11. What to do if the system shows error while uploading Excel file for import?
You need to format the columns with date to ‘Text to Column’ in excel sheet.
Step 1: in the Excel sheet that you want to upload, click on the columns with the Dates. Go to the ‘Data’ tab and click on the ‘Text to Columns’ option.
Step 2: The pop will open. Click on the ‘Next’ button twice so you reach the ‘Convert Text to Column Wizard -Step 3 of 3’ in the pop-up. Select the radio button for the ‘Text’ option and click on the ‘Finish’ button. Save the file and it is ready to be uploaded.
Path: Click on the column with Dates > Data > Text to Columns > Next > Next > tick ‘Text’ > Finish
12. How to get email support help or escalation support?
Log into the cloud portal, click on the ’?’ icon (Question Mark) beside the smHRt searcHR field and the escalation matrix details will be visible for your company
13. Why am I getting ‘Error: Index was out of range. Must be non-negative and less than the size of the collection. (Parameter 'index') Some error occurred’?
The error of "Error: Index was out of range. Must be non-negative and less than the size of the collection. (Parameter 'index') Some error occurred
Screenshot" while uploading or importing a file. Generally, such error occurs when Starting row and Ending Row or the other Excel components are not map correctly.
Kindly map the Excel rows and column to the Components according to the Excel file to be uploaded.
Once you are done, ensure that you save the stings, then import file in the field and lastly click on the upload file button.
16. What to do if a password is successfully generated for the employee but employee is unable to log in?
The employee has their password but unable to log in to the ESS portal?
If the employee is unable to log in to their ESS account, kindly verify the following:
Ensure the Company Code, Employee Code, and Password are entered correctly. Make sure there are no spaces before or after the text in any of the fields, as this can cause login issues.
Ensure the employee is entering the correct Company Code, Employee Code, and Password.
Confirm that the employee is using the correct link to access the ESS Portal https://ess.pockethrms.com/ or is using the Pocket HRMS Mobile App from the Play Store or App Store.
If the old employee has the password but unable to login in kindly check the employee password from reset password and provide the correct password again.
21. What is component mapping or component value mapping in the import process?
Component Mapping refers to aligning the columns in an Excel sheet with the corresponding component fields in the HRMS software for accurate data import.
This ensures that the data is correctly mapped and imported into the system without errors.
Example:
The component ‘Gender’ is listed in the column ‘C’ of the Excel sheet that you want to import. Then you need to,
Find the ‘Gender’ in the ‘Component’ list in the import screen and select option ‘C’ from the respective ‘Excel Column’ dropdown.
Administrative password refers to the Cloud Administrator login password—the same credentials used to log in to cloud portal using the Administrator user account.
This step is a security measure to ensure that only authorized personnel can perform critical payroll actions.
27. Why while adding/applying the expense/leave/on duty/Attendance regularisation/Exit request via the web or app, encounters a "manager not assigned" error?
If an employee is trying to add an expense/leave/on duty/Attendance regularisation/Exit request via the web or app and encounters a "manager not assigned" error, it typically means that the employee does not have a manager set up in the approval matrix. To resolve this, you need to ensure that a manager is assigned to the employee in the system.
You can click on the link below to refer how to assign manager to the employee:
1) If the on duty is not approved from manager then the employee can delete the on duty from ESS. Click the link below to refer the steps of how to delete on-duty from ESS.
2) If the on duty request is approved by the manager, then it can be deleted from the cloud portal. Click the link below to know how approved on-duty can be deleted from the cloud portal.
Please note: If Geo Tracking is enabled for any employee, the Auto Punch setting cannot be disabled. This is because the system requires the Auto Punch feature to accurately record working hours — especially in cases where an employee forgets to punch out. Without it, the system will be unable to capture the out time and thus fail to generate accurate attendance data for that day.
If you wish to disable the Auto Punch feature, you must first deselect the employee(s) from the Geo Tracking feature. Click on the link below to remove employees from geo-tracking:
31. I Have Updated the Reporting Manager in the Employee Profile, but the Change/Update is not Reflected in the Approval Matrix?
Please note that the "Reporting Manager" in the employee profile is considered the direct reporting manager only. If you wish to assign a manager specifically for module-based approvals, you need to delete the current manager in approval matrix (if available).
36. How to test SMTP settings? And What is the link for testing SMTP Settings?
Please use the following link for SMTP testing:
https://cloud.pockethrms.com/Admin/Company/TestSMTP
Steps to test SMTP settings:
1 Enter the recipient’s email ID in the Email > Subject field.
2 Select the appropriate SMTP option as per configuration for organization or recruitment.
3 Write the email content in the mail body.
4 Click Submit.
5 Check the recipient’s inbox to confirm if the test email has been received.
37. Which Points in the Approval Matrix are Mandatory to Select While Adding a Manager in Approval Matrix or Adding New Employee?
To add a manager in the approval matrix ensure the below points:
1) If you want to set priorities for two managers, assign Manager 1 as priority for the first approval and Manager 2 for the second approval.
2) If you want the manager to have view-only rights (i.e., they can view the request but cannot approve or reject), you can set that option accordingly.
3) If you select "Yes" for Approval Must, the manager will have the rights to approve or reject the request.
4) Select the required modules by ticking the appropriate checkboxes.
5) If an employee wants to cancel an approved request and you select "Cancel Rights: Yes", the manager will receive a request to revoke the approved request.
(Note: This feature is available only for the Leave module.)
41. If use credit in employee profile leave type used credit is not tick what happened if employee can be able to apply by ticking use credit?
Checking the use credit option: It ensure leave credit is accurately calculated and reflected in the employee’s leave balance, it is important to tick "Use Credit" in the employee's leave type settings. This ensures that leave credits are processed properly as per the leave credit setup-link of leave credit setting docs -
https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/leave/leave-credit
Please note:
The "Use Credit" option in the profile is not directly related to the ability to apply for leave—it is primarily tied to the processing of leave credits and balance updates.
If an employee is unable to apply for a leave request, please review the leave configuration settings in the system to ensure all necessary permissions and conditions are correctly set.
https://docs.pockethrms.com/faqs/cloud-portal/ess-settings/profile-info#id-4.-how-to-check-present-leave-configurations
To set approval matrix manager for leave you will need to add managers in the approval matrix of all employee so that when they will apply leave their added manager in approval matrix will accept/reject the leave.
45. How to check manager uploaded roaster of employee?
Currently, there is no automatic notification sent when a manager uploads the roster for employees on ESS Admin or Cloud. To verify if the shifts have been assigned to employee can download the Shift Detail Report. This report shows the assigned shifts for employees and can be cross-verified either with the manager or directly with the employees.
If an employee is not eligible for ESIC, the system will automatically check the date and remove them from the ESIC calculation as per the rules.
If an employee's salary exceeds Rs 21,000, they are generally not covered under the ESI (Employees' State Insurance) scheme and contributions are not deducted from their salary. However, there's an exception: if the salary exceeds the limit during a contribution period (April-September or October-March), the employee remains covered until the end of that period.
Path: Login to cloud portal > Payroll > Utilities > smHRt Payroll > Select employees or Employee Categories or All Employees > Select month > Delete.
Step 1: Login to cloud portal, go to ‘Payroll’ menu, select ‘Utilities’ sub-menu, under it select ‘smHRt Payroll’ option.
Step 2: Select Employees, either ‘Employee wise’ in which can select multiple employees by filling in their name or employee code, or ‘Selective Employee’ wise in which you can select employee category wise, or ‘All Employee’ option in which all the employees will be selected.
Or
Or
Step 3: Select the ‘Month’ for which you want to delete the payroll and click on ‘Delete’ option.
To review the history of any process or activity (e.g., data import, payroll processing, payroll deletion, etc.), navigate to the activity logs available under the notification bell icon in the top-right corner. Click on View All to access and review the complete activity history.
Path: Click on notification bell icon in the top-right corner > Click on View All
Step 1: Click on the ‘Bell Icon’ in the top-right corner and select ‘View All’ option. It will navigate you to the activity log to review the history of any process or activity.
62. Can we have real-time present employees on dashboard?
To check real time present employees list, you need run the in out import and download the attendance report.
For in out import steps please refer below link:
Currently there is no functionality to log out separately from all the devices. However, you can reset the password for the employee, it will automatically log out the employee from all the devices, and employee can log in with the new password.
To reset the password, you can do by referring the link below:
To switch between entities or companies follow the path below:
Path: Cloud login > on the dashboard click on the company name on the right-hand corner > list of all entities configured in the system will appear > click on the company/entity you want to switch to.
Step 1: Click on the company name located in the top-right corner of the dashboard in the cloud portal
Step 2: A list of all entities configured in the system will appear, select the desired entity from the list.
The system will then switch context to that entity.
To add the Project Code or project Name in the Expense you need to follow below steps:
68 A. Create field of project code or Project Name from Cloud Portal:
Path: Cloud login > Setting > HR > Field Creation > click on '+' > Select Module Name > Write the Field name as Project Name > Select Field Type as Drop Down > In Field Value Write the Project code separated with comma > Create.
Step 1: Log in to the cloud portal, go to ‘Settings’ menu, select ‘HR’ tab, and then click on ‘Field Creation’.
Step 2: Click the ‘+’ button to add a new custom field.
Step 3: Add the field settings such as Select Module Name-Choose the module where the field should appear (Expense), Field name, write ‘Project Name’, Field Type, Field Value (Write the project code Separated with comma), and Click ‘Create’ to create the new field.
68 B. In ESS Portal, apply the expense claim entry:
Path: ESS portal login > go to Expense > Request > Claim entry > Add+ > Select expense date > Click on '+' > Fill in all the mandatory details marked with an asterisk (*) Select the relevant Project from the dropdown menu in the 'Project' field and click on ‘Add’ > Fill remark > Submit.
Step 1: Log in to the ESS Portal, go to the ‘Expense’ menu, select ‘Request’ sub-menu.
Step 2: Click on ‘Claim entry’ tab, and click on ‘Add +’ button.
Step 3: Select the ‘Expense Date’ of the and click the ‘+’ button.
Step 4: Fill in all the mandatory details marked with an asterisk (*) Select the relevant Project from the dropdown menu in the 'Project' field and click on ‘Add’.
Step 5: Enter descriptive ‘Remark, then ‘Submit’ the claim for approval.
Note: Check the employee details and personal detail in employee profile in cloud.
Path: Cloud login > smHRt search (employee name) and go to employee profile > Profile tab > Employee details or Personal details (search for reporting manager field).
In case you have updated the reporting manager and the change is not reflected, refer the link below:
77. How to delete Professional tax location in pop up?
The PT location cannot be deleted from the pop-up details list. To unassign PT location from employee profile, the field must be left blank in their cloud profile.
Basic salary is typically calculated by deducting all other allowances, bonuses, and benefits from your gross or total annual salary, according to a formula like Basic Salary = Gross Salary - (All other allowances + bonuses). Companies often use a percentage of the total Cost to Company (CTC) or gross pay as a guideline, such as 40–50%.
82. How do I clear the attendance regularisation request of the manager who is separated?
The system employee separation can't be processed until and unless the pending requests are been attended or cleared. It will show you an pop up to clear the entries while separating an employee.
To approve attendance regularization kindly refer to the links below:
Path: Cloud Login > settings > Organization > user > click on delete icon to delete the user.
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘User’ subtab. On this page, you will see the list of existing users.
Step 2: Locate the employee user whom you want to delete and click on the ‘Delete Icon’.
Step 3: the system will ask you for confirmation, click on the ‘Ok’ button and the user will be deleted.
89. What is meaning of use credit in attached screenshot?
Checking the use credit option: It ensure leave credit is accurately calculated and reflected in the employee’s leave balance, it is important to tick "Use Credit" in the employee's leave type settings. This ensures that leave credits are processed properly as per the leave credit setup-link of leave credit setting docs -
Please note: The "Use Credit" option in the profile is not directly related to the ability to apply for leave—it is primarily tied to the processing of leave credits and balance updates. If an employee is unable to apply for a leave request, please review the leave configuration settings in the system to ensure all necessary permissions and conditions are correctly set.
90. What is difference between these two option Permission hourlies based & Time base?
The Permission hourly based and time based is nothing but if you want the employee to apply the leave hourly base or time base that you can set from path below:
Go to settings > Attendance > General Time Office setting > Set the permission entry type Hourly base or Time base
92. What to do if there is error in date format order?
Path: Click on the column with Dates > Data > Text to Columns > Next > Next > tick ‘Text’ > Finish
You need to format the columns with date to ‘Text to Column’ in excel sheet.
Step 1: in the Excel sheet that you want to upload, click on the columns with the Dates. Go to the ‘Data’ tab and click on the ‘Text to Columns’ option.
Step 2: The pop will open. Click on the ‘Next’ button twice so you reach the ‘Convert Text to Column Wizard -Step 3 of 3’ in the pop-up. Select the radio button for the ‘Text’ option and click on the ‘Finish’ button. Save the file and it is ready to be uploaded.
To check activity log of the system you can check from bell icon in the right upper side corner also if you required to check the setting changes made in cloud portal you need to activate the audit log section in the system, for that kindly email to [email protected]
