> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/feature-guides/bulk-kyc-verification.md).
# Bulk KYC Verification
### **Overview**
The **Bulk KYC Verification** feature lets you verify the KYC details of multiple employees at once from a single screen.
**Note:** Bulk KYC Verification is a paid add-on feature. To know the pricing or to get it activated for your organisation, contact your Pocket HRMS Consultant.
You can run four checks for each employee: **PAN Status**, **PAN linked Aadhaar**, **Linked with BANK** and **Aadhaar Authentication**.
This helps in:
* Verifying employee KYC details in bulk instead of one employee at a time
* Viewing the verification status of every employee in one place
* Separating verified and not verified employees for follow-up
### **Before You Begin**
To initiate verification, the selected employee must have the required details available in their profile:
| **Verification** | **Required in Employee Profile** |
| -------------------------- | --------------------------------------------------------------------------- |
| **PAN Status** | PAN Number |
| **PAN linked Aadhaar** | PAN Number and Aadhaar Number |
| **Linked with BANK** | Aadhaar Number, Bank Account No. and Bank Branch Code (IFSC Code) |
| **Aadhaar Authentication** | Aadhaar Number and the Personal Mobile No. linked to the employee’s Aadhaar |
**Why is this step required?**
If a required detail is missing from the employee profile, that check is marked as not verified. Update the employee profile and initiate verification again.
#### **Employee Name as per PAN Records**
The employee name in Pocket HRMS must match the name registered on the employee’s PAN. If it does not, the **PAN Status** check shows **Name mismatch**.
The system combines the employee’s **First Name**, **Middle Name** and **Last Name** into one full name and compares it with the name on the PAN record:
* **Same order:** The name words must be in the same order as on the PAN.
* **Same spelling:** The spelling must be exactly the same. Similar-sounding spellings are not accepted.
* **Same words:** Every word on the PAN must be present, with no extra words. A missing or additional middle name is a mismatch.
* **Formatting is ignored:** Differences in uppercase or lowercase, extra spaces and common punctuation do not cause a mismatch.
It does not matter how the name is split across the name fields, as long as the full name matches.
| **Employee Name in Pocket HRMS** | **Name on PAN Record** | **Result** |
| -------------------------------------------- | ---------------------- | ----------------------------------- |
| Deepak Awasthy | DEEPAK AWASTHY | Match |
| First Name: Deepak Awasthy, Last Name: blank | DEEPAK AWASTHY | Match |
| Deepak Kumar Awasthy | DEEPAK KUMAR AWASTHY | Match |
| Deepak Awasthy | AWASTHY DEEPAK | Name mismatch (different order) |
| Deepak Awasthy | Dipak Awasthy | Name mismatch (different spelling) |
| Deepak Awasthy | Deepak Kumar Awasthy | Name mismatch (missing middle name) |
| Deepak Awasthy | Deepak Sharma | Name mismatch (different name) |
**Important:** Update the employee name exactly as per the PAN record before you initiate verification.
### **Verifying Employee KYC Details**
**Path: Cloud → Settings → Payroll → Bulk KYC Verification**
**Step 1: Filter Employees by Verification Status**
Click one of the following tabs to filter the employee list:
| **Tab** | **Shows** |
| ---------------- | -------------------------------------------- |
| **All** | All employees |
| **Verified** | Employees whose KYC details are verified |
| **Not Verified** | Employees whose KYC details are not verified |
**Step 2: Filter the Employee List**
Click the **Filter** icon at the top right, beside **Download** and **History**, to narrow down the employee list before you select employees.
Select the **Employee Status** to display:
| **Option** | **Shows** |
| ------------ | ------------------------------------------- |
| **All** | Active and inactive employees |
| **Active** | Active employees only (selected by default) |
| **Inactive** | Inactive employees only |
To filter specific employees, select one or more employees from the **Select Employee** dropdown, or click the **Excel** icon beside it to upload a list of Employee Codes.
Select values from any of the following filters as needed: **Bank Name**, **Branch**, **Cost Centre**, **Department**, **Designation**, **ESI Dispensary**, **ESI Location**, **Grade**, **Location**, **LWF Location**, **Pay Mode** and **Prof.Tax Location**.
Click **Apply** to display the employees that match the selected filters.
\
**Step 3: Search for an Employee**
Enter any value shown in the employee list, such as Employee Code, Employee Name, Date Of Joining, Category or Department, in the **Search** box to find a specific employee.
\
**Step 4: Select Employees**
Select the checkbox against each employee you want to verify. To select all employees in the list, including employees on other pages, select the checkbox in the column header. Apply filters first if you do not want to verify every employee.
\
**Step 5: Initiate Verification**
Click **Initiate** to send the selected employees for verification.
**Important:** Only not verified data is sent for verification. Credits are not used again for checks that are already verified, unless the employee’s details change after verification.
If you click **Initiate** without selecting any employee, the system displays the message **Please select at least one employee.** Click **OK**, select at least one employee and click **Initiate** again.
The system displays the message **Verification Process initiated in background.**
**Important:** Verification runs in the background. The status icons do not update immediately after you click **Initiate**.
**Important:** **Aadhaar Authentication** is not completed by HR. After you click **Initiate**, each employee receives an ESS notification and must authenticate their Aadhaar from the ESS Portal. Until then, the status shows **Initiated, verification pending**. The ESS notification is the only prompt the employee receives, so inform employees before you initiate verification.
The status icons update automatically once the verification results are fetched. Each check usually takes less than a minute per employee. Aadhaar Authentication depends on when the employee completes it. The **Credit left** count also updates at the same time.
The status icons show the result of each check:
Icon
Meaning
Green tick
Verified
Red cross
Verification failed
Grey cross
Verification not initiated
Yellow warning icon
Employee details were changed after verification
**Step 6: Download the Verification Data**
Click **Download** to download the verification data as an Excel file. The file has a separate sheet for each check:
**PAN Verification**
Shows the PAN Number, Initiated On, Verified On and Status of the PAN check. If the name does not match, the Status column shows the reason.
**Aadhaar Verification**
Shows Aadhaar Initiated On, Aadhaar Verified On, Aadhaar No. IN HRMS, Aadhaar No. As Per DIGILOCKER, Remark and Status. The Remark column shows the current stage, such as Not Initiated or Initiated, Verification Pending.
**PAN-Aadhaar Link**
Shows Initiated On, Verified On and Link Status. The Link Status column shows whether the PAN is Linked or Not Linked with Aadhaar.
**Bank Verification**
Compares the bank details in Pocket HRMS with the bank record. For each detail (employee name, bank account number, IFSC Code, bank name and branch name), the sheet shows the value in Pocket HRMS, the value as per the bank record and a REMARKS column. It also shows Bank Verified Status, BANK ACCOUNT STATUS AS PER BANK, INITIATED DATE and COMPLETED ON.
| **Sheet** | **Columns** |
| ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **PAN Verification** | Employee details, PAN Number, Initiated On, Verified On and Status |
| **PAN-Aadhaar Link** | Employee details, Initiated On, Verified On and Link Status |
| **Bank Verification** | Employee details, Bank Verified Status, Bank Account Status as per Bank, and the employee name, account number, IFSC Code, bank name and branch name as per Pocket HRMS and as per the bank record, with remarks, Initiated Date and Completed On |
| **Aadhaar Verification** | Employee details, Aadhaar Initiated On, Aadhaar Verified On, Aadhaar No. in HRMS, Aadhaar No. as per DigiLocker, Remark and Status |
Employee details are Employee Code, Employee Name, Date Of Joining, Category and Department.
**Step 7: View Verification History**
Click the **History** icon to open the **Verification History** pop-up. It lists every verification request initiated from this screen.
| **Column** | **Description** |
| ---------------- | -------------------------------------------------------- |
| **Batch** | Number of employees sent for verification in the request |
| **Initiated On** | Date and time the request was initiated |
| **Initiated By** | Email ID of the user who initiated the request |
| **Status** | Current status of the request |
| **Action** | Click the **View** icon to view the request details |
Click the **View** icon against a batch to open the **Batch - Dynamic Employee List** pop-up. It shows the result of each check for every employee in that batch.
| **Column** | **Description** |
| --------------------------------- | ------------------------------------------- |
| **Employee Code** | Unique code of the employee |
| **Employee Name** | Full name of the employee |
| **PAN Status** | Result of the PAN verification |
| **PAN Link Status** | Result of the PAN-Aadhaar link verification |
| **Bank Link Status** | Result of the bank account verification |
| **Aadhaar Authentication Status** | Result of the Aadhaar authentication |
### **Viewing Verification Details**
Hover over any status icon in the employee list to view the verification details for that employee.
**PAN Status**
Hover over the **PAN Status** icon to view the **PAN Validation Status** pop-up.
| **Field** | **Description** |
| ------------------------- | -------------------------------------- |
| **PAN Validation Status** | Current status of the PAN verification |
| **PAN** | Masked PAN of the employee |
| **Aadhaar** | Masked Aadhaar number of the employee |
| **Initiated On** | Date the verification was initiated |
| **Completed On** | Date the verification was completed |
**PAN linked Aadhaar**
Hover over the **PAN linked Aadhaar** icon to view the **PAN-Aadhaar Linked Details** pop-up.
| **Field** | **Description** |
| ------------------------------ | --------------------------------------------------- |
| **PAN-Aadhaar Linked Details** | Current status of the PAN-Aadhaar link verification |
| **PAN** | Masked PAN of the employee |
| **Aadhaar** | Masked Aadhaar number of the employee |
| **Initiated On** | Date the verification was initiated |
| **Completed On** | Date the verification was completed |
**Linked with BANK**
Hover over the **Linked with BANK** icon to view the **Bank Details** pop-up.
| **Field** | **Description** |
| ------------------ | ----------------------------------------------- |
| **Bank Details** | Current status of the bank account verification |
| **Employee Name** | Name of the account holder |
| **Account Number** | Bank account number of the employee |
| **IFSC Code** | IFSC Code of the bank branch |
| **Bank Name** | Name of the bank |
| **Branch Name** | Name of the bank branch |
| **Account Status** | Status of the bank account |
| **Initiated On** | Date the verification was initiated |
| **Completed On** | Date the verification was completed |
**Aadhaar Authentication**
Hover over the **Aadhaar Authentication** icon to view the **Aadhaar Authentication** pop-up.
| **Field** | **Description** |
| ----------------------- | -------------------------------------------- |
| **Aadhaar Details** | Current status of the Aadhaar authentication |
| **Aadhaar Number** | Aadhaar number of the employee |
| **Personal Mobile No.** | Personal mobile number of the employee |
| **Initiated On** | Date the authentication was initiated |
| **Completed On** | Date the authentication was completed |
**Verification Status Values**
Each pop-up shows one of the following statuses:
| **Status** | **Meaning** |
| ----------------------------------- | ------------------------------------------------------------------------------------------------- |
| **Not initiated** | Verification has not been initiated for the employee |
| **Verified** | The details are verified |
| **Initiated, verification pending** | Verification is initiated and is waiting for the employee to complete it (Aadhaar Authentication) |
| **Initiated, not verified** | Verification is complete and the details could not be verified |
| **Name mismatch** | The name returned by the verification does not match the employee name in Pocket HRMS |
| **Data changed after verification** | The employee details used for the check were changed after the verification was completed |
| | |
**Verified**
When a check passes, the pop-up shows **Verified** and the **Initiated On** date.
For a verified bank account, the **Bank Details** pop-up also shows the account holder name, IFSC Code, bank name and branch name returned by the bank.
**Initiated, verification pending**
**Aadhaar Authentication** shows this status until the employee completes the authentication from the ESS Portal. See **Completing Aadhaar Authentication (ESS)** below.
**Initiated, not verified**
When a check fails, the pop-up shows **Initiated, not verified** with the **Initiated On** and **Completed On** dates.
**Name mismatch**
If the status is **Name mismatch**, the pop-up shows the reason below the dates.
**Data changed after verification**
If any of the following employee details is changed after the verification was completed, the list shows a yellow warning icon for that check: Employee Name, Aadhaar Number, PAN Number, Bank Account No. or Bank Branch Code (IFSC Code). The pop-up shows **Data changed after verification**. This status appears whether the earlier result was verified or not verified.
**What to do if a check fails**
If a check shows **Initiated, not verified** or **Name mismatch**, correct the details in the employee profile, or ask the employee to correct them from ESS. Then select the employee and click **Initiate** again.
### **Completing Aadhaar Authentication (ESS)**
After HR initiates verification, the employee must complete **Aadhaar Authentication** from the ESS Portal.
**Step 1: Log in to the ESS Portal**
The employee logs in to the ESS Portal with their Employee Code and password.
**Step 2: Open the Notification**
Click the **Notifications** (bell) icon. The employee sees the **Aadhaar Verification** notification with the message **Authenticate your Aadhaar.**
**Step 3: Review the Aadhaar Verification Page**
Click the notification. The employee is taken to the **Aadhaar Authenticate** page.
**Path: ESS → Profile → Profile → Aadhaar Authenticate**
Aadhaar is verified through **DigiLocker**. Before starting, the employee needs:
* **Aadhaar Number:** Their 12-digit Aadhaar number
* **Mobile Number:** The mobile number linked to their Aadhaar
* **OTP Access:** Access to that mobile number to receive the verification code
* **DigiLocker PIN:** Created during the process if the employee is a new DigiLocker user
**Important:** Aadhaar cannot be verified if the mobile number or Aadhaar number in the employee profile is blank or incorrect. The employee can update their mobile number and Aadhaar number from their ESS profile before proceeding.
**Step 4: Start the Verification**
Click **Start Verification Process**. The button changes to **Redirecting to DigiLocker…** and the employee is taken to DigiLocker.
**Step 5: Sign In to DigiLocker**
The employee is redirected to the Meri Pehchaan single sign-on page for DigiLocker. The employee signs in with their **Mobile** number, **Username** or **Other ID**, gives consent to the terms of use and clicks **Sign In**. New DigiLocker users click **Sign up** to create an account.
**Step 6: Give Consent**
After signing in, DigiLocker asks the employee for consent to share their details with Gridlines, the verification service provider used by Pocket HRMS.
1. Make sure **Aadhaar Card** is selected under **Issued Documents**.
2. Keep **Purpose** as **Authentication**.
3. Click **Allow**.
**Important:** Only **Aadhaar Card** is required. The employee does not need to select any other document.
After clicking **Allow**, DigiLocker shows the message **Processing your Request please wait….** The employee completes the verification on DigiLocker. Once it is complete, the Aadhaar Authentication status in Cloud changes to Verified. If the employee clicks Deny or closes DigiLocker, they can start again from the ESS notification.
#### **Verification Credits**
The **Credit left** count at the top right of the screen shows the number of verification credits remaining.
Each verification check uses half a credit. For example, running all four checks for one employee uses 2 credits. If there are not enough credits, verification cannot be initiated. To add more credits, contact your Pocket HRMS Consultant.
#### **Employee List Columns**
| **Column** | **Description** |
| -------------------------- | ------------------------------------------------------- |
| **Employee Code** | Unique code of the employee |
| **Employee Name** | Name of the employee |
| **Date Of Joining** | Joining date of the employee |
| **Category** | Employee category |
| **Department** | Department of the employee |
| **PAN Status** | Verification status of the employee’s PAN |
| **PAN linked Aadhaar** | Whether the employee’s PAN is linked with their Aadhaar |
| **Linked with BANK** | Verification status of the employee’s bank account |
| **Aadhaar Authentication** | Authentication status of the employee’s Aadhaar |
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**For any queries, contact** [**support@pockethrms.com**](mailto:support@pockethrms.com)
