# End-User Manual: Core HRM & Payroll Workflow
> A detailed, step-by-step guide for employees and managers on navigating the system, managing attendance, leaves, and processing payroll.

---

## Part 1: For Employees

### 1. Clocking In and Out (Daily Attendance)
Your daily attendance is tracked through the system to ensure your payroll is calculated accurately based on your hours worked.

**Step-by-Step Instructions:**
1. Log in to the HRM portal using your credentials.
2. Upon logging in, you will land on the **Dashboard**.
3. In the main dashboard view, locate the **Attendance Widget**.
4. **To Clock In:** Click the **"Clock In"** button when you begin your shift. A success message will confirm your time is logged.
5. **To Clock Out:** At the end of your workday, return to the dashboard and click the **"Clock Out"** button.

> [!IMPORTANT]
> - **Leave Conflict:** You cannot click "Clock In" if you have an approved leave scheduled for today.
> - **Timing:** Ensure you click Clock In/Out according to your assigned shift schedule to avoid being marked as "Late" or "Early Departure".

### 2. Applying for Leave
When you need to take time off, you must submit a formal leave application through the system.

**Step-by-Step Instructions:**
1. From the left sidebar navigation menu, click on **"Leave Applications"**.
2. Click the **"Create"** or **"Apply Leave"** button (usually located in the top right corner).
3. A form will appear. Fill in the following details:
   - **Leave Type:** Click the dropdown and select the type of leave (e.g., Sick Leave, Vacation Leave). The system will display your remaining balance for that type.
   - **Start Date & End Date:** Click the calendar icon to select your dates.
   - **Reason:** Type a brief explanation for your leave.
   - **Attachment (Optional):** If required (like a medical certificate for sick leave), click "Choose File" to upload your document.
4. Click the **"Save"** or **"Submit"** button.
5. Your application will now appear in your list with a status of **Pending**. It will be sent to your manager for approval.

---

## Part 2: For Managers / HR Administrators

### 1. Adding a New Employee
Before attendance or payroll can be managed, you must properly onboard employees into the system.

**Step-by-Step Instructions:**
1. From the left sidebar, navigate to the **"HR Management"** section and click on **"Employees"**.
2. Click the **"Create Employee"** button at the top right.
3. Fill out the comprehensive employee form:
   - **Personal Details:** Enter Name, Email, Password, Phone, DOB, and Gender.
   - **Employment Details:** Select their Branch, Department, and Designation. Ensure you select the correct **Employment Type** and set their status to **Active**.
   - **Payroll Setup:** In the Salary field, enter their **Base Salary**. Select their designated **Shift** and **Attendance Policy** from the dropdowns.
   - **Documents:** Scroll to the document section and upload any mandatory files (e.g., ID, Contract).
4. Click **"Save"**. The employee can now log in and track attendance.

### 2. Creating and Assigning Shifts
Shifts dictate the working hours and rest days for your staff.

**Step-by-Step Instructions:**
1. In the sidebar, go to **"HR Management"** and click **"Shifts"**.
2. **To Create a Shift:** Click **"Create Shift"**. Define the Name, Start Time, End Time, and Grace Period. Click **"Save"**.
3. **To Assign a Shift:** Click on the **"Shift Calendar"** tab.
4. Select the specific employee from the grid.
5. Click **"Assign Shift"**.
6. In the pop-up, choose the **Employee**, select the **Date Range** (Start and End Date), and choose the specific **Shift**. 
7. If you are scheduling their day off, check the **"Is Rest Day"** box.
8. Click **"Save"**. Empty attendance records will be generated in the background for these dates.

### 3. Reviewing & Approving Leave Applications
As a manager, you must review employee leave requests to keep attendance and payroll accurate.

**Step-by-Step Instructions:**
1. In the sidebar, click on **"Leave Applications"**.
2. You will see a list of applications. Look for those with a **Pending** status.
3. Click the **"Edit"** or **"View"** icon next to the pending application.
4. Review the details, including the dates, reason, and the employee's remaining leave balance.
5. Under the Status section, click the dropdown and select **"Approved"** or **"Rejected"**.
6. Type any notes in the **"Manager Comments"** box.
7. Click **"Update"**.

> [!NOTE]
> **What Happens Next?** When you click "Approved," the system automatically creates an `on_leave` record in the employee's attendance log for those specific dates. You do not need to manually adjust their attendance.

### 4. Monitoring and Editing Attendance
Sometimes employees forget to clock in or out. You must correct these logs before running payroll.

**Step-by-Step Instructions:**
1. In the sidebar, click on **"Attendance Records"**.
2. You will see a list of daily logs. Use the filters at the top to search for a specific employee or date.
3. To fix a missing clock-in/out, click the **"Edit"** icon next to the record.
4. Manually type or select the correct **Clock In** and **Clock Out** times.
5. Ensure the **Status** dropdown is set correctly (e.g., `Present`, `Half Day`).
6. Click **"Save"**. The system will recalculate their total hours and overtime automatically.

### 5. Running the Payroll (Cut-off)
Once the pay period ends and attendance is verified, you generate the payroll.

**Step-by-Step Instructions:**
1. In the sidebar, click on **"Payroll Runs"**.
2. Click the **"Create Payroll Run"** button.
3. Fill in the details:
   - **Title:** e.g., "First Half April 2026".
   - **Pay Period Start & End:** Select the exact cut-off dates (e.g., April 1 to April 15).
   - **Pay Date:** Select the date the payout will occur.
4. Click **"Save"**. This creates a "Draft" payroll run.
5. Find your newly created draft in the list and click the **"Process"** button (often an icon like a gear or play button).
6. Wait for the system to load. The Payroll Engine will read all attendance records, calculate paid/unpaid leaves, DOLE deductions, and overtime, and generate entries for every employee.

### 6. Statutory Adjustments & Generating Payslips
Review the calculated numbers and finalize the run.

**Step-by-Step Instructions:**
1. Click the **"View"** icon on your processed Payroll Run to see the list of all employee payroll entries.
2. **Manual Adjustments:** If you need to add a bonus or adjust a deduction:
   - Click the **"Edit"** icon next to the employee's name.
   - You can modify the values in fields like `Component Earnings` (for bonuses), `Overtime Amount`, or `Total Deductions`.
   - Click **"Update"**. The system instantly recalculates their Gross and Net Pay.
3. Once you have verified that all employees have the correct Net Pay, click the **"Complete Payroll"** or update the status to **"Completed"**.
4. The payroll is now locked. Employees will be able to view their finalized payslips, and you can export the data for banking.