User Guidelines

Features Available:

1. User Management

This section is used for creating, updating, plus managing employee profiles as well as for managing user roles provided to each employees. 

For every employees, a user account can be created. The user account can have 3 total type – HR, Supervisor, Employee. All user type will login from the same login page but once logged in, their menu, visibility, and features are a bit different. 

Go to menu >> USER MANAGEMENT >> EMPLOYEE

On the top left of the EMPLOYEE page, you will see a button for adding employee. Once you click on ADD EMPLOYEE, a 5 step form will pop out. For the sake of ease, we have not made a lot of field mandatory. BUT you must input these fields for the employee data to populate properly:

  • Name  
  • Email
  • Phone 
  • Address
  • Joining Date

Although joining date is not mandatory, you must insert Joining date to get accurate data on attendance and leave. We also encourage uploading documents like Citizenship, Pan No. and so on.

 

All the data can be edited at this moment. Although if there is any specific need to restrict editing, we can do so as per request.

ChesCo. HRIS system allows every employee to have one user account that they can use to login and perform various activities. This user account can be created by Admin User OR HR user in this system. 

To create user role for new user, go to USER MANAGEMENT >> ADD USER ROLE. You will find a fillable form. As soon as an employee is selected, the username field is auto populated with the email of the employee. This username can be edited to keep new username as desired OR it can be left to the employee email which is the default option. If the user role type is a “Supervisor“, then there is option to select the employees whom this supervisor role is supposed to supervise. Selecting the employees to be supervised allows the supervisor to see work reports, attendance related approvals, and so on for these selected employees. Remember, the supervisor can only receive & approve requests of the employees that they supervise.

This user role can be changed by Admin User OR HR user in this system. 

  • To change user role for any user, go to USER MANAGEMENT >> USER ROLE. You will find a search icon and a table containing user data and their roles.
  • Search for the employee whose user role needs to be changed and under actions you’ll see the edit icon and on clicking it, you’ll be directed towards ‘edit user role’ page.
  • Username field is auto populated with the email of the employee. This username can be edited to keep new username as desired OR it can be left to the employee email which is the default option.
  • Role field is there to change the role of selected employee.
  • If the user role type is “HR” or  “Supervisor“, then there is option to select the employees whom this role is supposed to approve their reports. Selecting the employees to be approved allows the ‘HR‘ or ‘Supervisor‘ to see work reports, attendance related approvals, and so on for these selected employees. Remember, the ‘HR‘ and ‘Supervisor’ can only receive & approve requests of the employees that they select.

Only Admin and HR can assign new password if any of the user forgets their login password.

  • To assign new password go to USER MANAGEMENT >> USER ROLE and search the employee who have forgotten their password.
  • In the search result you’ll see various icons under actions and on clicking last icon (3 dots icon) a popup to change password will appear.
  • A popup containing three fields will appear.
    • In first field you’ll have to verify yourself i.e. you have to enter your password.
    • In the second field you’ll have to set the new password for that user.
    • In third field You’ll have to confirm the password entered in second field.
  • Click Save then the new password will be assigned and users can login from that password.

Incase of admin forgetting their  password, contact the system provider.

To deactivate or to remove access of employee it can be done in two ways:

  1. If the employee is recently created and hasn’t been assigned password then under ‘User management’ click on ‘Employees’ and search for the employee you want to delete or deactivate. Under this actions you’ll see icons to deactivate and delete the user. the second last icon is for deactivating and last one is for deleting.
  2. If the Employee is existing one and uses HRIS system then that user can be deactivated or deleted by following point no 1 as well as by clicking ‘User Role‘ under ‘User Management‘ and after searching the employee, under actions icons are present to deactivate and to delete the employee.

To edit employee details go to User Management >> Employees and search for the user that you want to edit the details. Under ‘Actions’ you’ll see an icon to edit. Click on that icon and you can edit the employee details.

To view details of employee, click on ‘Employee‘ under ‘USER MANAGEMENT‘ and search for the employee you want to view details. Under actions you’ll see a view icon and on clicking it all employee profile details can be seen.

2. Leave Management

This section is used for effective management of employee leaves, ensuring tracking, approval, setting up leave, updating holidays and reporting processes within organization system.

This option is available only to Admin & HR. We allow flexible setup so that the system can be adjusted easily to change. There are four kinds of setups allowed by the system:

  • Leave Setup 
  • leave Report
  • Holidays
  • Approval Request

In order to create a new Leave type, HR & Admin can navigate to the leave management section in HRIS.

MENU>>LEAVE MANAGEMENT>>LEAVE SETUP

  • Click on create New Leave Type. You will find a fillable form. Create a new leave type that you want to add along with the number of days to be allocated for that leave. Select whether the period of the leave is Yearly, Quarterly or monthly. After that select whether you want that particular leave to be Paid, Semi Paid or un-Paid. 
  • When the employee apply for the leave, if you want it to be approved by HR, Admin or Supervisor click on the “Yes” button otherwise click “No“. Please note that you should  always click on “Yes” button while creating new leave type in required approval section. The “No” button is provided for some sort of holidays which do not require approval (eg: Emergency leave, accidental leave etc.).
  • You do  have option to personalize the leave type by using different color option available to select. Here, you can set different color for different leave type to distinguish between them.

For Employees (Leave Application):

  1.  Login to  the HRIS system using your credentials provided by your administrator (username and password).

  2.  After logged in, Navigate to LEAVE MANAGEMENT Section in HRIS by clicking MENU>>LEAVE MANAGEMENT>>MY LEAVE>>APPLY FOR THE LEAVE. You will find a fillable form. You will find a option to select the number of days that you want to take as a leave at the top. If you want to request leave for multiple days then select “Yes” button and if you want to request  leave for  only one day then  select “No” button.

  3.  Select the Start date  and End dates if you have requested leave for multiple days. If the leave is for only one day, then select that particular day that you want to request for leave.

  4.   After selecting the date select the type of leave option you want to apply for, such as vacation, sick leave, Casual leave or Home leave provided by your administrator from the dropdown menu.
  5. Select whether you want to take full day leave or half day leave from the dropdown menu of Day Type. Note that for multiple days you cannot take the half days leave. Half day option is available only for a day leave.
  6.  Then,  select the name of the approver or supervisor that you want to forward your application for approval.
  7. If you want to provide some supporting document for your leave then you do have option to upload file. Click on the upload session file button. It support JPEG, .PNG, word, PDF file.

  8. Provide a brief explanation or reason for your leave request in description field.

  9.  After filling out the necessary information, submit your leave request to approval by clicking Apply for the leave.

  10. Admin, Supervisor and HR also  have option to apply for employee’s leave. for this navigate to MENU>> LEAVE MANAGEMENT>>APPROVAL REQUEST>>ADD EMPLOYEE LEAVE. You will see a fillable form. Fill the form and apply for Leave for particular employee.

 Admin, HR personnel only have the access to view leave report in an HRIS. It gives necessary permissions and allows filters data by department,  and Date to view relevant data require. for this navigate to MENU>>LEAVE MANAGEMENT>>LEAVE REPORT. You can view the total number of application, number of approved and unapproved application along with  total days of approved leave calculated. 

Holidays in HRIS includes details about company-wide holidays, public holidays, and other special days off. Navigate to the HOLIDAYS section from MENU>>LEAVE MANAGEMENT>>HOLIDAYS.

In this section, administrators can typically:

  • View the list of company-wide holidays, public holidays, and other important dates.
  • Add, edit, or delete holidays as needed. This may include adding custom holidays specific to your organization. 

To create new holidays by administrators navigate to MENU>>LEAVE MANAGEMENT>>HOLIDAYS>>CREATE NEW HOLIDAYS. From here you can create custom holidays required for your organizations.

While Employees can only view the list of company related holidays and public holidays, along with dates, types  and any special information or policies related to these holidays.

For  Admin, Supervisors and HR  (Leave Approval):

  1.  Log in to the HRIS system using your own credentials.

  2.  Navigate to the leave approval section of the HRIS. MENU>>LEAVE MANAGEMENT>>APPROVAL REQUEST.

  3. You can see  a list of pending, approved and rejected leave requests from your team members. You can review each request in detail. You have also the option to filter the leave application using department and employee name as well. Besides, you can also view leave application by clicking on Notification button available at the top left corner beside your profile picture.

  4.  Admin, Supervisors and HR  have the option to approve, reject, the leave request. You may also add comments. After making a decision, you can approve, reject and add comment. This action triggers notifications to the employee and updates the leave balance.

  5.  The employee is notified of the Supervisor decision through the HRIS system and pop-up notification including any comments or feedback provided.

3. Attendance

Attendance section in HRIS helps in  tracking employees’ working hours, reported hours and attendance-related data.

Updating employee Attendance by Admin, Supervisor & HR 

To add attendance by Admin, Supervisor or HR Navigate to USER ATTENDANCE section MENU >> ATTENDANCE  >> USER ATTENDANCE You will find an attendance recording form once you click on Add Employee Attendance button. You can also import the attendance from CSV or spreadsheet file in the attendance. After clicking on add employee attendance section, select the date and name of the employee  for which you want to record the attendance. Then, Specify the time the employee started their work shift (In time) and the time the employee ended their work shift (Out Time). Finally, Click on add attendance and Upon submission, you will receive a  notification  that employee  attendance has been added successfully. 

Besides, supervisor also can view the detail  overview of employees attendance in bulk or by selecting particular employee or particular day. 

In HRIS, employees have access  to manage their own attendance, such as clocking in and out  reporting their working hours. For this navigate to ATTENDANCE>>MY ATTENDANCE. Click on “Mark Present” to add your attendance and click on “exist” to close your attendance at the end of the day. 

In order to approve/reject or add comment on the user attendance navigate to MENU>>ATTENDANCE>>USER ATTENDANCE after logging in HRIS  from your account. Note that this option is only applicable to Admin, Supervisors & HR.

After Navigating to user attendance you can view the list of pending Approval request that had been forwarded to you by an employee who have checked in late . You can Approve, reject or add comment after viewing the detail of the attendance. Once you approved, rejected or add comment on the request the particular employee is notified via. notification.

 

To add new events and view existing ones, Admins, Supervisors, and HR personnel can navigate to the MENU >> ATTENDANCE >> EVENTS section. Here, they can access a list of upcoming events, including their dates, days, times, and event descriptions.

Since this feature is exclusively available to Admins, Supervisors, and HR, they can view, edit, delete existing events, and add new events.

To add a new event, follow these steps: MENU >> ATTENDANCE >> EVENTS >> ADD NEW EVENT. Fill out the form with the event’s date, day, start time, end time, and a brief description. You also have the option to broadcast events to all departments in bulk or select specific departments. Click “Yes” to include all departments for the event or “No” to add only particular departments. Once the event is created, targeted employees will be able to view the events on their respective dashboard. 

This feature provides a comprehensive overview of employee attendance, allowing administrators and HR personnel to track attendance effectively. To access detailed reports of employee attendance, Admins, Supervisors, and HR personnel can follow these steps:

1. Navigate to the MENU >> ATTENDANCE >> REPORT SECTION.

2. Within this section, you can select your desired time frame from options such as 30 days, 120 days, and 360 days to view the attendance details of employees.

3. You will be able to see the total number of employees, their presence or absence, instances of late entry, early departures, approval requests, and approved requests for specific days.

 

4. Productivity
This section incorporates various tools and features to streamline tasks, track performance, and manage work-related processes. It aims to facilitate better time management, workforce productivity, and overall organizational effectiveness.

In this section, Admins and HR personnel have the ability to access and configure various aspects related to work reporting policies, department setups, project setups, and function setups. To access these features, navigate to MENU >> PRODUCTIVITY >> SETUP section.

Work Reporting Policy:

To view and create new work reporting policies, navigate to MENU >> PRODUCTIVITY >> SETUP >> WORK REPORTING POLICY. Here, you can not only review the existing work reporting policies but also add new ones that align with your organization’s needs. When adding a new work reporting policy, simply complete the provided form with the correct required information. Once the new policy is added, all other employees will be notified through a pop-up notification.

Department Setup:

Admins and HR have access to view, edit, delete, and set up new departments required for the organization. To add a new department, simply navigate to MENU >> PRODUCTIVITY >> SETUP >> DEPARTMENT SETUP and complete the form with the name and short description of the new department that you want to add.

Project Setup:

For viewing existing projects and adding new projects, there is a project setup section. In the project setup section, Admins and HR can view the currently running projects, delete them, and also add new projects. To create a new project, simply fill out a project form available at MENU >> PRODUCTIVITY >> SETUP >> PROJECT SETUP with the project name, start date, and project description, and then click on the “Create New” button. It will provide a notification with a success message.

Functional Setup:

To view, edit, delete the current functional setup, and add new setups, navigate to MENU >> PRODUCTIVITY >> SETUP >> FUNCTIONAL SETUP. Fill out the form with the function name and description, and then click on “Create New.”  It will provide a notification with a success message.

In the user’s work, Admins and HR personnel can view a list of pending, approved, and rejected work reports submitted by an employee to them. They can filter the reported work by status (Pending, Approved, and Rejected), a specific date, department, and user name for easier accessibility. They can view past work reports that have been approved and rejected, as well as pending reports awaiting approval or rejection. Additionally, they can add comments to particular pending reports. The entire report can also be downloaded in an Excel sheet as required. To access this feature, navigate to MENU >> PRODUCTIVITY >> USER WORK.

The detailed information about the working hours reported by an employee, including approved and unapproved hours in this section by admin and HR. You can access a comprehensive overview of the productivity section. For easier access, you have the option to filter the reported work by the project name, function, and employee’s name. You can also see a summary of the total number of days, reported hours, approved hours, and unapproved hours, represented in Yellow, Green, Red, and Blue colors, respectively. To access this feature, navigate to MENU >> PRODUCTIVITY >> REPORT section.

To report work on a daily or weekly basis, employees can navigate to MENU >> PRODUCTIVITY >> MY WORK section and click on the “Report Work” button. Employees have the option to report work for the past 7 days in bulk or for specific days separately. Work can be reported in three different shifts: first half, second half, and manual timing. If you work in shift basis then select the shift that you have worked and want to report the work. Also, you can report the whole day working hour by clicking on manual timing option available.  When reporting, employees are required to select the date, start time, and end time for their work on a particular day. After selecting the start and end times, the system calculates the total working hours for the shift.

Employees must also select the name of their supervisor for approval of the work report. They can choose the department, project, and function they worked on from the available dropdown options. Additionally, there’s an option to select the “OT” (Overtime) button if they worked overtime, and provide details such as the title and description of the work.

Once the work is submitted, supervisors are notified through a pop-up notification.

To review and accept work reports from the HR and Admin departments,  navigate to the MENU>>PRODUCTIVITY >>USER WORK. Within this section, you’ll have access to a comprehensive list of work reports submitted by employees awaiting your approval. You can easily refine your search by using filters to sort reports by status, date, department, or even a specific user. When you find a report that meets your approval, you can accept it. Conversely, if a report does not meet the necessary criteria, you have the option to reject it. You  can provide feedback or additional information by adding comments in the reported work. Furthermore, there is a convenient option to download a list of work reports submitted by a specific employee. Once you’ve taken any of these actions, like acceptance, rejection, or adding comments, the employee will receive a pop-up notification, ensuring they are promptly informed of the decisions or feedback provided. This system streamlines the process of managing and responding to work reports effectively.

6. Achievements

To view a list of rewards and training achievements, as well as add specific achievements for employees, HR and Admin personnel can navigate to MENU>>ACHIEVEMENT>>USER ACHIEVEMENT. Within this section, you will gain access to a detailed overview of the achievements earned by employees. The information includes the achievement date, type, and title. Employees, on the other hand, can view a list of achievements they’ve received within a specific date range.

To add an employee’s achievement, proceed as follows:

MENU>>ACHIEVEMENT>>USER ACHIEVEMENT>>ADD EMPLOYEE ACHIEVEMENT.
Here, you’ll find a fillable form where you can input the achievement details, including the title, employee’s name, and whether it pertains to a reward or training. You can select both single or multiple days for the achievement, depending on its nature. After filling out the necessary details, click on “add achievement.”

The system will automatically update the particular employee’s achievements in their dedicated achievement section, and they will receive a pop-up notification, ensuring they are promptly informed of the addition. 

7. Field Work

The Field Work section facilitates the process of requesting field visits for employees, while in the HR and Admin section, it provides a detailed overview of both pending and approved field visit requests submitted by employees.

To approve the forwarded field work requests, navigate to :MENU>>FIELD WORK>>APPROVE REQUESTS

Within this section, you can view the list of both approved and pending requests. You have the option to accept, reject, or simply view the list. Once you have reviewed the list and made your decision, you can proceed to approve or reject the visit requests.

Upon accepting or rejecting a visit request, employees who have applied for approve request  will be promptly notified through a pop-up notification.

Employees can initiate a field visit request by completing the form available in the FIELD WORK section. For this navigate to MENU>>FIELD WORK>>VISIT REQUEST and click on new visit request form.

Upon selecting this option, you will be presented with a “Create New Leave Visit Request” form. Fill out the form with essential details, including the destination, purpose of the visit, mode of transportation, date of the visit, the total amount of the visit along with its description, and select the name of the supervisor. After completing the form, click on “Save.”

Additionally, you have the flexibility to edit, delete, or preview your visit request. Once the form is created by clicking the save button, the system will automatically notify the supervisor whose name you have selected while creating a form through a pop-up notification.

8. Company Setup
This section is designed to assist in configuring the company profile, including the addition of new positions, designations, titles, projects, and employment types, Employment categories, and newly added department for Admin & HR personnel.
 

 To set up a new position, navigate to MENU>>COMPANY SETUP>>POSITIONS.

In this section, you can access the list of current existing positions, that you have assigned to your team member in hierarchical order allowing you to view, edit, or delete them. To add a new position, complete the form available at COMPANY SETUP >> POSITIONS by providing the position name and description, then click on “Create New.”

Upon successfully adding a new position, you will receive a confirmation through a pop-up notification.

To set up a new designations, navigate to MENU>>COMPANY SETUP>>DESIGNATIONS.

In this section, you can access the list of current existing positions, allowing you to view, edit, or delete them. To add a new designations, complete the form available at COMPANY SETUP >> DESIGNATINS by providing the designation name and description, then click on “Create New.”

Upon successfully adding a new designation, you will receive a confirmation through a pop-up notification.

To set up a new title, navigate to MENU>>COMPANY SETUP>>TITLES.

In this section, you can access the list of current existing titles, allowing you to view, edit, or delete them. To add a new title, complete the form available at COMPANY SETUP >> TITLE by providing the new title name that you want to create and description, then click on “Create New.”

Upon successfully adding a new title, you will receive a confirmation through a pop-up notification.

To set up a new project, navigate to MENU>>COMPANY SETUP>>Project.

In this section, you can access the list of current existing projects, allowing you to view, edit, or delete them. To add a new project, complete the form available at COMPANY SETUP >> project by providing the project name, project start date and description, then click on “Create New.”

Upon successfully adding a new projects, you will receive a confirmation through a pop-up notification.

To set up a new functions, navigate to MENU>>COMPANY SETUP>>functions.

In this section, you can access the list of current existing functions, allowing you to view, edit, or delete them. To add a new function, complete the form available at COMPANY SETUP >> FUNCTIONS by providing the function  name and description, then click on “Create New.”

Upon successfully adding a new functions, you will receive a confirmation through a pop-up notification.

To set up a new job level, navigate to MENU>>COMPANY SETUP>>JOB LEVEL.

In this section, you can access the list of current existing job levels, allowing you to view, edit, or delete them. To add a new level of job, complete the form available at COMPANY SETUP >> JOB LEVEL by providing the new job level  and description. Here, level of job indicates the positive number starting from 0. then click on “Create New.”

Upon successfully adding a new job level/s, you will receive a confirmation through a pop-up notification.

To set up a new Employment type, navigate to MENU>>COMPANY SETUP>>EMPLOYMENT TYPE.

In this section, you can access the list of current and existing employment types viz. permanent and contract type, allowing you to view, edit, or delete them. To add a new employment types, complete the form available at COMPANY SETUP >> EMPLOYMENT TYPES by providing name of the newly added employment type along with its  description.  then click on “Create New.”

Upon successfully adding a new employment type, you will receive a confirmation through a pop-up notification.

To set up a new employment categories, navigate to MENU>>COMPANY SETUP>>EMPLOYMENT CATAGORIES.

In this section, you can access the list of current existing employment categories, allowing you to view, edit, or delete them. To add a new employment categories, complete the form available at COMPANY SETUP >> EMPLOYMENT CATEGORIES by providing the name of new  employment categories and description. Then click on “Create New.“

Upon successfully adding a new employment categories, you will receive a confirmation through a pop-up notification.

To set up a new department, navigate to MENU>>COMPANY SETUP>>DEPARTMENT.

In this section, you can access the list of current existing department, allowing you to view, edit, or delete them. To add a new department, complete the form available at COMPANY SETUP >> DEPARTMENT by providing the name of new  department and its short description. Then click on “Create New.”

Upon successfully adding a department, you will receive a confirmation through a pop-up notification.

9. Appraisal

This section provides the access to download the appraisal related data and files that have been added.

To download appraisal-related documents as an admin & HR navigate to MENU >> APPRAISAL >> DOWNLOAD. This will display a list of the documents available for download. 

10. Closing and archives

To close the current year’s data and download the previous fiscal year’s data, please navigate to MENU >> CLOSING AND ARCHIVES >> Closing and Archives. In this section, you will find options to close the current fiscal year and to download the archived data from previous years in a spreadsheet format. 

11. Meeting

This section is dedicated to hosting and organizing meetings by Admin, HR, and employees. In the “My Meeting” section, you can view a list of hosted meetings and invitation meetings. Within the meeting invitations, you have the capability to view, accept, or reject the meeting invitations. It’s important to note that only the meeting host has the authority to mark a meeting as completed or cancel it. Every employee with access to HRIS can schedule a meeting.

My Meetings

 

To schedule a meeting, navigate to MENU >> MEETING >> MY MEETING >> SCHEDULE MEETING. A fillable form will appear, where you should provide meeting details such as the meeting title, agenda, date and time, reminder time, meeting length in minutes, the name of the host, and the names of the participants. If you want a meeting to be held virtually, select “YES” in the virtual meet option and add the meeting link from platforms like Google Meet, Zoom, or MS Teams, with which you are familiar. If you have prepared  session files for discussion in the meeting, there is an option to upload the files as well. Please enter time values only in minutes (e.g., 30, 40, 50, and so on) in the reminder time and meeting length sections. Entering other values will result in an error. Once the meeting is scheduled, other members whom you have selected to join the meeting will be notified through pop-up notifications and the meeting can also be viewed from meeting Invitation History section, MENU >> MEETING >> MEETING INVITATION HISTORY by other members who have been invited to attend the meeting.

 

To mark meeting as completed or to cancel a meeting by a host, navigate to MEETING>>MY MEETING. under hosted meeting section you will find a list of meeting that you have created. You can change the status of particular meeting to completed or cancelled. You also have have a option to view, edit and delete the particular meeting.

In the hosted meeting history, you can find a list of scheduled, completed, and canceled meetings that you have created as a host. Only the host can view these lists of scheduled, completed, and canceled meetings. Hosts also have the option to view and delete these meetings.

To view the list of hosted meeting history as a host, navigate to MENU >> MEETING >> HOSTED MEETING HISTORY. Here, you have the option to filter the meeting list by date interval. Hosts can upload hosted meetings that have been marked for future reference. To do so, navigate to Meeting >> Hosted Meeting History >> Completed. There is an option to upload a file in the “Status” section after the “Completed”.

The Meeting Invitation History provides an overview of the list of meetings to which you have been invited to attend. You can view the list of accepted and rejected meetings that you have been invited to and have either accepted or rejected. You can also filter the invitation history by selecting a time interval.

To access the list of meeting invitation history, navigate to MENU >> MEETING >> MEETING INVITATION HISTORY. Here, you have the option to view the details of the meetings that you have been invited to attend.

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