HR

This page provides a step by step guide for FAQs related to the 'HR' tab in the settings menu

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HR

This page provides a step by step guide for FAQs related to the 'HR' tab in the settings menu

1. How to add pop-up data?

How to add or create a new designation or a position in a compnay?

You can add Pop up data in Pocket HRMS as per your requirement. For example, if you want to add a new Designation in Pocket HRMS, you need to follow the steps described below:

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

Step 2: Click the ‘HR’ tab and then ‘Pop Up Data’ as shown below.

Step 3: Enter ‘Designation’ in the Select Category field. Previously entered data will be shown in the grid below. Now click on ‘+’ button.

Step 4: Enter the required designation in the ‘Value’ field as shown below and click on ‘Save’.

Step 5: You will be able to see the added pop-up data in the grid now. For example, ‘Assistant Manager’ can be seen in the below image.

Note: You may click on the 'Edit' button to edit any existing record.

2. How to ensure 'Grade' changes after promotion reflect in the payslip?

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

Step 2: Select the ‘HR’ tab and the ‘Configuration Fields’ subtab.

Step 3: Select the ‘Grade’ field.

Step 4: Now, tick the checkbox for the ‘Trans field’ and click on the ‘Update’ button, so the changes in Grade will be reflected in payslips.

3. How to view the Confirmation Letter?

Step 1: Go to the cloud portal and click on the ‘Settings’ menu.

Step 2: Click on the ‘HR’ tab and then the ‘HR letter’ subtab.

Step 3: Click on the ‘Edit’ button on the ‘Confirmation Letter’ to view the letter.

4. How to add designation in the Pocket HRMS?

Step 1: Log into the cloud portal go to the ‘Settings’ menu. Under the ‘HR’ tab click on the ‘Pop-up Data’ subtab. From the ‘Select Component’ drop-down select ‘Designation’

And click on the ‘+’ button towards the upper right-hand corner.

Step 2: A pop-up will open. Enter the new designation in the ‘Value’ field and click on the ‘Save’ button.

Step 3: The new designation will be added in the Pocket HRMS

5. How to add a new department option in the system?

Step 1: Log into the cloud portal and click on the ‘Settings’ menu. Under the ‘HR’ tab click on the ‘Pop-up Data’ subtab.

Step 2: From the ‘Select Component’ dropdown select the ‘Department’ option. Here you will see the department options present in the system.

Step 3: Click on the ‘+’ icon towards the right-hand side of the screen to add a new department

Step 4: In the ‘Value’ field enter the name of department you want to create and click on the ‘Save’ button. The newly created department will be added.

6. How to add a new professional tax location (PF tax location) in the professional tax column?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu. Under the ‘HR’ tab click on the ‘Pop-up Data’ subtab.

Step 2: From the drop-down ‘Select Component’ as ‘Professional Tax Location’ and the Professional tax locations in the system will be visible.

To add the new professional tax location, click on the ‘+’ icon towards the upper right-hand corner of the screen, a pop-up will open.

Step 3: Enter the ‘Value’ in the professional tax location pop-up and click on the ‘Save’ button. The new professional tax location will be added.

Step 4: Now in the ‘Settings’ menu and under the ‘Payroll’ tab click on the ‘Ptax Range’ subtab. Click on the ‘Edit Icon’ for the respective location and a pop-up will open.

Step 5: Click on the ‘Add Earning Range’ button and another a pop-up will open.

Step 6: Fill in the Earning Range and the ‘Professional Tax’ amount and click on the ‘Save’ button.

Step 7: Once you have filled all the necessary information click on the save button and the Professional tax location will be added.

7. How to do Full and Final (FnF) email notification settings?

Step 1: Log into the cloud portal, go to the ‘Settings’ and under the ‘HR’ tab click on the ‘Exit Notification Settings’ subtab.

Step 2: Click on the ‘Reminder’ tab, on this page you will find various events for the exit process. You can add employees to be notified for the respective event from the ‘Entities’ field and also add the ’Email’ ids in the respective fields.

Similarly, you can choose to notify ‘Manager’ and ‘HRs’ by selecting the respective checkboxes and click on the ‘Save’ button and the emails will be sent accordingly.

8. How to lock resignation date & last working date for the employee?

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

Step 2: Click on the ‘Exit Notification Settings’ subtab.

Step 3: Select the checkbox for ‘Lock Resignation Date’ and the ‘Lock Last Working Date’ options.

Step 4: Click on the ‘Save’ button and the resignation date & last working day of employee will become non-editable for employees.

Note: After the manager approves the request, it goes the HR for approval. The HR can modify the last working date based on the notice period.

9. How to generate log in credentials for the employees & send it through email?

To generate login credentials for an employee, follow the steps below. You can also send generated passwords to employees through email.

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

Step 2: Select the ‘Category’ then select the employee from the ‘Employee Code’ field for whom you want to generate login credentials.

Step 3: If you want to overwrite the employee’s old password select ‘Yes’ for the ‘Overwrite Existing Password’ option or else select ‘No’ option. Choose from the given ‘Password Settings’ options to generate a strong password.

Step 4: Select the checkbox for the ‘Check For Send Mail’ option, if you want to send the joining credentials through email. Click on the ‘Save Settings’ button and the login credentials or password will be generated and sent to employees accordingly.

Path: Cloud Portal > Settings > HR > Generate Password > select required details > Check For Send Mail >Save Settings.

10. How to check probation confirmation settings for your company?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab and scroll down to select ‘Confirmation Module’ subtab.

On the ‘Confirmation Module’ page, you can check various settings related to the confirmation module.

Path: Cloud Portal>Settings>HR>Confirmation Module

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘Generate Password’ subtab. Then select the ‘Category’ as required.

Step 2: Activate the ‘Generate New Joiners Password’ option by turning on the toggle key. ‘Select Date Range’ for which you want to generate and share password for new employees.

Step 3: click on the ‘Overwrite Existing Password’ option if required and choose suitable ‘Password Setting’ option to generate safe passwords. Select checkbox for ‘Check For Send Mail’ and click on the ‘Save Settings’ option. The password will be generated & shared via email accordingly.

Path: Cloud Portal>Settings>HR>Generate Password>Generate New Joiners Password Select Date Range>select other detail>Check for Send Mail> Send Email

12. How to add or configure a new field or option?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘Configuration Fields’ subtab. Click on the ‘+’ icon towards the right side of the screen to add a new field or option.

Step 2: Fill in the required details such as, Field Name, Label Name, Field type, Field Size (number of character or letters), Behavior, Order and Panel. Select the other required options and click on the ‘Save’ button. The new field or option will be added.

Path: Cloud Portal>Settings>HR>Configuration Fields> ‘+’ Icon>fill in details such as Field Name, Field Size (Character Letters)>fill in all the other details>Save

13. How to add a new bank name in the system?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘Pop-up Data’ subtab. From the ‘Select Component’ select the ‘Bank Name’ and click on the ‘+’ icon from the upper right-hand corner of the screen.

Step 2: In the ‘Value’ field enter the new bank name that you want to add and click on the ‘Save’ button and the new bank name will be added.

Path: Cloud Portal>Settings>HR>Pop-up Data>Select Component-Bank name>’+’ icon>Value>Save

14. How to add, edit or delete cost centre?

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

Step 2: Find the ‘Cost Centre’ in the list and click on the ‘Edit Icon’.

Step 3: Make int required changed in the ‘Configuration Fields’ pop-up and select the ‘Mandatory’ option if required and click on the ‘Update’ button.

Step 4: Under the ‘HR’ tab again, click on the ‘Pop-up Data’ subtab and ‘Select Component’ as ‘Cost Centre’ and click on the ‘+’ icon towards the upper left side of the screen.

Step 5: Enter the ‘Value’ as required and click on the ‘Save’ button. The Cost centre will be added.

Step 6: You can click on the ‘Edit Icon’ to make any changes in the cost centre and can also click on the ‘Delete Icon’ to delete the cost centre.

Path: Settings>HR>Configuration Fields>find the ‘Cost Centre’ – ‘Edit Icon’>enter details>Update>>Settings>HR>Pop up Data>enter value>Save

15. How to generate/add a termination letter or relieving letter for an employee?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘HR Letters’ subtab. Click on the ‘+ Icon’ towards the upper left corner of the screen. and

Step 2: Enter the Name, Subject and Draft the Termination Letter. After drafting the relieving letter scroll down and click on the ‘Save Template’ button.

Note: You can click on the ‘Template’ button from the right side of the screen and select templated from the existing ones.

Path: Cloud Portal> Settings>HR>HR Letter>’+’ Icon>add details and Draft your termination letter > Save Template

16. How to delete or remove asset?

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

Step 2: Find the asset you want to delete from the list and click on the ‘Delete Icon’ and the asset will be removed from the system.

Path: Cloud Portal>Settings>HR>Asset List>find the asset to be removed>’Delete Icon’

17. How to add asset with details such as asset name, model name, category, status, asset tag, purchase date description and more? or how to upload image or invoice with asset?

Step 1: Log into the cloud portal, go to the ‘Settings’ and under the ‘HR’ tab click on the ‘Asset List’ subtab.

Step 2: Click on the ‘+’ icon towards the upper right side of the screen.

Step 3: Fill in the required details in the respective fields and upload image or invoice using the respective 'Choose File' buttons if required. Click on the ‘Submit’ button and the asset will be added in the list accordingly.

Note: To edit added asset click on the ‘Edit Icon’ for the respective asset in the Asset List. Path: Cloud Portal>Settings>HR>Asset List>click+’ icon>fill in required details>Submit

18. How to add/configure/create a new field for department or sub department option?

Step 2: Fill in ‘Field Name’ as Sub department or department as required, ‘Field Size’ (number of character or letters), and other required details and click on the ‘Save’ button. The new field will be added accordingly.

Path: Cloud Portal>Settings>HR>Configuration Fields> ‘+’ Icon>fill in details such as Field Name, Field Size (Character Letters)>fill in all the other details>Save

19. How to change panel for the configuration field?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab, click on the ‘Configuration Fields’ subtab. Click on the ‘Edit Icon’ for the respective field.

Step 2: Make the changes in the ‘Panel’ and other fields if required and click on the ‘Update’ button. The panel for the field will be changed accordingly.

Path: Cloud Portal>Settings>HR>Configuration Fields>click on the ’Edit Icon’>change ‘Panel’>make other changes as required>Update

For any queries, contact support@pockethrms.com

20. How to check or do settings for the confirmation module?

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab, scroll down to click on the ‘Confirmation Module’ subtab.

Step 2: Make the required configurations from this page for the confirmation module and click on the ‘Save’ button.

Path: Cloud portal>Settings>HR>Confirmation Module>make the required changes>Save

21. How to do employee confirmation module settings and set reminders?

Based on the settings configured in the confirmation module, you will receive a confirmation notification via both email and the ESS application. The email and notification will be sent to the Confirmation Approval Manager and HR. Follow the path below to review the configured settings.

22. How to check/edit confirmation module settings and set notification for HR & manager over email and ESS portal?

Step 1: Log into cloud go to the ‘Settings’, and under the ‘HR’ tab and click on the ‘Confirmation Module’ submenu.

Step 2: On this page you can review various setting related to the confirmation and make the related changes according to your company policies and click on the ‘Save’ button.

23. How to add new location or work location in the system?

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

Step 2: From the ‘Select Component’ drop down select ‘Work Location’ and click on the ‘+’ Icon towards the upper right corner of the screen.

Step 2: Enter name of the new location in the ‘Value’ field and click on the ‘Save’ button. New location will be added in the system accordingly.

Path: Cloud portal >Settings > HR> Pop Up Data > Select Component – Work Location > enter location in ‘Value’ field >Save

For any queries, contact support@pockethrms.com

Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab, click on the ‘Configuration Fields’ subtab. Find the ‘Location fields and click on the ‘Edit Icon’ of the field.

Step 2: Click on the ‘Edit Icon’ towards the right side of the location field card.

Step 3: Under the ‘Behavior’ section select ‘Cell Type’ as ‘Pop-Up’, make any other required changes and click on the ‘Update’ button. The pop up or drop down will be added for the location field.

25. How to make changes or add image in the birthday, anniversary email template?

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

Step 2: Click on the ‘Edit’ Icon for the template you want to edit, make the required changes and scroll down to click on the ‘Save’ button.

Path: Cloud>Settings>HR>HR Letter>Edit icon (Birthday/Anniversary template)>make the changes as required>Save

26. How to automate the birthday and anniversary emails?

To automate the birthday and anniversary emails you need to ensure the factors listed below.

27. What is the meaning of ‘Custom Form Required’ in the confirmation module?

In Pocket HRMS, the Confirmation Module allows for the creation of custom forms that managers can fill out while confirming an employee. Selecting ‘Yes’ option for the ‘Custom Form Required’ fields enables organizations to define specific fields, questions, or rating criteria to assess an employee’s performance before confirmation.

28. How to find the ‘organization’ tab or column?

Path: Cloud Portal > Settings > Organization

Log into the Pocket HRMS cloud portal, with administrator’s rights. Click on the ‘Settings’ menu at the right side of the screen, that will take you to the settings screen.

You may need to scroll down a little if your screen is zoomed in.

Once you are on the Settings screen you will find the ‘Organization’ tab, at the upper right side of the screen.