🔵Profile Info

1. How to allow employees to fill in their details in the ESS portal?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu. Under the ‘Profile Info’ tab, click on the ‘Profile Settings’ subtab. Various fields related to the profile will appear.

Step 2: Under the ‘Employee Details’ option select the radio button under the ‘Direct Update’ column and system will allow employees to update and edit that information from their ESS portal.

Note: Selecting ‘Direct Update’ enables employee to update details in the respective fields without need HR’s approval for the changes they made.

For any queries, contact [e-mail]

2. How to view employee's existing login credentials & reset employee’s ESS password?

How to check/reset/edit password of employee for ESS portal?

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

Step 2: Then ‘Select Employee’ from the respective field and click on the search button. Click on the ‘Preview’ button and the employee’s ESS password will appear beside the preview button.

Step 3: Select the checkbox for the employee, who’s password you want to reset and

click on the ‘Reset’ button. The employee’s ESS password will be reset and you can view this new password following above steps.

Path: Cloud portal > ESS Settings > Profile Info > Password Reset > Select Employee > Search > Preview > Select Checkboxes >Reset

For any queries, contact [e-mail]

3. How to know what policies are implemented in the company?

To understand company’s leave policies, you can check

1. Company’s policy documents

2. Check current leave configurations

How to check company’s leave policy documents?

• From cloud portal

• From ESS portal

3.1 How to check company’s policy documents from cloud portal?

If you want to check documentation of your company’s leave policy, follow the path below.

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ and under the ‘Profile Info’ tab click on the ‘Policies’ subtab. On this page you will see a list of all the policies in the company, click on the ‘Edit Icon’ for the policy you want to view.

Step 2: A pop-up will open, click on the ‘Download Icon’ towards the lower right-hand corner of the pop-up and the policy document will be downloaded.

Path: Cloud>ESS Settings>Profile Info>Policies>click on the ‘Edit Icon’> click on the ‘Download Icon’

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

3.2 How to check company’s policy documents from the ESS portal?

You can also check leave policies through ESS portal, follow the path below.

Step 1: Log into the ESS portal, go to the ‘Profile’ menu and click on the ‘HR Tools’ submenu.

Step 2: Click on the ‘Policies’ tab and the list of company’s all the policies will appear. Click on the ‘View Details’ button and a pop-up will open.

Step 3: You can click on the ‘Download’ button and the policy document will be downloaded.

Path: ESS Portal>Profile>HR Tools>Policies>View Details>Download

Link: https://ess.pockethrms.com/Employee/Profile/HRTools?Menu=policies

4. How to check present leave configurations?

To check the Leave Configurations currently in the system, follow the path below.

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Leave’ tab click on the ‘Leave Configurations’ tab.

On this page you can check leave configuration settings that are presently done as per your company requirements.

Step 2: You can also click on the ‘Leave Credit’ subtab under the ‘leave’ tab to view the leave credit configurations.

Path: Cloud portal>Settings>Leave>Leave Configuration>Leave Credit

Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=leave&submodule=leaveconfiguration

5. How to activate expense module access for employees & make it visible in the employee’s ESS portal and mobile app?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu and under the ‘Profile Info’ tab and scroll down to click on the ‘Role Allocation’ subtab.

Step 2: From the ‘Select Module’ as ‘Expense’, ‘Select Role’ as ‘User’ or any other role of the employee for whom you want to allocate access to Expense module click on the ‘Search’ button.

Step 3: Check the boxes for various features for which you want to give access to the Employee and click on the Save button. The access to Expense module and the respective features will be given to the employees for the particular role and it be visible to them in the ESS.

Repeat the process for various roles such as HR and manager, to provide access to employees according to your company policies.

Note: Once you did provide an access, ask employees to log out and login the their ESS.

Path: Cloud portal>ESS Settings> Profile Info > Role Allocation >select module & role >Search > select checkboxes > Save.

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

For any queries, contact [e-mail]

6. What to do if any module is not visible to employee in the ESS portal such as Leave, Expense, Helpdesk, Exit, Project, Timesheet and more?

or

What to do if employee is unable to view options of Leave, Expense, Helpdesk, Exit, Project, Timesheet module in the mobile app?

Check if you have provided the rights to view the features to the user?

For that you need to follow the steps below,

A. Check Employee Self-service user role

B. Check right given to access various modules for the self-service user role

6. A How to check for the self-service user role?

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

Step 2: Select the employee whose self-service role you want to check and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Self Service Role’ subtab. In the ‘Role’ field you can view the role assigned to the employee.

Note: You can select another self-service role from the ‘Role’ dropdown if required and click on the ‘Save’ button. The role will be assigned to them.

6. B How to check right given to access various modules for the self-service role?

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

Step 2: ‘Select Module’ and ‘Select Role’ from the respective dropdowns and click on the ‘Search button. All the features/options list for the module will appear.

Step 3: Select the checkboxes for the features/options for which you want to give access and click on the ‘Save’ button. The module and options will be visible in the ESS app accordingly.

Path:

A. Check the employee self-service user role

Cloud Portal>Employee>Employee List>select employee>Profile>Self Service Role

B. Give access to role for module/options

Cloud>ESS Settings>Profile Info>Role Allocation>Select Module>Select the role>Search>select options/features>Save

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

For any queries, contact [e-mail]

7. How to approve changes/edits made in employee details or personal details of employee/staff member?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu and under the ‘Profile Info’ tab click on the ‘HR Updation’ subtab. Here you will see various change requests, click on the ‘View’ button to check the changes made by employees in the employee details.

Step 2: Review the details of the changes and click on the ‘Accept’ or ‘Reject’ radio button for the respective action and click on the ‘Update’ button. Employee detail changes will be approved.

Path: Cloud>ESS Settings>Profile Info>View>Accept/Reject>Update

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

For any queries, contact [e-mail]

8. How to delete unnecessary geo-location setting from the system?

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

Step 2: Click on the ‘Delete Icon’ for the location you want to remove/delete from the system and the location will be deleted.

Path: Cloud>Profile Info>ESS Settings>Geolocation Settings>’Delete Icon’

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

For any queries, contact [e-mail]

11. How to create new event or publish latest news announcement in the ESS dashboard?

or how display notice for employees in the ESS portal?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu and under the ‘Profile Info’ tab click on the ‘Latest News’ subtab. Click on the ‘+ Icon’ towards the upper right side of the screen.

Step 2: Enter the ‘Title’ and details on the event and click on the ‘Save’ button. Latest news announcement or event will be created and visible on the ESS dashboard.

Path: Cloud Portal>ESS Settings>Profile Info>Latest News>click ’+’ icon>add details>Save

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

For any queries, contact [e-mail]

12. Do HR need to approve if new employee updates joining documents?

The joining documents will need HR approval if you have set the HR Updation for it. You can follow the steps below to activate and approve the fields under HR updation

• Activate HR Updation for certain fields

• Approve the changes under HR updation

13 How to set /activate HR updation for changes/uploads/updated by employee in the ESS? or

How to ensure that any edit/changes/updates made by employee in the respective fields will not be reflected without HR’s approval?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu. Under the ‘Profile Info’ tab, click on the ‘Profile Settings’ subtab. Various fields related to the profile will appear.

Step 2: Scroll down to the the ‘Employee Details’ section and select the radio button under the ‘HR Update’ column for the field for which you want to activate HR updation and scroll down to click on the ‘Update’ button.

Any edit/changes or updates made by employee in the respective fields will not be reflected without HR’s approval.

Path: Cloud Portal>ESS Settings>Profile Info>Profile Settings>select radio button for respective option>Update

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

For any queries, contact [e-mail]

14. How to add a new business unit? How to check geo location parameter option?

How to add/view/update/change business unit in geo location settings

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ and under ‘Profile Info’ tab, click on the ‘Global Setting’ subtab.

Step 2: The option set in the ‘Geo Location Parameter’ field is set as a Business Unit for Geo Location Settings.

Note: Once set, you can’t add or set ‘Geo Location Parameter’ in the system

Path: Cloud Portal>ESS Setting>Profile Info>Global Setting>Geo Location Parameter– The set option is set business unit for Geo Location Settings

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

For any queries, contact [e-mail]

15. How to show/display organization chart in the ESS portal? How to make organization chart visible/include in the ESS portal?

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

Step 2: From respective fields ‘Select Module’ as ‘Profile’ and then ‘Select Role’ for which you want to make organization chart visible and click on the ‘Search’ button.

Step 3: Select the checkbox for ‘Organization Chart’ option and click on the ‘Save’ button. The organization chart will be visible, and employees can check organization chart from the ESS portal.

Note:

• You can repeat the process to make the organization chart visible for other roles in the ESS portal.

• Make sure that you added reporting manager for all the employees for whom you want to display organization structure.

Path: Cloud Portal>ESS Settings>Profile>Role Allocation>Select Module-Profile> Select Role as required>Search>tick Organization Chart>Save

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

For any queries, contact [e-mail]

16. How to check biometric machine log or how to check if employee punched from the mobile or biometric machine?

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

Step 2: Under the ‘Attendance’ tab click on the ‘Machine Log Export’ subtab.

Step 3: Select the details such the ‘Employee Code’, date range and click on the ‘Excel Download’ or ‘Download PDF’ button as required and the biometric machine log will be downloaded accordingly.

Path: Cloud Portal>Analytics>Reports>Attendance>Machine Log Export>fill in details>Download PDF/Excel

Link: https://cloud.pockethrms.com/Reports/Report/Index?module=attendance&submodule=MachineLogExport

For any queries, contact [e-mail]

17. How to check/view/download geo location employee tagging details/report?

Presently we don’t have specific report for the location employee tagging details. You can follow the path below to check location employee tagging details for individual employee.

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

Step 2: From the dropdown ‘Select Setting’ choose the location. The list of employees will appear. Here you can see the employees for whom the respective checkboxes are ticked these employees are tagged for the selected location.

Path: Cloud portal>ESS Settings>Location Names-select location>you can view the employees tagged to this location.

Link:

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

For any queries, contact [e-mail]

18. How to view/check my ESS password from cloud portal and reset it?

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

Step 2: Select your name or employee code from the ‘Select Employee’ field and click on the ‘Search’ button. Click on the ‘Preview’ button and the your ESS password will be visible beside the preview button.

Step 3: To change your password you can select the checkbox for your name and click on the ‘Reset’ button. Your ESS password will be changed and you can check your new password following the same steps mentioned above.

Path: Cloud portal>ESS Settings>Profile Info>Password Reset>Select Employee>Search >Preview>select checkbox>Reset

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

For any queries, contact [e-mail]

19. How to allow employees to punch from all locations?

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

Step 2: From the ‘Location Names’ select the location for which the employee is tagged. Remove the tick from the respective checkbox for the employee and click on the ‘Save’ button.

Repeat the process to remove all the location tags for the employee and the employee will be able to punch from all the locations.

Path:

Path: Cloud portal>ESS Settings>Location Names-deselect employee>Save

Link:

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

For any queries, contact [e-mail]

20. How to allow manager to assign shift or How to give rights to manager for roster management?

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

Step 2: From respective fields ‘Select Module’ select ‘Leave’ option.

Step 3: Then ‘Select Role’ as ‘Manager’ and click on the ‘Search’ button. The options/features for the respective module will appear.

Step 4: Under the ‘Approval’ option select the ‘Roster Management’ option and click on the ‘Save’ button.

Path: Cloud Portal>ESS Settings>Profile Info>Role Allocation>Select Module-Leave>Select Role-Manager>Search>under Approval-Roster Management>Save

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

For any queries, contact [e-mail]

21. How to disable the profile photo update option for employee self-service (ESS) portal?

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

Step 2: Untick/unselect the checkbox for ‘Photo Upload’ option and scroll down to the ‘Update’ button and the ESS profile photo option for employee will be disabled.

Path: Cloud portal>ESS Settings>Profile Info>Profile Settings>untick ‘Profile Upload’>Update

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

For any queries, contact [e-mail]

23. How to assign rights for expense and travel module to finance role through role allocation?

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

Step 2: From respective fields ‘Select Module’ as ‘Expense’ and the role as ‘Finance’ and click on the ‘Search’ button.

Step 3: Select the option for which you want to give right to the ‘Finance Role’ according to your company policies and click on the ‘Save’ button.

Note: You can repeat the same process with ‘Role’ as ‘Finance’ and ‘Select Module’ as ‘Travel’ or more to provide respective rights the role.

Path: Cloud Portal>ESS Settings>Profile>Role Allocation>select module & role >Search> select options>Save

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

For any queries, contact [e-mail]

24. Why are some employees/staff are unable to view coming birthday, marriage anniversary or work anniversary of co-workers on the ESS user dashboard?

How to make birthday, marriage anniversary or work anniversary of co-workers visible to all employees on the ESS dashboard?

Step 1: log into the cloud portal, go to the ‘ESS Settings’ menu and under the ‘Profile’ tab, click on the ‘Dynamic Dashboard Settings’ subtab.

Step 2: Under the ‘Birthday & Anniversary’ section select the respective ‘Show’ radio button for Birthday, Anniversary or Work Anniversary as required and scroll down to click on the ‘Save’ button.

The birthday and anniversaries will be visible to employees on their ESS dashboard accordingly.

Path: Cloud Portal>ESS Settings>Profile Info>Dynamic Dashboard Setting>tick on ‘Show’ radio button for Birthday/Anniversary/Work Anniversary>Save

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

For any queries, contact [e-mail]

25. Unable to download timesheet report from team report option in project module from HR's ESS portal?

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

Step 2: From ‘Select Module’ field select ‘Project’ and from ‘Select Role’ field select ‘HR’ option. Click on the ‘Search’ button and the options/features for the respective module will appear.

Step 3: Click on the ‘Team Report’ option and then select ‘Timesheet’ report you can also select other options according to your company policy and click on the ‘Save’ button. HR will be able to download timesheet report from team report option of project module from their ESS.

Path: Cloud Portal>ESS Settings>Profile>Role Allocation>select module & role >Search> Select or deselect modules/features>Save

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

For any queries, contact [e-mail]

26. How to enable employees to update their details in ESS portal?

Step 1: Log into the cloud portal, go to the ‘ESS Settings’ menu. Under the ‘Profile Info’ tab, click on the ‘Profile Settings’ subtab.

Step 2: Scroll to the ‘Employee Details’ option select the radio button under the ‘Direct Update’ column and system enables employee to update details in the respective fields from ESS portal without need of HR’s approval.

Path: Cloud portal>ESS Settings>Profile Info>Profile Settings>Employee Details>select radio buttons under ‘Direct Update’ for respective fields.

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

For any queries, contact [e-mail]