HRMS User Manual Help Center

Employee Management

The Employee Management Module is your central hub for efficiently managing and viewing all employee-related information within the HRMS. It ensures a streamlined and accurate database of your team.

This module provides a comprehensive system to:

  • Maintain detailed employee profiles.
  • Track various employee metrics and statuses.
  • Manage team structures and reporting lines.
  • Facilitate quick access to employee data for HR and managers.

Accessing Employee Lists:

On the left side of the Employee module, you'll find distinct tabs to help you organize your view:

  • My Team: View employees who directly report to you.
  • All Team: Access a complete list of all company employees.
  • Draft: See employee profiles that are currently in progress or awaiting finalization.

Using Top Right Tools:

Enhance your navigation with these handy tools located at the top right:

  • Search Bar: Quickly locate specific employees by typing their name or ID.
  • View Selector: Easily toggle between two different display formats:
    • Table View: Presents employees in a structured list format.
    • Employee View: Shows individual employee profiles with detailed information.

The filtering feature allows you to narrow down employee lists in Table View to find exactly the information you need. You can filter by a wide range of details:

Percentage (%) Employee ID First Name Office Email Gender Date of Joining Designation Position Contribution Level Employee Type Reporting Manager Last Name Personal Email Date of Birth Marital Status Role Employee Sub Type Current Office Location Base Office Location Relationship Emergency Number Contact Person Name

Step-by-Step Filtering Guide:

  1. Access the Filter:

    Click the button, located at the top of the employee list. A set of filtering options will appear under each relevant column header.

  2. Choose a Filter Condition:

    For the desired column (e.g., "First Name"), click on the filter icon or dropdown to select a condition. Common conditions include:

    • Contains: Finds entries that include your typed text anywhere.
    • Equals: Finds entries that exactly match your typed text.
    • Begins with: Finds entries that start with your typed text.
    • Ends with: Finds entries that end with your typed text.
  3. Enter Your Search Term:

    In the text box provided, type the specific value you are searching for.

    Example: To find all employees whose first name starts with "John":

    1. Select the "Begins with" condition for the 'First Name' column.
    2. Type "John" into the search box.
  4. View Results:

    The employee list will instantly update to display only the entries that match your specified filter criteria.

This functionality is available for HR Administrators to onboard new employees into the system.

  1. Initiate Creation:

    Click the button, typically found at the top right of the Employee module.

  2. Fill Required Information:

    A form will appear. Carefully fill in all the necessary details for the new employee, such as personal information, contact details, employment terms, etc. (Specific fields may vary).

  3. Save Employee:

    Once all details are entered, click the or button to add the employee to the system.

HR Administrators can tailor the information displayed in the Table View to focus on relevant data.

  1. Access Settings:

    Click the **Settings Icon**, usually located near the column headers or at the top right of the employee list.

  2. Select Columns:

    A pop-up or dropdown will appear, allowing you to select or deselect the columns you wish to display. Check the boxes next to the column names you want to see, and uncheck those you want to hide.

  3. Apply Changes:

    Confirm your selections (e.g., by clicking "Apply" or "Save") to update the table view.

To optimize performance and readability when dealing with many employee records, you can control the number of entries displayed per page.

  1. Locate Page Size Option:

    Find the "Page Size" or "Items per page" selector, usually at the bottom of the employee list.

  2. Select Desired Count:

    Click the dropdown and choose the number of employees you want to view per page (e.g., 10, 25, 50, 100).

  3. Navigate Pages:

    Use the navigation arrows or page numbers to move between different pages of results.

Organization Management

The Organization Management Module provides tools to structure and manage your company's hierarchy, departments, and other organizational units.

This module helps you define and maintain your company's organizational structure, including departments, teams, locations, and job positions. It is crucial for proper reporting, employee allocation, and overall company management.

[PLACEHOLDER: Add step-by-step instructions for viewing/managing organizational units, e.g., how to navigate departments, add new ones, edit existing ones.]

Example Content Structure:

Viewing Departments:

  1. Navigate to the "Departments" tab within the Organization module.
  2. You will see a list of all existing departments with their details.

Adding a New Department:

  1. Click the button.
  2. Fill in the department name and other required information.
  3. Click to create the new department.

[PLACEHOLDER: Add step-by-step instructions for managing office locations, addresses, etc.]

Example Content Structure:

Viewing Office Locations:

  1. Go to the "Locations" tab in the Organization module.
  2. A map or list view of all registered office locations will be displayed.

Editing Location Details:

  1. Click the **Edit icon** next to the desired location.
  2. Update the address, contact information, or other details.
  3. Click .

Document Management

The Document Management Module provides a secure and organized repository for all critical employee and company documents.

This module allows you to upload, categorize, and securely store various documents, including but not limited to:

  • Employee contracts
  • Offer letters
  • Performance reviews
  • Company policies
  • Certificates and licenses

[PLACEHOLDER: Add step-by-step instructions for uploading a document, specifying any fields like document type, associated employee, expiration date etc.]

Example Content Structure:

  1. Navigate to the "Document Upload" section.
  2. Click the button.
  3. Browse and select the file from your computer.
  4. Enter required details such as document name, type, and expiration date (if applicable).
  5. Associate the document with an employee or department if prompted.
  6. Click to finalize the upload.

[PLACEHOLDER: Add step-by-step instructions for searching, filtering, and viewing documents.]

Example Content Structure:

  1. Use the "Search Bar" to quickly find documents by name or keyword.
  2. Apply filters by "Document Type," "Employee Name," or "Upload Date" to narrow down your search.
  3. Click on a document's name to view its details or download it.

Leave Management

The Leave Management Module streamlines the process of requesting, approving, and tracking employee leave.

This module simplifies the entire leave lifecycle, from applying for time off to HR/manager approval and tracking leave balances for employees.

[PLACEHOLDER: Add step-by-step instructions for employees to apply for leave, including selecting leave type, dates, and adding notes.]

Example Content Structure:

  1. Navigate to the "Apply Leave" section within the Leave module.
  2. Select your desired "Leave Type" (e.g., Casual Leave, Sick Leave).
  3. Choose the "Start Date" and "End Date" for your leave.
  4. (Optional) Add a "Reason for Leave" in the text box.
  5. Click .

[PLACEHOLDER: Add step-by-step instructions for managers/HR to review and act on leave requests.]

Example Content Structure:

  1. Go to the "Leave Approvals" tab.
  2. Review the details of pending leave requests.
  3. For each request, you can choose to:
    • Click
    • Click
  4. (Optional) Add a comment explaining your decision.

[PLACEHOLDER: Add step-by-step instructions for viewing individual or team leave balances and past leave history.]

Example Content Structure:

  1. Access the "Leave Balance" or "My Leave" section.
  2. Your available leave types and their current balances will be displayed.
  3. A history of your past leave applications and their statuses will also be visible.

My Task Management

The My Task Management Module provides a personalized view for each employee to track and manage their assigned tasks efficiently.

This module helps individual employees:

  • View all tasks assigned to them.
  • Update task progress and status.
  • Prioritize their workload.
  • Stay organized and meet deadlines.

[PLACEHOLDER: Add step-by-step instructions for navigating and viewing assigned tasks.]

Example Content Structure:

  1. Click on the "My Task" tab in the navigation bar.
  2. You will see a dashboard or list displaying tasks assigned specifically to you.
  3. Tasks may be categorized by status (e.g., "Pending", "In Progress", "Completed").

[PLACEHOLDER: Add step-by-step instructions for updating task progress, changing status, or adding comments.]

Example Content Structure:

  1. Click on the specific task you wish to update. This will open the "Task Details Page".
  2. Locate the "Progress" bar or "Status" dropdown.
  3. Adjust the completion percentage or select the new status (e.g., "Completed").
  4. (Optional) Add any relevant comments or updates in the "Comments" section.
  5. Click to update the task.

Exit Management

The Exit Management Module facilitates a smooth and compliant offboarding process for employees leaving the organization.

This module helps HR and management streamline the various tasks involved when an employee departs, including:

  • Initiating the resignation process.
  • Tracking clearance procedures.
  • Managing final settlements.
  • Ensuring compliance and data security.

[PLACEHOLDER: Add step-by-step instructions for HR/managers to initiate an employee's exit process.]

Example Content Structure:

  1. Navigate to the "Initiate Exit" section within the Exit Management module.
  2. Select the employee who is departing from the list.
  3. Enter the "Last Working Day" and "Reason for Exit."
  4. Confirm the details and click .

[PLACEHOLDER: Add step-by-step instructions for tracking clearance tasks, e.g., asset return, IT access revocation, department sign-offs.]

Example Content Structure:

  1. View the "Clearance Checklist" for the exiting employee.
  2. Mark each item as "Completed" as departments confirm their sign-offs.
  3. Monitor the overall progress of the exit formalities.

Project Management

The Project Management module provides a comprehensive suite of tools for planning, executing, and tracking your projects from inception to completion, ensuring efficient collaboration and timely delivery.

The Navigation Bar is your primary tool for moving between different sections of the Project Management module. It includes the following key tabs:

  • Overview: Provides a high-level summary of project status.
  • List: Displays a detailed list of all project tasks.
  • Kanban: Offers a visual, board-based view of task workflows.
  • Timesheet: Allows tracking and logging of work hours.
  • Capacity: Shows team member workload and availability.
  • Messages: A centralized hub for team communication.
  • People: Manages information about project team members.

The Overview Tab provides a quick snapshot of your project's health and progress:

  • Task Status: Clearly shows the count of Completed, Yet to Start, and In Progress tasks. A button is available for a comprehensive list.
  • Recent Activity: Tracks the latest actions taken within the project, including task completions, new task additions, milestone achievements, and team assignments.
  • Upcoming Milestones: Lists critical project checkpoints, including:
    • Phase 1 Review: A crucial review stage.
    • Beta Release: A key software delivery target.
    • Final Delivery: Marks the project's completion.

This tab helps you quickly assess project health and upcoming critical dates.

The List Tab offers a comprehensive, detailed view of all project tasks. At the top, you'll see the total number of tasks in the project (e.g., "70 Total Tasks").

Comprehensive Task Details:

Each row in the task list provides the following information:

  • Task Name: Clear identification of the work item.
  • Assigned To: The responsible team member(s).
  • Status: Current state (e.g., In Progress, Completed, Yet to Start).
  • Priority: Importance level (e.g., High, Medium, Low).
  • Start Date: The planned beginning of the task.
  • Due Date: The deadline for completion.
  • Progress: A visual indicator of task completion percentage.
  • Hours: Displays both estimated and actual hours spent on the task.

Hierarchical Task View:

Tasks are organized to show their relationships:

  • Main Tasks: Identified by an arrow mark () preceding the task name.
  • Sub-Tasks: Listed directly below their main tasks, clearly indented for easy identification and readability.

Action Column:

This column provides individual task management options:

  • (allows direct assignment of an individual task to another sprint, e.g., Sprint 1, Sprint 2).

You can also create a new sprint directly from this column.

The List Tab offers robust sprint management capabilities:

Creating and Selecting Sprints:

  1. Initial State: The button is visible.
  2. After Creation: Once a sprint is created, this button transforms into a **Sprint Selector dropdown** (e.g., "Sprint 1"), showing the current active sprint.
  3. Selecting Sprints: Click the dropdown to view and select existing sprints (e.g., "Sprint 1" through "Sprint 7").
  4. Creating New Sprints: A "" option is available at the bottom of the dropdown.

A button remains present alongside the Sprint Selector for task filtering.

Sprint Progress Visualization:

Below the Sprint Selector, a visual **Sprint Graph** illustrates progress over time. This graph is also clickable, providing a detailed view of the selected sprint's progress.

Modifying Sprints:

Once a sprint is created:

  • Edit Functionality: Edit icons will become available, allowing users to modify sprint details as needed.
  • Delete Functionality: Users have the flexibility to delete single or multiple sprints.

Detailed Sprint Information Display:

Once a sprint is created or selected, the section transforms to display comprehensive sprint information:

  • On the Left:
    • Current Sprint Number (e.g., "Sprint 1").
    • Total Tasks (e.g., "21 Total Tasks"), often accompanied by a priority tag (e.g., "High").
    • Sprint Dates (e.g., "Nov 18, 2024 → Nov 30, 2024").
    • A dedicated **Sprint Goal** area outlining its objective.
  • On the Right Side:
    • The button remains accessible.
    • The visual **Sprint Graph** illustrating progress over time is also displayed.

Batch Actions for Tasks:

At the bottom of the task list, you can perform actions on multiple selected tasks:

  • (Clicking this opens a pop-up to select and assign tasks to a specific sprint.)

The Kanban Tab presents a dynamic, visual workflow management board, organizing tasks into columns based on their current status. This provides an intuitive overview of project progress.

Dynamic Task Organization:

Tasks are categorized into the following columns:

  • Yet to Start: Tasks awaiting initiation.
  • On Hold: Tasks temporarily paused.
  • In Progress: Tasks currently being worked on.
  • Completed: Tasks that are finished.
  • **Note:** Your system also shows a "Testing" column. This allows for a more granular workflow.

Interactive Features on the Kanban Board:

  • Easily create new tasks directly within any status column, streamlining task creation.
  • Task Actions: Efficiently manage existing tasks with options to:
    • (Intuitively move tasks between columns or within columns to update status or order)
  • Option to empty all tasks from a specific status column.

Helpful Tooltip Effects:

When interacting with the Kanban board, users will experience helpful tooltips for quick access to actions:

  • Process Tab Tooltip: Hovering over the **"3 dots" icon** (or similar context menu icon) on the side of a task within the **In Progress** column will display a tooltip with options to and .
  • Yet to Start Tooltip: Hovering over a task in the **Yet to Start** column will reveal a tooltip with actions such as , , , and .

Accessed by clicking on any specific task, the Task Details Page provides in-depth information and comprehensive management options for an individual task. It features a consistent header with sub-navigation tabs to organize various details.

Task Header:

At the top of the page, you'll find essential task information:

  • Task ID/Name: e.g., "DEF001 Setup Project Infrastructure"
  • Status Tag: e.g., "In Development" (typically a blue tag).
  • Priority Tag: e.g., "High Priority" (typically a red tag).
  • A direct button to modify task details.

Sub-navigation Tabs:

Below the header, these tabs allow you to switch between different perspectives of the task:

  • Overview: Comprehensive summary of the task.
  • Links: Centralized external links and resources.
  • Activity: Chronological timeline of all task actions.
  • Team: Details on team members collaborating on the task.

Overview Tab Details:

This tab offers a comprehensive summary of the task:

  • Task Description: A detailed text area outlining the task.
  • Due Date: Displays the task deadline.
  • Tags: Keywords for task categorization.
  • Attachments: Lists attached files and external links.
  • Task Tracking & Team:
    • Time Tracking: Shows "Total Work Time" and "Estimated Time".
    • Task Progress: A visual progress bar indicating, for example, "40% Completion".
    • Assignees: Displays profile pictures of assigned team members.
  • Task Hierarchy: Presents the main task and its sub-tasks with their progress and status:
    • "DEF001 Setup Project Infrastructure" - "70% In Progress".
    • "SUB001 Setup Database Schema" - "100% Completed".
    • "SUB002 Create API Endpoint" - "70% In Progress".
    • "SUB003 Frontend Integration" - "100% Completed".
  • Comments & Discussion: Features an input for new comments ("Add a comment...") and a button. A feed displays past comments with sender, timestamp, content, like count, and a "Reply" option.

Links Tab Details:

This tab centralizes all external links and resources relevant to the task:

  • Links & Resources Section: Lists items like "Design System Guidelines", "Color Themes Guidelines", and "Font Guidelines", each clearly marked as an "External Link".

Activity Tab Details:

This tab provides a chronological timeline of all actions performed on the task:

  • Activity Timeline: Each entry logs the user, action description (e.g., "Task created", "Assigned to team", "Status changed to In Progress"), and timestamp.

Team Tab Details:

This tab details the team members collaborating on the specific task:

  • Team Collaborators Section: Each entry shows the member's profile picture, name, "Last Active" status, and "Hours Worked" on the task.

Clicking the button (from the Task Details Page or task list) triggers the "Edit setup project Infrastructure Task" pop-up. This pop-up is pre-filled with existing details and allows users to modify a task's various attributes:

  • Sprint Selection: Associate the task with a specific development sprint.
  • Task Name: Edit the task title.
  • Task Description: Provide or update a detailed explanation.
  • Status: Change the current state of the task.
  • Parent: Assign or change the parent task.
  • Priority: Adjust the urgency level.
  • Start Date: Modify the scheduled start date.
  • End Date: Adjust the deadline.
  • Estimated Hours: Projecting time commitment.
  • Assignee: Reassign the responsible individual.
  • Task Type: Categorize the task (e.g., Development, Design, Testing).
  • Links: Add external references (add/upload).
  • Attachments: Attach supporting files (add/upload).
  • Recurrence: Configure task repetition.
  • Tags: Add organizational keywords.
  • Billable status: Indicate if the task is chargeable.

Actions available within the pop-up are (to discard changes) or (to apply modifications).

Clicking the button on the navigation bar provides a dedicated section for effort tracking and accountability.

Efficient Work Hour Tracking:

This section allows users to log and monitor the time spent on individual tasks effectively.

Overview:

  • Period: Displays the date range for the timesheet entries.
  • Summary: At the top right, a quick summary shows:
    • Approved: Total approved hours.
    • Pending: Total pending hours.
    • Overtime: Total overtime hours.

Timesheet Table:

Detailed entries are presented in a table format with the following columns:

  • Employee: Name and profile image of the employee.
  • Project: The project the task belongs to.
  • Task: The specific task performed.
  • Sub-Task: Any sub-task details.
  • Date: The date the work was performed.
  • Time In: Start time of the work.
  • Time Out: End time of the work.
  • Break: Duration of any breaks taken.
  • Total Hours: Calculated total hours worked for that entry.
  • Status: Approval status of the entry (e.g., "Approved" - green, "Pending" - orange, "Overtime" - blue).
  • Action: Buttons to , , or perform other actions on the timesheet entry.

This tab facilitates accurate project billing, in-depth resource allocation analysis, and precise performance tracking.

Timesheet Management System Process:

  1. Weekly Calendar Summary: Users begin with a weekly calendar view summarizing effort statuses.
  2. Accessing Daily Entry: Clicking on a day card (e.g., "13 Mar 2025") opens a detailed "Fill Efforts" form.
  3. Logging Tasks: Within the form, tasks are logged with fields for project, task type, description, and hours spent. Multiple tasks can be added for a single day.
  4. Submitting or Discarding:
    • Click to submit daily efforts. This action changes the daily status and presents a reviewable table of entries.
    • Click to discard any unsaved changes.
  5. Editing Submitted Tasks: Submitted tasks can be individually modified using the **Edit Icon** within the "Actions" column of the Timesheet Table.

Action Buttons & Implied Tooltips (within Timesheet Entry Form):

  • Designates the selected day as non-working.
    • Tooltip: "Mark this day as leave."
  • (Right side) Choose your work location for the entry.
  • Inserts a new task input row to log additional tasks for the day.
    • Tooltip: "Add another task."
  • Exits the daily effort form without saving.
    • Tooltip: "Discard changes."
  • Commits all daily entries to the timesheet.
    • Tooltip: "Submit efforts."
  • **Edit Icon:** (Within "Actions" column of table) Re-opens a specific submitted task for modification.
    • Tooltip: "Edit this task."

Clicking the button on the navigation bar provides a comprehensive view of team member workload and availability, enabling efficient resource balancing. It presents a clear table with the following key columns:

  • Team Member & Role: Identifies the individual and their primary role within the project.
  • Available Hours: Displays the total working hours for the specified period.
  • Leave / Time Off: Shows hours reduced from availability due to absence (e.g., holidays, sick leave).
  • Adjusted Hours: Calculated as Available Hours minus Leave / Time Off, representing the actual work capacity of the team member.
  • Assigned Task Hours: The total hours currently allocated to tasks for that period.
  • Status: A visual indicator of the team member's workload:
    • Overbooked (e.g., red tag): Appears if Assigned Task Hours exceed Adjusted Hours, indicating potential overload.
    • Good (e.g., green tag): Appears if Assigned Task Hours are less than or equal to Adjusted Hours, indicating healthy workload.
  • Action: Provides options (e.g., an **edit icon**) for managing the team member's capacity or assignments.

This tab is invaluable for quick identification of over-allocated resources and for making informed decisions to balance workloads across the team.

Clicking the button on the navigation bar reveals a centralized hub for team communication, fostering collaboration and keeping everyone updated.

Streamlined Team Updates:

  • Share Updates: An input field labeled "Share an update with your team..." allows users to post announcements, progress reports, or general messages.
  • Sends the typed message to the team feed.
  • Targeted Communication: (Implied functionality) You can send messages to specific individuals or designated teams for focused discussions, ensuring relevant information reaches the right people.

Collaborative Feed:

View a chronological timeline of messages from team members. Each message prominently displays:

  • Sender: Profile picture and name (e.g., "Donald Trump", "Jane Smith", "Mike Johnson").
  • Timestamp: When the message was posted (e.g., "2 hours ago", "4 hours ago").
  • Content: The actual message text.
  • Engagement: Options to (with a count, e.g., "12") and to messages, fostering active dialogue and feedback.

Clicking the button on the navigation bar displays comprehensive information about project team members, facilitating quick access and management.

Finding and Adding Members:

  • Search Bar: A dedicated search bar allows you to quickly find specific team members by name or other criteria.
  • Provides the functionality to add new individuals to the project. This allows you to select and assign anyone needed for the project from your organization's directory.

Team Member Profile Cards:

Each team member is presented with an individual profile card displaying key information at a glance:

  • Profile Picture and Name.
  • Role: e.g., "Project Manager".
  • Status: e.g., "Active" (green tag), indicating their current availability or engagement.
  • Contact Information: Includes Email (e.g., "johndoe123@gmail.com") and Phone (e.g., "+91 9090909090").
  • Task Metrics:
    • Completed: Number of tasks completed by the individual (e.g., "6").
    • Assigned: Number of tasks currently assigned to the individual (e.g., "8").
  • Action Buttons:
    • To directly communicate with the individual.
    • To see all tasks assigned to that specific team member.