1. About this manual

This manual is for the person who sets up and runs XcodeFix HRMS on behalf of a company — usually the HR manager, the founder, or whoever holds the Organisation admin login. It covers the whole lifecycle: signing the company up, deciding what data you need before anyone is onboarded, running the setup wizard, adding people, and then administering leave, attendance, helpdesk, documents and engagement day to day.

A separate Employee Manual covers the same portal from the employee's side. Send that one to your staff; keep this one for yourself.

What the portal is made of

XcodeFix HRMS is organised into modules. Each one can be switched on or off for your company, and anything switched off disappears completely — it leaves no empty menu item behind.

Who can do what

Every person with a login has exactly one role. Roles are fixed — you assign them, you do not design them — which keeps access predictable.

2. Before you onboard: the data to have ready

This is the chapter to read first. Setting the portal up takes about thirty minutes if the information below is already decided and to hand. If it is not, the wizard will stall at whichever step you have not thought about, and half-finished structure is much harder to correct once people are in the system.

Collect the following before you sign up.

2.1 Company information

2.2 Organisation structure

Three lists, and the earlier they are right the less rework later. Every one of them can be edited afterwards, but employees are attached to them, so renaming is easy and deleting is not.

• Grades — seniority bands. Optional, but they are what lets leave entitlement differ by seniority later without editing everyone one at a time.
• Departments — the functional groups people belong to. Give each a short code if you use one (ENG, SLS, HR). Decide who heads each department; you can set the head once the people exist.
• Designations — job titles, with an optional seniority level. Keep the list tight: one title per real job, not one per person.
• Locations — offices, plus a "Remote" entry if you have home-based staff. Address, city and state are worth filling in.

2.3 Leave policy decisions

For each kind of leave you offer, decide these before you start. The wizard suggests a sensible Indian default set (Privilege, Sick, Casual, Comp Off, Loss of Pay) which you can accept and then adjust.

2.4 Working hours and shifts

• Shift code and name, e.g. GEN — General Shift
• Start and end time, and the unpaid break in minutes
• Grace minutes — how late someone may arrive and still count as on time (15 is typical)
• Half-day minutes and full-day minutes — the work thresholds that decide how a day is marked (240 and 480 are typical)
• Weekly offs for that shift, e.g. Saturday and Sunday
• Which shift is the default for new joiners
• Regularisation window — how many days back an employee may ask for a correction (14 is typical)

2.5 Holiday calendar

A list of holidays for the current calendar year: date, name, and whether it is restricted (an optional holiday the employee chooses rather than one everybody gets). The wizard offers a suggested Indian list you can edit. If different offices observe different days, create more than one holiday calendar and attach each employee to the right one.

2.6 Employee master data

This is the big one. For each person you are onboarding, the portal distinguishes between what it needs to create the record and what makes the record genuinely useful.

2.7 Statutory, payroll and personal details

These are not needed to create the record and are not part of the bulk import. Collect them on or just after day one — most companies gather them with a joining form. Statutory identifiers are encrypted at rest and only ever displayed as the last four characters.

2.8 Documents to collect before day one

The Document Center holds two kinds of file: company-wide documents everyone can see, and personal documents visible only to that employee. A typical joining pack:

2.9 Readiness checklist

Do not start the wizard until you can tick every line.

3. Signing your company up

Go to hrms.xcodefix.com and choose Get started.

1. Enter the company name. A portal address is suggested from it; edit it if you want something shorter. The address is checked for availability as you type.
2. Enter the administrator's name, work email and password. This account becomes the first organisation admin.
3. Pick your industry and company size, accept the terms, and submit.
4. Check the administrator's inbox for the verification email and click the link. The organisation stays pending until you do.
5. Sign in. You land straight in the setup wizard.

4. The setup wizard, step by step

Seven steps. You can go back to any step you have already passed, and everything you set here stays editable afterwards from Administration in the sidebar — the wizard is a fast start, not a one-time commitment.

Step 1 — Company

Fill in the legal name, address and contact details, then upload your logo and set the brand colour. These details appear across the portal and on every email your team receives, so it is worth doing properly now rather than later.

Step 2 — Structure

Add your departments, designations and locations. Suggestions are offered for a company of your size and industry; click one to add it, or type your own. Nothing here is permanent — you can add more from Administration at any time.

Step 3 — Leave

A default Indian set is proposed. For each type set the annual quota, how it accrues and the carry-forward cap. Detailed policy rules — notice days, maximum consecutive days, minimum service, gender restriction, attachment requirement — are set afterwards under Administration → Leave types & policies.

Step 4 — Shifts

Define at least one shift and mark it the default. Grace, half-day and full-day minutes decide how each day is judged when attendance rolls up overnight.

Step 5 — Holidays

Mark any optional holidays as restricted. Employees then apply for the one they want, and the request goes through approval like a leave application.

Step 6 — People

Add your employees here or import them from a spreadsheet. Everyone you add is created with a pending invitation that has not been sent — sending is a deliberate separate action, so you can build the register quietly and go live when you are ready.

Step 7 — Finish

Review the counts. Leave Send welcome emails now ticked to invite everyone immediately, or untick it and send them later from the Employees screen. Then choose Finish setup — your portal goes live at once.

5. Adding people

5.1 The employee register

The register lists everyone, current and past. The Portal access column shows each person's role, or that they have no login yet. The header shows how many invitations are still unsent — Send N invitations despatches all of them in one action.

5.2 Adding one person

1. Personal details — first and last name, work email, personal email, phone, date of birth, gender and marital status. Work email is the sign-in identity.
2. Employment — employee code (pre-filled with the next in sequence), joining date, employment type, status, probation end date. Leave exit date blank.
3. Placement — department, designation, location, shift, holiday calendar and, most importantly, Reports to. That person becomes the approver for this employee's leave and attendance corrections.
4. Portal access — pick the role, and decide whether to email the invitation immediately.

5.3 Importing a team from a spreadsheet

The import expects a header row with these columns. Column order does not matter; capitalisation and spaces in the header are ignored.

A bad row never aborts the run. The file is parsed first, every problem is reported line by line, and everything valid still lands. Duplicates and rows with an invalid email are skipped and named in the result. As with the wizard, imported people are created with an unsent invitation.

5.4 Invitations and activation

An invitation is a single-use, time-limited link. The employee clicks it, sets their own password, and their account activates — you never see or set anyone's password. Re-sending an invitation replaces any pending one, which is also how you help someone who never received the first.

5.5 A new-joiner runbook

6. Company and structure administration

6.1 Company settings

Everything from wizard step 1, permanently editable. Changing the logo or brand colour updates the portal and future emails immediately; mail already sent is untouched.

6.2 Departments, designations, locations and shifts

Prefer deactivating to deleting. A deactivated entry stops appearing in dropdowns for new records but keeps the history of everyone already attached to it intact.

6.3 Movements: promotions and transfers

A movement is recorded on the person's own record, under Movements, and appears here afterwards. Fill in only what changes — a blank field keeps what they have now.

Editing an employee's placement directly on their record is treated as a correction to the current placement rather than a new movement, so the history does not fill up with edits.

6.4 Users and roles

Change someone's role by picking a new one and choosing Save on that row. The count of administrators is shown at the top; you cannot change your own role, and the portal will not let you remove the last administrator.

6.5 Modules

A module is usable when it is both entitled to your plan and enabled by you. Switching one off hides it from everybody instantly and hides its navigation entirely. Data is not deleted — switching it back on restores everything.

6.6 Audit trail

Administrative actions are recorded here permanently — role changes, policy edits, employee updates, document uploads, letter decisions. If a support engineer ever signs in as your organisation, that is recorded too, along with the real person behind the session. Credentials are never written to the trail.

7. Leave administration

7.1 Leave types and policies

Each type carries its policy: annual quota, accrual frequency, carry-forward cap, minimum service, maximum consecutive days, notice days, whether negative balances are allowed, and any gender restriction. The rules are enforced when an employee applies, and the reasoning is shown to them on the apply screen — so a rejected application is rarely a surprise.

7.2 Entitlement bands and allocations

The quota on a leave type applies to everybody. When seniority earns more, a leave policy grants the extra days on top, and an allocation decides who gets it.

1. Create a leave period — the year entitlement is granted for. Periods may not overlap.
2. Create a policy with the days each leave type is worth under that band.
3. Prepare an allocation: choose the policy, the period, and whether it covers everyone, a grade, or one person. Tick pro-rating so a mid-year joiner earns a share rather than the lot.
4. Review the draft, then Apply. The days are written into every covered person's balance.

Exited employees are never included, whichever target you choose.

7.3 Blocking dates

A block refuses the leave request as it is submitted, quoting the reason you wrote — so nobody chases an approval that was never going to be granted. Scope it to one department, or leave it blank for the whole company.

7.4 Balances across the organisation

Use this to sanity-check a policy change, to answer "how much do I have left?" without opening a record, and to make manual adjustments where a balance needs correcting. Adjustments are written to the same ledger as accruals and consumption, so the arithmetic always reconciles.

7.5 Holiday calendars

Create one calendar per year, or several if offices differ. Mark optional days as restricted. Employees see their own calendar under Leave → Holiday Calendar, and attendance marks those days as holidays automatically.

7.6 The leave calendar

7.7 Approving leave

Leave goes to the applicant's manager — the person named in Reports to. Approve or reject directly from the inbox, with an optional note that is emailed to the employee. Both outcomes notify the employee and update their balance immediately: an approval converts pending days to consumed, a rejection releases them.

7.8 Comp off and encashment

Two things employees ask for that create or spend entitlement, both landing in the approver's To Do inbox alongside leave.

What the days are worth is not calculated here — the portal has no payroll. You record the amount to pay when approving, and it is carried on the record for payroll to act on.

8. Attendance administration

Four numbers do most of the work:

Each shift can override grace and the two thresholds, and carries its own weekly offs. Changes apply to days rolled up from that point on — a day already processed keeps the judgement it was given, unless the nightly job is re-run for it.

How a day gets marked

Employees sign in and out from the portal. Overnight, the system rolls up each person's swipes against their shift and marks the day Present, Half day, Absent, Weekly off, Holiday or On leave, and computes late minutes, shortfall and excess. Approved leave wins over the swipe record, so an approved day never shows as absent.

Regularisation

When a day is wrong — a missed swipe, a client visit, a kiosk outage — the employee requests a correction from their attendance screen. It reaches their manager's To Do inbox with the requested times and a reason. Approving it rewrites that day and marks it regularised, which stays visible in the record.

9. Helpdesk administration

Each category is a queue: a name, a description employees see when choosing, a default assignee who picks tickets up, and an SLA in hours that sets the response target. A workable starting set:

Tickets move through Open → In progress → Resolved → Closed. Every change emails the raiser. Internal notes are available for anything the employee should not see.

10. Documents and letters

10.1 Folders and documents

A folder is either organisation-visible — everyone sees the same files — or employee-visible, where each person sees only their own. Payslips, Form 16 and My Documents are the employee-visible kind; Company Policies and Forms are organisation-wide.

Uploads are content-checked rather than trusted by filename, stored outside the web root under a random name, and served only to people entitled to them. A file whose contents do not match its extension is rejected.

10.2 Letter requests

Employees request a letter from their Document Center; the request lands in your To Do inbox with their note explaining what it is for. Issue the letter by uploading the signed PDF against the request, which files it into that employee's documents and notifies them. Rejecting it asks for a reason, which is emailed too.

11. Expenses

People spend their own money on the company's behalf and want it back without chasing anyone. A claim is a cover sheet with a line per receipt: the employee builds it as a draft, submits it when it is complete, an approver decides, and finance records the payment.

11.1 Expense types

A type that has been used on a claim cannot be deleted — switch it off instead, and the history stays readable.

11.2 The claims register

The three tiles are the numbers finance actually asks for. The middle one — approved but unpaid — is the work queue: each of those rows can be marked paid with a payment reference, which is recorded against the claim and shown to the employee.

12. Recruitment

12.1 The pipeline

Five columns, left to right: Applied → Screening → Interview → Offer → Hired. Rejected and withdrawn candidates leave the board rather than cluttering a sixth column; they are still on the Candidates list. Filter the whole board to one opening from the control above it.

12.2 Job openings

An opening carries the department, designation, grade, location and hiring manager, so a candidate hired against it arrives with their placement already decided. The status dropdown on each row moves it between draft, open, on hold, filled and closed without opening a form.

12.3 Candidates

The same email may apply for two different openings, but not twice for the same one. Choosing a referrer marks the source as a referral automatically.

12.4 Interviews and feedback

Scheduling an interview moves the candidate into the Interview stage by itself, so the board never lags behind what is actually happening. The interviewer sees it under My Interviews and records a 1–5 rating, a recommendation and written feedback.

12.5 Offers and hiring

Draft an offer with the designation, grade, CTC and joining date; move it through sent and then accepted or declined. A declined offer takes the candidate off the board.

Once an offer is accepted, the Hire card appears. It creates the employee record from the candidate — carrying the offer's placement across — and links the two, so the pipeline shows where somebody ended up and nobody is hired twice. Sending their invitation is the separate, deliberate step described in chapter 5.

12.6 Referrals

Employees put people forward from Refer someone. The referrer is taken from their session, so it cannot be spoofed, and they can watch how far their referral gets without seeing any interview feedback.

13. Performance

A review cycle has three moving parts: goals people set, the appraisal each person and their manager fill in, and the feedback colleagues give along the way. The product keeps them together so a review conversation starts from evidence rather than memory.

13.1 Appraisal cycles

Set the period the cycle covers and the dates self-assessment and manager review are due, then launch it. Launching is the moment the cycle becomes real: every active employee gets an appraisal record, and everyone is notified. A cycle can be launched only once.

13.2 What people see

Each person gets their own appraisal to complete, their goals to update, and — if they manage anyone — a review to write for each report. Feedback can be given to anyone at any time and is attached to the person, not the cycle, so it is still there next year.

14. Payroll

14.1 Salary components

14.2 Structures and assignments

An assignment has a start date. Giving somebody a rise means adding a new assignment from the date it takes effect, not editing the old one — which is what lets last year's payroll still compute last year's answer.

14.3 Additional salary

A one-off is paid by the run whose period contains its date. A recurring entry is paid by every run its dates overlap. Either way the amount is paid in full — a bonus is a decision about a number, so half a month of unpaid leave does not halve it, unlike every component in the structure.

Entries are cancelled rather than deleted. Why somebody was not paid a bonus is a question that gets asked as often as the other one.

14.4 Statutory deductions

14.5 Running payroll

1. Create a run for the period, with the date people are to be paid.
2. Compute. Every payslip in the run is deleted and rebuilt from the structures, additional salary and statutory rules as they stand. Correct something and compute again as often as you like.
3. Check the register and a few payslips.
4. Finalise. The run becomes read-only and payslips are published to employees. A finalised run cannot be recomputed — it is a record of what was paid.

14.6 The salary register and the bank file

The statutory summary is what each authority is owed for this run, split between the employees' share and the company's. The register below it can be downloaded as a CSV for your accountant.

The bank payment file lists everyone with a net amount to pay, with their account and IFSC. It is available only once a run is finalised: a draft can still change, and a payment file is an instruction to move money. Anyone without bank details on file is left out of the file and reported on screen rather than silently dropped.

15. Tax declarations

Employees declare what they intend to invest, upload the proofs, and HR verifies them. What HR accepts is what reduces the tax withheld from their pay — so the loop matters, not just the form.

15.1 Tax slabs

Add one slab per regime you offer. The standard deduction is subtracted before the bands are applied. Leave the upper limit blank on the last band to mean “and above”. The notes field is worth filling in — a year from now, somebody will ask why these numbers.

15.2 Exemption categories

A declaration above the cap is trimmed to the cap when it is saved, not argued about at verification time. The help text you write here is shown to employees under the field, which is the cheapest way to reduce the number of questions you get.

15.3 Verifying proofs

You can accept less than was declared — a certificate covering eight months of the year, say — but never more. Accepting more than somebody claimed would be inventing a claim on their behalf, so the product will not do it whatever is typed in the box.

15.4 What was withheld

This is derived from finalised payroll every time the page loads — never a saved snapshot, so it cannot drift away from the payslips people were actually given. Draft runs are not counted.

The PAN column only says whether one is on file; the number itself is encrypted at rest and appears in the CSV export, which is audited. A row flagged Missing is worth chasing before you file.

16. Timesheets

A timesheet is a week. The employee fills it in, submits it, and their manager approves or sends it back — the same boundary as a leave application, and for the same reason: once somebody else is relying on the numbers, the person who entered them should not be able to change them quietly.

16.1 Projects

A project marked billable makes every hour logged against it billable. Time can also be logged with no project at all, which is how internal work is recorded without inventing a project for it. The hours report counts approved weeks only — an unapproved week is a claim, not a fact.

16.2 Reviewing the team's weeks

Sending a week back returns it to the employee as a draft to correct and resubmit. Nobody can approve their own timesheet, including an administrator.

17. Workforce analytics and planning

17.1 Insights

Insights answers “what is happening right now”. The approvals tile is the useful one on a Monday morning — each number links straight to the queue behind it.

17.2 Workforce analytics

Where Insights is about today, this is about change. Set a period and the report shows who joined, who left, headcount at each month end, and how people are distributed by department, designation, grade, location, employment type or gender.

17.3 Who worked on a holiday

A row here without a compensatory-off claim is not necessarily a problem. It is, however, the list worth checking before somebody notices they were never given the day back.

17.4 Staffing plans

A plan is a budget decision; a job opening is a recruiting activity. Keeping them apart is what lets anyone answer “are we hiring more than we agreed” — a question with no answer if the only record of the agreement is the openings themselves.

1. Create the plan with a period and a line per role: department, designation, how many, and the cost of each hire.
2. Approve it. Only an approved plan offers its lines to job openings.
3. When raising an opening, choose the plan line it draws against. The plan then shows planned, opened and hired side by side, and flags a line that has gone over.

18. Daily work summary

A standing question, asked of a group every working day, with the answers collected in one place. It is not a timesheet and is not trying to be: a timesheet asks how many hours went where and is approved, a summary asks what somebody did and is read. Use either, both, or neither.

18.1 Setting a group up

Write the question in your own words — it becomes the label people answer under, so "What did you work on today, and what is in your way?" gets better answers than "Daily update". Pick the time and the days, then tick the people.

18.2 Reading the digest

People who said nothing are listed too, marked No answer. A digest that only showed the replies would quietly hide the half that is usually more interesting. The panel on the right gives the last fortnight at a glance — four of six one day and six of six the next tells you something.

People can revise an answer for a week, which is long enough to fix a typo in something their manager is about to read and short enough that the record stays honest.

19. Recognition

People give each other points with a reason attached. The reason is the part that matters — "Stayed late to get the release out without being asked" is worth reading a year later; "Great work" is not.

Nobody can award themselves, and somebody who has left cannot be recognised. Points are held as a ledger rather than a running total on the employee record, for the same reason leave balances are: a total nobody can explain is worse than no total.

Recognition is a module of its own, so it arrives switched off. Turn it on under Administration → Modules when you are ready for it — nothing appears in anybody's sidebar until you do.

20. Drivers and vehicles

For a company with drivers, the thing that matters is not the fleet list; it is the expiry date somebody has to chase. A driving licence is a compliance date exactly like a probation date, and so are vehicle insurance and fitness certificates.

The list at the top of the screen puts all three together, within sixty days, soonest first, colour coded — red for expired or within a month, amber for within two. Retired vehicles and inactive drivers drop out of it, so it stays a list of things that need doing rather than a list of everything.

21. Engage administration

Groups come in four kinds — announcements, general, kudos and events. Set post permission to admins only for the announcements channel so official notices are not buried, and leave the rest open to everyone. Birthday posts are generated automatically each morning from the dates of birth on employee records.

22. Email and templates

Nothing is sent inline. Every message is rendered at the moment it is queued — so editing a template later never rewrites mail already sent — then delivered by a background worker that retries on failure.

By default, mail goes out from the platform mailbox. Point it at your own SMTP server if you would rather mail arrive from your domain — credentials are encrypted, and a test message confirms the settings before you commit to them.

23. Your To Do inbox

One inbox for every approval in the product — leave, restricted-holiday requests, attendance corrections, letter requests. The sidebar badge shows the outstanding count. Approve or reject in place with an optional note; the Closed tab keeps a record of what you decided and when.

What lands in your inbox depends on your role. Managers see requests from their direct reports. HR sees letter requests and anything from people with no manager mapped.

24. When someone leaves

Leaving is a process, not a flag. Somebody works a notice period, hands things over, gets cleared by three or four different people, is paid what they are owed, and only then does their access stop. Each of those is a record here, because each of them is something people ask about afterwards.

24.1 The clearance checklist

Write the list once. Each item has an owner — free text, because "IT", "Facilities" and "Reporting manager" are not roles the product knows about — and a switch marking it blocking.

Each exit gets its own copy of the list, so editing the template next month never rewrites what somebody was already asked to clear — and deleting an item here leaves clearances already under way exactly as they were.

24.2 Recording an exit

Record the reason, the day they told you, their last working day, and the notice due against the notice actually served. They move to on notice straight away: still employed, still able to sign in, still on the payroll. Nothing stops until you complete the exit.

24.3 Clearance

Each item can be marked done, left outstanding, or set to not applicable — which does not block, and is the honest answer for a laptop that was never issued. Notes are visible to whoever picks the exit up next, which is usually not you.

24.4 The final settlement

A settlement is one person on one date, which is why it is not a payroll run. Folding it into a run would mean either running payroll off-cycle for one leaver or holding their money until month end.

Build works out the part the product actually knows:

Everything else — gratuity, a retention clawback, a goodwill payment, an asset never returned — is a line you add by hand, with a note saying how you worked it out.

Approve, then record the payment with its reference. Approval is refused while a blocking clearance item is outstanding, and the button is disabled until it is cleared.

24.5 Completing the exit

The last step disables their login, ends their sessions, and closes the record.

People who have left appear in Workforce analytics under people who left, with their tenure, which is where an attrition conversation starts.

25. Reference

25.1 Permissions at a glance

25.2 Employee import template

emp_code,first_name,last_name,email,department,designation,location,join_date,manager_email
NW1004,Rohit,Deshmukh,rohit.deshmukh@example.com,Engineering,Engineering Manager,Pune,2024-02-13,kavita.menon@example.com
NW1005,Ananya,Krishnan,ananya.krishnan@example.com,Engineering,Senior Software Engineer,Bengaluru HQ,2024-06-13,rohit.deshmukh@example.com
NW1006,Vikram,Singh,vikram.singh@example.com,Engineering,Software Engineer,Pune,2025-06-13,rohit.deshmukh@example.com

25.3 What runs automatically

25.4 Glossary

Accrual

Leave being earned over time rather than granted in full on 1 January.

Carry-forward

Unused leave moved into next year, up to a cap.

Grace period

Minutes after shift start within which an arrival still counts as on time.

Regularisation

A request to correct an attendance day, approved by the manager.

Leave policy

A named band of extra days per leave type, granted to people through an allocation.

Allocation

The act of granting a policy to a grade, a person or everyone for a period.

Comp off

A day earned back for working a holiday or a weekly off.

Encashment

Unused leave paid out instead of taken.

Movement

A dated change of placement — promotion, transfer or confirmation.

Claim line

One receipt on an expense claim. The claim total is always the sum of its lines.

Pipeline stage

Where a candidate has got to: applied, screening, interview, offer or hired.

Restricted holiday

An optional holiday the employee chooses, subject to approval.

Session

Half of a working day. Session 1 is the first half, session 2 the second.

Entitled vs enabled

A module must be included in your plan (entitled) and switched on by you (enabled) before anyone can use it.

1. Welcome

Your company runs its HR on XcodeFix HRMS. This is where you apply for leave, mark and check your attendance, find your payslips and policies, raise a request with IT or HR, and keep your own record up to date. It works in any modern browser, on a laptop or a phone.

This manual walks through every screen you will see. Anything your company has not switched on simply will not appear in your sidebar — so if a section here describes something you cannot find, it has not been enabled for your organisation.

Activating your account

1. You will receive an invitation email from your HR team.
2. Click the link. It is single-use and expires, so use it reasonably promptly — if it has lapsed, ask HR to resend it.
3. Set your own password. Nobody at your company, and nobody at XcodeFix, can see it.
4. You are signed in. That is it.

If you forget your password

Enter your work email and you will get a reset link. It works once and expires after a short while. For security, the screen gives the same confirmation whether or not the address is registered.

Changing your password

2. Finding your way around

The home screen, card by card

• Attendance · Swipe — a live clock, today's shift, hours worked so far, and the Sign In / Sign Out button.
• Leave snapshot — days available in each leave type, and a shortcut to apply.
• Upcoming holidays — the next few dates from your holiday calendar.
• Quick access — your latest payslip and the documents people open most.
• Proof of investments and Hiring · Referrals — pointers to where those are handled.

3. My Information

Your own record, in five tabs. Reach it from your name in the top right, or from the sidebar.

Personal

Keep your address, mobile number, personal email, blood group and emergency contact current — this is what your company uses if something goes wrong. Change what you need and save.

Accounts & Statutory

These are stored encrypted and are deliberately read-only. If something is wrong, raise a helpdesk ticket under HR & Policy or Payroll and HR will correct it — a wrong bank account or PAN is worth fixing before the next payroll run.

Family

Employment & Job

The Reports to name here is the person who will receive your leave applications and attendance corrections. If it is blank or wrong, tell HR.

Assets

4. Leave

4.1 Applying

1. Choose the leave type. The right-hand panel immediately updates with your balance for it, and the policy notes underneath tell you the rules — how it accrues, the maximum in one go, how much notice is expected, whether half days are allowed.
2. Set the from and to dates. Each end has a session: session 1 is the first half of the day, session 2 the second. For a full day leave session 1 on the start and session 2 on the end; for a half day, pick the half you are taking on both ends.
3. Check Applying to — that is your approver.
4. Add contact details so your team can reach you, and CC anyone else who should know.
5. Write a short reason. Your approver sees it, so make it useful.
6. Attach a file if the type requires one — a medical certificate, for example. PDF, DOC, XLS, PNG or JPG, up to 5 MB.
7. Submit request. Your approver is emailed and the days move to "awaiting approval" in your balance straight away.

4.2 Pending requests

4.3 History

To cancel leave that has already been approved, raise a cancellation from here. It goes back through your approver, and the days return to your balance once it is agreed.

4.4 Balances

4.5 Comp off — claiming a worked holiday back

Worked on a holiday or your weekly off? Claim the day back here. Once your approver agrees it is credited to your comp off balance and can be applied for like any other leave.

1. Pick the day you worked. The chips above the field are non-working days in the last 90 with hours recorded against them — one click fills the date in.
2. Tick I worked half the day if that is what happened; you get half a day back.
3. Say what you worked on. Your approver sees it, so make it worth reading.
4. Send claim. It goes to your manager.

4.6 Encashment — cashing leave in

Days you will not use can sometimes be paid out instead. Choose the type, say how many days, and send it for approval. Approved days come off your balance and go to payroll to be paid with your salary.

You cannot ask for more than you have, and your company may cap how many days a year may be cashed in — the screen tells you what is available and what you have already committed. What the days are worth is set by your company and is not shown here.

4.7 Leave calendar

Worth a look before you plan anything — it is much easier to get leave approved when you have not picked the same week as everyone else on your team.

4.8 Holiday calendar

Days marked restricted are optional holidays — you pick the ones you want rather than getting all of them. Applying for one works like a leave request and goes to your approver.

5. Attendance

5.1 Signing in and out

Use the Sign In button on the home screen when you start, and Sign Out when you finish. The card shows a running total of hours worked. You can sign in and out more than once in a day — a lunch break, an appointment — and every swipe is recorded.

5.2 Your attendance record

The four tiles across the top summarise the month: average hours, average actual hours (that is, less breaks), penalty days and on-time arrival percentage. The calendar marks each day:

5.3 Asking for a correction

If a day is wrong — you forgot to swipe, you were at a client site, the kiosk was down — choose Request a correction on that day. Enter the times that were actually right and explain why. It goes to your manager for approval.

6. Helpdesk

This is how you ask IT, HR, Payroll, Finance or Facilities for something and keep a record of it. Raising a ticket beats an email: it goes to whoever actually owns that queue, it does not get lost, and you can see exactly where it stands.

1. Choose Raise a ticket.
2. Pick the category — this decides who receives it.
3. Set the priority honestly. Marking everything high helps nobody.
4. Write a clear subject, then describe the problem: what you expected, what happened, and anything you already tried. Attach a screenshot if it helps.
5. CC anyone who should be kept in the loop, and submit.

Tickets move through Open, In progress, Resolved and Closed. If a resolution did not actually solve it, say so on the thread rather than opening a new ticket — the history is what makes it quick to fix.

7. Document Center

Requesting a letter

Use the Letters card on the Document Center. Choose the type — employment, experience, salary, address proof or visa — and add a note saying what it is needed for and who it should be addressed to. HR is notified; when the letter is issued it appears in your documents and you are emailed. The card also shows what you have already requested and its status.

8. Expenses

1. Start a claim with a short title — "Client visit, Pune" — and what it was for.
2. Add a line for each receipt: the date you spent it, the type, a description, the amount, and the receipt itself. Some types will not accept a line without one.
3. Check the total, then Submit. It goes to your approver.

Your approver may approve for less than you claimed, and will normally say why. Once finance pays it, the claim shows the payment reference.

9. Your timesheet

1. Pick the day, the project if there is one, the hours, and a short note about what you did.
2. Save draft as often as you like. Five spare lines appear each time, so you never run out.
3. Submit week when it is complete. It goes to your manager.

Time logged against a project marked billable counts towards billable hours; anything else — and anything with no project — is internal time. Both are real work; the distinction is for reporting, not judgement.

Once submitted, the week is locked. If your manager sends it back you will be told why, and a Reopen and correct button appears so you can fix it and submit again. Use Previous and Next to move between weeks, and the list on the right to jump to a recent one.

10. Your pay

A payslip appears here once your HR team has finalised that month's payroll. Until then it does not exist as far as you are concerned — a draft can still change, and you should never be shown a number that might move.

Opening one shows three things: what you earned, what was deducted, and what is left. Deductions marked Statutory are provident fund, professional tax and income tax — amounts your employer is required to withhold and pass on, not amounts they keep.

If a figure looks wrong, raise a helpdesk ticket rather than waiting for next month. Payroll that has been finalised is a record and is not edited quietly — a correction appears as its own line, which is what you want.

11. Tax declaration

Declaring reduces the tax withheld from your monthly pay. The sequence is: declare early in the year so less is withheld from each payslip, then upload the proofs when you have them.

1. Enter an amount against each section that applies to you. The help text under each field is written by your HR team.
2. Choose the regime if you are asked to. If you are unsure which applies to you, ask your HR team — this is a genuine choice with money attached, not a formality.
3. Save draft while you are still deciding, or Submit declaration when you are done.
4. Upload a proof against each line as you get it, from the Proofs panel underneath.

Your HR team reviews each proof and accepts, rejects, or leaves it pending. They may accept less than you declared if a certificate only covers part of the year — you will see the amount they accepted and the reason. They can never accept more than you claimed.

You can keep editing while the declaration is a draft. Once you submit it, only HR can change it. Earlier years stay available from the panel on the right.

11.1 Your tax statement

Once a month's payroll has been finalised it appears here: what you were paid, how much of it was taxable, what tax came out, and what went to provident fund and professional tax. The exemptions your HR team accepted are listed underneath, so you can see what actually reduced your tax as against what you declared.

Every row links to the payslip behind it. If a figure looks wrong, raise a helpdesk ticket with the month and the number — that is faster than waiting for the year end.

12. Goals and reviews

Goals are yours to set and update through the year. Keep them current — an appraisal written from goals nobody touched since January is a worse conversation than one written from goals that moved.

When a review cycle is launched you will get an appraisal to complete. You write your own assessment; your manager writes theirs; both are visible when you meet. Feedback from colleagues can be given at any time and is attached to you rather than to a cycle, so it is still there next year.

13. Your daily summary

If your team uses this, a question appears here each working day and your manager reads the answers together. A few lines is plenty — what you got done, and anything in your way.

This is not a timesheet. Nobody approves it and no hours are counted — it is a written update, and the panel on the right keeps what you wrote before, which is more useful than you would expect at review time.

14. Recognition

Points people give each other for good work, with a reason attached. Give them to colleagues from the Recognition screen; the reason is the part that lasts, so be specific — what they did and why it mattered, not "great work".

Everything you have received is listed on the same screen, oldest at the bottom, with who gave it and what for.

15. Helping us hire

Referring someone you know

Referrals go straight to the recruiting team. You can watch how far your referral gets — applied, screening, interview, offer, hired — but not their interview feedback, which stays with the hiring panel.

Interviews you are running

Give a rating out of five, a recommendation, and written feedback. Say what you asked, how they answered, and why you landed where you did — the panel is reading this to make a decision, not to file it.

16. Engage

Announcements from leadership are pinned to the top. You can react and comment on posts, and — in channels that allow it — post yourself. Use the Kudos channel to recognise a colleague; it is public and it lasts, which is rather the point. Birthdays appear automatically.

17. Notifications and search

18. Common questions

I did not get my invitation email.

Check spam. If it is not there, ask HR to resend it — invitations expire, and resending replaces the old link.

My leave balance looks wrong.

Open Leave → Leave Balances and click the type to see the full ledger of every accrual and deduction. Remember that pending requests are already held back. If the arithmetic still does not work, raise a Leave & Attendance ticket.

Who approves my leave?

The person shown under Applying to on the apply screen, which is your reporting manager. If it is blank, tell HR — they need to set your "Reports to".

I forgot to sign out yesterday.

Open that day in Attendance and choose Request a correction. Give the real times and a brief reason; your manager approves it.

I worked a public holiday. Do I get the day back?

If your company runs comp off, yes — claim it under Leave → Comp Off. Once approved the day is credited to your balance and you apply for it like any other leave.

Can I be paid for leave I will not use?

Only if your company allows it for that leave type. Check Leave → Encashment; if nothing is listed there, encashment is not switched on.

My leave request was refused because the dates are blocked.

Your company has blocked leave for that period — a release week or a year end, for example. The message names the reason. Pick different dates, or talk to your manager if it is unavoidable.

Can I cancel leave that was already approved?

Yes. Raise a cancellation from Leave → History. It goes back to your approver, and the days return to your balance once agreed.

My PAN or bank account is wrong and I cannot edit it.

That is deliberate — those fields are encrypted and HR-controlled. Raise a Payroll or HR ticket and it will be corrected.

Why can I not see Attendance / Documents / Engage?

Your company has not switched that module on. Nothing is broken.

Can I use this on my phone?

Yes. The portal adapts to a small screen — signing in and out, applying for leave and checking a payslip all work fine on a phone.

Can I edit an expense claim after sending it?

No. Withdraw it while it is still pending, or ask your approver to reject it, and start again.

Where has my referral got to?

Refer someone shows the stage each of your referrals has reached. Interview feedback is not shown to referrers.

Something is wrong and this manual does not cover it.

Raise a helpdesk ticket. Pick the category closest to the problem; it will be routed on if it belongs elsewhere.