⚙️ESS Settings

This page provides a step by step guide for FAQs related to 'ESS Settings' menu in the Cloud portal

1. How to add a new Policy in the ESS portal

How to upload policies or how to add/update HR policies in Pocket HRMS for ESS portal?

Step 1: Log into the cloud portal and select the 'ESS Settings menu.

Step 2: Open the 'Profile Info' tab and select the 'Policies' sub-tab.

Step 3: Select ‘+’ icon as shown below.

Step 4: Select the policy type, visible name, and other details as per your requirement and choose the file using the 'Choose File' button.

Step 5: Once the file is selected, click on the 'Save' button to save the policy.

Step 6: Once the required policies are uploaded, you need to provide access rights by clicking on 'Role Allocation' sub-tab on the left side of the page.

Step 7: Select the Module as 'Profile' and the required role, and then click on the ‘Search’ button.

Step 8: Select the required policies by ticking the checkbox and clicking on the 'Save' button to save the access settings.

2. How to do Employee Master Modification?

Step 1: Log into the cloud portal and click on the 'Employee’ menu and then on the ‘Employee List’ as shown below.

Step 2: Select the employee you want to modify details for.

Step 3: Make the required changes, and click on the ‘Save’ button.

3. How to Update the Latest News Section on ESS Dashboard?

Step 1: Log into the cloud portal and click on the 'ESS Setting' menu.

Step 2: Select the ‘Profile Info’ and the ‘Latest News’ subtab.

Step 3: Enter the news content and format it with the rich-format textbox as shown below, and click on the ‘Save’ button.

Step 4: The update will be displayed in the ‘Latest News’ section on the ESS Dashboard.

4. How to enable the Investment Proofs Submission for all Employees?

Step 1: Log into the cloud portal and click on the 'ESS Setting' menu.

Step 2: Next select the 'Role Allocation' tab.

Step 3: Select the Module as “Profile” and Role as “Manager” and click on 'Search'.

Step 4: Select the options as shown in the image below and click on 'Save'.

Note: You need to repeat the above steps for other roles in ESS like User, HR, Finance etc.

5. How to enable Mobile app users to see TDS Proof Entry?

Step 1: Log in to the Cloud portal and select the ‘ESS Setting’ tab.

Step 2: Click on the ‘Profile Info’ tab and select the ‘Declaration Activation’ subtab under it. Now check the box opposite the employee’s name and click on the ‘Save’ button so the employees can declare and upload the proof in the ESS portal.

Note: After employees make the submission, disable the declaration using the following steps.

Step 1: Log in to the Cloud portal and select the ‘ESS Setting’ tab.

Step 2: Click on the ‘Profile Info’ tab and select the ‘Declaration Activation’ subtab under it. Now uncheck the box opposite the employee’s name and click on the ‘Save’ button to disable them from viewing the option in the Mobile App.

6. How to Import Income Tax Proof from the self-service portal?

Step 1: Log in to the Cloud portal and select the ‘Income Tax’ tab. Click on the ‘Utilities’ tab and select the ‘Web Post’ subtab.

Step 2: Select the ‘Import Proof From Self Service Portal’ and choose the month and click on the “Import’ button.

Step 3: Repeat ‘Step 1’, then select ‘Import Proof Documents From Self Service Portal’ and click on the ‘Import Proof Documents’ button.

7. Why I am unable to view the declaration entry and the proof entry?

Preconditions:

If you are unable to view the declaration entry or proof entry you need to ensure the following factors

A. Self-service Role is allocated for the employee with TDS Declaration and TDS Proof Entry activation

B. Declaration activation is done for the employee

C. In case of year transfer or any changes in the income tax sub-sections, you should do the section updation

A. How to assign a self-service role and give TDS declaration & TDS proof entry rights to employees?

Step 1: Log into the cloud portal and go to the ‘ESS Settings’ menu. Under the ‘Profile Info’ tab scroll down to select the ‘Roll Allocation’ subtab.

Step 2: From the ‘Select Module’ drop-down select the ‘Profile’ option, ‘Select Role’ as required and click on the ‘Search’ button. Click on the ‘My Tax Details’ option and tick the checkboxes for the ‘TDS Proof Entry’ and ‘TDS Declaration Entry’ option. Click on the ‘Save’ button so the declaration and income tax proof entry rights will be given for the selected ESS role.

B. How to do declaration activation for the employee?

Log into the cloud portal and click on the ‘ESS Settings’ menu. Under the ‘Profile Info’ tab click on the ‘Declaration Activation’ subtab. You can tick respective boxes to select individual employees or tick the ‘Check’ box at the top to select all the employees. Click on the ‘Save’ button and declaration activation will be done for the selected employees.

C. How to do section updation?

If the declaration entry and proof entry is still not visible after following the above steps it’s likely to be because there has been activity such as financial year transfer or any changes in the income tax sub-sections. In such cases, you should do the section updation.

Step 1: For this log into the cloud portal, go to the ‘Income Tax’ menu, under the ‘Utilities’ click on the ‘Web Post’.

Step 2: Select the ‘Section Updation’ option and click on the ‘Section Updation’ button.

After following the above steps, you will be able to view the declaration entry and the proof entry.

For any queries, contact [email protected]

8. How to show work anniversary in the ESS portal?

Step 1: Log into the cloud portal and go to the ‘ESS Settings’ menu, under the ‘Profile Info’ tab click on the ‘Dynamic Dashboard Setting’. Here you can select the ‘Show’ radio button for the ‘Work Anniversary’ option.

Similarly, you can choose to show Birthday and Anniversary by selecting the ‘Show’ radio buttons for the respective option.

The work anniversary will be reflected in the upcoming work anniversary tab in the ESS, based on employee’s date of joining.

For any queries, contact [email protected]

9. How to send a message to a particular team?

Step 1: Log into the cloud portal and click on the ‘ESS Settings’ menu and you will be taken to the ‘Profile Info’ tab. Go to the ‘Bulletin News’ subtab and click on the ‘+’ icon and a pop-up will open.

Step 2: From the ‘Business Unit’ dropdown select ‘Category’ and from the ‘Value’ drop-down select the specific team to whom you want to send the message. Next, enter ‘Subject’ and ‘Message’ in the respective field. To send the message, tick the ‘Activate’ checkbox and click on the ‘Save’ button.

Note: If you don't check ‘Activate’ the message will be saved but won't be sent to employees.

The message will be delivered to the specific team, under the notifications in their ESS portal.

Employee can log in to their ESS portal and click on the ‘Bell’ icon and they will find the message in the notifications.

For any queries, contact [email protected]

10. How to check or view geo tagging details of an employee?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu and under the ‘Profile Info’ tab click on the ‘Geo Location Employee Tagging’ subtab.

Step 2: Select the ‘Location Name’ from the dropdown and list of employees will appear. The employees for whom the checkbox is ticked are tagged for the selected location.

Path: Cloud Portal>ESS Settings>Profile Info> Geo Location Employee Tagging>Location Names> employees for whom the checkbox is ticked are tagged for the selected location.

Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Profile&submodule=GeoLocationEmployeeTagging

For any queries, contact [email protected]