HRMS Docs

1.Company Setup

Before the full capabilities of CorporateStack can be utilized, there is an organizational setup that is required. This set-up can only be done by administrative users. To know how to setup the organization, different branches within the organization, and various job titles within each branch visit the Setup Guide.

To view a video explaining the different functionalities of an HR admin, click here

2.Employees Profile

As an HR manager, managing employees is one of the most crucial responsibilities. As such, the HR module allows extended options to manage your employees.

To learn about the general employee management, visit the Employee Section Setup under the General Docs. This section will teach you how to use the Employee Desk. It will guide you on how create and import employees. Additionally, you can also read on how to reset employee passwords if required.

Only if you have purchased the HR module in your package will the following tabs be available to you. These details are used for various HR related activities for an employee. This form can be found on the Employee Creation page as mentioned above. The tabs mentioned below are specifically for the HR module only.

2.1.Insurance Details

The Insurance tab can be used to enter information about the employee’s health insurance. Both health insurance and life insurance details can be entered here.

Similarly, Life insurance details can also be entered on the second tab. 

2.2.Salary Details

The Salary & Bank tab is used to set the salary and other information required for the payroll calculation module.

Here, various details about the employee’s bank details can be entered. The salary cost center specifies what department the employee’s salary should be counted in. Payroll Type allows you to specify if the employee salary is to be calculated with overtime or not. 

Monthly salary allows you to enter the basic salary details for the employee. Here you can enter various salary additions in addition to the basic salary. The Hide until next payroll option allows you to defer the employees salary until the next time the payroll is processed. 

Payroll File allows you to make various additions or deductions from the employees base salary. Bonuses, loans and other items can be added here. To add a new item, select the category of payroll item to be added. Then enter an amount, and a description for that item. Payments can also be processed in installments. If installments are not required, enter 1 here. Finally click on add to update the payroll file. 

 

 

2.3.Documents

The Documents tab is used to set the expiry dates of all the legal documents related to the employee such as their passports and ID cards. This information will be used to notify the person in charge when a document is about to expire. This section also has its own widget on the home page

As always, remember to save the information entered for the employee before closing the tab!

3.Expiries & Renewals

CorporateStack HR Module offers powerful features for managing important documents, both company and employee documents. With the help of these features, you will never miss document renewals again as the system reminds you whenever a document is about to expire.

CorporateStack will always let you know whenever a document is about to expire. This is done in 3 different ways for your convenience.

Firstly, widgets can be added to the homepage which show you expired documents at a glance. As can be seen below, the Company Document Expiry widget shows expired company documents. On the other hand, the Employee Document Expiry shows expired employee documents. To read more about widgets such as how to add widgets to the homepage, visit the Widgets section.

Secondly, CorporateStack will also send you notifications for expired documents. These can be seen in the notification center. To read more about the Notification Center, refer to the Notification Center section.

Thirdly, CorporateStack also sends automated emails to the appropriate employees when a document is close to expiry.

To access the Document Expiry Page, navigate to the HR module from the Main Navigation. Here, hover over document expiry, and choose either company or employee documents based on your requirement.

3.1.Company Documents

Company Documents are important documents related to the company. These can include items such as the trade license, property deeds and other contracts. 

This page provides an overview of the company documents stored within the system. As can be seen, expired documents are flagged with red text. 

Documents can be filtered by different attributes from the filter box at the top of the page. Documents can also be exported by clicking on the export button on the bottom left of the filter box. If you want to export specific documents, first select the filters you require, apply the filter by click on search, and then click export.

New company documents can also be added from this page by clicking on the add document button on the top right corner. 

Here, enter the details that are required related to the document. Then attach the document itself. Remember to save before closing the tab. Adding a document will also automatically add reminders when the document will be expired.

3.2.Employee Documents

Employee Documents are important documents related to the employee. These can include items such as their passport, National ID and other identities. As discussed in the Employee Creation section, documents for an employee can be stored there.

The Employee Document page does not allow adding new documents. It provides an overview of documents that will expire in the time period selected. 

Documents can be filtered by different attributes from the filter box at the top of the page. Documents can also be exported by clicking on the export button on the bottom left of the filter box. If you want to export specific documents, first select the filters you require, apply the filter by click on search, and then click export.

Multipurpose notes can be added for any document in the document store. These notes may be useful in indicating that the renewal process is ongoing. Documents can be updated for an employee directly from this page. This can be done by clicking the edit button next to the document you wish to update. This takes you to a new page where the details can be changed. 

4.Leave Management

One of the most essential and popular features of CorporateStack HRMS is the Leave Management module. CorporateStack automates leaves and makes it extremely easy for employees to apply for leaves.

4.1.Leave Requests

To view a video explaining leave requests in detail, click here.

To apply for a leave request, click on the profile picture on the top right corner of the main navigation. Then, click on the requests button. This opens a list of requests that the employee is allowed to make. Here, click on the leave request to navigate to the leave request desk.

On this page, employees can  see a summary of previous leave requests made. Requests can be filtered from the filter box. Leaves can be filtered according to the date, who the leave was for, or even the leave type.

 

On this page, users can create a new request by clicking the New Request button on the right corner of the screen. Clicking this button brings up a new page, where the request details can be filled in.

As can be seen above, when the required details are filled in, the system automatically calculate a leave summary for the employee. Based on the leave management settings and the previous number of leave days taken for this type of leave, the system will calculate how many leave days the employee is still eligible for.

Several types of leaves are available to choose from:

  • Annual
  • Unpaid
  • Sick
  • Maternity
  • Paternity
  • Marriage
  • Compassionate
  • Study
  • Hajj
  • Comp-Off

Please note that the number of days for each leave type can be adjusted in the HRMS settings.

If required, employees can also make a leave request for other employees. This is typically helpful in the case of non-users. To do this, select the Another Employee option at the top right corner of the pop-out window. Here, an employee to make the leave request for can be selected. As before, the system automatically calculates and provides summaries for the leave history of the employee selected.

4.2.Leave Balances

Employees can view a summarized view of their leave requests by clicking the blue Leave Summary button on the top right corner of the Leave Desk. This opens a pop-out window that shows users how many days they have remaining for each leave type. The leave type can be filtered from the top right corner of the window.

Managers can also view a summarized view of the entire organizations leave requests. The filter box allows you to select specific subsets of employees based on the filters used. For each employee, you can see the various fields dependent for leave calculation. 

4.3.Return to Work

Whenever an employee is on leave, the employee home page gets updated with a new widget (bottom right). 

This widget shows that the employee is currently on leave. If the employee has ended their leave early, they can click on the I’m Back button to end their leave and return to work. 

4.4.Manage Leaves

Typically, before a leave request is approved, it has to go through an approval process. This approval process is based on the workflow for leave requests set in the workflow settings.

Here, a summarized view of the leave requests is show here. You can filter various leave by the stages they are in by clicking on the stage name.

  • Pending: Leave has yet to be approved (Default)
  • Open: Employee is on leave currently
  • I’m Back: Employee has ended leave early and returned to work
  • Closed: Leave request is closed.
  • Declined: Declined leave requests

The filter box also allows you to filter requests by other criteria such as date, leave type, etc. Individual leave requests can also be edited or deleted by clicking on the gear icon next to the request. Here, you can edit the details of the request.

5.Payroll

Payroll is the process of paying a company’s employees, which can include the tracking of hours worked, the calculation of employee’s pay, and the distribution of payments via direct deposit directly to their account or by check.

CorporateStack automatically manages and calculates payroll for you based on information inputted into the system.

To start managing your payroll, click on payroll found in the Main Navigation. 

5.1.Managing Payroll

The Payroll Desk allows you to view payrolls for different months based on your selection. To view the payroll for any month, choose a year and month in the filter box, and click on search. Additional filters can also be selected if the entire payroll is not wished to be viewed. If the payroll for that month has not been processed, you will not be able to view the payroll. 

As can be seen above, the payroll for the month of December 2020 is currently being viewed. The filter box provides a gross and net sum of the salaries to be paid for this month. 

The more filters button allows you to select additional filters such as filtering by manual entries only, viewing deductions, or viewing incentives. 

The Post Month button allows you to save the currently selected payroll. Once posted, the payroll cannot be changed. It will be sent to the Finance department. 

Payroll reports can also be generated by using the payroll reports button on the left end of the filter box. To know more about payroll reports, read the Payroll Reports section. 

Statistics about the Payroll can also be viewed. To do this click on the Stats button on the left end of the filter box. To know more about payroll statistics, read the Payroll Dashboard section. 

The Payroll Desk allows you to view a summarized view of all the salaries, overtime, additions, and deductions that make up the net of an employees salary. 

If the payroll details for any employee is wrong, you can delete the payroll entry for that employee by clicking the X button next to the entry.

5.1.1.Bulk Processing

Payrolls can be bulk processed for easier, and faster processing. To bulk process a payroll, navigate to the Payroll Desk. Then, click on Bulk Process on the top right corner of the page. 

Here, select the month, branch, department, and employees for which you want to process the payroll for. If branch, department, and employees and not selected, it automatically calculates the payroll for all of the branches, departments and employees. 

Once processed, the payroll can be viewed in the Payroll Desk by selecting that month. 

5.1.2.Single Processing

If there are additions or deductions with the payroll specifically for this month, you can choose to manually process the payroll for an employee. To do this, navigate to the Payroll Desk, and then click on Single Payroll Entry on the top right corner. 

Firstly, select a month and an employee to process the payroll for. 

  • Exclude Days: Allows you to select a range of days the employee should not be paid for. Alternatively you can select the days manually by checking the box next to each day on the right side. 
  • Attendance: Displays a summarized view of the days the employee has taken leave. This view is automatically calculated from approved leave requests. It can also be modified directly here. 
  • Additions/Deductions: Allows adding or deducting pay from an employee. These additions can be due to various things. For regular deductions/additions, we recommend setting up a regular change in the employee profile. 

Before the changes are visible in the Calculation box, the Calculate button needs to be pressed. This will re-calculate the changes in the salary, and provide a summarized view of the changes. 

Once all of the changes have been finalized, click on save record to enter it into the payroll.

5.2.Payroll Reports

Payroll Reports allows users to view and save an Excel, PDF or Word version of the payroll. To create a payroll report, navigate to the Payroll Desk. Before a payroll report can be generated, the month needs to be selected. If you wish for a more filtered version of the report (for example, for a single department), select the appropriate filter to apply. Then, on the bottom left corner of the filter box, you can find payroll reports. Click on the report you wish to generate.

5.2.1.Full Payroll Report

The Full Payroll report provides an extremely detailed view of the selected payroll.

The Full Payroll Report includes the following sections:

  • Employee Details
  • WPS Details
  • Salary & Allowances
  • Attendance
  • Attendance Deductions
  • Overtime
  • Gross Pay
  • Advance Annual Leave Salary
  • Leave Encashment
  • Additions
  • Deductions
  • Net Pay

The Full Report can be exported to various formats by clicking on the save button at the top of the report.

A simplified version of the full report can also be generated by clicking Summary Report.

5.2.2.Payslips

Payslips are a note given to an employee when they have been paid, detailing the amount of pay given, and the tax and insurance deducted.

Payslips can automatically be generated for each employee by clicking on the Payslips button below Payroll Reports.

A simplified version of the payslips can also be generated by clicking Payslips (simplified).

5.2.3.WPS Reports

WPS Reports can be generated automatically by selecting WPS report from the payroll reports button. WPS Reports have an extremely specific format because of which it can be difficult to use this system. CorporateStack automates and makes this much easier. 

6.Policy Management System

Policies are the framework and constraints within which everyone can strive for individual and collective success. For most small companies, policies are understood to be useless and based on “spoken understanding”. However, once the organization starts to grow, this approach can no longer be used. Putting company policies down in writing makes them official. Employees know what the company takes seriously and how they can keep up-to-date with their rights and responsibilities. People work better when they know where they stand.

CorporateStack integrates a policy management system within the HR module. It allows HR managers to publish company policies, and employees to be notified and acknowledge policies.

6.1.Managing Policies

To start managing your policies, click on the Policies button in the main navigation. 

Here, policies can be edited, deleted, and added. Policies can also be filtered by the various options given in the filter box. 

To edit or delete an existing policy, you must have the appropriate permissions. Then, click on the admin view checkbox in the filter box. Finally, a settings icon next to each policy will allow you to edit or delete the policy. When in admin view, you can also see how many employees have acknowledged the policy. 

6.2.Adding Policies

To add a new policy, first navigate to the policies page by clicking on policies in the main navigation. Next, click on Add Policy on the top right corner of the page. 

Here, enter the appropriate details for the policy. Effective Date signifies the date from which the policy will be implemented. Acknowledgement Date signifies the date before which policies must be acknowledged. You can also set an approximate reading time for the policy. The policy document can also be uploaded here. We recommend uploading the document as a PDF. Any additional appendix files can also be uploaded here. 

6.3.Policy Settings

To modify the settings for your policies, navigate to System Setup by clicking on the settings icon in the main navigation. Next, select HR, and under that select Policy. 

  • Policy Categories: Depending on the size of the company, and the complexity of the policies, it may be a good idea to group policies into different categories. Generally, we always recommend grouping policies into different categories. To add a new category, simply type the name of the category into the category bar and hit enter. 
  • Acknowledgement Template: An acknowledgement template can be written here. This template shows up for each employee when they need to acknowledge a new policy. 
  • Publish Policies: This option enables policies to be published immediately. Uncheck this option if your policies are still being developed. 

 

6.4.Policy Workflow

Once a policy has been created and published, employees must acknowledge this policy. 

Acknowledging a policy is very simple. CorporateStack sends notifications to all employees whenever a new policy is published. Clicking on the policy notification will take you to the policies page. Alternatively, you can navigate there directly by clicking on policies from the main navigation. 

Here, you can see a list of policies pending acknowledgement. To acknowledge a pending policy, clicking on the Pending Acknowledgement button to the right of the policy. 

Here, the employee can see the acknowledgement template that was provided in the HR Policy Settings. The employee can also view the policy by clicking on the view policy button. Once the policy has been read, the employee can check the “I have read this policy” button. Finally, once this box has been checked, the employee can submit the acknowledgement. 

7.Administrator Desk

This section explains how the CorporateStack HRMS module settings can be configured and tweaked to meet the requirements of your organization.Only admin users will be authorized to carry out the steps explained in this section.

7.1.HRMS Settings

This section explains how to customize the HR module as per your requirement. Please note that to carry out the following steps, you need to be logged in using an administrator account.

To get started, hover over the gear icon in the Main Navigation and click on “System Setup” as shown below.

Then navigate to the HR tab for HR module settings.

 

7.1.1.Leave Management Settings

The CorporateStack leave management feature which is part of the HR module does all the work for you and keeps track of all three leave types if you feed it the correct information, and this will provide you with effortless and flawless leave management. Here, you can change the settings for the leave management module. 

Calculation Starting Year/Month: Specify the starting year/month for leave calculation. These fields refer to the date at which CorporateStack was first used. If employees have taken leaves in the current year prior to this date, this needs to be updated for each employee in the employee settings. This needs to be done only once when CorporateStack is first used.

Leave Calculation Method: Specify if leaves are to be calculated by Service Date, or by Calendar Date. Service date calculates leave from when the employee started working to the same day each year. Calendar date calculates it for an employee for the calendar year (Jan 1st to Dec 31st).

Sick Days: Specify the number of paid sick days employees are eligible for. As per UAE Labor Code, employees are entitled to 15 sick days that are 100% paid, and are allowed an additional 30 sick days that are 50% paid. An additional 25% paid days field is included if required.

Maternity Days: Specify the number of maternity leave days an employee is eligible for. Also specify the minimum number of days an employee has to work for before a maternity leave can be taken.

Additional leave settings are present on the right of the page. Choose whether unpaid leaves should be allowed or rejected based on whether the employee has an annual leave balance. Moreover, there is the option to either permit HR to bypass the workflow that is set for the company.

7.1.2.Payroll Settings

CorporateStack Payroll management allows you to manage your payroll exactly how you want. This section will explain the different settings that can be customized/tweaked for the Payroll module. 

Payroll Cut-off Day: The date of each month that the payroll will start counting. Default value is 1. This means the payroll will start counting on the first of each month (common for most companies).

Payroll Month Offset: Offset the payroll by number of months. Default value is zero.

Overtime: Specify how much employees should get paid for working overtime. Values are multiplied into the employees salary. A value of 1.5 means 1.5 times the employees salary. You can specify different values for overtime on Work Days and overtime on Holidays.

Payroll Calculation: Here, you can select if you would like the payroll to be calculated according to the days of month (either 30 or 31 days, depending on the month), or just an absolute value of 30 days.

Link to Leaves: Allows the ability to link the payroll to the leave management module. Enabled by default. Disable if using a different leave management software.

Advance Leave Salary: Allows the ability for employees to get an advance on their leave salary. Disabled by default.

Payroll Additions: Allows the ability to add external expenses to an employees payroll. Items here can be categorized as business lunches, or commissions for example.

Payroll Deductions: Allows the ability to subtract external expenses from an employees payroll. Items here can be categorized as loans taken from the company.

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