🙍♀️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.
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
4. How to add designation in 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
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
9. How to generate log in credentials for the employees & send it through email?
Path: Cloud> Settings> HR >Generate Password>select category>if password is already being set and you want to reset, click on Replace old password & Send Email to password generated employees>Select field as required from Password Configuration>View employees select the employee code whichever required>generate password
Step 1: Log in to cloud portal, go to ‘Settings’ from menu, select ‘HR’ Tab and click on ‘Generate password’.
Step 2: Select ‘Category’ from the listed options. Click on ‘Replace Old Password’ if password is already been set and you want to generate new. Select ‘Send email to password generate employees’, choose ‘Password configuration’ type from the listed options and click on ‘View Employees’.
Note: You have to select at least one of the following: ‘Category’, ‘Select Employee’, or ‘Date of Joining Range’ to view, generate, or re-generate ESS passwords.
Step 3: Select the ‘Employee Codes’ by ticking on the side of the selected employees for whom you want to generate/re-generate the password and click on ‘Generate password’.
Note: To check if password is created for an employee or not, you can follow the above step and after ‘view employees’, you can check the ‘Status’ in generate employees’ passwords report. If the status shows generated, then the password is generated, if not then it’s not generated.
Note: To view all the employees for whom password is not created, you can click on ‘Employees without password’ after following the above steps and clicking ‘view employees’.
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=ConfirmationSetting
For any queries, contact [email protected]
11. How to generate and share ESS portal password with new employees or new joiner?
To generate and share ESS portal password with new employees or new joiner, refer the link below:
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=customfields
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=popup
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=popup#
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=HRLetter
For any queries, contact [email protected]
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’
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=AssetList
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=AssetList
18. How to add/configure/create a new field for department or sub department 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.
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=customfields
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=customfields
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=ConfirmationSetting
For any queries, contact [email protected]
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.
Confirmation module settings and notification for HR & manager
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.
Note: You can also set additional notification/ reminder to update someone about the confirmation such as HR or HOD or department head.
Path: Cloud Portal>Settings>HR>Confirmation Module>check various settings-make required changes>Save Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=ConfirmationSetting
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=popup
For any queries, contact [email protected]
24. How to add dropdown or pop up data for location?
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.
Note: You can go to ‘Pop-Up Data’ subtab to add locations in the system.
Path: Cloud portal>Settings>HR>Configuration Fields> find ‘Location’ field>click on ‘Edit Icon’ > select ‘Cell Type’ as ‘Pop Up’> Update Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=customfields
For any queries, contact [email protected]
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
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=HRLetter#
For any queries, contact [email protected]
26. How to automate the birthday and anniversary emails?
To automate the birthday and anniversary emails you need to ensure the factors listed below.
Turn on the Birthday and Anniversary alert emails
Ensure you employee’s email ids are correctly added by downloading the employee export report
The defaults templates are available but if required you can make the required changes.
For any queries, contact [email protected]
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.
For any queries, contact [email protected]
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.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=category
For any queries, contact [email protected]
29. How to Generate Employee Password and Send it in Direct Mail to the Employees?
Path: Cloud> Settings> HR >Generate Password>select category>if password is already being set and you want to reset, click on Replace old password & Send Email to password generated employees>Select field as required from Password Configuration>View employees select the employee code whichever required>generate password
Step 1: Log in to cloud portal, go to ‘Settings’ from menu, select ‘HR’ Tab and click on ‘Generate password’.
Step 2: Select ‘Category’ from the listed options. Click on ‘Replace Old Password’ if password is already been set and you want to generate new. Select ‘Send email to password generate employees’, choose ‘Password configuration’ type from the listed options and click on ‘View Employees’.
Note: You have to select at least one of the following: ‘Category’, ‘Select Employee’, or ‘Date of Joining Range’ to view, generate, or re-generate ESS passwords.
Step 3: Select the ‘Employee Codes’ by ticking on the side of the selected employees for whom you want to generate/re-generate the password and click on ‘Generate password’.
Note: To check if password is created for an employee or not, you can follow the above step and after ‘view employees’, you can check the ‘Status’ in generate employees’ passwords report. If the status shows generated, then the password is generated, if not then it’s not generated.
Note: To view all the employees for whom password is not created, you can click on ‘Employees without password’ after following the above steps and clicking ‘view employees’.
Link- https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=GeneratePassword
For any queries, contact [email protected]
30. How to generate employee password and sent to employee?
To know the process to generate password and send it to employees refer the link below: https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/hr/password-generation#id-1.-how-to-set-ess-password-or-log-in-credentials-for-employees
For any queries, contact [email protected]
31. How can we generate bulk password?
To generate bulk password please refer the link below: Kindly refer to https://docs.pockethrms.com/faqs/cloud-portal/settings/hr#id-29.-how-to-generate-employee-password-and-send-it-in-direct-mail-to-the-employees
For any queries, contact [email protected]
32. How to send all employees ESS user ID and password?
Refer the link below to know the process:
For any queries, contact [email protected]
33. Do we have any field to mention base location of an employee and working location?
To mention the base location, you can create the field follow the path below:
33 A. To create the field:
Path: Cloud Login > Go to settings > HR > Configuration Field > click on '+' and create a Field as Base Location > label name as Base Location > Field type as Text > Cell type as Pop-up Panel as Employee > Enable the check box as required > Save
Step 1: Log in to the Cloud portal, go to ‘Settings’ menu, select ‘HR’ tab, and then under it click on ‘Configuration Field’ option.
Step 2: Click the ‘+’ button to add a new field.
Step 3: Configure the new field with the following details:
Field Name: Base Location
Label Name: Base Location
Field Type: Text
Cell Type: Pop-up Panel
Panel: Employee
Field Size: As per your need
Step 4: Enable any additional checkboxes as required for the field's functionality and Click ‘Save’ to create and save the new field.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=customfields
33 B To save different locations under Base Location please follow path below:
Path: Cloud Login > Settings > HR > Pop-up data > Select Component > click on '+' > Add the locations in Value > Save.
Step 1: Log in to the Cloud portal, go to ‘Settings’, under the ‘HR’, tab select ‘Pop-up data’.
Step 2: From the ‘Component’ dropdown menu, select the component that you have added above, to which you want to add values (e.g., base Location) then click the ‘+’ button to open the field for a new entry.
Step 3: In the ‘Value’ field, enter the name of the new location and click ‘Save’ to add the new location to the component list.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=popup
While adding employee you can add the Base location in Employee profile and also add the bulk import of base location from Employee Import option
For any queries, contact [email protected]
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