HRM-System/docs/end_user_manual.md

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.

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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.

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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.