HR & Payroll — User Guide
The whole HR month, end to end: leave, clocking in and out, how each day is worked out, correcting what is wrong, the muster, closing the month, the attendance register, and how payroll takes its day count from all of it. Plus the two decisions in an employee's life the platform now records properly — confirmation after probation, and resignation. On-screen buttons and menus are shown as highlighted chips so you know exactly what to click.
Who decides leave
HR and management decide leave requests. A person's own leave is always decided by someone else.
Your approvals inbox
Every approval lives in the Approvals app. Waiting on you holds everything that needs your decision, grouped by urgency — overdue, due within a day, waiting three or more working days, and routine — and its home page shows what is waiting, what you raised and what you decided lately.
- 1
Open a request
Click a row. The panel shows everything needed to decide — details, balance after approval, who else is away, the requester's reason, and the full history — plus any warning, such as not enough leave balance or no fee terms.
- 2
Approve or reject
Press Approve. To reject, press Reject: it first says what rejecting will do, lets you add a reason, and then asks you to Confirm — not approved.
- 3
Or ask first
Press Ask, type your question and Send question. The person who raised the request is told and answers from their own Approvals page; you are told when they reply. The request stays with you, so you can still decide it while you wait.
- 4
Approve several at once
Choose one kind of request at the top, tick the ones you want, and press Approve on the bar at the bottom. A request with a warning shows a lock instead of a tick box — decide it on its own.
- 5
Follow what you raised
Your requests shows each request you raised (or that was raised about you), where it stands, who it is waiting on, and its history. When an approver has asked you something, open the request, type Your answer and press Send answer.
- 6
Look back at your decisions
Decided by you keeps every decision you made and every question you asked, newest first, with where each request stands now.
Waiting time is counted in working days, so weekends and holidays don't make a request look older than it is.
How to request leave
Employees request leave from My HRMy Leave.
- 1
Open your leave page
Go to My HRMy Leave and find Request leave.
- 2
Fill in the request
Choose the Leave type, the From and To dates, and tick Half day for a single half day (then pick Which half). A Reason is optional.
- 3
Send it
Press Request. Working days are counted from the company calendar, so week-offs and holidays are not charged.
- 4
Follow it
The request shows under My requests as Pending. When it is decided you get an email and an in-app notification with the dates.
To withdraw a request that is still Pending, press Withdraw next to it under My requests. Once decided, speak to HR instead.
How to approve or reject leave (HR and management)
Requests waiting for a decision are under Pending leave at Human ResourcesAttendance & Leave.
- 1
Open the queue
Use your inbox at HomeApprovals, or go to Human ResourcesAttendance & Leave and find Pending leave.
- 2
Decide
Press Approve or Reject on a request — or tick several and use Approve or Reject on the selection bar.
- 3
Check the result
An approved request is written to the employee's attendance as paid or unpaid leave, and the employee is told.
| If a request comes back with… | It means |
|---|---|
| This request is not waiting on you. | It is your own leave. Another HR person or management must decide it. |
| This application has already been decided. | A colleague decided it a moment before you. Refresh to see the outcome. |
| … is finalized (locked). | The month has been closed for attendance and must be unlocked before leave in it can be approved. |
How leave is counted, earned and lost
Each leave type carries its own rules, set by HR at Human ResourcesLeave types. They decide how much a request costs you and how much you have.
My Leave shows "N earned so far" whenever that is less than your year's balance, and "N lapsed unused" if any expired.
Seeing who else is away before you approve
A leave request is easy to judge one at a time and hard to judge together — four reasonable requests for the same Thursday leave a team with nobody in it. Human ResourcesLeave calendar shows the month as a grid, a row per person.
Clocking in and out
Employees clock from My HRAttendance. Every tap is recorded as a punch and kept exactly as made.
- 1
Check in
Press Check in. Your browser may ask for your location — see the note below.
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Work
The card shows you are in, and since when.
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Check out
Press Check out when you finish. The time between the two is your worked time for the day.
A punch can never be edited or deleted, by anyone. A mistake is corrected by recording another event, which is what leaves a trail somebody can read later.
If your organisation has set up work sites, your punch records which site you were nearest and whether you were inside it. Refusing the location does not stop you clocking in — being refused a shift you are standing in the middle of, because of a vague GPS reading, would be worse than the missing detail.
A night shift belongs to the day it STARTED. Clock in at 22:00 on Monday and out at 06:00 on Tuesday and the whole shift is Monday's — it is not split across two days. How far it reaches into the next day is set on the shift (Reaches into the next day by (minutes), 120 to begin with); where overtime past a night shift is routine, raise it, or those hours land on the next day's muster and payslip.
How each day is worked out
Nobody types a day in. It is worked out from what is recorded, in a fixed order — and the platform can always show you that order for any day.
| Checked in this order | Which means |
|---|---|
| A person overruled the day | Somebody decided it deliberately. That beats everything else, and stays put through any later recalculation. |
| Leave charged for that day | Beats a holiday and a weekly off on purpose — the leave type's own rule already decided whether the non-working day inside the leave was charged. |
| A holiday | From the company calendar. |
| A weekly off | From the calendar's weekly-off pattern. |
| What the punches say | Worked time, against the shift, its grace period and its half-day threshold. |
A session nobody clocked out of is worth ZERO minutes and is flagged, never quietly closed at the shift's end. Inventing a clock-out would put hours somebody may not have worked into their pay.
Work on a holiday or a weekly off is comp-off or overtime, never an ordinary day.
Fixing a day that is wrong
Two routes, depending on who is asking. Both end up in the same place, and neither erases what was there before.
- 1
The employee asks
From My HRAttendance, raise an attendance correction. It goes to HR as a request like any other, and an approved correction is applied to the day.
- 2
HR sets the day directly
On Human ResourcesAttendanceDerived check or from the muster, use Set this day, choose what it should be and say why.
- 3
Check it held
Open the day on the muster. It shows the answer, who decided it and their reason.
An override is recorded as a decision, not as a fact — who made it, when, and why. Changing your mind leaves both decisions on the record, and the day survives every later recalculation instead of being quietly overwritten by the punches.
The muster — the month at a glance
Human ResourcesMuster shows the month as a grid: a row per person, a column per day, filterable by team, with payable days and overtime totalled per person and for the whole establishment.
| Mark | Means |
|---|---|
| P | Present |
| R | Present, worked remotely |
| ½ | Half day |
| A | Absent |
| L | Leave with pay |
| LWP | Leave without pay |
| W | Weekly off |
| H | Holiday |
| — | Nothing recorded — NOT an absence |
| · | Not employed that day — joined or left during the month |
Anybody employed for ANY part of the month appears here, including somebody who has since left. The month is built from who was employed on each day, not from who is employed today — a person who worked the first twelve days and left belongs on the register their attendance is on, and in the payroll run for the month they worked.
The two blank-looking marks mean opposite things and are deliberately different. A dash is a day nobody recorded, which is PAID on trust. A middle dot is a day before they joined or after they left, which is not paid — and is not a loss of pay either, so a joiner on the 25th shows no shortfall. Their payslip records how many days they were not employed, so "10 of 31" can never be read as twenty-one days of absence.
That last row is the one that matters most. A day with nothing recorded shows as a dash and is counted separately, never rolled into absent. "Was not here" and "we do not know" are different, and the difference is somebody's pay.
Click any day to see how it was reached: the answer, what it counts as, the reasons behind it and every raw punch in order.
The attendance register — printing and downloading it
A muster on a screen is a management report. A register is what an inspector asks for, and it has to name itself and your establishment. Both come from the muster page.
- 1
Tell the platform what your register is called
One-off setup. Which form you keep attendance in depends on the Act that binds you and your state, so it is not guessed: set the form number, title, the rule it is kept under and who signs it at Human ResourcesStatutory config, as an Attendance register entry with the date it takes effect.
- 2
Pick the month
Open Human ResourcesMuster and choose the month, and a team if you want only part of the establishment.
- 3
Download or print
Download register gives you a spreadsheet; your browser's print gives you a signed copy. Both are built from the same figures, so they cannot disagree.
Until you record a form number the register prints honestly as a plain attendance register with none claimed. Printing a form number you do not keep would be a false statement on a compliance document.
A register filtered to one team says on its face that it covers that team only — a partial register that did not say so would read as the whole establishment's.
Closing the month
Human ResourcesMonth close finalises a month so its attendance stops changing under payroll. It checks six things first and never blocks you.
- 1
Read the checklist
Three items can still change somebody's pay — a session nobody clocked out of, leave still undecided, corrections still undecided — and three are only untidiness. They are separated for that reason.
- 2
Fix what you mean to fix
Each item links to where it is settled. You may well know exactly why a day is blank when the software does not, which is why nothing here blocks the close.
- 3
Finalise
Press Finalise this month. A snapshot of everyone's payable days is taken and kept, with the previous one beside it.
- 4
If you reopen it later
Reopen this month lets attendance change again. When you close it once more, the page lists exactly what moved and by how much, sorted by pay impact.
Reopening a month whose payroll is already finalised is a different act, and the page says so before you click: from that point the register and the payslips people already hold can disagree. That is settled with an arrears line in the next run, never by editing an issued payslip.
Where payroll gets its day count
Payroll reads the same muster the register prints and the month was closed on. One number, one source — so the payslip and the register can never tell different stories.
Shift rules, lateness, overtime and comp-off
Almost nothing here is fixed by law, so almost nothing is fixed in the product. Each figure below is a setting, edited by whoever administers HR, and every one starts at the value that changes nothing until you choose otherwise.
What to deposit, and by when
PayrollStatutory & taxRemittances adds a month up: what was deducted from employees, what the employer owes on top, and the total to deposit with each authority — EPFO and ESIC by the 15th of the following month, TDS by the 7th (March's by 30 April), and the state levies by your state's rules.
Form 16 at the end of the year
PayrollStatutory & taxForm 16 lists everybody paid in a financial year; open a row for their certificate. The employee sees the same one at My HRMy Form 16 — identical figures, because a certificate that read differently depending on who opened it would not be a certificate.
Confirming someone after probation
Confirmation is a decision with a recommendation behind it: the reporting manager writes an assessment and proposes an outcome, and management accepts it or does not.
- 1
Start the probation
HR opens it at Human ResourcesProbation with Start probation. The confirmation date is the start plus the period.
- 2
The manager writes the review
From My HRMy team (or HR's probation screen), press Write review: recommend Confirm, Extend probation or Do not confirm, and write a short assessment. A recommendation about somebody's job needs a reason on the record, so the assessment is required.
- 3
Management decides
It arrives in ApprovalsWaiting on you. Accepting applies the recommendation; not accepting leaves the probation open, unchanged, to be reviewed again.
- 4
Nudge a manager who has not done it
HR can press Remind their manager on the probation screen.
- 5
The employee reads the decision
On their own My HR home, under Probation — nobody has to send it to them. They see the outcome in plain words, who decided it and when, and the assessment it rested on. The card stays after they are confirmed, showing the date they were confirmed from.
The manager who wrote the review cannot approve it, and nobody decides their own confirmation.
A confirmation takes effect on the date it was DUE, not the day somebody got round to deciding — you can override it. Somebody confirmed three weeks late was not on probation for those three weeks.
Accepting "do not confirm" records that the probation was not passed. It does not end anybody's employment: the exit is still raised in Separations by a person who means to raise it.
The employee sees their review once it has been decided, not while it is still waiting — an outcome nobody has decided yet is not one to show them. Where management turned a recommendation down they are told only that the review closed without a change, never which outcome had been proposed.
An accepted confirmation emails them. An extension and a "do not confirm" send nothing — those are conversations a manager has in person — so for those two the card on My HR is the only place the outcome appears.
A withdrawn review is never shown to the employee either. Starting a recommendation and thinking better of it puts it back to being nothing that happened: they are not told it existed and cannot read what was in it. Management, HR and their reporting manager keep sight of it.
Expense claims
Human ResourcesExpenses holds the whole life of a reimbursement claim, under the Travel & expenses menu beside Travel. The queue used to sit on the attendance screen, which is not where anybody looks for an expense.
- 1
The employee claims
From My HRMy Expenses, with the amount, the date it was spent, a category and a receipt.
- 2
HR decides
Human ResourcesExpenses → Pending approval. Tick several and decide them together, or use Approve and Reject on a single claim. A note can be added to the decision, and is worth adding on a rejection.
- 3
Then it is paid
Approving is NOT paying. An approved claim sits under Approved — awaiting payment until somebody marks it paid, so what has been cleared and what has actually left the bank are never the same number by accident.
A claim cannot be approved without a receipt attached. The button says so rather than failing quietly — a reimbursement with no receipt behind it is a problem for whoever signs the accounts, months later.
Categories come from master data (SettingsMaster Data, EXPENSE_CATEGORY), so they are yours to change and are not fixed in the product.
Resignation
An employee submits a resignation from My HRResignation. It now reaches a named person's inbox instead of waiting for somebody to open the separations screen.
- 1
The employee submits it
They give a last working day and, if they wish, a reason. Only one can be open at a time.
- 2
Management decides
It appears in ApprovalsWaiting on you. The card flags anything worth stopping over: no last working day given, a last working day that has already passed while the decision is open, or approved leave that runs past it.
- 3
Accepting starts offboarding
The record moves to In process — clearances begin. It does NOT mark anybody as having left; that stays a separate, deliberate act on the separations screen.
- 4
Or the employee withdraws it
While it is still pending, Withdraw on their own page takes it back and clears it from whoever was holding the decision.
Not accepting a resignation is recorded as declined, which is deliberately not the same as withdrawn — withdrawn is something the employee did, and recording the wrong person's act on this document would matter.
