email is verified, you can log in to your account.

• 2.3.1 Access the Login Page

  • Go to the login URL provided in your welcome email
  • Or navigate to the main website and click “Login”

• 2.3.2 Enter Login Credentials

  • Email Address: Enter your registered email
  • Password: Enter your account password
  • Remember Me: Check this box to stay logged in (optional)

• 2.3.3 Complete Login

  • Click “Login” to access your account
  • You’ll be redirected to your dashboard

• 2.3.4 Dashboard Overview :

  After successful login, you’ll see the main dashboard with key information at a glance.

  • Main Statistics Cards:

    • Total Employees: Shows the number of employees in your organization
    • Total Branch: Displays the total number of branches in your organization
    • This Month Attendance: Provides current month attendance statistics
    • Pending Leaves: Indicates leave applications awaiting approval
    • Total Active Jobs: Shows the number of active job openings in your company
    • Total Candidates: Displays the number of candidates in your company

  • Navigation Features:

    • Left Sidebar: Provides access to all main modules such as HR Management, Recruitment, Payroll, and more
    • Localization Toggle: Allows you to switch between available languages and regional settings
    • Profile Menu: Gives access to account settings and preferences

  • For Super Admin Users:

    The Super Admin dashboard displays platform-wide metrics to help manage the entire system:

    • Total Active Plans: Shows the total number of active subscription plans
    • Monthly Growth: Displays the percentage growth in company registrations
    • Total Companies: Indicates the number of registered company accounts
    • Total Users: Shows the total number of users in the system
    • Total Revenue: Displays total revenue generated from approved plan orders
    • Recent Activity Feed: Provides a live feed of recent companies, users, and payment activities
    • Top Performing Plans: Lists plans ranked by revenue and subscriber count

2.4 Password Management

If you forget your password, HRM SaaS allows you to reset it securely.

• 2.4.1 Forgot Password

  • 1. Access Password Reset

    • On the login page, click “Forgot Password?”
    • Enter your registered email address
    • Click “Send Reset Link”

  • 2. Reset Your Password

    • Check your email for a password reset link
    • Click the link to open the password reset page
    • Enter your new password twice
    • Click “Reset Password”

• 2.4.2 Change Password (When Logged In)

  • 1. Access Profile Settings

    • Click on your profile picture in the top-right corner
    • Select “Profile Settings” from the dropdown

  • 2. Update Password

    • Go to the “Security” tab
    • Enter your current password
    • Enter your new password twice
    • Click “Update Password”

3.1 Super Admin Login Process

• 3.1.1 What is a Super Admin?

  The Super Admin is the highest-level administrator with complete control over the entire HRM SaaS platform. Super Admins can:

  • Manage Companies: Create, edit, and manage all company accounts on the platform
  • Plan Management: Create and configure subscription plans with custom pricing
  • Plan Order Processing: Approve or reject plan orders and subscription requests
  • Coupon Management: Create and manage discount codes and promotional offers
  • System Settings: Configure platform-wide settings and policies
  • Currency Management: Manage global currency settings and formatting options
  • Referral Program: Configure and monitor the referral system
  • Landing Page Management: Manage the public website and custom pages
  • Media Library: Handle global media management and storage
  • User Impersonation: Log in as company users for support purposes
  • Account Status Control: Activate or deactivate company accounts as needed

• 3.1.2 Super Admin Login Steps

  • 1. Access Super Admin Portal

    • Use the standard login page with Super Admin credentials
    • Email: Use your designated Super Admin email
    • Password: Enter your Super Admin password

3.2 Super Admin Dashboard

The Super Admin Dashboard in HRM SaaS gives a complete view of platform performance and management tools. It is designed for users who have full control over the system, including subscription management, revenue tracking, and user activities.

After login, you’ll access the Super Admin dashboard with:

• 3.2.1 Main Statistics Cards:

  • Total Companies: Number of registered company accounts
  • Total Users: Total number of users in the system (excluding super admins)
  • Active Subscriptions: Number of approved plan orders/subscriptions
  • Monthly Growth: This metric tracks platform expansion and user acquisition trends, providing insights into business growth momentum and market penetration effectiveness.
  • Total Revenue: Total revenue generated from approved plan orders. Displays cumulative earnings from all subscription payments, enabling financial performance monitoring and revenue trend analysis for business decision-making.

• 3.2.2 Dashboard Analytics:

  • Recent Activity Feed: Live feed of recent companies, users, and payment activities
  • Top Performing Plans: List of plans ranked by revenue and subscriber count

• 3.2.3 Key Metrics:

  • Monthly Growth Rate: Calculated growth percentage showing platform expansion velocity
  • Revenue Tracking: Real-time revenue monitoring with payment gateway integration
  • Subscription Analytics: Plan performance metrics including conversion rates and popular plans

  All of these features help Super Admins maintain the platform and respond quickly to user needs or system changes.

3.3 Currency Management

The Currency Management section allows you to configure and manage all supported currencies for your HRM SaaS platform. This feature is essential for international users who need to display prices, subscriptions, and services in their local currencies. You can add new currencies, set default options, and maintain a comprehensive list of supported monetary systems.

• 3.3.1 Navigation and Access

  • Access Path: To access the currency management tools, navigate to “Settings” → “Currency Settings” using your Super Admin login credentials. This section provides comprehensive currency management and international billing configuration.
  • Purpose: Manage supported currencies for international billing while maintaining accurate exchange rates and professional currency presentation that supports global business operations.

• 3.3.2 Currency Configuration

  • Configuration Process: Access the currency settings through the Settings menu and click the “Add Currency” button to create new currency support with detailed configuration options.

  • Required Currency Details:

    • Name: Enter the full currency name for clear identification in billing and financial displays
    • Code: Specify the standard three-letter currency code (USD, EUR, GBP) as per international standards for system integration
    • Symbol: Configure the currency symbol ($, €, £) for correct financial display and cultural accuracy
    • Exchange Rate: Set the conversion rate against the base currency for accurate multi-currency billing
    • Status: Mark as Active or Inactive to control currency availability in billing

• 3.3.3 Currency Features

  • Multi-Currency Support: The platform enables support for multiple currencies, accommodating an international customer base and global business operations while maintaining accurate financial calculations and professional presentation.
  • Default Currency: You can establish a system default currency for baseline financial operations while supporting multi-currency transactions and billing flexibility for international customers.
  • Billing Integration: Currencies are integrated with billing and invoicing systems, ensuring accurate financial calculations and professional currency presentation in all financial communications and transactions.

3.4 Landing Page Management

The Landing Page Management section provides comprehensive public website customization that enables marketing effectiveness, customer acquisition, and professional brand presentation through systematic content management and search engine optimization.

• 3.4.1 Navigation and Access

  • Access Requirements: Super Admin login credentials are required to access landing page management through the “Landing Page” section in the main navigation menu.
  • Purpose:Customize and manage the public landing page while optimizing marketing effectiveness and ensuring professional brand presentation that supports customer acquisition and business growth.

• 3.4.2 Landing Page Sections

  • Available Sections: Comprehensive landing page components enable complete website customization and marketing optimization:

    • Hero Section: Configure main banner with compelling call-to-action elements that capture visitor attention and drive conversion through professional presentation and clear value proposition communication.
    • Features Section: Highlight key platform features and capabilities providing visitors with clear understanding of platform value and competitive advantages through organized feature presentation.
    • About Us: Present company information, history, and organizational values building customer trust and professional credibility through comprehensive organizational presentation.
    • Screenshots: Display product screenshots gallery showcasing platform capabilities and user interface design helping visitors understand platform functionality and user experience.
    • Pricing Plans: Present subscription plans with clear pricing information enabling informed customer decisions and transparent pricing communication that supports conversion optimization.
    • Testimonials: Feature customer testimonials and success stories building credibility and social proof that supports customer confidence and conversion optimization.
    • FAQ Section: Address frequently asked questions providing comprehensive information that reduces customer acquisition barriers and supports informed decision-making.
    • Contact Section: Present contact information and inquiry form enabling customer communication and lead generation through accessible contact options.
    • Newsletter: Provide newsletter subscription capabilities enabling ongoing customer communication and marketing relationship development through systematic email marketing.

• 3.4.3 Landing Page Management

  • Content Control: Enable or disable page sections providing flexible website presentation and campaign-specific customization while maintaining professional appearance and marketing effectiveness.
  • Content Management: Edit section content through comprehensive content management tools enabling regular updates and marketing campaign alignment without technical expertise requirements.
  • Image Management: Upload and manage images with automatic optimization and responsive presentation ensuring professional appearance across all devices and connection speeds.
  • SEO Settings: Configure meta tags and descriptions optimizing search engine visibility and improving organic traffic through systematic search engine optimization management.
  • Custom CSS: Add custom styling enabling brand-specific appearance customization and advanced design implementation while maintaining platform functionality and professional presentation.

3.5 Custom Pages Management

The Custom Pages Management section allows you to create and manage custom static pages that appear on the frontend of the platform. These pages are useful for displaying additional content, legal documentation, and specialized information while maintaining search engine optimization and professional appearance.

• 3.5.1 Navigation and Access

  • Access Requirements: Super Admin login credentials are required to access custom pages management through the “Custom Pages” section in the main navigation menu.
  • Purpose: Create and manage custom static pages for additional content, legal documentation, and specialized information presentation while maintaining search engine optimization and professional appearance.

• 3.5.2 Creating Custom Pages

  • Page Creation Process: Navigate to “Custom Pages” and click “Add Page” button to access comprehensive page creation tools with detailed configuration options.

  • Required Page Details:

    • Title: Enter descriptive page title for navigation and search engine optimization ensuring clear page identification and professional presentation
    • Slug: Configure URL slug for search engine friendly URLs and professional web address presentation enabling easy page access and sharing
    • Content Create page content using rich text editor with comprehensive formatting options enabling professional content presentation and effective communication
    • Meta Description: Configure SEO description optimizing search engine visibility and improving organic traffic through effective search result presentation
    • Status: Set published or draft status controlling page visibility and enabling content preparation without immediate publication

• 3.5.3 Custom Page Features

  • Rich Text Editor: Utilize full-featured content editor with comprehensive formatting options enabling professional content creation without technical expertise requirements.
  • SEO Optimization: Configure meta tags and descriptions optimizing search engine visibility and improving organic traffic through systematic search engine optimization.
  • Template System: Access multiple page templates providing consistent appearance options and professional presentation aligned with organizational branding requirements.
  • URL Management: Configure custom URL slugs enabling search engine friendly addresses and professional web presence that supports marketing and accessibility objectives.
  • Status Control: Manage publish and draft status providing content preparation flexibility and publication timing control without requiring content recreation.
  • Navigation Integration: Add pages to site navigation enabling comprehensive website organization and user-friendly content access through systematic navigation management.

4.1 Company Login Process

• 4.1.1 What is a Company User?

  Company users are administrators and employees within individual organizations who have access to HR management features specific to their company. Company users can:

  • Manage Employees or User: Add, edit, and manage employee records
  • HR Operations: Handle recruitment, performance, training, and payroll
  • Department Management: Organize company structure with branches and departments
  • Leave & Attendance: Manage employee leave requests and attendance tracking
  • Document Management: Store and organize company documents
  • Meeting Management: Schedule and manage company meetings
  • Asset Management: Track and assign company assets

• 4.1.2 Company Login Steps

  To begin, navigate to the HRM SaaS login page. On this screen, you will find a form asking for your email address and password.

  • 1. Access Company Portal

    • Use the standard login page with company credentials
    • Email: Use your company email address
    • Password: Enter your company password

4.2 Company Dashboard

The Company Dashboard in HRM SaaS provides a comprehensive overview of your organization’s HR activities and quick access to essential features. It serves as your central workspace where you can monitor statistics, manage content, and perform key actions with just a few clicks. The layout is designed to provide important information at a glance while offering direct links to deeper functionalities.

After login, you’ll access the company dashboard with:

• 4.2.1 Main Statistics Cards:

  • Total Employees: Number of employees in your organization
  • Total Branch: Total Number of Branch in your organization
  • This Month Attendance: Current month attendance statistics
  • Pending Leaves: Leave applications awaiting approval
  • Active Jobs: Shows Total Number Of Active Jobs
  • Total Departments: Number of departments in your company

• 4.2.2 Dashboard Features:

  • Recent Activities: Latest HR activities and updates
  • Recent Meetings: Upcoming meetings and events
  • Notification Center: Important alerts and reminders such as Recent Leave Application, Recent Candidates, Recent Announcements

4.3 Company User Capabilities

• 4.3.1 HR Management

  Company users have access to comprehensive HR management tools:

  • Employee Lifecycle: Manage complete employee journey from hire to retirement
  • Recruitment: Post jobs, manage candidates, and conduct interviews
  • Performance: Set goals, conduct reviews, and track performance
  • Training: Create training programs and track employee development
  • Assets: Manage company assets and employee assignments

• 4.3.2 Administrative Functions

  Company users can perform various administrative tasks:

  • User Management: Create and manage user accounts and roles
  • Department Setup: Organize company structure with branches and departments
  • Policy Management: Create and manage company policies
  • Document Storage: Centralized document management system
  • Meeting Coordination: Schedule and manage company meetings

• 4.3.3 Self-Service Features

  Employees have access to self-service features for daily tasks:

  • Leave Management: Apply for leave and track leave balances
  • Attendance Tracking: Clock in/out and view attendance records
  • Document Access: Access personal and company documents
  • Profile Management: Update personal information and preferences

5.1 User Management

User Management handles user account creation and administration, enabling systematic user provisioning, profile management, and access control for comprehensive workforce digital identity management.

• 5.1.1 Creating Users

  • 1. Access User Creation

    • Go to “Staff” → “Users” in the main menu
    • Click “Add User” button

  • 2. User Information

    • Name: User’s full name (required)
    • Email: Valid email address (required, must be unique)
    • Password: Secure password (required)
    • Confirm Password: Secure password (required)
    • Role: User type (Admin, HR, Manager, Employee)

    Once you have entered all the details, click “Save” to create the user account. The new user will appear in the users list and can begin accessing the system based on their assigned role.

• 5.1.2 User Features

  • Multi-tenant Support: Users are isolated per company
  • Role-Based Access: Assign roles with specific permissions
  • Status Management: Activate/deactivate user accounts
  • Profile Management: Users can update their own profiles
  • Password Management: Secure password handling and reset

5.2 Role Management

Role Management defines organizational access levels and job functions enabling systematic role creation, permission grouping, and hierarchical access control for structured organizational security and workflow management.

• 5.2.1 Creating Roles

  • 1. Access Role Creation

    • Go to “Staff” → “Roles” in the main menu
    • Click “Add New Role” button

  • 2. Role Information

    • Name: Role name (required)
    • Description: Role description and purpose
    • Permissions: Select specific permissions for the role

    After filling in all the details, click “Save” to create the role. The new role will be available for assignment to users within your organization.

• 5.2.2 Role Features

  • Permission Assignment: Granular permission control
  • Role Hierarchy: Different levels of access
  • Custom Roles: Create company-specific roles
  • Role Templates: Pre-defined role templates

  This structure supports complete access control within the system, ensuring that every staff member only sees and interacts with features relevant to their role.

5.3 Permission System

Permission System provides granular access control and security management enabling detailed permission assignment, module-level access control, and systematic security governance for comprehensive organizational data protection.

• 5.3.1 Understanding Permissions

  The system uses granular permissions for each module:

  • View: Can view records
  • Create: Can create new records
  • Edit: Can modify existing records
  • Delete: Can remove records
  • Manage: Full access to module

• 5.3.2 Permission Categories

  • Dashboard: Dashboard access and metrics
  • Users: User management permissions
  • Employees: Employee record management
  • Recruitment: Hiring and candidate management
  • Performance: Performance management access
  • Training: Training program management
  • Assets: Asset management permissions
  • Documents: Document management access
  • Meetings: Meeting management permissions
  • Leave: Leave management permissions
  • Attendance: Attendance tracking permissions
  • Payroll: Payroll processing permissions

6.1 Basic Setup

The Basic Setup section helps you establish the foundational structure of your organization. This includes creating branches, departments, designations, and document types that will be used throughout the HR system.

• 6.1.1 Branches Management

  Branches Management enables multi-location organizational structure by creating and managing different office locations, regional offices, or business units within your company for comprehensive geographical and operational management.

  • 1. Creating Branches

    • Go to “HR Management” → “Branches”
    • Click “Add Branch” button
    • Name: Branch name (required)
    • Address: Complete branch address
    • Phone: Branch contact number
    • Email: Branch email address
    • Status: Active or Inactive

• 6.1.2 Departments Management

  Departments Management organizes your workforce into functional units enabling structured reporting, role assignment, and departmental hierarchy management for efficient organizational operations and clear responsibility distribution.

  • 1. Creating Departments

    • Go to “HR Management” → “Departments”
    • Click “Add Department” button
    • Name: Department name (required)
    • Branch: Link to branch (if applicable)
    • Description: Department description
    • Status: Active or Inactive

• 6.1.3 Designations Management

  Designations Management defines job titles and positions within your organization enabling clear role definition, career progression tracking, and hierarchical structure establishment for professional workforce organization.

  • 1. Creating Designations

    • Go to “HR Management” → “Designations”
    • Click “Add Designation” button
    • Name: Designation title (required)
    • Department: Link to department
    • Description: Role description
    • Status: Active or Inactive

• 6.1.4 Document Types Management

  Document Types Management establishes standardized document categories for employee records enabling systematic document organization, compliance tracking, and mandatory documentation requirements for comprehensive HR record management.

  • 1. Creating Document Types

    • Go to “HR Management” → “Document Types”
    • Click “Add Document Type” button
    • Name: Document type name (required)
    • Description: Document type description
    • Required: Mark as mandatory for employees

6.2 Employee Management

Employee Management provides comprehensive workforce administration enabling complete employee lifecycle management from onboarding to offboarding with centralized profile management, document storage, and organizational hierarchy tracking.

• 6.2.1 Creating Employees

  • 1. Access Employee Creation

    • Go to “HR Management” → “Employees”
    • Click “Create Employee” button

  • 2. Personal Information

    • Name: Employee full name (required)
    • Email: Employee email address (required)
    • Phone: Contact number
    • Date of Birth: Employee birth date
    • Gender: Gender selection
    • Address: Complete address details

  • 3. Employment Details

    • Employee ID: Unique employee identifier
    • Branch: Assign to branch
    • Department: Assign to department
    • Designation: Job title/position
    • Joining Date: Employment start date
    • Employment Type: Full-time, Part-time, Contract
    • Salary: Basic salary amount
    • Manager: Reporting manager

  • 4. Document Management

    • Profile Photo: Employee photo upload
    • Documents: Upload required documents (ID, certificates, etc.)
    • Document Types: Link to predefined document types

• 6.2.2 Employee Features

  • Complete Profile: Comprehensive employee information
  • Document Storage: Secure document management
  • Hierarchy Management: Manager-employee relationships
  • Status Tracking: Active, inactive, terminated status
  • Search and Filter: Advanced employee search capabilities

6.3 Employee Lifecycle

Employee Lifecycle Management tracks and manages all employee journey stages from hiring to separation, including recognition, career progression, disciplinary actions, and organizational changes for comprehensive workforce management.

• 6.3.1 Awards Management

  Awards Management recognizes employee achievements and contributions through structured recognition programs enabling performance acknowledgment, motivation enhancement, and positive workplace culture development.

  • 1. Award Types

    • Create different award categories
    • Define award criteria and benefits
    • Set award frequency and eligibility

  • 2. Employee Awards

    • Nominate employees for awards
    • Track award history
    • Generate award certificates

• 6.3.2 Promotions Management

  Promotions Management handles employee career advancement and position changes enabling systematic promotion tracking, salary adjustments, and organizational hierarchy updates for professional growth management.

  • 1. Creating Promotions

    • Employee: Select employee for promotion
    • Current Position: Current designation and salary
    • New Position: Promoted designation and salary
    • Effective Date: Promotion effective date
    • Reason: Promotion justification

• 6.3.3 Warnings Management

  Warnings Management documents disciplinary actions and performance issues enabling systematic corrective action tracking, compliance documentation, and progressive discipline management for workplace conduct.

  • 1. Creating Warnings

    • Employee: Select employee
    • Warning Type: Verbal, written, final warning
    • Reason: Warning reason and details
    • Date: Warning issue date
    • Follow-up: Required actions

• 6.3.4 Resignations Management

  Resignations Management processes voluntary employee departures enabling systematic exit procedures, knowledge transfer coordination, and final settlement calculations for smooth workforce transitions.

  • 1. Processing Resignations

    • Employee: Resigning employee
    • Resignation Date: Last working day
    • Reason: Resignation reason
    • Notice Period: Required notice period
    • Status: Pending, approved, rejected

• 6.3.5 Terminations Management

  Terminations Management handles involuntary employee separations enabling systematic termination procedures, legal compliance documentation, and final settlement processing for organizational workforce changes.

  • 1. Processing Terminations

    • Employee: Employee to terminate
    • Termination Date: Effective date
    • Reason: Termination reason
    • Type: Voluntary or involuntary
    • Final Settlement: Settlement details

• 6.3.6 Transfers Management

  Transfers Management facilitates employee movement between departments, branches, or positions enabling organizational flexibility, career development opportunities, and operational resource optimization.

  • 1. Employee Transfers

    • Employee: Employee to transfer
    • From Branch/Department: Current location
    • To Branch/Department: New location
    • Transfer Date: Effective date
    • Reason: Transfer justification

• 6.3.7 Trips Management

  Trips Management coordinates business travel and work-related trips enabling expense tracking, advance management, and travel documentation for comprehensive business travel administration.

  • 1. Creating Business Trips

    • Go to “HR Management” → “Trips”
    • Click “Create Trip” button
    • Employee: Select traveling employee (required)
    • Purpose: Business purpose of the trip (required)
    • Destination: Trip destination (required)
    • Start Date: Trip start date (required)
    • End Date: Trip end date (required)
    • Description: Detailed trip description
    • Expected Outcomes: Expected results from the trip
    • Status: Trip status (Planned, Ongoing, Completed, Cancelled)
    • Documents: Upload trip-related documents

  • 2. Trip Financial Management

    • Advance Amount: Pre-trip advance payment
    • Advance Status: Requested, Approved, Paid, Reconciled
    • Total Expenses: Actual trip expenses
    • Reimbursement Status: Pending, Approved, Paid
    • Approval Workflow: Trip approval by managers
    • Trip Report: Post-trip report submission

  • 3. Trip Expense Management

    • Expense Type: Transportation, Accommodation, Meals, etc.
    • Expense Date: Date of expense
    • Amount: Expense amount with currency support
    • Description: Expense description
    • Receipt: Upload receipt documents
    • Reimbursable: Mark if expense is reimbursable
    • Status: Pending, Approved, Rejected

• 6.3.8 Trip Features

  • Complete Trip Lifecycle: From planning to completion and reimbursement
  • Expense Tracking: Detailed expense management with receipts
  • Advance Management: Pre-trip advance requests and reconciliation
  • Document Management: Upload and manage trip-related documents
  • Approval Workflow: Multi-level approval process
  • Currency Support: Multi-currency expense tracking
  • Trip Reports: Post-trip reporting and outcomes
  • Status Tracking: Real-time trip status updates
  • Reimbursement Process: Complete expense reimbursement workflow

• 6.3.9 Complaints Management

  Complaints Management handles workplace grievances and employee concerns enabling systematic issue resolution, investigation tracking, and workplace harmony maintenance through structured complaint procedures.

  • 1. Employee Complaints

    • Complainant: Employee filing complaint
    • Against: Person/department complained against
    • Type: Complaint category
    • Description: Detailed complaint
    • Status: Investigation status

• 6.3.10 Holidays Management

  Holidays Management defines organizational holidays and non-working days enabling calendar planning, leave coordination, and payroll calculations for systematic workforce scheduling and compliance.

  • 1. Creating Company Holidays

    • Go to “HR Management” → “Holidays”
    • Click “Create Holiday” button
    • Name: Holiday name (required)
    • Start Date: Holiday start date (required)
    • End Date: Holiday end date (for multi-day holidays)
    • Category: National, Religious, Company-specific, etc.
    • Description: Holiday description
    • Is Recurring: Mark for annual recurring holidays
    • Is Paid: Whether holiday is paid or unpaid
    • Is Half Day: Mark for half-day holidays
    • Branches: Select applicable branches (location-based holidays)

• 6.3.11 Holiday Features

  • Multi-day Holidays: Support for holidays spanning multiple days
  • Recurring Holidays: Annual recurring holiday management
  • Branch-specific: Location-based holiday assignment
  • Paid/Unpaid: Configure holiday payment policies
  • Half-day Support: Half-day holiday configuration
  • Holiday Calendar: Visual calendar view of all holidays
  • Duration Calculation: Automatic calculation of holiday duration
  • Branch Assignment: Assign holidays to specific branches or all locations

• 6.3.12 Announcements Management

  Announcements Management distributes company-wide communications and important updates enabling targeted messaging, employee engagement, and organizational transparency through systematic information sharing.

  • 1. Creating Company Announcements

    • Go to “HR Management” → “Announcements”
    • Click “Create Announcement” button
    • Title: Announcement title (required)
    • Category: Company news, Policy updates, Events, etc.
    • Description: Brief announcement description
    • Content: Detailed announcement content (required)
    • Start Date: Announcement start date (required)
    • End Date: Announcement end date (optional)
    • Attachments: Upload announcement attachments
    • Is Featured: Mark as featured announcement
    • Is High Priority: Mark as high priority
    • Is Company Wide: Apply to all employees or specific groups
    • Target Departments: Select specific departments
    • Target Branches: Select specific branches

• 6.3.13 Announcement Features

  • Rich Content: Support for detailed content with formatting
  • Category System: Organize announcements by categories
  • Targeted Announcements: Department and branch-specific targeting
  • Featured Announcements: Highlight important announcements
  • Priority Levels: High priority announcements for urgent matters
  • Attachment Support: Upload files and documents with announcements
  • View Tracking: Track which employees have viewed announcements
  • Active Status: Automatic activation/deactivation based on dates
  • Dashboard Integration: Announcements appear on employee dashboards
  • Statistics: View announcement statistics and engagement metrics

• 6.3.14 Announcement Operations

  • Create: Create new announcements with rich content and targeting
  • View: Display announcement details with view tracking
  • Edit: Modify announcement content and settings
  • Delete: Remove announcements with proper authorization
  • Target Assignment: Assign to specific departments or branches
  • View Statistics: Track announcement views and engagement
  • Dashboard Display: Featured and high-priority announcements on dashboard

• 6.3.15 Announcement View Tracking

  • View Analytics: Track which employees have viewed announcements
  • Engagement Metrics: Monitor announcement engagement rates
  • Read Status: Track read/unread status for each employee
  • Statistics Dashboard: View comprehensive announcement statistics
  • Targeted Delivery: Ensure announcements reach intended audience

• 6.3.16 Asset Operations

  • Create: Create new assets with complete information
  • Assign: Assign assets to employees with checkout workflow
  • Maintain: Schedule and track asset maintenance
  • Depreciate: Calculate and track asset depreciation
  • Return: Process asset returns with checkin workflow
  • Dispose: Manage asset disposal process
  • Track: Monitor asset location and status changes
  • Report: Generate comprehensive asset reports

6.4 Asset Management

Asset Management provides comprehensive tracking and control of company assets enabling inventory management, assignment tracking, maintenance scheduling, and depreciation calculation for complete organizational asset lifecycle management.

• 6.4.1 Asset Types Management

  Asset Types Management categorizes company assets into organized groups enabling systematic asset classification, depreciation rate assignment, and standardized asset management procedures for efficient inventory control.

  • 1. Creating Asset Types

    • Go to “HR Management” → “Asset Management” → “Asset Types”
    • Name: Asset type name (required)
    • Description: Asset type description
    • Depreciation Rate: Annual depreciation percentage

• 6.4.2 Assets Management

  Assets Management maintains detailed records of individual company assets enabling complete asset tracking, assignment monitoring, condition assessment, and lifecycle management from acquisition to disposal.

  • 1. Creating Assets

    • Go to “HR Management” → “Asset Management” → “Assets”
    • Click “Add Asset” button
    • Name: Asset name (required)
    • Asset Type: Link to asset type (required)
    • Serial Number: Unique asset identifier
    • Asset Code: Internal asset code
    • Purchase Date: Asset purchase date
    • Purchase Cost: Asset acquisition cost
    • Status: Available, Assigned, Under Maintenance, Disposed
    • Condition: New, Good, Fair, Poor
    • Description: Detailed asset description
    • Location: Current asset location
    • Supplier: Asset supplier information
    • Warranty Info: Warranty details
    • Warranty Expiry Date: Warranty expiration date
    • Images: Upload asset images
    • Documents: Upload asset documents
    • QR Code: Generate QR code for asset tracking

  • 2. Asset Assignment Management

    • Employee: Assign to employee (required)
    • Checkout Date: Assignment date (required)
    • Expected Return Date: Expected return date
    • Checkin Date: Actual return date
    • Checkout Condition: Asset condition when assigned
    • Checkin Condition: Asset condition when returned
    • Notes: Assignment notes
    • Is Acknowledged: Employee acknowledgment
    • Acknowledged At: Acknowledgment timestamp
    • Assigned By: User who assigned the asset
    • Received By: User who received the asset back

  • 3. Asset Maintenance Management

    • Maintenance Type: Repair, Preventive, Calibration, etc.
    • Start Date: Maintenance start date (required)
    • End Date: Maintenance completion date
    • Cost: Maintenance cost
    • Status: Scheduled, In Progress, Completed, Cancelled
    • Details: Maintenance details
    • Completion Notes: Post-maintenance notes
    • Supplier: Maintenance service provider

  • 4. Asset Depreciation Management

    • Method: Straight Line, Reducing Balance
    • Useful Life Years: Asset useful life
    • Salvage Value: Residual value
    • Current Value: Calculated current value
    • Last Calculated Date: Last depreciation calculation
    • Automatic Calculation: Real-time value updates

• 6.4.3 Advanced Asset Features

  • Complete Asset Lifecycle: From acquisition to disposal
  • Image & Document Management: Upload and manage asset-related files
  • Assignment Tracking: Complete checkout/checkin workflow with acknowledgments
  • Maintenance Scheduling: Preventive and corrective maintenance tracking
  • Depreciation Calculation: Automatic asset depreciation with multiple methods
  • Assignment History: Complete assignment audit trail
  • Overdue Tracking: Track overdue asset returns
  • Condition Monitoring: Track asset condition changes
  • Warranty Management: Track warranty information and expiry dates
  • Location Tracking: Monitor asset locations
  • Supplier Management: Track asset suppliers and service providers
  • Status Management: Comprehensive asset status workflow
  • Asset Dashboard: Visual overview with charts and reports
  • Depreciation Reports: Automated depreciation reporting
  • Assignment Reports: Assignment history and current status reports

6.5 Training Management

Training Management facilitates employee skill development and knowledge enhancement through structured training programs enabling competency building, certification tracking, and professional development for organizational growth.

• 6.5.1 Training Types Management

  Training Types Management categorizes different training methodologies and formats enabling systematic training classification, duration standardization, and program organization for effective learning management.

  • 1. Creating Training Types

    • Name: Training type name (required)
    • Description: Training type description
    • Duration: Standard training duration

• 6.5.2 Training Programs Management

  Training Programs Management creates and organizes comprehensive learning curricula enabling structured skill development, knowledge transfer, and professional growth through systematic educational program delivery.

  • 1. Creating Training Programs

    • Name: Program name (required)
    • Training Type: Link to training type
    • Description: Program description
    • Duration: Program duration
    • Cost: Training cost
    • Trainer: Internal or external trainer

• 6.5.3 Training Sessions Management

  Training Sessions Management schedules and coordinates individual training events enabling participant management, resource allocation, and session delivery for effective knowledge transfer and skill building.

  • 1. Creating Training Sessions

    • Program: Link to training program
    • Session Name: Session title
    • Date/Time: Session schedule
    • Location: Training location
    • Trainer: Session trainer
    • Max Participants: Capacity limit

• 6.5.4 Employee Training Management

  Employee Training Management tracks individual employee participation in training programs enabling progress monitoring, completion certification, and skill development documentation for professional growth tracking.

  • 1. Assigning Training

    • Employee: Select employee
    • Training Program: Assign program
    • Status: Enrolled, in-progress, completed
    • Completion Date: Training completion
    • Certificate: Training certificate

6.6 Performance Management

Performance Management enables systematic employee evaluation and goal tracking through structured assessment processes, performance indicators, and review cycles for continuous improvement and professional development.

• 6.6.1 Performance Indicator Categories

  Performance Indicator Categories organize evaluation criteria into structured groups enabling systematic performance measurement, weighted assessments, and comprehensive evaluation framework development.

  • 1. Creating Categories

    • Name: Category name (required)
    • Description: Category description
    • Weight: Category importance weight

• 6.6.2 Performance Indicators

  Performance Indicators define specific measurable criteria for employee evaluation enabling objective assessment, performance tracking, and standardized measurement across organizational roles and responsibilities.

  • 1. Creating Indicators

    • Name: Indicator name (required)
    • Category: Link to category
    • Description: Indicator description
    • Measurement: How to measure performance

• 6.6.3 Goal Types Management

  Goal Types Management categorizes different objective categories enabling structured goal setting, frequency definition, and systematic target management for employee performance planning and achievement tracking.

  • 1. Creating Goal Types

    • Name: Goal type name (required)
    • Description: Goal type description
    • Frequency: Annual, quarterly, monthly

• 6.6.4 Employee Goals Management

  Employee Goals Management sets and tracks individual employee objectives enabling performance planning, progress monitoring, and achievement measurement for professional development and organizational alignment.

  • 1. Creating Employee Goals

    • Employee: Select employee
    • Goal Type: Link to goal type
    • Title: Goal title
    • Description: Goal description
    • Target Date: Goal deadline
    • Status: Not started, in-progress, completed

• 6.6.5 Review Cycles Management

  Review Cycles Management establishes systematic evaluation periods enabling structured performance assessments, regular feedback delivery, and consistent evaluation scheduling for organizational performance management.

  • 1. Creating Review Cycles

    • Name: Review cycle name (required)
    • Start Date: Review period start
    • End Date: Review period end
    • Type: Annual, quarterly, monthly
    • Status: Active, completed

• 6.6.6 Employee Reviews Management

  Employee Reviews Management conducts formal performance evaluations enabling comprehensive assessment documentation, feedback delivery, and performance rating assignment for employee development and organizational decision-making.

  • 1. Creating Employee Reviews

    • Employee: Employee being reviewed
    • Review Cycle: Link to review cycle
    • Reviewer: Manager or HR
    • Review Date: Review date
    • Rating: Performance rating
    • Comments: Review comments

7.1 Job Management

Job Management orchestrates the complete job posting lifecycle, from creating position requisitions to filling open roles. This systematic approach helps you define hiring requirements, manage open positions, and execute effective talent acquisition strategies.

• 7.1.1 Job Categories Management

  Job Categories Management organizes positions into structured classifications, enabling systematic job organization and efficient recruitment process management. By categorizing positions, you can better align roles with departments and streamline your hiring workflows.

  • 1. Creating Job Categories

    • Go to “Recruitment” → “Job Categories”
    • Click “Add Job Category” button
    • Name: Category name (required)
    • Description: Category description
    • Status: Active or Inactive

    Once saved, the category will be available when creating job requisitions and postings.

• 7.1.2 Job Requisitions Management

  Job Requisitions Management initiates the hiring process through formal position requests enabling budget approval, requirement specification, and systematic hiring authorization for organizational workforce planning.

  • 1. Creating Job Requisitions

    • Go to “Recruitment” → “Job Requisitions”
    • Click “Add Job Requisition” button
    • Requisition Code: Unique requisition identifier
    • Title: Job title (required)
    • Job Category: Select job category (required)
    • Department: Hiring department (required)
    • Positions Count: Number of positions needed
    • Budget Range: Min and max salary budget
    • Skills Required: Required skills and competencies
    • Education Required: Educational qualifications
    • Experience Required: Years of experience needed
    • Description: Detailed job description
    • Responsibilities: Key job responsibilities
    • Priority: Low, Medium, High, Urgent
    • Status: Draft, Pending Approval, Approved, Rejected
    • Approved By: Manager who approved the requisition
    • Approval Date: Date of approval

• 7.1.3 Job Types Management

  Job Types Management defines employment categories and work arrangements enabling contract classification, employment term specification, and systematic position type organization for diverse workforce management.

  • 1. Creating Job Types

    • Go to “Recruitment” → “Job Types”
    • Click “Add Job Type” button
    • Name: Job type name (Full-time, Part-time, Contract, Internship)
    • Description: Job type description
    • Status: Active or Inactive

• 7.1.4 Job Locations Management

  Job Locations Management establishes work location options enabling geographical position assignment, remote work coordination, and multi-location hiring for flexible workforce distribution.

  • 1. Creating Job Locations

    • Go to “Recruitment” → “Job Locations”
    • Click “Add Job Location” button
    • Name: Location name (required)
    • Address: Complete address
    • City: City name
    • State: State/Province
    • Country: Country
    • Status: Active or Inactive

• 7.1.5 Job Postings Management

  Job Postings Management creates and publishes position advertisements enabling candidate attraction, requirement communication, and systematic job marketing for effective talent acquisition.

  • 1. Creating Job Postings

    • Go to “Recruitment” → “Job Postings”
    • Click “Add Job Posting” button
    • Requisition: Link to job requisition
    • Job Code: Unique job posting code
    • Title: Job posting title (required)
    • Job Type: Select job type (required)
    • Location: Select job location (required)
    • Department: Select department (required)
    • Experience Range: Min and max experience required
    • Salary Range: Min and max salary offered
    • Description: Detailed job description
    • Requirements: Job requirements and qualifications
    • Benefits: Job benefits and perks
    • Application Deadline: Last date to apply
    • Is Published: Publish status
    • Publish Date: Date when job goes live
    • Is Featured: Mark as featured job
    • Status: Draft, Published, Closed, On Hold

    Once published, the job posting becomes visible to potential candidates and begins accepting applications.

7.2 Candidate Management

Candidate Management tracks and evaluates potential employees throughout the hiring process enabling applicant assessment, interview coordination, and systematic candidate evaluation for informed hiring decisions.

• 7.2.1 Candidate Sources Management

  Candidate Sources Management tracks recruitment channels and applicant origins enabling source effectiveness analysis, recruitment strategy optimization, and systematic candidate acquisition tracking.

  • 1. Creating Candidate Sources

    • Go to “Recruitment” → “Candidate Sources”
    • Click “Add Candidate Source” button
    • Name: Source name (LinkedIn, Job Portal, Referral, etc.)
    • Description: Source description
    • Type: Website, Referral, Agency, Walk-in
    • Status: Active or Inactive

• 7.2.2 Candidates Management

  Candidates Management maintains comprehensive applicant profiles enabling resume storage, qualification tracking, and systematic candidate evaluation throughout the recruitment process.

  • 1. Creating Candidates

    • Go to “Recruitment” → “Candidates”
    • Click “Add Candidate” button
    • Name: Candidate full name (required)
    • Email: Candidate email (required)
    • Phone: Contact number
    • Job Posting: Applied position
    • Source: How candidate found the job
    • Resume: Upload resume file
    • Cover Letter: Cover letter text
    • Current Salary: Current compensation
    • Expected Salary: Salary expectations
    • Notice Period: Current notice period
    • Status: Applied, Screening, Interview, Offer, Hired, Rejected

7.3 Interview Process

Interview Process Management coordinates candidate evaluation activities enabling systematic assessment, feedback collection, and structured interview workflow for effective candidate selection.

• 7.3.1 Interview Types Management

  Interview Types Management defines various interview formats and methodologies enabling assessment standardization, interview structure organization, and systematic evaluation approach implementation.

  • 1. Creating Interview Types

    • Go to “Recruitment” → “Interview Types”
    • Click “Add Interview Type” button
    • Name: Interview type name (Phone, Video, In-person, Technical)
    • Description: Interview description
    • Duration: Standard duration in minutes
    • Status: Active or Inactive

• 7.3.2 Interview Rounds Management

  Interview Rounds Management organizes multi-stage interview processes enabling sequential candidate evaluation, assessment progression, and systematic interview workflow coordination.

  • 1. Creating Interview Rounds

    • Go to “Recruitment” → “Interview Rounds”
    • Click “Add Interview Round” button
    • Name: Round name (HR Round, Technical Round, Final Round)
    • Job Posting: Associated job posting
    • Interview Type: Select interview type
    • Sequence: Round order
    • Description: Round description
    • Status: Active or Inactive

• 7.3.3 Interviews Management

  Interviews Management schedules and coordinates candidate meetings enabling interviewer assignment, time coordination, and systematic interview execution for effective candidate assessment.

  • 1. Scheduling Interviews

    • Go to “Recruitment” → “Interviews”
    • Click “Schedule Interview” button
    • Candidate: Select candidate (required)
    • Job Posting: Related job posting
    • Interview Round: Select interview round
    • Interview Type: Type of interview
    • Date: Interview date (required)
    • Time: Interview time (required)
    • Location: Interview location or video link
    • Interviewer: Assigned interviewer(s)
    • Notes: Interview preparation notes
    • Status: Scheduled, Completed, Cancelled, Rescheduled

• 7.3.4 Interview Feedback Management

  Interview Feedback Management collects and organizes interviewer assessments enabling systematic candidate evaluation, decision documentation, and comprehensive assessment tracking.

  • 1. Recording Feedback

    • Go to “Recruitment” → “Interview Feedback”
    • Click “Add Feedback” button
    • Interview: Link to interview
    • Interviewer: Feedback provider
    • Overall Rating: Rating scale (1-10)
    • Technical Skills: Technical assessment
    • Communication: Communication skills rating
    • Cultural Fit: Culture fit assessment
    • Comments: Detailed feedback
    • Recommendation: Hire, Maybe, No Hire
    • Next Steps: Recommended next actions

• 7.3.5 Candidate Assessments Management

  Candidate Assessments Management conducts structured evaluations and testing enabling skill verification, competency measurement, and objective candidate assessment for informed hiring decisions.

  • 1. Creating Assessments

    • Go to “Recruitment” → “Candidate Assessments”
    • Click “Add Assessment” button
    • Candidate: Select candidate
    • Assessment Type: Technical, Behavioral, Aptitude, Personality
    • Assessment Date: Date conducted
    • Score: Assessment score
    • Max Score: Maximum possible score
    • Duration: Time taken
    • Notes: Assessment notes and observations
    • Status: Scheduled, Completed, Cancelled

7.4 Onboarding

Onboarding Management facilitates new employee integration through structured processes enabling smooth transition, documentation completion, and systematic new hire orientation for successful employee integration.

• 7.4.1 Offer Templates Management

  Offer Templates Management creates standardized employment offers enabling consistent offer presentation, legal compliance, and systematic offer generation for professional hiring communication.

  • 1. Creating Offer Templates

    • Go to “Recruitment” → “Offer Templates”
    • Click “Create Offer Template” button
    • Name: Template name (required)
    • Job Type: Associated job type
    • Content: Offer letter template with variables
    • Variables: Dynamic fields ({{candidate_name}}, {{salary}}, {{position}})
    • Status: Active or Inactive

• 7.4.2 Offers Management

  Offers Management generates and tracks employment proposals enabling offer delivery, acceptance monitoring, and systematic offer lifecycle management for successful candidate conversion.

  • 1. Creating Offers

    • Go to “Recruitment” → “Offers”
    • Click “Create Offer” button
    • Candidate: Select candidate (required)
    • Job Posting: Related position
    • Offer Template: Use predefined template
    • Salary: Offered salary
    • Start Date: Proposed joining date
    • Offer Date: Date offer made
    • Expiry Date: Offer validity period
    • Benefits: Additional benefits offered
    • Terms: Special terms and conditions
    • Status: Draft, Sent, Accepted, Rejected, Expired, Withdrawn

• 7.4.3 Onboarding Checklists Management

  Onboarding Checklists Management creates structured new hire task lists enabling systematic orientation, documentation completion, and comprehensive new employee integration processes.

  • 1. Creating Checklists

    • Go to “Recruitment” → “Onboarding Checklists”
    • Click “Add Checklist” button
    • Name: Checklist name (required)
    • Description: Checklist description
    • Department: Applicable department
    • Job Type: Applicable job types
    • Status: Active or Inactive

• 7.4.4 Checklist Items Management

  Checklist Items Management defines individual onboarding tasks enabling detailed process breakdown, responsibility assignment, and systematic new hire activity coordination.

  • 1. Creating Checklist Items

    • Go to “Recruitment” → “Checklist Items”
    • Click “Add Checklist Item” button
    • Checklist: Parent checklist
    • Item: Task description
    • Responsible: Who completes the task
    • Due Days: Days after joining date
    • Mandatory: Required or optional
    • Order: Item sequence
    • Status: Active or Inactive

• 7.4.5 Candidate Onboarding Management

  Candidate Onboarding Management executes new hire integration processes enabling progress tracking, completion monitoring, and systematic new employee orientation for successful workplace integration.

  • 1. Creating Onboarding Records

    • Go to “Recruitment” → “Candidate Onboarding”
    • Click “Start Onboarding” button
    • Candidate: New hire
    • Checklist: Onboarding checklist
    • Start Date: Onboarding start date
    • Expected Completion: Expected completion date
    • Assigned To: HR responsible
    • Progress: Track completion percentage
    • Status: Not Started, In Progress, Completed, On Hold

• 7.4.6 Recruitment Features

  • Complete Hiring Pipeline: From requisition to onboarding
  • Multi-stage Interview Process: Customizable interview rounds
  • Assessment Integration: Built-in candidate assessments
  • Offer Management: Template-based offer generation
  • Onboarding Workflow: Structured new hire onboarding
  • Candidate Tracking: Complete candidate journey tracking
  • Interview Scheduling: Automated interview scheduling
  • Feedback Collection: Structured interview feedback
  • Reporting: Comprehensive recruitment analytics
  • Integration: Seamless integration with HR modules

8.1 Contract Types

Contract Types Management defines various employment agreement categories enabling standardized contract classification, duration specification, and systematic contract type organization for diverse employment arrangements.

• 8.1.1 Creating Contract Types

  • 1. Access Contract Types

    • Go to “Contract Management” → “Contract Types”
    • Click “Add Contract Type” button

  • 2. Contract Type Information

    • Name: Contract type name (Permanent, Temporary, Probation, Consultant)
    • Description: Contract type description
    • Default Duration Months: Standard contract duration in months
    • Probation Period Months: Probation period duration
    • Notice Period Days: Required notice period in days
    • Is Renewable: Can be renewed (Yes/No)
    • Status: Active or Inactive

8.2 Employee Contracts

Employee Contracts Management creates and maintains individual employment agreements enabling contract generation, terms specification, and systematic employment documentation for legal compliance and workforce management.

• 8.2.1 Creating Employee Contracts

  • 1. Access Employee Contracts

    • Go to “Contract Management” → “Employee Contracts”
    • Click “Add Contract” button

  • 2. Contract Information

    • Contract Number: Unique contract identifier
    • Employee: Select employee (required)
    • Contract Type: Select contract type (required)
    • Start Date: Contract start date (required)
    • End Date: Contract end date
    • Basic Salary: Base salary amount
    • Allowances: Additional allowances (array format)
    • Benefits: Employee benefits (array format)
    • Terms & Conditions: Contract terms and conditions
    • Status: Draft, Active, Expired, Terminated
    • Approved By: Manager who approved the contract
    • Approved At: Approval timestamp

• 8.2.2 Contract Features

  • Days Until Expiry: Real-time countdown to contract expiration
  • Amendment Tracking: Record contract modifications
  • Renewal Management: Handle contract renewals
  • Approval Workflow: Multi-level contract approval

8.3 Contract Renewals

Contract Renewals Management handles employment agreement extensions enabling systematic renewal processing, terms modification, and contract continuation for ongoing employment relationship management.

• 8.3.1 Creating Contract Renewals

  • 1. Access Contract Renewals

    • Go to “Contract Management” → “Contract Renewals”
    • Click “Add Renewal” button

  • 2. Renewal Information

    • Contract: Link to existing contract (required)
    • Renewal Number: Sequential renewal number
    • Current End Date: Current contract end date
    • New Start Date: Renewal start date
    • New End Date: Renewal end date
    • New Basic Salary: Updated basic salary
    • New Allowances: Updated allowances (array format)
    • New Benefits: Updated benefits (array format)
    • New Terms & Conditions: Modified terms and conditions
    • Changes Summary: Summary of changes made
    • Reason: Reason for renewal
    • Status: Pending, Approved, Rejected
    • Requested By: User who requested renewal
    • Approved By: Manager who approved renewal
    • Approval Notes: Approval comments

• 8.3.2 Renewal Features

  • Change Comparison: Compare original vs renewed terms
  • Total Compensation Calculation: Calculate new total compensation
  • Approval Workflow: Multi-level renewal approval process
  • Notification System: Alert stakeholders about renewals
  • History Tracking: Complete renewal history

8.4 Contract Templates

Contract Templates Management creates standardized agreement formats enabling consistent contract generation, legal compliance, and systematic template management for efficient contract creation and professional documentation.

• 8.4.1 Creating Contract Templates

  • 1. Access Contract Templates

    • Go to “Contract Management” → “Contract Templates”
    • Click “Add Template” button

  • 2. Template Information

    • Name: Template name (required)
    • Description: Template description
    • Contract Type: Link to contract type
    • Template Content: Contract template with variables
    • Variables: Dynamic fields (array format)
    • Clauses: Contract clauses (array format)
    • Is Default: Mark as default template
    • Status: Active or Inactive

• 8.4.2 Template Features

  • Variable System: Use {{variable_name}} placeholders for dynamic content
  • Contract Generation: Generate contracts from templates
  • Clause Management: Manage standard contract clauses
  • Default Templates: Set default templates for contract types
  • Rich Content: Support for formatted contract content

• 8.4.3 Contract Management Operations

  • Create: Create new contracts with complete information
  • Renew: Process contract renewals with change tracking
  • Amend: Make amendments to existing contracts
  • Approve: Multi-level approval workflow
  • Expire: Handle contract expiration notifications
  • Template: Generate contracts from predefined templates
  • Track: Monitor contract lifecycle and important dates
  • Report: Generate contract reports and analytics

9.1 Document Categories

Document Categories Management organizes files into structured classifications enabling systematic document organization, access control, and category-based file management for efficient document retrieval and administration.

• 9.1.1 Creating Document Categories

  • 1. Access Document Categories

    • Go to “Document Management” → “Document Categories”
    • Click “Add Category” button

  • 2. Category Information

    • Name: Category name (required)
    • Description: Category description
    • Color: Category color for visual identification
    • Icon: Category icon
    • Sort Order: Display order
    • Is Mandatory: Mark as mandatory category
    • Status: Active or Inactive

9.2 HR Documents

HR Documents Management stores and manages company-wide documents enabling centralized file storage, version tracking, and document distribution for systematic organizational documentation and employee access.

• 9.2.1 Creating HR Documents

  • 1. Access HR Documents

    • Go to “Document Management” → “HR Documents”
    • Click “upload Document” button

  • 2. Document Information

    • Title: Document title (required)
    • Description: Document description
    • Category: Link to document category (required)
    • File Upload: Upload document file
    • File Name: Original file name
    • File Path: Storage path
    • File Type: Document type (PDF, DOC, etc.)
    • File Size: File size in bytes
    • Version: Document version number
    • Status: Draft, Published, Archived
    • Effective Date: Document effective date
    • Expiry Date: Document expiration date
    • Requires Acknowledgment: Require employee acknowledgment
    • Uploaded By: User who uploaded the document
    • Approved By: Manager who approved the document
    • Approved At: Approval timestamp

• 9.2.2 Document Features

  • File Size Formatting: Automatic file size formatting (KB, MB, GB)
  • Expiry Detection: Automatic expiry status detection
  • Download Tracking: Track document download count
  • Version Control: Maintain document versions
  • Access Control: Document-specific access controls
  • Approval Workflow: Document approval process

9.3 Document Acknowledgments

Document Acknowledgments Management tracks employee document review and confirmation enabling compliance monitoring, acknowledgment tracking, and systematic document receipt verification for legal and policy compliance.

• 9.3.1 Creating Document Acknowledgments

  • 1. Access Document Acknowledgments

    • Go to “Document Management” → “Document Acknowledgments”
    • Click “Assign Document” button

  • 2. Acknowledgment Information

    • Document: Link to HR document (required)
    • User: Employee who must acknowledge (required)
    • Status: Pending, Acknowledged, Overdue
    • Due Date: Acknowledgment deadline
    • Acknowledgment Note: Employee acknowledgment note
    • IP Address: User IP address for tracking
    • User Agent: Browser information
    • Assigned By: User who assigned the acknowledgment
    • Assigned At: Assignment timestamp
    • Acknowledged At: Acknowledgment timestamp

  • 3. Acknowledgment Features

    • Overdue Detection: Automatic overdue status detection
    • Days Calculation: Calculate days overdue or remaining
    • Tracking Information: IP address and browser tracking
    • Assignment Workflow: Track who assigned acknowledgments
    • Compliance Monitoring: Monitor acknowledgment compliance

9.4 Document Templates

Document Templates Management creates standardized document formats enabling consistent document generation, template reuse, and systematic document creation for professional documentation and organizational consistency.

• 9.4.1 Creating Document Templates

  • 1. Access Document Templates

    • Go to “Document Management” → “Document Templates”
    • Click “Add Template” button

  • 2. Template Information

    • Name: Template name (required)
    • Description: Template description
    • Category: Document category
    • Template Content: Template content with placeholders
    • Placeholders: Available placeholders (array format)
    • Default Values: Default values for placeholders (array format)
    • Is Default: Mark as default template
    • File Format: Output file format (PDF, DOC, etc.)
    • Status: Active or Inactive

• 9.4.2 Template Features

  • Placeholder System: Use {{placeholder_name}} for dynamic content
  • Document Generation: Generate documents from templates
  • Default Values: Set default values for placeholders
  • Multiple Formats: Support various output formats
  • Template Merging: Merge template with employee data

• 9.4.3 Document Management Operations

  • Upload: Upload documents with metadata
  • Categorize: Organize documents by categories
  • Version: Maintain document versions
  • Approve: Document approval workflow
  • Acknowledge: Employee acknowledgment tracking
  • Expire: Handle document expiration
  • Template: Generate documents from templates
  • Access: Control document access and permissions
  • Track: Monitor document usage and downloads

10.1 Meeting Types

Meeting Types Management categorizes different meeting formats and purposes enabling systematic meeting classification, duration standardization, and meeting type organization for structured meeting coordination.

• 10.1.1 Creating Meeting Types

  • 1. Access Meeting Types

    • Go to “Meeting Management” → “Meeting Types”
    • Click “Add Meeting Type” button

  • 2. Meeting Type Information

    • Name: Meeting type name (Team Meeting, One-on-One, Training)
    • Description: Meeting type description
    • Color: Color for visual identification
    • Default Duration: Standard duration in minutes
    • Status: Active or Inactive

10.2 Meeting Rooms

Meeting Rooms Management maintains facility resources and room availability enabling space reservation, capacity management, and systematic room allocation for efficient meeting space utilization.

• 10.2.1 Creating Meeting Rooms

  • 1. Access Meeting Rooms

    • Go to “Meeting Management” → “Meeting Rooms”
    • Click “Add Meeting Room” button

  • 2. Meeting Room Information

    • Name: Room name (required)
    • Location: Room location
    • Capacity: Maximum occupancy
    • Equipment: Available equipment
    • Status: Active or Inactive

• 10.2.2 Meeting Room Features

  • Room Booking: Reserve rooms for meetings
  • Capacity Management: Track room occupancy
  • Equipment Tracking: List available equipment
  • Availability Calendar: View room availability

10.3 Meetings

Meetings Management schedules and organizes meeting events enabling agenda planning, attendee coordination, and systematic meeting execution for effective organizational communication and decision-making.

• 10.3.1 Creating Meetings

  • 1. Access Meetings

    • Go to “Meeting Management” → “Meetings”
    • Click “Schedule Meeting” button

  • 2. Meeting Information

    • Title: Meeting title (required)
    • Meeting Type: Link to meeting type
    • Date: Meeting date (required)
    • Start Time: Meeting start time (required)
    • End Time: Meeting end time (required)
    • Location: Meeting location or room
    • Description: Meeting agenda
    • Status: Scheduled, completed, cancelled

  • 3. Meeting Details

    • Organizer: Meeting organizer
    • Recurring: Set recurring meetings
    • Video Link: Online meeting link
    • Reminder: Set meeting reminders

• 10.3.2 Meeting Features

  • Calendar Integration: Sync with calendar systems
  • Recurring Meetings: Set up repeating meetings
  • Video Conferencing: Integration with video platforms
  • Reminder System: Automatic meeting reminders

10.4 Meeting Attendees

Meeting Attendees Management coordinates participant involvement enabling invitation management, attendance tracking, and systematic attendee coordination for comprehensive meeting participation control.

• 10.4.1 Managing Meeting Attendees

  • 1. Adding Attendees

    • Employee: Select internal employees
    • External: Add external participants
    • Role: Organizer, presenter, attendee
    • Status: Invited, accepted, declined, tentative

• 10.4.2 Attendee Features

  • RSVP Tracking: Track attendance responses
  • Role Assignment: Define attendee roles
  • Notification System: Send meeting invitations
  • Attendance Tracking: Record actual attendance

10.5 Meeting Minutes

Meeting Minutes Management documents meeting discussions and decisions enabling systematic record keeping, decision tracking, and comprehensive meeting documentation for organizational reference and follow-up.

• 10.5.1 Creating Meeting Minutes

  • 1. Access Meeting Minutes

    • Go to “Meeting Management” → “Meeting Minutes”
    • Click “Add Minutes” button

  • 2. Minutes Information

    • Meeting: Link to meeting
    • Date: Minutes date
    • Attendees: List of attendees
    • Agenda: Meeting agenda items
    • Discussion: Discussion points
    • Decisions: Decisions made
    • Action Items: Follow-up actions

• 10.5.2 Minutes Features

  • Rich Text Editor: Format meeting minutes
  • Template System: Use meeting minute templates
  • Distribution: Share minutes with attendees
  • Archive: Store historical meeting minutes

10.6 Action Items

Action Items Management tracks meeting follow-up tasks and assignments enabling task delegation, progress monitoring, and systematic action item completion for effective meeting outcome implementation.

• 10.6.1 Creating Action Items

  • 1. Access Action Items

    • Go to “Meeting Management” → “Action Items”
    • Click “Add Action Item” button

  • 2. Action Item Information

    • Meeting: Link to meeting
    • Task: Action item description
    • Assigned To: Responsible person
    • Due Date: Completion deadline
    • Priority: High, medium, low
    • Status: Open, in-progress, completed

• 10.6.2 Action Item Features

  • Task Tracking: Monitor action item progress
  • Reminder System: Automatic deadline reminders
  • Status Updates: Track completion status
  • Reporting: Generate action item reports

11.1 Leave Types

Leave Types Management defines various absence categories enabling systematic leave classification, entitlement specification, and leave type organization for structured absence management and policy implementation.

• 11.1.1 Creating Leave Types

  • 1. Access Leave Types

    • Go to “Leave Management” → “Leave Types”
    • Click “Add Leave Type” button

  • 2. Leave Type Information

    • Name: Leave type name
    • Description: Leave type description
    • Max Days Per Year: Maximum days allowed per year
    • Is Paid: Whether leave is paid or unpaid
    • Color: Color for visual identification
    • Status: Active or Inactive

11.2 Leave Policies

Leave Policies Management establishes leave rules and entitlements enabling systematic policy enforcement, accrual calculation, and leave governance for consistent absence management and organizational compliance.

• 11.2.1 Creating Leave Policies

  • 1. Access Leave Policies

    • Go to “Leave Management” → “Leave Policies”
    • Click “Add Leave Policy” button

  • 2. Policy Information

    • Name: Policy name (required)
    • Description: Policy description
    • Leave Type: Associated leave type (required)
    • Accrual Type: Monthly, Quarterly, Yearly, Fixed
    • Accrual Rate: Rate of leave accrual
    • Carry Forward Limit: Maximum days to carry forward
    • Min Days Per Application: Minimum days per application
    • Max Days Per Application: Maximum days per application
    • Requires Approval: Whether approval is required
    • Status: Active or Inactive

11.3 Leave Applications

Leave Applications Management processes employee absence requests enabling systematic application workflow, approval routing, and leave request management for efficient absence coordination and workforce planning.

• 11.3.1 Creating Leave Applications

  • 1. Access Leave Applications

    • Go to “Leave Management” → “Leave Applications”
    • Click “Add Leave Application” button

  • 2. Application Information

    • Employee: Select employee (auto-filled for self)
    • Leave Type: Select leave type (required)
    • Leave Policy: Associated leave policy
    • Start Date: Leave start date (required)
    • End Date: Leave end date (required)
    • Total Days: Number of leave days (auto-calculated)
    • Reason: Leave reason
    • Attachment: Supporting documents
    • Status: Pending, Approved, Rejected
    • Manager Comments: Approval/rejection comments
    • Approved By: Manager who approved/rejected
    • Approved At: Approval timestamp

• 11.3.2 Application Features

  • Attendance Records: Creates attendance records when approved
  • Balance Integration: Automatically updates leave balances
  • Weekend Handling: Weekend exclusion
  • Manager Approval: Routing to managers
  • Status Tracking: Complete application lifecycle tracking

11.4 Leave Balances

Leave Balances Management tracks employee leave entitlements and usage enabling balance calculation, accrual monitoring, and systematic leave accounting for accurate absence tracking and policy compliance.

• 11.4.1 Managing Leave Balances

  • 1. Access Leave Balances

    • Go to “Leave Management” → “Leave Balances”
    • View employee leave balances

  • 2. Balance Information

    • Employee: Employee name
    • Leave Type: Type of leave
    • Leave Policy: Associated policy
    • Year: Balance year
    • Allocated Days: Total allocated days
    • Used Days: Days already taken
    • Remaining Days: Available days
    • Carried Forward: Previous year balance
    • Manual Adjustment: Manual balance adjustments
    • Adjustment Reason: Reason for manual adjustment

• 11.4.2 Balance Features

  • Calculation: Real-time balance updates
  • Carry Forward: Handle year-end carry forwards
  • Manual Adjustments: Admin balance adjustments
  • Year-based Tracking: Separate balances per year
  • Policy Integration: Balance rules based on policies

• 11.4.3 Leave Management Operations

  • Apply: Submit leave applications with balance validation
  • Approve: Manager approval workflow with comments
  • Track: Monitor leave application status
  • Balance: Balance calculation and updates
  • Accrual: Process leave accruals based on policies
  • Carry Forward: Handle year-end balance transfers
  • Adjust: Manual balance adjustments with reasons
  • Report: Generate leave reports and analytics

12.1 Shifts

ShiftsShifts Management defines work schedules and time arrangements for your organization, enabling systematic shift assignment and working hours calculation. This flexible system accommodates diverse operational requirements and supports various employee scheduling needs.

• 12.1.1 Creating Shifts

  • 1. Access Shifts

    • Go to “Attendance Management” → “Shifts”
    • Click “Add Shift” button

  • 2. Shift Information

    Configure the shift details:

    • Name: Enter a descriptive shift name (required)
    • Description: Provide details about this shift schedule
    • Start Time: Specify when the shift begins (required)
    • End Time: Specify when the shift ends (required)
    • Break Duration: Enter the total break time in minutes
    • Break Start Time: Set when the break period begins
    • Break End Time: Set when the break period ends
    • Grace Period: Define the late arrival grace period in minutes before an employee is marked late
    • Is Night Shift: Check this box if the shift spans across midnight
    • Status: Select Active or Inactive to control shift availability

    Once created, the shift can be assigned to employees and will automatically calculate working hours based on clock in and clock out times.

• 12.1.2 Shift Features

  The Shifts system provides intelligent scheduling capabilities:

  • Working Hours Calculation: Automatically calculates total working hours by subtracting break time from the time between clock in and clock out
  • Break Management: Supports detailed break time configuration to ensure accurate working hour calculations

12.2 Attendance Policies

Attendance Policies Management establishes the rules and regulations governing employee attendance. This system enables consistent policy enforcement, automated overtime calculation, and systematic attendance governance for accurate workforce management and payroll processing.

• 12.2.1 Creating Attendance Policies

  To define a new attendance policy:

  • 1. Access Attendance Policies

    • Go to “Attendance Management” → “Attendance Policies”
    • Click “Add Attendance Policy” button

  • 2. Policy Information

    Configure the policy parameters:

    • Name: Enter a descriptive policy name (required)
    • Description: Explain the purpose and scope of this attendance policy
    • Late Arrival Grace: Set the grace period in minutes before employees are marked as late
    • Early Departure Grace: Set the grace period in minutes before early departures are flagged
    • Overtime Rate Per Hour: Specify the hourly rate for overtime calculation
    • Status: Choose Active or Inactive to control policy application

    Attendance policies ensure consistent treatment of attendance issues and automate the detection and calculation of late arrivals, early departures, and overtime.

• 12.2.2 Policy Features

  The Attendance Policies system provides automated enforcement:

  • Late Arrival Detection: Automatically identifies when employees clock in after the grace period
  • Early Departure Detection: Automatically flags when employees clock out before the scheduled end time
  • Overtime Calculation: Calculates overtime payment amounts based on configured rates
  • Grace Period Management: Applies configurable grace periods before penalties or flags are applied

12.3 Attendance Records

Attendance Records Management tracks daily employee presence and working hours, enabling systematic time recording with automatic calculations. This comprehensive system supports payroll processing and provides detailed workforce analytics.

• 12.3.1 Managing Attendance Records

  To view and manage attendance records:

  • 1. Access Attendance Records

    • Navigate to “Attendance Management” → “Attendance Records”
    • View and review daily attendance records for all employees

  • 2. Record Information

    Each attendance record contains the following information:

    • Employee: Employee name and identification
    • Shift: The shift assigned to the employee for this date
    • Attendance Policy: The policy applied to this attendance record
    • Date: The date of attendance
    • Clock In: The time when the employee clocked in
    • Clock Out: The time when the employee clocked out
    • Total Hours: Total working hours calculated by the system
    • Break Hours: Break time taken during the shift
    • Overtime Hours: Hours worked beyond the scheduled shift
    • Overtime Amount: Calculated overtime payment based on policy rates
    • Is Late: Flag indicating if the employee arrived late
    • Is Early Departure: Flag indicating if the employee left early
    • Is Absent: Flag indicating employee absence
    • Is Holiday: Flag indicating if the date was a company holiday
    • Is Weekend: Flag indicating if the date was a weekend
    • Status: Overall attendance status such as Present, Absent, Half Day, Holiday, or On Leave
    • Notes: Additional comments or information about the attendance record

• 12.3.2 Attendance Features

  The Attendance Records system provides intelligent automation:

  • Automatic Calculations: Calculates total hours, overtime, and break deductions automatically
  • Break Time Management: Intelligently deducts break time from total working hours
  • Status Auto-Detection: Automatically determines attendance status based on hours worked and clock in/out times
  • Holiday Integration: Integrates with the holiday calendar to properly mark holidays and weekends

• 12.3.3 Employee Self-Service Clock In/Out

  Employees can manage their own attendance through the self-service portal:

  • 1. Employee Dashboard Access

    • Employees access clock in/out functionality directly from their personal dashboard
    • Real-time attendance tracking provides immediate visibility into working hours

  • 2. Clock In Process

    When starting work:

    • Click “Clock In” button on employee dashboard
    • System records current time as clock in time
    • Automatic shift and policy assignment
    • Late arrival detection with grace period

  • 3. Clock Out Process

    When finishing work:

    • Click “Clock Out” button on employee dashboard
    • System records current time as clock out time
    • Automatic calculation of total working hours
    • Early departure detection with grace period
    • Complete attendance processing with overtime calculation

  • 4. Dashboard Features

    The employee dashboard displays important attendance information:

    • Current Status: Shows whether the employee is currently clocked in or out
    • Today’s Hours: Displays the total hours worked for the current day
    • Recent Announcements: Shows recent company announcements
    • Recent Meetings: Displays upcoming meetings

    This self-service approach empowers employees to manage their attendance while providing real-time data to managers and HR.

12.4 Attendance Regularizations

Attendance Regularizations Management handles corrections and adjustments to attendance records. This systematic workflow enables employees to request corrections while ensuring proper approval processes maintain accurate time tracking and payroll calculations.

• 12.4.1 Creating Regularization Requests

  To request an attendance correction:

  • 1. Access Regularizations

    • Go to “Attendance Management” → “Regularizations”
    • Click “Add Request” button

  • 2. Regularization Information

    Complete the regularization request:

    • Employee: Select the employee requesting the regularization
    • Attendance Record: Link to the specific attendance record that needs correction
    • Date: Specify the date of the attendance requiring regularization
    • Requested Clock In: Enter the corrected clock in time
    • Requested Clock Out: Enter the corrected clock out time
    • Original Clock In: The system displays the original clock in time for comparison
    • Original Clock Out: The system displays the original clock out time for comparison
    • Reason: Provide a detailed explanation for why the regularization is needed
    • Status: The request starts as Pending and updates to Approved or Rejected
    • Manager Comments: Managers can add comments when processing the request
    • Approved By: The system records which manager processed the request
    • Approved At: The system captures the approval timestamp

    Once submitted, the regularization request is routed to the appropriate manager for review and decision.

• 12.4.2 Regularization Features

  The Attendance Regularizations system provides comprehensive correction management:

  • Automatic Application: Approved regularizations are automatically applied to the corresponding attendance records
  • Complete Recalculation: All attendance metrics including total hours, overtime, and late flags are recalculated after approval
  • Manager Approval: Structured approval workflow with comment capabilities for transparency
  • Audit Trail: Maintains records of both original and requested times for complete audit history

• 12.4.3 Attendance Management Operations

  The Attendance Management system supports comprehensive operations throughout the time tracking lifecycle:

  • Clock: Enable employee self-service clock in/out directly from their dashboard
  • Calculate: Automatically calculate working hours, overtime, and break deductions
  • Regularize: Process attendance correction requests through approval workflows
  • Monitor: Provide real-time attendance monitoring for managers and HR teams
  • Report: Generate comprehensive attendance reports and analytics for decision-making
  • Policy: Apply attendance policies and rules consistently across the organization
  • Shift: Manage shift assignments, rotations, and schedule changes
  • Integration: Seamlessly integrate with leave management and holiday calendar systems
  • Dashboard: Provide employees with intuitive dashboard access to clock in/out functionality

  This comprehensive attendance management system ensures accurate time tracking, supports fair policy enforcement, and provides the data needed for precise payroll processing while maintaining complete transparency and audit trails.

13.1 Time Entries

Time EntriesTime Entries Management records detailed work hours and project allocations for employees. This systematic approach to time logging enables approval workflows and provides comprehensive tracking for effective project management and billing accuracy.Creating Time EntriesTo record a new time entry:

• 13.1.1 Creating Time Entries

  • 1. Access Time Entries

    • Go to “Time Tracking” → “Time Entries”
    • Click “Add Time Entry” button

  • 2. Time Entry Information

    Complete the time entry details:

    • Employee: Select the employee who performed the work (required)
    • Date: Specify the date when the work was performed (required)
    • Hours: Enter the number of hours worked in decimal format (for example, 7.5 for seven and a half hours)
    • Description: Provide a detailed description of the work completed
    • Project: Enter the name of the associated project or task
    • Status: The entry starts as Pending and updates to Approved or Rejected based on manager review
    • Manager Comments: Managers can add comments when approving or rejecting entries
    • Approved By: The system records which manager processed the entry
    • Approved At: The system automatically captures the approval timestamp

    Once submitted, time entries are routed to the appropriate manager for review and approval, ensuring accurate tracking of billable hours and project time allocation.

• 13.1.2 Time Entry Features

  The Time Entries system provides comprehensive time management capabilities:

  • Project Tracking: Track time spent on specific projects by name for accurate project cost analysis
  • Decimal Hours: Support precise hour tracking using decimal format, allowing entries like 7.5 hours instead of rounding to whole numbers
  • Approval Workflow: Implement manager approval processes to verify accuracy before time entries are finalized
  • Total Hours Calculation: Automatically calculate total hours worked across specified date ranges for reporting and analysis
  • Project-wise Reports: Generate detailed reports showing time allocation by project for billing and resource planning
  • Status Management: Track the approval status of all entries from submission through final approval or rejection

• 13.1.3 Time Tracking Operations

  The Time Tracking system supports comprehensive operations for effective time management:

  • Log: Enable employees to create detailed time entries documenting work performed on various projects and tasks
  • Approve: Provide managers with approval workflows that include commenting capabilities for feedback and verification
  • Track: Monitor time spent across projects, tasks, and employees for complete visibility into work allocation
  • Calculate: Automatically calculate total hours worked for individuals, teams, or projects across any time period

  This systematic approach to time tracking ensures accurate recording of work hours, supports project-based billing, enables productivity analysis, and provides the data needed for informed resource allocation decisions. By maintaining detailed time records, your organization can better understand project costs, optimize resource utilization, and improve overall operational efficiency.

14.1 Salary Components

Salary ComponentsSalary Components Management defines the building blocks of employee compensation, including earnings and deductions. This systematic approach enables flexible salary calculation and standardized payroll component organization for comprehensive employee compensation management.

• 14.1.1 Creating Salary Components

  • 1. Access Salary Components

    • Go to “Payroll Management” → “Salary Components”
    • Click “Add Component” button

  • 2. Component Information

    Configure the component details:

    • Name: Enter a descriptive component name such as HRA, Medical Allowance, or Provident Fund (required)
    • Description: Provide details about what this component represents
    • Type: Select whether this is an Earning (adds to salary) or Deduction (subtracts from salary)
    • Calculation Type: Choose Fixed (specific amount) or Percentage (calculated as a percentage of basic salary)
    • Default Amount: If using Fixed calculation, enter the standard amount
    • Percentage of Basic: If using Percentage calculation, enter the percentage of basic salary
    • Is Taxable: Indicate whether this component is subject to income tax (Yes/No)
    • Is Mandatory: Specify if this component must be included in every employee’s salary (Yes/No)
    • Status: Select Active or Inactive to control component availability

    Once created, salary components can be assigned to employees when configuring their compensation packages

• 14.1.2 Component Features

  The Salary Components system provides flexible compensation management:

  • Flexible Calculation: Support both fixed amount and percentage-based calculations to accommodate different compensation structures
  • Basic Salary Integration: Automatically calculate component values as a percentage of an employee’s basic salary
  • Tax Configuration: Configure which components are taxable for accurate tax calculations
  • Earnings/Deductions: Clearly separate earnings that increase salary from deductions that reduce it
  • Automatic Calculation: Dynamic calculation method that computes component values based on configured rules

14.2 Employee Salaries

Employee SalariesEmployee Salaries Management configures individual compensation packages for each employee. This system enables systematic salary assignment, component selection, and comprehensive salary structure management for personalized employee compensation administration.Setting Employee SalariesTo configure an employee’s salary:

• 14.2.1 Setting Employee Salaries

  • 1. Access Employee Salaries

    • Go to “Payroll Management” → “Employee Salaries”
    • Click “Add Employee Salary” button

  • 2. Salary Information

    Define the employee’s compensation structure:

    • Employee: Select the employee for whom you’re configuring salary (required)
    • Basic Salary: Enter the base salary amount (required)
    • Components: Select applicable salary components from available options (supports multiple selections)
    • Is Active: Mark this salary configuration as active (only one active salary configuration per employee)
    • Calculation Status: Displays the current calculation status
    • Notes: Add any additional information about this salary configuration

    After saving, the system calculates the complete salary breakdown including all selected components.Salary FeaturesThe Employee Salaries system provides comprehensive salary management.

• 14.2.2 Salary Features

  • Component Selection: Choose from all available salary components to build customized compensation packages
  • Active Salary Tracking: Maintain only one active salary configuration per employee while preserving historical records
  • Complete Calculation: Automatic calculation method that processes all components based on their configurations
  • Breakdown Generation: Generate detailed salary breakdowns showing all earnings and deductions
  • Net Salary Calculation: Automatically calculate net salary after applying all components

• 14.2.3 Employee Payroll View

  • 1. Show Payroll Functionality

    • Each employee can view their complete payroll history
    • Access from Employee Salaries index page
    • Click “Show Payroll” button for any employee

  • 2. Monthly Payroll Overview

    The payroll view displays comprehensive monthly information:

    • All Months Display: View payroll records for all processed months in chronological order
    • Month-wise Breakdown: See separate detailed breakdowns for each month
    • Pay Period Information: Review start date, end date, and payment date for each period
    • Payroll Status: Monitor the status as Draft, Completed, or Approved

  • 3. Detailed Salary Breakdown

    Each monthly record includes a complete salary breakdown:

    • Earnings Section:

      • Basic Salary amount
      • Component Earnings such as HRA, Dearness Allowance, and other allowances
      • Overtime Amount for additional hours worked
      • Total Earnings summarizing all income components

    • Deductions Section:

      • Tax Deductions based on applicable tax rules
      • Provident Fund and other statutory deductions
      • Other Component Deductions as configured
      • Unpaid Leave Deductions for days not worked
      • Total Deductions summarizing all subtractions

    • Attendance Summary:

      • Working Days in the pay period
      • Present Days when employee was at work
      • Absent Days when employee was not present
      • Half Days with partial attendance
      • Holiday Days during the period
      • Leave Days broken down into Paid and Unpaid categories
      • Overtime Hours worked beyond regular schedule

    • Final Calculation:

      • Gross Pay before deductions
      • Net Pay (take-home salary)
      • Per Day Salary rate
      • Attendance Percentage showing work attendance ratio

  • 4. Payroll History Features

    The payroll view provides helpful navigation and analysis tools:

    • Month Navigation: Easily browse between different months
    • Detailed View: Expand any month to see complete salary breakdown
    • Print/Export: Print or export payroll details for personal records
    • Comparison: Compare payroll across different months to track changes

14.3 Payroll Runs

Payroll Runs Management processes periodic salary calculations for all employees. This systematic approach enables efficient payroll execution with attendance integration and bulk salary processing for streamlined organizational payroll administration.

• 14.3.1 Creating Payroll Runs

  To process payroll for a pay period:

  • 1. Access Payroll Runs

    • Go to “Payroll Management” → “Payroll Runs”
    • Click “Add Payroll Run” button

  • 2. Payroll Run Information

    • Title: Enter a descriptive title for this payroll run (required)
    • Payroll Frequency: Select Monthly, Weekly, or Bi-weekly based on your pay schedule
    • Pay Period Start: Specify the first day of the pay period (required)
    • Pay Period End: Specify the last day of the pay period (required)
    • Pay Date: Set the date when salaries will be disbursed
    • Total Gross Pay: System calculates total gross payment for all employees
    • Total Deductions: System calculates total deductions across all employees
    • Total Net Pay: System calculates total net payment to be disbursed
    • Employee Count: System counts the number of employees included in this run
    • Status: Track as Draft, Completed, or Approved
    • Notes: Add any additional information about this payroll run

• 14.3.2 Payroll Run Features

  • Attendance Integration: Automatically integrate attendance records to calculate working days and absences
  • Leave Integration: Handle both paid and unpaid leave calculations accurately
  • Overtime Calculation: Include overtime hours and payment amounts from attendance records
  • Weekend Exclusion: Intelligently exclude weekends from working days calculations
  • Per-day Salary: Calculate daily salary rates for accurate deduction calculations
  • Totals Calculation: Automatically calculate organization-wide totals for financial reporting

14.4 Payroll Entries

Payroll Entries Management generates individual employee payroll records during each payroll run. This detailed system provides comprehensive salary breakdowns, attendance integration, and precise payroll calculations for accurate employee compensation and thorough record keeping.

• 14.4.1 Payroll Entry Information

  • 1. Automatic Generation

    • Generated automatically during payroll run processing
    • One entry per employee per payroll run

  • 2. Entry Details

    Each payroll entry contains comprehensive information:

    • Employee: Complete employee identification and details
    • Basic Salary: The employee’s base salary amount
    • Component Earnings: Additional earnings from configured salary components
    • Total Earnings: Sum of basic salary and all earning components
    • Total Deductions: Sum of all deduction components
    • Gross Pay: Total earnings plus overtime minus unpaid leave deductions
    • Net Pay: Final take-home pay after all deductions (Gross pay minus total deductions)
    • Working Days: Total working days in the pay period
    • Present Days: Number of days the employee was present
    • Half Days: Count of half-day attendance records
    • Holiday Days: Number of holidays during the period
    • Paid Leave Days: Paid leave days taken by the employee
    • Unpaid Leave Days: Unpaid leave days taken by the employee
    • Absent Days: Number of absent days
    • Overtime Hours: Total overtime hours worked
    • Overtime Amount: Calculated overtime payment
    • Per Day Salary: Daily salary rate for deduction calculations
    • Unpaid Leave Deduction: Amount deducted for unpaid absences
    • Earnings Breakdown: Detailed array of all earning components and amounts
    • Deductions Breakdown: Detailed array of all deduction components and amounts

• 14.4.2 Payroll Entry Features

  The Payroll Entries system provides complete salary processing:

  • Complete Integration: Seamlessly integrates data from attendance, leave, and salary configurations
  • Attendance Percentage: Automatically calculate attendance percentage for performance tracking
  • Salary Breakdown: Generate complete salary breakdowns showing all component interconnections
  • Leave Handling: Separately process paid leave (no deduction) and unpaid leave (with deduction)
  • Overtime Integration: Include overtime hours and amounts from attendance records
  • Deduction Calculation: Accurately calculate deductions for unpaid leave based on per-day salary

14.5 Payslips

Payslips Management creates professional salary statements for employees. This system enables systematic payslip generation, secure employee distribution, and comprehensive salary documentation for transparent compensation communication and record maintenance.

• 14.5.1 Payslip Generation

  Payslips are automatically created from processed payroll:

  • 1. Automatic Generation

    • Payslips are generated automatically from completed payroll entries
    • One payslip is created per employee per payroll run
    • Payslips become available immediately after payroll run completion

  • 2. Payslip Information

    Each payslip includes comprehensive salary details:

    • Employee Details: Name, ID, designation, department
    • Pay Period: Salary month and year

    • Earnings Section:

      • Basic Salary
      • Component Earnings (HRA, DA, Medical, etc.)
      • Overtime Amount for additional hours worked
      • Gross Earnings showing total income

    • Deductions Section:

      • Tax Deductions based on applicable tax rules
      • Provident Fund, ESI, and other statutory deductions
      • Other configured deductions
      • Unpaid Leave Deductions for absent days
      • Total Deductions summarizing all subtractions

    • Attendance Summary:

      • Working Days vs Present Days
      • Leave Days (Paid/Unpaid)
      • Overtime Hours
      • Attendance Percentage
    • Net Pay: Final take-home salary

• 14.5.2 Payslip Features

  The Payslips system provides professional salary documentation:

  • Email Distribution: Send payslips directly to employee email addresses securely
  • Employee Self-Service: Enable employees to download their own payslips from their dashboard
  • Bulk Processing: Generate payslips for all employees simultaneously with one action
  • Template Customization: Customize payslip format, layout, and company branding
  • Security: Provide password-protected payslip downloads for confidentiality
  • Archive: Maintain complete payslip history for all months for reference and compliance

• 14.5.3 Payslip Operations

  The system provides comprehensive payslip management operations:

  • 1. Generate Payslips from Payroll Run

    • Go to “Payroll Management” → “Payroll Runs”
    • Select completed payroll run
    • Click “Generate Payslips” button
    • The system automatically generates payslips for all employees included in that payroll run
    • Generated payslips immediately appear in the “Payslips” page

  • 2. View Generated Payslips

    • Go to “Payroll Management” → “Payslips”
    • View all generated payslips for the selected month/payroll run
    • Filter by employee, month, or payroll run

  • 3. Individual Payslip Operations

    • View complete payslip details for any individual employee
    • Download payslips in professional PDF format
    • Email payslips directly to employees
    • Print payslips for physical distribution or filing

  • 4. Bulk Payslip Operations

    • Generate all payslips for an entire payroll run with a single click
    • Distribute payslips via bulk email to all employees simultaneously
    • Download all payslips in bulk as PDFs for HR record keeping
    • Perform mass payslip generation efficiently for large organizations

• 14.5.4 Payroll Management Operations

  The Payroll Management system supports comprehensive operations throughout the payroll lifecycle:

  • Setup: Configure salary components and employee salary structures with flexible options
  • Process: Execute complete payroll processing for any pay period
  • Calculate: Automatically calculate all salary components, earnings, and deductions
  • Integrate: Seamlessly integrate with attendance and leave management systems
  • Track: Monitor all payroll runs and individual employee entries
  • Generate: Create professional payslips with one-click generation from completed payroll runs
  • Distribute: Email payslips to employees and provide download access
  • Report: Generate comprehensive payroll reports for analysis and compliance
  • Approve: Implement multi-level payroll approval workflows for financial control
  • Archive: Maintain complete payroll and payslip history for audit and reference

  This comprehensive payroll management system ensures accurate salary processing, maintains transparency in employee compensation, supports compliance with financial regulations, and provides employees with clear documentation of their earnings and deductions each pay period.

15.1 Calendar Overview

Calendar OverviewCalendar Overview displays all organizational events in a single, integrated interface. This includes scheduled meetings, company holidays, and approved employee leaves, providing comprehensive scheduling visibility that supports effective time management and coordination.

Accessing CalendarTo access and use the calendar:

• 15.1.1 Accessing Calendar

  • 1. Navigate to Calendar

    • Go to “Calendar” in the main menu
    • View integrated calendar with all events

  • 2. Calendar Views

    Choose from multiple view options to suit your needs:

    • Month View: Displays a monthly calendar overview showing all events across the entire month
    • Week View: Provides a detailed weekly schedule view with time slots and events
    • Day View: Shows a focused daily agenda view with hour-by-hour scheduling
    • List View: Presents events in a chronological list format for easy scanning

    Switch between these views using the controls at the top of the calendar to find the perspective that works best for your planning needs.

• 15.1.2 Calendar Features

  • Multi-source Integration: Automatically displays meetings, leaves, and holidays from their respective modules in one unified view
  • Color Coding: Uses different colors to distinguish between event types, making it easy to identify meetings, holidays, and leaves at a glance
  • Interactive: Click on any event to view complete details in a popup or detail panel
  • Navigation: Easily navigate between months, weeks, and days using intuitive control

15.2 Calendar Integration

Calendar IntegrationCalendar Integration synchronizes meetings, holidays, and employee leaves into a unified calendar view. This comprehensive integration enables complete event visualization, helps detect scheduling conflicts, and supports systematic organizational time management.Integrated Events DisplayThe calendar automatically pulls information from multiple sources to create a complete scheduling picture:

• 15.2.1 Integrated Events Display

  • 1. Meetings Integration

    All company meetings appear automatically on the calendar:

    • Scheduled Meetings: Every meeting created in the system displays at its scheduled time
    • Meeting Details: View meeting title, time, location, and list of attendees
    • Meeting Status: Visual indicators show whether meetings are Scheduled, In Progress, Completed, or Cancelled
    • Color Coding: Different colors distinguish between meeting types (Team Meeting, One-on-One, Training, etc.)
    • Click to View: Click any meeting event to see full details including agenda and participants
    • Recurring Meetings: All instances of recurring meetings are displayed across the calendar

  • 2. Holidays Integration

    Company holidays are prominently displayed on the calendar:

    • Company Holidays: All designated company holidays appear on appropriate dates
    • Holiday Types: Different categories such as National, Religious, or Company-specific holidays are clearly identified
    • Multi-day Holidays: Holidays spanning multiple consecutive days are shown across all applicable dates
    • Branch-specific: Location-based holidays display for relevant branches
    • Holiday Details: View holiday name, category, and description by clicking on the event
    • Paid/Unpaid Status: Visual indicators show whether holidays are paid or unpaid time off

  • 3. Leave Applications Integration

    Approved employee leaves are integrated into the calendar view:

    • Approved Leaves: Only leave applications with approved status are displayed on the calendar
    • Leave Types: Different leave types such as Annual Leave, Sick Leave, Maternity Leave, and others are clearly identified
    • Employee Leaves: View leaves for all employees or filter to specific individuals
    • Leave Duration: Both single-day and multi-day leave periods are accurately displayed
    • Leave Status: Visual confirmation shows that leaves have been approved
    • Employee Information: Clearly indicates which employee is on leave for each period

• 15.2.2 Calendar Display Features

  The Calendar provides sophisticated display and filtering capabilities:

  • Multi-source Integration: Seamlessly combines meetings, holidays, and leaves in one comprehensive view

  • Color Coding System:

    • Meetings: Blue color coding for easy identification of scheduled meetings
    • Holidays: Red color coding to highlight company holidays
    • Leaves: Green color coding to show approved employee leave periods
  • Interactive Events: Click any event to open a detail panel with complete information
  • Real-time Updates: Calendar reflects live updates whenever events are added, modified, or deleted
  • Conflict Detection: Identify potential scheduling conflicts between meetings and employee availability
  • Filter Options: Filter the calendar view to show only specific event types (meetings only, holidays only, or leaves only)
  • Employee View: Filter to display events for a specific employee, showing their meetings and leaves
  • Department View: Filter by department to see events relevant to specific teams

• 15.2.3 Calendar Navigation

  Navigate the calendar efficiently with intuitive controls:

  • Month Navigation: Use arrow buttons to move backward and forward between months
  • Week View: Switch to weekly perspective for more detailed time slot visibility
  • Day View: Focus on a single day to see a complete daily agenda with all events
  • Today Button: Quickly jump to the current date from any view
  • Event Search: Search for specific events by name, type, or participant
  • Export Calendar: Export calendar data including all events for external use or backup

• 15.2.4 Event Details on Click

  • 1. Meeting Details

    When you click a meeting event, you’ll see:

    • Meeting title and detailed description
    • Start time and end time
    • Meeting location or video conference link
    • Complete list of attendees
    • Name of the meeting organizer
    • Current meeting status

  • 2. Holiday Details

    When you click a holiday event, you’ll see:

    • Holiday name and description
    • Holiday category (National, Religious, Company-specific)
    • Applicable branches where this holiday is observed
    • Whether the holiday is paid or unpaid
    • Duration information for single or multi-day holidays

  • 3. Leave Details

    When you click a leave event, you’ll see:

    • Employee name and department
    • Type of leave and duration
    • Reason provided for the leave
    • Approval status and date of approval
    • Name of the manager who approved the leave

    This integrated calendar system provides your organization with complete visibility into all scheduled events, helping employees and managers plan effectively, avoid scheduling conflicts, and maintain awareness of team availability and organizational commitments.

16.1 Media Management

Media Management handles file uploads, storage, and organization across your organization. This systematic approach provides complete control over media assets, supports various file types, and offers comprehensive file operations for all your document and media storage requirements.

• 16.1.1 Accessing Media Library

  To access and use the Media Library:

  • 1. Navigate to Media Library

    • Select “Media Library” from the main menu
    • View all uploaded files and media assets in an organized interface

  • 2. Upload Media

    The system supports multiple upload methods for your convenience:

    • Single Upload: Upload individual files one at a time by selecting them from your computer
    • Bulk Upload: Upload multiple files simultaneously to save time when adding many files
    • Drag & Drop: Simply drag files from your computer and drop them into the upload area for quick uploading
    • File Types: Support for various file formats including images (JPG, PNG, GIF), documents (PDF, DOC, DOCX), videos (MP4), and other common file types

• 16.1.2 Media Features

  The Media Library provides comprehensive file management capabilities:

  • File Organization: Organize files into directories and subdirectories for logical structure and easy retrieval
  • Search Function: Quickly locate files using the search feature to find items by name, type, or other attributes
  • Preview: View images and preview documents directly within the system before downloading
  • Download: Download files individually for specific needs or in bulk for multiple files at once
  • File Information: View detailed file information including name, size, type, upload date, and other metadata

  These features ensure you can efficiently manage, locate, and access all media assets stored in your organization’s library.

16.2 Media Directories

Media Directories Management creates hierarchical folder structures for organizing your files. This system enables systematic file organization through nested directory creation, providing structured media storage that supports efficient file management and quick retrieval.

• 16.2.1 Creating Media Directories

  To create a new directory for organizing files:

  • 1. Access Media Directories

    • Go to “Media Library” → “Directories”
    • Click “Create Directory” button

  • 2. Directory Information

    Configure the directory settings:

    • Name: Enter a descriptive directory name (required)
    • Parent Directory: Optionally select a parent directory to create a subdirectory within an existing folder structure
    • Description: Provide details about what types of files should be stored in this directory
    • Status: Select Active or Inactive to control whether the directory is available for file storage

    Once created, the directory becomes available for file uploads and can be used to organize your media library in a logical, hierarchical structure.

• 16.2.2 Directory Features

  The Media Directories system provides advanced organization capabilities:

  • Hierarchical Structure: Create nested directories and subdirectories to build a logical folder structure that mirrors your organizational needs
  • Access Control: Set directory-level permissions to control which users or roles can view, upload, or manage files in specific directories
  • Bulk Operations: Move multiple files between directories simultaneously to reorganize your media library efficiently
  • Directory Statistics: View usage information for each directory, including file count and total storage space used

  This structured approach to media storage ensures your organization can maintain an organized, accessible library of documents and media assets. By creating logical directory structures and applying appropriate permissions, you can ensure that files are easy to find while maintaining proper access control and data security.

17.1 Plans Overview

Plans Overview displays all available subscription packages, enabling you to compare plans, analyze features, and evaluate pricing. This comprehensive view helps you make informed subscription decisions based on your organizational planning requirements.

• 17.1.1 Viewing Available Plans

  To explore subscription options:

  • 1. Access Plans

    • Go to “Plans” in the main menu
    • View all available subscription plans

  • 2. Plan Information

    Each subscription plan displays the following information:

    • Plan Name: The name and tier of the subscription plan
    • Pricing: Monthly and yearly pricing options for flexible billing
    • Features: Complete list of features included in the plan and any limitations
    • Resource Limits: Defined limits for users, storage capacity, number of employees, and feature access
    • Trial: Information about available trial periods if applicable

    This detailed presentation allows you to compare plans side-by-side and select the option that best matches your organizational needs and budget.

• 17.1.2 Plan Features

  Subscription plans include various capabilities and options:

  • Resource Limits: Each plan defines specific limits for the number of users, storage capacity, and number of employees you can manage
  • Feature Toggles: Access to advanced features such as ChatGPT integration varies by plan level
  • Billing Cycles: Choose between monthly or yearly billing options, with yearly plans often offering discounted rates
  • Trial Options: Some plans offer free trial periods to test features before committing
  • Upgrade/Downgrade: Flexibility to change plans as your organizational needs evolve

17.2 Plan Requests

Plan Requests Management handles manual subscription requests that require administrator approval. This system enables systematic request submission, approval tracking, and request history maintenance for organized plan upgrades and subscription changes.

• 17.2.1 Submitting Plan Requests

  To request a plan change or upgrade:

  • 1. Request Plan Upgrade

    • Click the “Request Plan” button on your desired subscription plan
    • Submit the upgrade request for Super Admin review and approval

  • 2. Request Status

    Your request moves through these stages:

    • Pending: Your request is awaiting Super Admin approval and review
    • Approved: Your request has been approved and the plan will be activated
    • Rejected: Your request has been declined by the administrator

• 17.2.2 Request Features

  The Plan Requests system provides comprehensive request management:

  • Super Admin Approval: All plan change requests require Super Admin review and approval before activation
  • Status Tracking: Track the current status of your requests from submission through final decision
  • Notification System: Receive automatic email notifications whenever your request status changes

17.3 Plan Orders

Plan Orders Management tracks all subscription purchases, enabling comprehensive order history tracking, payment processing, and purchase record maintenance. This system provides complete visibility into your subscription billing and order management.

• 17.3.1 Plan Subscription Process

  To subscribe to a new plan:

  • 1. Subscribe to Plan

    • Click the “Subscribe Now” button on your desired plan
    • Complete the payment process through your selected payment gateway
    • Your plan activates automatically upon successful payment confirmation

  • 2. Order Information

    Each order records complete transaction details:

    • Order Number: A unique identifier assigned to your order for tracking purposes
    • Plan Details: Complete information about the subscribed plan including features and limits
    • Billing Cycle: Indicates whether your subscription is monthly or yearly
    • Payment Method: The payment gateway used to process your transaction
    • Status: Current order status displayed as Pending, Approved, or Rejected

    All order information is stored securely and can be accessed at any time for reference or billing purposes.

• 17.3.2 Order Features

  The Plan Orders system provides comprehensive subscription management capabilities:

  • Multiple Payment Gateways: Support for over 30 payment options including credit cards, PayPal, Stripe, and regional payment providers
  • Automatic Activation: Your plan activates immediately and automatically upon successful payment processing
  • Order History: View complete history of all your subscription orders with detailed transaction information
  • Invoice Generation: Automatic creation and delivery of invoices for each transaction for accounting and record-keeping purposes

  This systematic approach to subscription management ensures transparent billing, provides flexibility in plan changes, and maintains complete order tracking throughout your subscription lifecycle. Whether you’re selecting your first plan, requesting an upgrade, or managing existing subscriptions, the Plans and Subscriptions system provides all the tools needed for effective subscription administration.

18.1 Settings Overview

Settings OverviewSettings Overview provides centralized configuration management that enables system-wide settings control with role-based access. This comprehensive administration interface serves both Super Admin and Company user requirements, ensuring appropriate access to configuration options based on user roles.

• 18.1.1 Accessing Settings

  • 1. Navigate to Settings

    • Go to “Settings” in the main menu
    • Access comprehensive system configuration

  • 2. Settings Categories

    Settings are organized into logical categories:

    • System Settings: Configure basic system preferences and operational parameters
    • Brand Settings: Customize company branding, logos, and visual appearance
    • Email Settings: Set up email server connections and sender configurations
    • Currency Settings: Define currency preferences and number formatting options
    • Payment Settings: Configure payment gateway integrations for transactions
    • Storage Settings: Manage file storage locations and upload configurations
    • Security Settings: Configure ReCaptcha and security features
    • Integration Settings: Set up third-party service connections
    • SEO Settings: Optimize search engine visibility and meta information
    • Cache Management: Control system cache and performance optimization

18.2 Super Admin Settings

Super Admin Settings provides platform-wide configuration control for complete SaaS platform governance. This comprehensive interface enables global system management, multi-tenant settings configuration, and operational control across the entire platform.

• 18.2.1 Super Admin Settings Access

  Super Admins have access to comprehensive platform settings:

  • 1. System Settings

    Configure global platform preferences:

    • Default Language: Select the platform’s default language for all users
    • Date Format: Set the global date display format such as DD/MM/YYYY, MM/DD/YYYY, or YYYY-MM-DD
    • Time Format: Choose the time display format for the platform
    • Default Start Day: Set the default starting day for weekly calendars and schedules
    • Default Timezone: Configure the platform’s default timezone
    • Email Verification: Enable or disable email verification requirements for new user registrations
    • Landing Page Enabled: Toggle the public landing page on or off

  • 2. Brand Settings

    Customize the platform’s visual identity:

    • Logo Dark: Upload the platform logo for dark theme mode
    • Logo Light: Upload the platform logo for light theme mode
    • Favicon: Upload the icon that appears in browser tabs
    • Title Text: Set the platform title or name displayed throughout the interface
    • Footer Text: Configure the content that appears in the platform footer
    • Theme Color: Select the primary color that defines the platform’s appearance
    • Custom Color: Enter a custom hex color code for precise brand color matching
    • Sidebar Variant: Configure the sidebar style and layout
    • Layout Direction: Choose between LTR (Left-to-Right) or RTL (Right-to-Left) layout direction
    • Theme Mode: Select Light or Dark theme as the default appearance

  • 3. Currency Settings

    Configure platform-wide currency display and formatting:

    • Default Currency: Select the platform’s default currency
    • Currency Symbol: Set the symbol representing the currency
    • Currency Position: Choose whether the currency symbol appears before or after amounts
    • Thousand Separator: Select the character used to separate thousands (comma or period)
    • Decimal Separator: Choose the character used for decimal points
    • Number of Decimals: Set how many decimal places are displayed for currency amounts

  • 4. Email Settings

    Configure email server connections for platform notifications:

    • Mail Driver: Select the email service provider (SMTP, Mailgun, or Amazon SES)
    • Mail Host: Enter the SMTP server hostname
    • Mail Port: Specify the SMTP server port number
    • Mail Username: Enter the SMTP authentication username
    • Mail Password: Enter the SMTP authentication password
    • Mail Encryption: Select the encryption type (TLS or SSL)
    • From Address: Set the default sender email address
    • From Name: Set the default sender name that appears in emails

  • 5. Payment Settings

    Configure payment gateways for subscription processing. The platform supports numerous payment providers:

    • Manual Payment: Configure bank transfer and manual payment processing options
    • Stripe Configuration: Enter Stripe public and secret keys
    • PayPal Configuration: Configure PayPal client ID and secret key
    • Razorpay Configuration: Enter Razorpay public and secret keys
    • Mercado Pago Configuration: Configure Mercado Pago access token
    • Paystack Configuration: Enter Paystack public and secret keys
    • Flutterwave Configuration: Configure Flutterwave public and secret keys
    • PayTabs Configuration: Enter PayTabs server key, profile ID, and region
    • Skrill Configuration: Configure Skrill merchant ID and secret word
    • CoinGate Configuration: Enter CoinGate API token
    • Payfast Configuration: Configure Payfast merchant ID, key, and passphrase
    • Tap Configuration: Enter Tap secret key
    • Xendit Configuration: Configure Xendit API key
    • PayTR Configuration: Enter PayTR merchant key and salt
    • Mollie Configuration: Configure Mollie API key
    • ToyyibPay Configuration: Enter ToyyibPay secret key
    • PaymentWall Configuration: Configure PaymentWall public and private keys
    • SSPay Configuration: Enter SSPay secret key
    • Benefit Configuration: Configure Benefit public and secret keys
    • Iyzipay Configuration: Enter Iyzipay public and secret keys
    • Aamarpay Configuration: Configure Aamarpay signature key
    • Midtrans Configuration: Enter Midtrans secret key
    • YooKassa Configuration: Configure YooKassa secret key
    • Nepalste Configuration: Enter Nepalste public and secret keys
    • Paiement Configuration: Configure Paiement gateway settings
    • CinetPay Configuration: Enter CinetPay API and secret keys
    • PayHere Configuration: Configure PayHere merchant and app secrets
    • FedaPay Configuration: Enter FedaPay public and secret keys
    • Authorize.Net Configuration: Configure Authorize.Net transaction key
    • Khalti Configuration: Enter Khalti public and secret keys
    • Easebuzz Configuration: Configure Easebuzz merchant key and salt
    • Ozow Configuration: Enter Ozow private key and API key
    • Cashfree Configuration: Configure Cashfree public and secret keys

  • 6. Storage Settings

    Configure file storage options for the platform:

    • Storage Driver: Choose between Local storage, AWS S3, Wasabi, or DigitalOcean Spaces
    • AWS S3 Configuration: If using AWS S3, enter access key, secret key, bucket name, and region
    • Wasabi Configuration: If using Wasabi, enter access key, secret key, bucket name, and region
    • DigitalOcean Configuration: If using DigitalOcean Spaces, enter access key, secret key, bucket name, and region
    • Max File Size: Set the maximum file size limit for uploads
    • Allowed File Types: Specify which file extensions are permitted for upload

  • 7. ReCaptcha Settings

    Configure spam prevention through Google ReCaptcha:

    • ReCaptcha Enabled: Toggle ReCaptcha protection on or off
    • ReCaptcha Version: Select between v2 (checkbox) or v3 (invisible) ReCaptcha
    • Site Key: Enter your ReCaptcha site key from Google
    • Secret Key: Enter your ReCaptcha secret key from Google

  • 8. Chat GPT Settings

    Configure AI-powered features:

    • OpenAI API Key: Enter your OpenAI API authentication key
    • Model Selection: Choose which GPT model to use for AI functionality

  • 9. Cookie Settings

    Configure cookie consent and privacy compliance:

    • Enable Cookie: Toggle cookie consent functionality on or off
    • Cookie Logging: Enable logging of cookie-related user activity
    • Cookie Title: Set the title text for the cookie consent banner
    • Cookie Description: Write the description explaining cookie usage
    • Strictly Cookie Title: Set the title for strictly necessary cookies section
    • Strictly Cookie Description: Explain essential cookies and their purpose
    • More Information Description: Provide additional details about cookie usage
    • Contact Us Description: Add contact information for cookie-related questions

  • 10. SEO Settings

    Optimize the platform for search engines:

    • Meta Keywords: Enter relevant keywords describing the platform
    • Meta Description: Write a compelling description for search results
    • Meta Image: Upload an image for social media sharing

  • 11. Cache Settings

    Manage system performance:

    • Clear All Cache: Click to clear all system cache, resolving performance issues and ensuring recent changes are reflected

18.3 Company Settings

Company Settings provides organization-specific configuration options, enabling customized branding, operational preferences, and tenant-specific settings. These settings allow individual companies to tailor the platform to their unique requirements and business processes.

• 18.3.1 Company Settings Access

  Company users have access to limited settings for their organization:

  • 1. System Settings

    • Default Language: Select the default language for your company’s interface
    • Date Format: Choose how dates are displayed throughout your company’s system
    • Time Format: Select between 12-hour or 24-hour time display format
    • Default Timezone: Set your company’s timezone for accurate time recording

  • 2. Brand Settings

    Customize your company’s visual identity within the platform:

    • Logo Dark: Upload your company logo for dark mode
    • Logo Light: Upload your company logo for light mode
    • Favicon: Upload the browser icon for your company
    • Title Text: Set your company’s display name
    • Footer Text: Configure footer text content
    • Theme Color: Select your primary theme color
    • Custom Color: Enter a custom hex color code for precise brand matching
    • Sidebar Variant: Configure sidebar style preferences
    • Sidebar Style: Choose sidebar appearance options
    • Layout Direction: Select layout direction preference
    • Theme Mode: Choose theme mode selection

  • 3. Currency Settings

    Configure currency display for your company:

    • Default Currency: Select your company’s primary currency
    • Currency Symbol: Set the currency symbol
    • Currency Position: Choose symbol position (before or after amounts)
    • Thousand Separator: Select the thousand separator character
    • Decimal Separator: Choose the decimal separator character
    • Number of Decimals: Set the number of decimal places displayed

  • 4. Email Settings

    Configure email server connections for your company:

    • Mail Driver: Select your email service provider (SMTP, Mailgun, or Amazon SES)
    • Mail Host: Enter the SMTP server hostname
    • Mail Port: Specify the SMTP server port number
    • Mail Username: Enter SMTP authentication username
    • Mail Password: Enter SMTP authentication password
    • Mail Encryption: Select encryption type (TLS or SSL)
    • From Address: Set default sender email address
    • From Name: Set default sender name

    These comprehensive settings ensure both Super Admins and Company users can configure the platform appropriately for their needs, maintaining proper access control while enabling necessary customization at each organizational level.