👤Employee

This page provides navigation to the FAQs related to the 'Employee' menu in the Cloud portal

• How to add a new employee or what is the process of new employee addition or creation?Documents

• Employee List

• Import

1. How to transfer employee from one company to another?

You cannot directly transfer employee from one company to another. You can separate employee from their current company and then add the employee in the other company.

Note: This process may lead some data loss such as, attendance data, leave data, approval matrix data and more.

For any queries, contact [email protected]

2. Why is employee unable to punch when the employee tagging has been already done?

If the Geo-location has been set and the employee tagging is done and employee is still unable to register his punch, you need to check the following factors.

• Correct location is added in the geo-location setting

• Employee is tagged to the geo-location

If you did the above settings please tell employee to log out and log in to the ESS portal again.

If same issue occurs again, please connect to our agent.

For any queries, contact [email protected]

3. How to upload/updated/add/change/edit profile photo for the employees in a bulk?

The profile photo cannot be uploaded for employees in bulk. You need to add/change/edit the profile photo for the individual employee.

For any queries, contact [email protected]

4. How to download confirmation report?

The confirmation report from

• ESS Portal

• Cloud Portal

For any queries, contact [email protected]

5. How to add new name/new joinee/new joiner/new employee as an approver/manager/approval level in approval matrix?

How to add new name/new joinee/new joiner/new employee as manager/approver or how to give them approval rights for certain module?

In case, you want to add a new employee as a manager and give them approval rights for certain modules please ensure the factors below.

• Assign the self-service role as manager to new employee ‘A’

• Add ‘A’ as manager under approval matrix for the employee ‘B’

In other words, let’s say the ‘A’ is the newly joined employee and you want to give ‘A’ approval rights for certain modules. And also want to add ‘A’ as a manager at certain level for the pre-existing employee ‘B’.

For any queries, contact [email protected]

6. Why is the leave debit not reflected in in employee profile in cloud or in employee ESS login?

To display the leave in the employee's attendance record, it must be added as a leave entry. The leave debit function is solely used to deduct the available leave balance from the records and it does not reflect in the employee's attendance.

For any queries, contact [email protected]

7. How to add or create a new designation or new department?

Visit the links below to get details guide on process to add,

• New Designation

• New Department

For any queries, contact [email protected]

8. How to add new employee’s data for in and out details?

Ensure the following factors to add new employee’s data for in and out details.

• Add employee and the employee code will be created

• Activate punch for employee if they are supposed to punch from ESS app

• Add employee to the location if required

• Assign self-service role

• Assign shift to employee

• Assign week-off to employee if your week off setting is employee wise

• If the employee is supposed to punch from biometric attendance machine, tag them to the biometric device.

Once you take care of all the above factors run in and out import. Check if attendance is visible in employee’s in/out details

For any queries, contact [email protected]

9. How to update UAN number for employees?

You can update UAN number for both,

• Single employee &

• Multiple employees in bulk

For any queries, contact [email protected]

10. How to download the PAN No. and gross salary for all employees?

You can download these details form employees from the cloud portal.

• Download Pan no. details from the employee export

• Download gross salary details

For any queries, contact [email protected]

11. Where to download bank bulk file for a month?

• If you are looking for a salary register with bank details, you can download it from the data wizard

• If you need employee’s bank details you can get those from the employee export.

For any queries, contact [email protected]

12. How to update the office work email of the employee?

There are two ways to update the work email for employees

• Update work email for a single employee

• Update work email for multiple employees

For any queries, contact [email protected]

13. Facing issue while adding and saving employee details

If you are facing difficulties in adding a new employee please check with the below point

1) Kindly check the error or notification you are facing while adding the new employee. 2) Please check the limit of maximum licence count for your company.

If you still facing challenges while adding new employee kindly connect with our chat support team.

For any queries, contact [email protected]

14. How to add incentives amount for the left/inactive employees?

The incentive amounts can not be added for the left/inactive employees.

For any queries, contact [email protected]

15. What is the Process of Onboarding Employees after Creating Their IDs?

After adding/creating the employee code for onboarding the new employee follow or check below steps 1) Check if the DOJ (Date of Joining) is correct

2) Add shift for the new employee

3) If attendance is marked through the app, enable the employee's active punch button.

4) Map the employee to the device enrolment number if attendance is done through a device.

For any queries, contact [email protected]

16. What to Do if after Running Time Consolidation, the LOP or Absent is not Marked?

While running time consolidation for all employees, if LOP or absence is not marked for a single employee, please check the following points: 1 Ensure the employee has not punched attendance on the dates in question. 2 Verify that the leave deduction rule is applied for the shift assigned to the employee. 3 After confirming the above points, delete the time consolidation record for that employee and run the process again.

For any queries, contact [email protected]

17. How to delete the separation entry done by employee in ESS?

There is no option to delete a separation entry. But you may either request the manager to reject the resignation or proceed with releasing the employee through the Cloud portal. You can refer to the link to know the process in the docs: https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/employee-management/employee-separation-and-release

For any queries, contact [email protected]

18. How to delete the separation entry done by employee in ESS?

There is no option to delete a separation entry. But you may either request the manager to reject the resignation or proceed with releasing the employee through the Cloud portal. You can refer to the link to know the process in the docs: https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/employee-management/employee-separation-and-release

For any queries, contact [email protected]

19. How to add or assign the deleted shift employees into the previous shift?

Refer the link below to know the process to add deleted shift employees into the previous shift.

https://docs.pockethrms.com/faqs/cloud-portal/employee/employee-list/attendance?q=shift+change#id-2.-how-to-assign-shift-for-any-employee-or-new-employee

To add bulk shift import, refer the link below:

https://docs.pockethrms.com/faqs/cloud-portal/attendance/import#id-13.-how-to-do-shift-multi-detail-import

For any queries, contact [email protected]

20. How to remove special character limit in designation?

There is no limit for Special characters to be added in the master fields, it can be done by using the employee master import option.

Import | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

21. How to import phone numbers in bulk of all employees?

To import phone number in bulk, refer the link below:

Import | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

22. Can I set password manually for an employee?

Yes, to set password manually, please refer the link below:

Password Generation | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

23. How to download or share HR letter with employee?

Refer the link below to know the process to download or share HR letter with employees:

https://docs.pockethrms.com/faqs/cloud-portal/employee/documents#id-4.-how-to-download-or-share-appointment-letter-with-employee-how-to-send-appointment-letter-in-email

For any queries, contact [email protected]

24. How to enter the next increment date?

The future date of increment can be updated by mentioning the effective date, for that kindly follow the link below:

Payroll | Pocket HRMSdocs.pockethrms.com

Fill the Effective date according to your need. The Increment will get added for the effective month payroll. For any queries, contact [email protected]

25. How to mention the promotion designation of employee in HRMS?

To change the designation of the employees in bulk please refer to the link below.

Import | Pocket HRMS

Also, to change or mention the designation for single employee please refer the link:

Cloud Portal | Pocket HRMS

For any queries, contact [email protected]

26. How to add personal details in employee profile in bulk?

To add employee's personal details in bulk you can refer to the link below:

Import | Pocket HRMSdocs.pockethrms.com

For any queries, contact [email protected]

27. How to add personal details in employee profile in bulk?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Import’ submenu.

Step 2: Select Import Template as ‘Employee Amendment Import’ and download the ‘Sample Employee Amendment Import’ file to prepare the Excel sheet to be uploaded accordingly.

Step 3: Select Category and Setting Name or Add New setting. Also select Starting-Ending Row and Employee Code Column name according to the file prepared to be uploaded.

Step 4: From the right side of the screen, click on the ‘Employee Master’ folder.

Step 5: Scroll down to click on the ‘Date of Birth’ option and it will be added under the 'Component’ section. Map the Components Birth’ to the ‘Excel Column’ using the respective dropdown.

Step 6:: Fill in other required details click on the ‘Save Settings’ button. upload file in the ‘Import Template’ field and click on the ‘Upload File’ button. Employee details will be uploaded accordingly.

Path: Cloud Portal> Employee>Import>Employee Amendment Import>Download Template>Employee Master>select required fields and map the components according to excel sheet> fill in required details>Save Settings>Import Template>Upload File

Link: https://cloud.pockethrms.com/Employee/Employee/EmployeeImport?import=1#

For any queries, contact [email protected]

28. No Punch in update in attendance?

If the Employee punches are not reflecting in the HRMS portal, then kindly check with the below mentioned steps:

1. Check the Biometric Data base is showing the punches or not

2. If yes, then check the utility app is running or it is off.

3. It the utility is running, then right click on the utility icon in the app running arrow and click on restore,

4. the utility window will get opened.

5. Map the database and the other fields as it is. 5. Go to Synchronization page and start the utility.

6. Check the Pocket HRMS employee cloud profile > Attendance > click on eye icon in right upside corner > In Row punches if the punches are reflecting,

7. Run the in out import from Attendance > Utilities > In out Import. The punches will reflect in the system.

For any queries, contact [email protected]

29. How to add payment details for new employee?

29 a. To add employee salary/earning values, you can follow the path below:

Path: Cloud login> smHRt search > Go to Employee profile > Salary > Earning Details > here you can add the earning component values or monthly fixed earning values> save.

Step 1: Log in to the Cloud portal, Use the ‘smHRt search’ bar (at the top of the screen) to search for and select the specific employee.

Step 2: Once on the Employee Profile, navigate to the ‘Salary’ tab and select the ‘Earning Details’ sub-tab.

Step 3: Enter or update the earning component values or monthly fixed earning amounts in the respective fields and click on ‘save’.

Link: https://cloud.pockethrms.com/Employee/Employee/EmployeeList

29 b. To add earning values in bulk:

Path: Cloud Portal>Employee>Import>Employee Amendment Import>Download Sample>Add/Select Setting name>select required details according to file to be uploaded>Employee Earning/Deduction/Master>add the component>map components Excel column>Save Settings>Import Template>Upload File

To add the earning values in bulk you can do it from import option. For that you need to refer the link below for detail steps:

Step 1: Log into the cloud portal, go to ‘Employee’ menu and click on the ‘Import’ submenu.

Step 2: From the ‘Select Import Template’ dropdown, select ‘Employee Amendment Import’ option.

Step 3: You need to download ‘Sample Employee Ammendment Import’ from the upper right-hand side of the screen to prepare your Excel sheet for the upload accordingly.

Step 4: Select Category, Setting Name, Starting-Ending Row and the Employee Code Column Name from the respective fields according to Excel sheet to be uploaded.

Step 5: Click on the Employee Earning, Employee Master and Employee Deduction folder to add respective Component's field options.

Here we click on the ‘Employee Earning’ folder from the right-hand side of the screen, and scroll down to find & select required options. The added options will be visible in the Component section.

Step 6: Map the ‘Components’ to the ‘Excel Column’ according to the Excel sheet you prepared to be upload using the respective dropdowns.

Step 7: Once you select required details, click on the ‘Save Settings’ buttons. Upload the Excel sheet in the ‘Import Template’ field, click on the ‘Upload File’ button and the earning details will be uploaded or employee amendment import will be done accordingly.

Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

Link: https://cloud.pockethrms.com/Employee/Employee/EmployeeImport?import=1

For any queries, contact [email protected]

30. How to view salary of inactive employee?

To check salary for inactive individual employee you can do it from the below path:

Path: cloud login > smHRt search > Go to employee Profile > Salary > Salary Details

Step 1: Log in to the Cloud portal, Use the ‘smHRt search’ bar to locate and select the specific employee.

Step 2: Navigate to the ‘Salary’ tab within the Employee Profile and Click on ‘Salary Details’ to view the comprehensive salary structure and information.

30a. To download salary register:

For downloading the salary register you can follow the process below:

Path: Cloud portal > Analytics > Data Wizard > Select Setting (salary register) > Report Type > Employee Status > From Month-Year > Download

Step 1: Log into the cloud portal, go to the ‘Analytics’ and select the ‘Data Wizard’ submenu.

Step 2: From the ‘Select Settings’ field select the salary register you created. Select the required fields such as report type, employee status, from month - year and other fields as required and click on the ‘Download’ button.

The salary register with salary data will be downloaded.

Link: https://cloud.pockethrms.com/reports/Datawizard/Datawizard

For any queries, contact [email protected]

31. What to do if you have reached the maximum limit for employee count, and also want to add more employees?

To Add employee count you can share an email in details to [email protected]

and [email protected]