🏖️Leave

1. How to credit comp off for multiple employee at the same time?

Step 1: Log into the cloud portal, go to the ‘Leave’ menu and click on the ‘Utilities’ submenu and select the ‘Comp off Credit’ option.

Alternatively, you can go to the ‘Settings’ menu and under the ‘Leave’ tab click on the ‘CompOff Credit’ subtab.

Step 2: Select the ‘Category’, ‘Date’ range and click on the view button. List of eligible comp offs will appear below category list.

Step 3: Select the checkboxes for the ‘Comp Off’ and the ‘Day Type’ for the respective entries. You can also select the checkbox for ‘Comp Off’ column to select all the entries in the list.

Step 3: Click on the ‘Save’ button and the comp offs will be credited to the employees accordingly.

For any queries, contact [e-mail]

2. What to do if the leave balance of the new joiner/employee is not updated according to the configurations?

If the leave balance of the new employee is not updated according to the configurations, please check if the leave credit is updated for the employee’s probation.

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

On this page, you can check if leave credit is updated for the employee in the probation.

Step 2: Make the desired changes in the leave credit settings along with the configurations for the probation period and scroll down to click on the ‘Save’ button. The leave credit balance for the new joiner or employee will be reflected accordingly.

Path: Cloud portal>Settings>Leave>Leave Credit>make the required changes>Save

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

For any queries, contact [e-mail]

3. How to download a leave balance report?

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

Step 2: Under the ‘Leave’ tab click on the ‘Report Wizards’ subtab and select ‘Category’.

Step 3: From the ‘Type of Leave Report’ dropdown select the leave type option such as, opening, used and click on the ‘Download PDF’ or ‘Download Excel’ button to get the leave balance report in the respective format.

Note:

• If you want to download leave balance report for individual employee select them from ‘Employee Code’ field or else leave the field vacant.

• You can also download various types of leaves such as opening, used, credit or all leaves in a single report using the summary option.

Path: Cloud Portal>Analytics>Reports>Leave>Report Wizard>select details>select ‘Type of Leave Report’ as ‘Balance’>Download PDF/Excel

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

For any queries, contact [e-mail]

4. How to activate face recognition for the employee for ESS mobile app?

You need to ensure 3 things to enable face recognition for employees in the ESS portal or mobile app.

1) Check if the employee has given the self-service role

2) Please check if the role allocation done for the employee set with self-service role

3) Please if the punch is activated for the employee under ESS Settings

1. Assign Self-service Role

Path: Cloud Portal>Employee>Employee List>select employee>Profile>Self Service Role>Role>Save

Link: https://cloud.pockethrms.com/Employee/employee/Profile?employeeID=11966&module=profile&empstatus=1

1. Allocate Role

Path: Cloud Portal>ESS Settings>Profile Info>Role Allocation>Select Module>Select Role>Search>select options and the list of features>Save

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

1. Activate punch

Path: Cloud portal>ESS Settings>Leave>Activate Punch>select employee>Save

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

For any queries, contact [e-mail]

5. Why am I unable to give employee comp-off credit?

A. Check if the Leave Opening Credit is done for the employee

B. Credit the comp off to employee

A. How to check if the leave opening credit is done for the employee?

Step 1: Log into the cloud portal, go to the ‘Leave’ menu and under the ‘Transaction’ submenu, click on the ‘Leave Opening’ option.

Step 2: Select ‘Category’ and ‘Leave’ as ‘Compensatory Off’ option and click on the ‘View’ button.

Step 3: Select ‘Use Credit’ checkbox for the employee to whom you want to credit comp-off and click on the ‘Save’ button.

B. How to Credit the comp off to employee

Step 1: Log into the cloud portal, go to the ‘Leave’ menu and click on the ‘Utilities’ submenu and select the ‘Comp off Credit’ option.

Alternatively, you can go to the ‘Settings’ menu and under the ‘Leave’ tab click on the ‘Comp Off Credit’ subtab.

Step 2: Select the ‘Category’, ‘Date’ range and click on the view button. List of eligible comp offs will appear below category list.

Step 3: Select the checkboxes for the ‘Comp Off’ and the ‘Day Type’ for the respective entries. You can also select the checkbox for ‘Comp Off’ column to select all the entries in the list.

Step 4: Click on the ‘Save’ button and the comp offs will be credited to the employee accordingly.

Path:

Cloud Portal>Leave>Transaction>Leave Opening> Category>Leave-Compensatory Off>View>select checkbox for ‘Use Credit’>Save

Link: https://cloud.pockethrms.com/Leave/Setting/LeaveOpening

Cloud>Settings> Leave>Comp-off Credit>fill in details>View>select ‘Comp Off’ checkbox>Day Type>Save

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

For any queries, contact [e-mail]

6. Unable to approve comp off (compensatory off) leave?

To approve a compensatory off (comp-off) leave, please ensure that the following steps are followed:

1) Check the manager assigned to employee to approve leave

2) Check manager self-service role assigned as manager

3) Check the manager role allocation to approve leave

For any queries, contact [e-mail]

For any queries, connect with our agent on chat.

7. Why is manager not receiving email notification when an employee applies or requests a leave/on duty/permission/attendance regularization?

In case the manager does not get an email when an employee requests a leave, please check the following factors.

· The SMTP settings are enabled

· Email ID in manager’s profile is updated

· In the employee’s profile, under the approval matrix the manager is assigned for leave module.

For any queries, contact [e-mail]

8. How to delete uploaded leave balance report?

Once uploaded the data cannot be deleted. You can go to employee profile individually and delete the leaves credited.

For any queries, contact [e-mail]

9. How to change or add a festival/holiday for a particular office location?

If you want to add or change a festival for a particular location, check the following factors

Check that holidays are updated cost-wise

Cost-centre location is added in pop-up data

Cost centre data is updated in employee profile

Add the holiday or festival

For any queries, contact [e-mail]

10. How to check and set holidays cost centre-wise?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Leave’ tab click on the ‘Define Calendar’ subtab. Click on the ‘Edit Icon’ for the default financial year.

Step 2: In the option ‘Holiday Settings Entry will be’ option is set by ‘Cost Centre’ wise, or you can use the dropdown to set it by ‘Cost Centre’ and click on the ‘Save’ button.

Path: Settings>Leave>Define Calendar>Edit>(b) Holiday Settings Entry will be (Cost Centre Wise)>Save

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

For any queries, contact [e-mail]

11. How to check that the cost centre location is added in pop-up data?

Step 1: Log in to cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab, click on the ‘Pop Up Data’ subtab.

Step 2: ‘Select Component’ as ‘Cost Centre’ and the list of all the added cost centre or locations will appear.

Path: Cloud portal>Settings>HR>Pop Up Data>Select Component-Cost Centre

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

For any queries, contact [e-mail]

12. How to check/view and edit/change the cost centre location for the employee?

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

Step 2: Select the employee for whom you want to check or change if the cost centre is updated and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Basic Detail’ subtab. Find the ‘Cost Centre’ field you can edit the location as required and click on the ‘Save’ button. The cost centre location will be saved for the employee.

Path: Cloud portal>Employee>Employee Profile>Profile>Basic Detail>select required location in the ‘Cost Centre’ field>Save

For any queries, contact [e-mail]

13. How to add or create a Holiday for a location/cost centre?

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

Step 2: Select the ‘Cost Centre’ from the drop down and click on the ‘+’ icon towards the upper right corner of the screen.

Step 3: Select Date, Description and choose ‘Yes’ or ‘No’ for the ‘Restricted/Option Holiday’ option as required and click on the ‘Save’ button.

Note: You can update holiday only for the default financial year. Path: Cloud Portal>> Settings >>Leave>>Holiday>select Cost Centre>click ‘+’ Icon>Select Date>Description>If want the restricted/optional holiday (Yes)/if not select(no)>Save

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

For any queries, contact [e-mail]

14. How to update or upload holidays for next/coming/future year?

How to update or upload holidays for next year 2025 or coming or future year ?

To update the holidays for any year you need to follow the steps below.

• Define Leave Calendar in the system

• The holidays can only be updated for the default year. So, you need to set the year for which you want to add holiday as a default year

Note:

To add holidays for the upcoming year, you must follow the leave year transfer process.

Ensure that the payroll for all the months of previous year are successfully processed

For any queries, contact [e-mail]

15. What is an intimation mail?

The intimation mail keeps the concerned person informed about any requests for permission/leave/On duty/regularization by the employees. You can add an email ID on which the notifications will be sent.

For any queries, contact [e-mail]

16. How to cancel approved leave from the cloud portal?

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

Step 2: Select the employee for whom you want to cancel the leave and system will take you to their profile.

Step 3: Under the ‘Leave’ tab click on the ‘Leave Entries’ subtab.

Step 4: Scroll down to the list of leave entries and click on the ‘Delete Icon’ for the respective leave entry. The leave will be cancelled and the leave balance will be revoked accordingly.

Path: Cloud Portal>Employee>Employee List>Leave>Leave Entries>scroll down to leave entries>click on the ‘Delete Icon’ for the respective leave entry

For any queries, contact [e-mail]

17. Where is general leave page or where can I find leave settings?

1. General leave settings from cloud portal

Path: Cloud>Leave>Import, Transaction, Utilities

1. General leave settings in cloud portal

Path: Cloud>Settings>Leave

3) Leave settings for ESS from cloud portal

Path: Cloud Portal>ESS Settings>Leave

4) Leave menu from ESS portal

Path: ESS Portal>Leave Menu

Here you can request leave, check previous leaves & check leave report.

For any queries, contact [e-mail]

19. What does various abbreviations or short forms (FH-PL, P, SH-LD) mean or stands for in the attendance data?

In the attendance report various abbreviations are used to indicate the data fetched by the system according to the leave and attendance configurations.

The terms, abbreviations stand for are as given below.

F - Full day Present

P – Present

A - Absent

R – Regularized Entry

O – On Duty

I – Invalid Punch

H - Holiday

W – Week Off

PL- Paid Leave

LD - Loss of Pay Day

FH-PL - First Half with Paid Leave

SH-LD - Second Half with Loss Of Pay Day

For any queries, contact [e-mail]

20. How to delete a certain leave type (earned, casual, sick, or optional) from the cloud portal?

To delete any leave type (earned, casual, sick, or optional), follow the steps below: 1) Delete the Leave Definition:

2) Delete the Leave Configuration: Step 1: Log into the cloud portal, and go to the ‘Settings’ menu. Under the ‘Leave’ tab click on the ‘Leave Configuration’. From the ‘Leave Type’ dropdown select the leave you want to delete.

Step 2: Scroll down and click on the ‘Delete’ button, the settings will be deleted.

Note: Ensure there are no leave openings or leave credits available for the leave type. If any leave opening or credit exists, we recommend connecting with our agent for assistance.

For any queries, contact [e-mail]

21. What is the difference between leave credit and leave opening?

Leave credit and leave opening might nbe similar but they stad for diffferent things.

a. What is leave credit?

Leave Credit refers to the process where leave days are added to an employee's leave balance. It typically happens either during the start of the financial year or on a pro-rata basis (where leave is credited based on the duration of employment in the year).

b. What is leave opening?

Leave Opening is the carryover balance of unused leave from the previous financial year. If the system is configured to allow carryover, this balance will be credited to the employee's leave balance for the new financial year.

For any queries, contact [e-mail]

22. What is the reliever – employee name in leave application?

The ‘reliever’ is the employee who temporarily takes over responsibilities of the person who is going on the leave.

For any queries, contact [e-mail]

23. How to cancel/revoke approved leave?

1) Revoke approved leave from the cloud portal

2) Revoke approved leave as an employee, from the ESS mobile app & from the ESS desktop log in

Note:

• Approve leave revoke request as manager from ESS

• Approve leave revoke request as an HR or Admin from ESS

For any queries, contact [e-mail]

24. How to approve rejected leave?

Once a leave request is rejected by the manager, it can not be approved again. Please ask employee to request the leave again and then approve the newly created leave request.

For any queries, contact [e-mail]

25. How to download current leaves of all employee?

To get the current leave details of all employees you can download the leave balance report for all employees.

For any queries, contact [e-mail]

26. What is meaning leave opening value?

The leave opening is the initial leave balance given to the employee during the implementation process, based on the manual calculations shared by the organization.

Key features of Leave Opening

1. Initial Leave Allocation

Leave opening ensures that employee starts the year with the defined leave balance. This setting aligns with the organizational policies and guidelines.

1. Carry-Forward Leave Management:

Leave Opening is also used to transfer unused leave balances from the previous year to the new year for the configured leave type. This ensures employees retain their unused leave entitlements without any loss.

You can do configurations for various leave types.

1. Annual Leave Granting Options:

If yearly leave is to be credited in bulk, it can be done either through: -Leave Opening (as a one-time allocation) -Leave Credits (for periodic additions throughout the year)

1. Mandatory vs. Non-Mandatory Leave Opening

- For leave types requiring Leave Opening, employees can only apply for leave against the available balance. This ensures strict compliance with defined policies. - For leave types not requiring Leave Opening, such as LOP (Loss of Pay), employees can apply for leave multiple times, regardless of the balance. Leave Definition Setting page > click on edit icon for leave types

By understanding and utilizing the Leave Opening feature effectively, organizations can streamline leave management, maintain policy compliance, and ensure transparency for employees.

For any queries, contact [e-mail]

27. How to add new year in the ‘define calendar’ page?

To add new year in ‘Define Calendar’ page, you have to perform Leave Year Transfer process.

For any queries, contact [e-mail]