Employee

Questions Related to Employee

Introduction

This page provides step-by-step answers to the FAQs related to the Employee Module.

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Pre-requisites:

​✔ Admin credentials

​✔ User rights

Note - Kindly contact your Admin/HR for rights if you are not able to perform the steps below.

FAQs

1. How to Transfer Employee Code?

Step 1: Log into the cloud portal and select the 'Employee’ menu.

Step 2: Click on the ‘Employee List’ sub-menu.

Step 3: Select the employee for whom you wish to transfer the code.

Step 4: Select the ‘Profile’ tab.

Step 5: Select the ‘Code Transfer’ sub-tab.

Step 6: Enter the new employee code in the allocated field and click on the ‘Save’ button.

2. How to Set Employee Release Date?

Step 1: Log into the cloud portal and select the 'Payroll' menu.

Step 2: Click on the ‘Transaction' tab and select ‘Release Employee’ under it.

Step 3: Enter the Employee code or name and select the employee from the drop-down menu.

Step 4: Select the ‘Release date’ and click on the 'Release' button.

3. How to Check the ‘Self-service Role’ of Employees?

Step 1: Log into the cloud portal and click on the ‘Employee' menu and select the ‘Employee List’ submenu.

Step 2: Select the name of the employee from the list.

Step 3: Select the ‘Profile’ tab and then the ‘Self-service Role’ sub-tab.

Step 4: Select the role as required and click on the ‘Save’ button.

4. How to Export the ‘Self-service Role’ of Employees?

Step 1: Log into the cloud portal, click on the ‘Employee' menu and select the ‘Employee List’ sub-menu.

Step 2: Select the ‘Employee Export’ menu.

Step 3: Select the ‘Self-service Role’ checkbox and click on the ‘Download’ button.

5. How to do New Employee Import from Excel?

Create an Excel file with new employee details to import it into Pocket HRMS. The following are the mandatory fields for New Employee creation:

A. Employee Code

B. First Name

C. Last Name

D. Gender

E. Category

F. Prof. Tax Location

G. Date of Birth

H. Date of Joining

I. ESI Location

J. Metro / Non-Metro (TDS)

K. ESI Dispensary

Step 1: Log into the cloud portal and click on the 'Employee' menu and select the ‘Import’ sub-menu.

Step 2: Select the ‘Employee Master Import’ under the drop-down menu titled ‘Select Import Template’.

Step 3: Select the ‘Category’ as shown below.

Step 4: Click on the ‘Employee Master’ tree from the upper right-hand corner and select the fields you want to add.

Step 5: Map the field name to the corresponding column in the Excel file.

Step 6: Click on the ‘Add New’ button and enter the ‘Setting Name’ and then click on the ‘Add’ button to accept the settings.

You may click on the ‘Save Settings’ button towards the bottom of the page to save the settings as a template for future usage.

Step 7: Upload the file in the ‘Import Templates’ field and enter the ‘Starting-Ending Row’ values.

Step 8: Enter the necessary details in respective fields and click on the ‘Upload File’ button to upload the file.

Note:

• All the text columns in the Excel sheet should be formatted to the right data type for a smooth import process.

• You may download the sample import file from the link shown below to format the Excel file accordingly.

6. How to do Approval Matrix Import from Excel?

Step 1: Log into the cloud portal and click on the 'Employee' menu and select the ‘Import’ sub-menu.

Step 2: Select the ‘Approval Matrix Manager Import’ under the drop-down menu titled ‘Select Import Template’.

Step 3: Select the ‘Category’ as shown below.

Step 4: Click on the ‘Add New’ button and enter the ‘Setting Name’ and then click on the ‘Add’ button.

Step 5: Select 'Starting-Ending Rows' to define the data range to be imported from the Excel sheet.

Step 6: On the left side of the screen, you can Map the Component name to the corresponding column in the Excel sheet and click on the ‘Save Setting’ button.

Step 7: Click on the ‘Import Templates’ section to upload the file.

Note: The file has to be in the .xlsx format to be uploaded.

Step 8: Select the ‘Starting-Ending Row’ from which data has to be uploaded and click on the ‘Upload File’ button.

Note: You may download the sample import file from the link in the upper right-hand corner of the screen to format your Excel file accordingly.

7. How to Change Employee Category?

Step 1: Log in to the Cloud portal and select the ‘Employee’ tab and ‘Employee List’ subtab.

Step 2: Click on the employee name.

Step 3: Click on the ‘Profile’ tab and the ‘Category Transfer’ subtab.

Step 4: Fill in the necessary details and click on the ‘Transfer’ button

8. How to Modify Employee Data?

Step 1: Log in to the Cloud portal and select the ‘Employee’ tab and the ‘Employee List’ subtab.

Step 2: Click on the three dots opposite to the employee name and select ‘Edit Profile’ from the drop-down.

Step 3: Now you can make the necessary changes in the ‘Employee Master’.

8. How to add individual employees manually?

Step 1: Log into the cloud portal and click on the ‘Employee’ tab and select the ‘Employee List’ subtab.

Step 2: Click on the ‘Employee Wizard’ at the top of the employee list.

Step 3: Fill in the ‘Basic Details’ and click on the ‘Next’ button to fill in additional details. A new employee gets created once you fill in basic details.

Note: It’s essential to fill in all the mandatory fields to proceed further.

9. How to add Multiple New Employees?

Step 1: Select the ‘Employee’ tab and select the ‘ Import’ Subtab.

Step 2: You can download ‘Sample Excel File’ from the upper right-hand corner of the page.

Step 3: Select ‘Employee Master Import’ from the dropdown for the ‘Select Import Template’ on the upper left corner of the page.

Step 4: Select ‘Category’ from the drop-down menu.

Step 5: Setting allows you to save fixed settings that you can utilize in the future.

For example: to create a new ‘Staff’ setting,

Click on the ‘Add New’ button, enter the setting name as ‘Staff’, and click on the ‘Add’ button.

Step 6: Upload your Excel file in .xlsx format and fill out the details according to the uploaded excel file.

• Starting – Ending Row: Enter the row numbers where the actual data begins and ends, respectively.

• Sheet Name – this is the name of the sheet with the employee data.

• Employee Code and Employee Name – Enter the columns in the Excel sheet containing Employee code and Employee Name.

• Allow Duplicate fields – Checking any allow duplicate field will allow duplication of the respective data while importing.

Note: if the fields are unchecked, you can download a detailed error report if there is any duplication in the database.

Step 7: Similarly, we will fill out the remaining fields by referring to the sample excel file. This powerful

the tool will let you import any level of detailed employee information.

•’ Delete’ any data component, easily.

• ‘Add’ any data component by selecting from the list on the left side.

Step 8: Click on ‘Save Settings’, and you will get a notification indicating that the settings are being saved successfully.

Step 9: Select the Category you wish to add. We will select ‘Staff’ (Category) and ‘Staff’ (Setting Name).

Now the entire settings will be preloaded. Now select Excel File and Sheet name and click on the ‘Upload File’ button.

Note:

1. On successful upload, you will get a confirmation message, and Pocket HRMS will add the employees in the background while you focus on executing other important HR tasks.

2. If an error occurs, then Pocket HRMS will download an error with details.

10. How to process payroll?

Step 1: Log into the cloud portal and click on the ‘Employee’ click on ‘Employee List’

Step 2: Select the employee from the list to go to the employee profile.

Step 3: Click on ‘Payroll’ and select ‘Monthly Input’ select the month and click on ‘View’. Fill in the required fields and click on the ‘Save’ button.

Step 4: Click on the ‘Payroll Process’ and select the month. Now click on the ‘Process Payroll’ button.

Note: If you are unable to make changes in Employee module, kindly contact us at [e-mail]