🏦Organization
This page provides a step by step guide for FAQs related to the 'Organization' tab in the settings menu
1. How to delete the cloud credentials of a former employee?
Step 1: If you want to delete admin credentials for someone log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘Users’ subtab.
Step 2: Find the user for whom you want to delete the credentials. You can click on the ‘Delete Icon’ to delete the user credentials. You can also click on the ‘Disable User’ button to disable the user.
For any queries, contact [email protected]
2. How to send birthday and anniversary wishes to employees?
Step 1: Log into the cloud portal, and click on the ‘Settings’ menu. Click on the ‘Organization’ tab followed by the ‘Notification’ subtab. Enable the ‘Birthday Alert’ and ‘Anniversary Alert’ option and click on the ‘Save’ button.
Once the option has been enabled an email will be sent to the employee on their personal email ID for respective wishes.
Step 2: If you want to send the same email to the rest of your employees to notify them about their colleague’s special day, then you can add a group email ID. For that click on the ‘Setting’ icon towards the upper right-hand corner of the screen.
Step 3: A pop-up will open where you can add group email in the respective fields. Click on the ‘Save’ button and the birthday & anniversary emails will be sent to your employees accordingly.
Step 4: Pocket HRMS offers standard templates, to view those go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘HR letter’ subtab.
Step 5: You can also create a new email template by clicking on the ‘+’ icon.
Note: If you create a new email template for a birthday or anniversary wishes, you need to follow the mandatory format. For the respective templates mandatory ‘name formats’ are as given below, ensure to save the template names accordingly.
For Work Anniversary – WORKANNIVERSARYTEMPLATE
For Birthday Alert - BDAYTEMPLATE_2
For Wedding Anniversary - WORKANNIVERSARYTEMPLATE_007
If you follow the above steps and save the templates in the given format, the new email templates will be created accordingly.
For any queries, contact [email protected]
3. How to add a new company?
Step 1: Log into the cloud portal and go to the ‘Settings’ menu. Under the ‘Organization’ tab click on the ‘Company Profile’ and click on the ‘+’ button towards the upper left-hand side of the screen.
Step 2: A ‘Company Details’ pop-up will open, fill in the required details such as name, address, state, city, pin code, and telephone. You also need to fill in the ‘Self Service Company Code’ and click on the ‘Create Company’ button. A new company will be created in the Pocket HRMS.
For any queries, contact [email protected]
4. How to change admin or transfer the admin user role from one employee to another?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘User’ subtab.
Step 2: On this page, you will see various existing users. Find the user from whom you want to transfer admin rights and click on the ‘View User Rights’ button.
Step 3: Deselect the checkboxes from the ‘Menu’ and the 'Category' list for which you don’t want the employee to have access anymore and click on the ‘Save’ button. The user will no longer have the right to access the menu or categories you deselect.
Note: You need to keep at least one category and one menu selected to save the changes.
Step 4: If the employee to whom you want to give the admin role is not present in the current list, you need to create a new user for them. To create a new user, click on the ‘+’ icon from the upper right-hand side of the screen to add a new user and a pop-up will open.
Step 5: Fill in the details in the respective fields such as the ‘Name’, ‘Email Id’, ‘Password’ and ‘Confirm Password’. Select the ‘Company Name’ for which you want to give the admin access and click on the ‘Create User’ button.
Step 6: Locate the user/employee to who you want to give admin rights and click on the ‘View User Rights’ button.
Step 7: Select all the checkboxes from the ‘Menu’ and the ‘Category’ list to provide rights/access to admin role and click on the ‘Save’ button. The admin role will be assigned to the employee.
Step 8: You can click on the ‘Disable’ button to disable the user or click on the ‘Delete Icon’ to delete the user from the system. The user will be disabled or deleted accordingly.
For any queries, contact [email protected]
5. How to add a new self-service role?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu. Under the ‘Organization’ tab click on the ‘Roles’ subtab. On this page you will find a list of various self-service roles in the company.
Step 2: To create a new role, click on the ‘+’ icon towards the upper right-hand corner of the screen.
Step 3: Enter the ‘Role’ and ‘Description’ as needed and click on the ‘Save’ button. The new role will be added.
Step 4: You can find the role just created on the page and click on the ‘Edit Icon’ to make changes or click on the ‘Delete Icon’ to deleted the role if required.
You can assign the role to the employee, for this you need to employee's profile for who you want to assign the newly created role. Under the 'Profile' tab click on the 'Self Service Role' subtab. From the 'Role' dropdown, select the desired role and click on the 'Save' button. The role will be assigned to the employee.
Path: Cloud portal > Settings > Organization > Roles > ‘+ Icon’ > add values > Save
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=roles
For any queries, contact [email protected]
6. How to know my company code for log in?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘Company Profile’ subtab.
On this page you will find the company ID under the Company Name that will help you log into the ESS portal.
Note: If you don’t have an access to cloud portal, contact your company HR.
Path: Cloud portal>Settings>Organization>Company Profile> find the company id below the Company Name
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=companyprofile
For any queries, contact [email protected]
7. How to change or edit name of the organization?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab, click on the ‘Company Profile’ subtab.
Step 2: Click on the ‘Edit Icon’ towards the right-hand side on the company card and the 'Company Details' pop-up will open.
Step 2: You can enter new company name or organization name in the ‘Name’ field and click on the ‘Update Company’ button and the new company name will be saved accordingly.
Note: From the ‘Company Details’ pop-up you can also edit Address, Telephone number, and Self-Service Company Code.
Path: Cloud Portal>Settings>Organization>Company Profile>click on the ’Edit Icon’> Name>Update Company.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=companyprofile
8. How to set group company or reporting company?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab, click on the ‘Reporting Company’ subtab.
Step 2: Enter the ‘Name’ for the company group, select checkboxes for the companies you want to add in a group and click on the ‘Save’ button. The group company will be set.
Path: Setting>Organization>Reporting Company>Click on plus icon>Name>select companies>save
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=ReportingCompany
For any queries, contact [email protected]
9. Where can I set mail reminders?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab, click on the ‘Notification’ subtab.
From this page you can set reminders for different modules.
Path: Cloud Login>Settings>Organisation>Notification
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=notifications
For any queries, contact [email protected]
10. How to deactivate or disable or remove or delete a company?
Step 1: Log into the cloud portal go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘Company Profile’ subtab.
Step 2: Click on the ‘Delete Icon’ for the respective company and it will be deleted.
Note:
Click on the ‘Edit Icon’ for the respective company if you want to make changes such as, name, address, company code or contact number.
You cannot delete a company, if there has been any activity such as adding employees, shift details or any other type of settings or configurations.
Path: Cloud>Settings>Organization>Company Profile>click on ‘Delete Icon’ or ‘Edit Icon’ to edit details.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=companyprofile
For any queries, contact [email protected]
11. How to give user/HR/admin rights for cloud portal to the employee?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘Users’ subtab. click on the ‘+’ icon from the upper right-hand side of the screen
Step 2: Fill in the details in the respective fields such as the ‘Name’, ‘Email Id’, ‘Password’ and then ‘Confirm Password’. Also, select the company ‘Company Name’ for which you want to give access to the user and click on the ‘Create User’ button. A new user will be created accordingly.
Step 3: Coming back to the ‘Users’ subtab or User Management page will see the list of existing users. Find the user to whom you want to give rights and click on the respective ‘View User Rights’ button.
Step 4: Select required the checkboxes from the ‘Menu’ and the ‘Category’ list for which you want to provide rights to the user/HR/admin in the cloud portal and click on the ‘Save’ button. The right to access the selected menu and category will be given to the user.
Note: Note the newly created password for future use. For more information about creating, editing, deleting and more you can visit our Users page.
Path: Cloud Portal>Settings>Organization>Users>click on ‘+’ Icon>enter details>Create User>View User Rights>select checkboxes to provide respective access>Save.
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=users
For any queries, contact [email protected]
12. How set additional notification to update someone about the confirmation such as HR or HOD or department head?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under ‘Organization’ tab click on the ‘Notification’ subtab.
Step 2: Go to the ‘Reminder’ section and click on the ‘Settings Icon’ and a pop up will open.
Step 3: From the ‘Field Name’ select the ‘Confirmation Date’, ‘No. of Days’ (Number of days before confirmation date to send reminder), fill in the other details as required and click on the ‘Save’ button. The reminder will be sent to the email id accordingly.
Note: You can set reminder to single email id for each field/module. You can also make configurations to send reminder to HR and manager about confirmation on ESS as well as email.
Path: Cloud Portal>Settings>Notification>Reminder>click ‘Setting Icon’>fill in details>Save Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=notifications
For any queries, contact [email protected]
13. How to check current users in the Pocket HRMS cloud portal?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab click on the ‘Users’ subtab. Here you will we the list of current users.
Path: Cloud portal>Settings>Organization>Users
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=users
For any queries, contact [email protected]
14. How to check and edit rights currently given to the various users or employees?
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab, click on the ‘Users’ subtab. List of all the users in the system will appear, click on the ‘View User Rights’ button for the respective user.
Step 2: In the ‘User Rights’ pop-up you can view various ‘Categories’ and menu that the employee has access to. You can make required changes by selecting or deselecting respective options and click on the ‘Save’ button. The user rights will be updated accordingly.
Path: Settings> Organisation> User> ‘View User Rights’ make required changes>Save
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=users
For any queries, contact [email protected]
15. How to remove approval manager for ‘New Employee Approval’ setting?
Note: Before deleting the approval manager for new employee added ensure that all the pending approval are either approved or rejected and then delete the manager.
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab, click on the ‘Notification’ subtab.
Step 2: Go to the ‘New Employee Approval’ section and click on the ‘Delete Icon’ to remove the respective manager.
Path: Cloud Portal>Settings>Organization>Notification>New Employee Approval>Delete Icon
Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=organization&submodule=notifications
For any queries, contact [email protected]
16. How to provide access to cross company manager so they can approve the leaves, on duty & regularization requests from another company?
Path: Cloud portal> Settings > Organization > Cross Company Manager > click ‘+’ icon > Name (company)> tick cross companies > Save
Step 1: Log into the cloud portal, go to the ‘Settings’ menu and under the ‘Organization’ tab, click on the ‘Cross Company Manager’ subtab.
Step 2: Click on the ‘+’ icon towards to upper right side of the screen and a pop-up will open.
Step 3: In the ‘Name’ field enter the name of the company you are logged in from. Tick checkboxes for the companies for which you want to give manager the cross-company approval rights.
Step 4: Click on the ‘Save’ button and the cross-company manager will be saved accordingly.
Note: You need to add the company manager name in employee’s approval matrix of the cross company.
For example,
If you want to give a manager from the ‘Company A’ rights to approve employee’s request from the ‘Company B’.
Then you need to log in from ‘Company A’, follow the given path.
Enter the ‘Company A’ in the ‘Name’ field and tick ‘Company B’ checkbox and Save settings.
After you save it you need to log in from ‘Company B’ and add the manager from ‘Company A’ in the approval matrix as required.
For any queries, contact [email protected]
17. How to create organization chart in Pocket HRMS system?
To create Organization in the system, firstly, you need to update the reporting managers for all the employees. Please refer to:
Once done, then please enable Organization Chart visible to employee ESS. Refer the link below to know the process:
Once done please follow steps mentioned in the path below: https://docs.pockethrms.com/faqs/ess-portal/profile/organization-chart#id-1.-where-to-get-the-organization-chart
For any queries, contact [email protected]
18. How to add other division in my ESS account? Or How to add cross company manager?
To add another entity in current entity or to assign cross company manager please follow below path:
Path: Cloud Login > Settings > Organization > Cross Company Manager > On right side corner click on '+' icon > Add company details > Select check box of the entity > Save.
Step 1: Login to the cloud portal, go to ‘Settings’ menu and select ‘Organization’ tab.
Step 2: Select ‘Cross Company Manager’, then click on the ‘Plus (+) icon’ on the right.
Step 3: Add ‘Name’, tick the ‘Company’ or entity checkbox you want to add and then click on ‘Save’.
For any queries, contact [email protected]
19. How to change manual designation name?
To change designation field kindly refer to the steps given in the link:
For any queries, contact [email protected]
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