HR and payroll
Attendance and leave
Mark daily attendance on a monthly grid, set up leave types and yearly balances, and approve leave requests. Both feed straight into payroll.
The attendance grid
Open HR → Attendance and choose the Year and Month. Each row is an employee and each column a day. Marked days show a letter: P Present, A Absent, H Half Day and L On Leave.
Mark one day
- Click the employee's cell for that day.
- Choose the Status: Present, Absent or Half Day.
- Click Save. To remove a mark, open the cell and click Clear mark.
Mark everyone at once
Click Bulk Mark, choose the Date and Status, and save. Every active employee gets that mark for the day, for example Present for all, before you correct the few who were absent.
How attendance affects pay
| Mark | Effect on salary |
|---|---|
| No mark | Paid. You only need to mark the exceptions. |
| Present | Paid. |
| Half Day | Half a day unpaid. |
| Absent | One day unpaid. |
| On Leave | Paid or unpaid, depending on the leave type. |
- Days in the future can't be marked.
- Attendance is marked by hand. There's no clock-in, clock-out or attendance machine import, and shift times aren't applied.
- Once a payroll run that includes an employee is processed, that month's attendance is locked. Reopening the run unlocks it.
Leave types
Open HR → Leave, go to the Leave Types tab and click Add Leave Type:
| Field | What it means |
|---|---|
| Leave Type | The name, for example Annual, Sick or Casual. |
| Annual Quota | Days each employee gets per calendar year. |
| Paid | Tick it for paid leave. New types start unticked, which means unpaid. |
| Allow Negative and Negative Floor | Let employees take leave before they've earned it, down to the floor (for example −5). Without this, leave can't go below 0. |
| Carry-forward Cap | Stored for your records. Unused days aren't carried forward automatically. |
A leave type that has been used can't be deleted.
Give employees their yearly leave
- On the Balances tab, choose the Year.
- Click Allocate for that year. Every active employee gets each leave type's annual quota.
- Run it again after adding employees or leave types: it only adds what's missing.
- New joiners get the full quota; it isn't reduced for part of a year.
- Changing a quota later doesn't change allocations already made.
- The tab shows each employee's Allocated, Consumed and Balance days per leave type.
Leave requests
Employees can ask for leave themselves in self service, or HR can enter it for them: on the Requests tab, click New Request, choose the Employee, Leave Type, From and To dates (or tick Half day for a single half day), add a Reason and save.
Days are worked out for you: only working days count, skipping the employee's weekly offs and holidays. A request is refused if the balance is too low, it overlaps another request, or it contains no working days.
Approve, reject or cancel
- Approve takes the days off the balance and marks them On Leave on the attendance grid.
- Reject turns down a pending request.
- Cancel withdraws a request. Cancelling an approved request gives the days back and removes the On Leave marks.
- These buttons appear for roles with Update on the Leave page. There's no approval chain or notification, so check the Requests tab regularly.
- Leave in a month whose payroll has already been processed can't be approved; reopen the run first.
HR reports
HR → HR Reports has three reports. Choose one, fill in the inputs, click Run Report, and Print if you need a copy.
| Report | Shows |
|---|---|
| Attendance Summary | For a month: each employee's present, half, absent and leave days. |
| Leave Balances | For a year: each employee's allocated, used and remaining days per leave type. |
| Headcount | Active, on-notice and terminated employees by department, designation and employment type, with joiners and leavers over the last 12 months. |
Need the whole guide offline? Can’t find an answer? Contact us.
Download PDF4.0 MB · 95 pages