Adding an employee
Employees
Employees, under HR & Payroll, is your staff file — separate from Users, which is about logging in. Somebody can be an employee without ever having a login.
Add Employee takes a Photo, a Name, Phone, Email, Address, a Position, a Wage Type and a Hire Date.
The page totals Total Employees, Active, Terminated and Monthly Salaries at the top.
Wage types
Employees
Wage Type is Monthly Salary, Daily Wages or Hourly Wages.
Monthly staff get a Monthly Salary figure. Daily staff get a Rate Per Day and hourly staff a Rate Per Hour.
Daily and hourly staff clock in and out, and their earnings build up in their ledger from the hours they actually worked.
Clocking in and out
Employees
Clock In and Clock Out sit on each daily or hourly employee in the list, and on their ledger under the Work Log tab.
The ledger shows Days Worked, Hours Worked and Earned (All Time), and whether the person is currently on shift.
A missed shift can be added afterwards with Add a past shift manually — an in time, an out time and a date.
A week for an hourly kitchen porter
- Wage Type: Hourly Wages, Rate Per Hour 250.
- He is clocked in at 4 PM each day and clocked out at 11 PM — seven hours.
- One evening the tablet was busy and nobody clocked him out, so the shift is added afterwards with Add a past shift manually.
- After six days his ledger reads Days Worked 6, Hours Worked 42 and Earned (All Time) 10,500.
The employee ledger
Employees → Ledger
Ledger on an employee opens their whole record, with tabs for Payments, Attendance and Work Log.
The top shows their salary or rate, the Total Paid (All Time) and what is Remaining.
Export / Print produces it as a document, which needs the Export / Print PDF button permission.
Paying salary and advances
Employees → Ledger
Two buttons: Pay Salary and Give Advance, each needing its own button permission — Pay Salary and Pay Advance.
The salary window shows a Breakdown: the Advance Paid, the Salary Already Paid and the Remaining to Pay, and pre-fills the amount with the remaining salary after advances.
Deduct for absences reduces the payable salary based on absent days. Auto works it out from the attendance record; Manual lets you type the Deduction Amount yourself. The Net Payable updates as you change it.
Choose the Payment Method — Cash, Bank or Card — add a note and save.
A month with an advance and two absences
- Monthly Salary: 45,000.
- Advance Paid during the month: 10,000.
- Deduct for absences on Auto finds 2 absent days and deducts 3,000.
- Net Payable: 32,000.
- Paying it records a salary transaction of 32,000 and takes the money out of the account you chose.
Terminating and reactivating
Employees
Terminate marks somebody inactive. It asks for a Reason, a Termination Date and any Notes, and the reason is required.
Their ledger stays exactly as it was, with a banner showing the reason, the date and who did it.
Reactivate Employee brings them back. Both need the Terminate / Reactivate button permission.
Terminating an employee does not disable their login. If they had one, untick Active Account on their user as well.
Marking attendance
Attendance
Attendance opens on today with every active employee listed. Counters across the top show Employees, Marked, Pending, Present, Absent, Leave / Half and Holiday.
Tap a status next to an employee to mark them. When everybody is done the screen says All done! and confirms every employee has been marked for that date.
Change the date at the top to mark or correct a past day.
Clear / undo removes a mark if you tapped the wrong one.
A morning at the door
- Eight employees are listed, all under Pending.
- Six walk in on time and are tapped Present as they arrive.
- One rang ahead about a family matter and is tapped Leave.
- One never appeared and is tapped Absent at the end of the shift.
- The counters now read Marked 8, Pending 0, and the screen says All done!
Marking several people at once
Attendance
Tick the box beside each employee — or use Select all employees — and an Apply to selected bar appears. Choose a status and it is applied to everyone ticked.
Mark All Present does the whole list in one tap and needs the Mark All Present button permission.
Arrival times
Attendance
How the arrival time is recorded depends on Settings → Modules → Attendance Arrival Time.
On the default, tapping Present stamps that exact moment, and marking a past date records no time.
On the other setting, tapping Present or Half Day opens a clock and the time you set is what is recorded. A recorded time can be changed afterwards with Change arrival time.
Holidays
Attendance → Mark Holiday
Mark Holiday marks a date as a holiday for all employees or just the ones you have selected, and you can type a custom holiday name.
A holiday is not an absence, so it never counts against anybody in the attendance percentage or in a salary deduction.
This chapter describes the software as it is today. Every account gets the same guide inside the product, searchable and printable.