Getting Started
Available on: Desktop · Web · Phone
This page is the one-time setup, in order. In the roster and the organisation, each screen picks from the ones before it, so set them up top to bottom. Every step has its own page with the full details.
Before you start
Your company must have the roster update that comes with this release.
A user who is not an administrator needs rights to these menus in User Access, with modify rights to save.
Set up the payroll year that covers today. It decides how far ahead a roster is generated.
Part 1 — The shift roster
Step 1: Week-off patterns
Payroll Setups\Setup Week-off Patterns — create the rules for which days are off, for example SUNDAY OFF or SUNDAY + 2ND & 4TH SATURDAY.
Step 2: Shifts
Payroll Setups\Setup Payroll Shifts — for each shift, check its Shift Time In and Shift Time Out, and choose its usual Week-off Pattern. A shift left on (NONE) gives its employees no week-offs. Tick Inactive for a shift no longer used.
Step 3: Shift rotations — only if employees rotate
Payroll Setups\Setup Shift Rotations — if some employees move between shifts in a fixed cycle, create the rotation: its steps in order, each a shift, a week-off pattern and a number of days. Skip this step if everyone stays on one shift.
Step 4: Allocate and generate
Payroll Entry\Allocate Roster — pick the employees and give each a roster line: the shift or rotation they follow, from which date. Press Save and confirm. The screen then asks whether to generate the roster for the employees you changed, from today to the end of the payroll year. Answer Yes again.
From then on, each employee's week-offs come from their roster: generating writes them into the employee's own holiday list, which attendance and payroll already read. Attendance also takes each day's shift from the roster — in the attendance registers, attendance import and the attendance app. Employees you do not give a roster carry on as before, with the branch's holidays and weekly-offs.
Example — A shop has 20 staff on one shift, 9:30 am to 6:30 pm, with every Sunday off.
In Setup Week-off Patterns, Priya creates a pattern SUNDAY OFF of type Fixed weekly, with one off-day: Sunday.
In Setup Payroll Shifts, she sets the Week-off Pattern of GENERAL SHIFT to SUNDAY OFF.
In Allocate Roster, she presses Select Employees and picks all 20. She ticks Select for all of them, fills in the assign bar — Date From today, Type SHIFT, Shift / Rotation GENERAL SHIFT, Week-off Pattern (SHIFT'S OWN) — and presses Add to Ticked Employees.
She presses Save and answers Yes. The screen asks whether to generate the roster for the 20 employees; she answers Yes again. The summary reads Employees: 20 done, 0 failed.
Afterwards
Payroll Entry\Roster Calendar changes days by hand — one day or a block — such as a swapped shift or a moved week-off. Payroll Entry\Generate Roster rebuilds rosters for many employees at once, for example after changing a pattern or at the start of a new payroll year.
Part 2 — The organisation (who approves)
Needed when employees use the attendance app, so their requests reach the right manager.
Payroll Setups\Setup Designations — the designations, each with a level (1 = most senior). Add From Employee Designations brings in the ones already typed on employee records.
Payroll Setups\Setup Org Units — the organisation tree: company, region or zone, branch, department, team or section. A unit can have a head.
Payroll Setups\Assign Employees to Org — place each employee in a unit with a designation. The Manager column shows who each employee will report to.
Example — Anil heads the Sales department. Neha is placed in Sales with no Reporting Authority of her own, so her manager is Anil. If Sales had no head, her manager would be the head of the unit above it. Anil, if he is placed in Sales himself, reports to the head of the unit above Sales: Sales is skipped because he heads it.
Part 3 — The attendance app (HR's side)
Set up the branches first: until a branch has a site, the users' punch-away-from-site setting has nothing to check against.
Payroll Setups\Setup Attendance App Branches — each branch's punch sites (a position and a radius), its time zone, and whether to mark staff absent automatically when they do not punch.
Payroll Setups\Setup Attendance App Users — who may use the app, the mobile they log in with, what happens when they punch away from a site, and who acts as HR.
Payroll Setups\Setup Attendance Approval Rules — optional. Until you add rules, every leave and missed-punch request goes to the employee's manager, then HR. An employee with no manager found goes straight to HR.
Then, every day: Payroll Entry\Attendance App HR Review lists what the app leaves for HR to decide.
Checking what changed
User Access\Change Log Viewer shows every change made on these screens: who, when, from which computer, and each value before and after.