# Introduction
Welcome to Pletox - Your go-to team productivity platform available on various devices like Web, Desktop, Android and iOS.
Pletox is an all-in-one platform built to automate and optimise workforce management with workflows like HR, Payroll, Chat, Projects, Tasks, Operations and more.
You don't need any other Business Application once you are on board with Pletox to comprise all your crucial business components with smooth customizable interlinking.
**Following are the important links related to Pletox**
[Login to Pletox](https://pletox.com/login)
[Download App From Google Play Store](https://play.google.com/store/apps/details?id=com.pletox.pletox\&pcampaignid=web_share)
[Download App From Apple App Store](https://apps.apple.com/in/app/pletox/id1671704777)
# Getting Started
Setting up a new organisation on [**Pletox**](https://pletox.com) is a straightforward process that allows you to tailor the platform to meet your specific needs.
This guide will walk you through the essential steps to get your organisation up and running, from account creation to configuring your organisational settings.
To create a new organisation account on Pletox, click on [Get Started Free](https://pletox.com/setup-account) and open the Setup New Account page.
Once you are on the setup new account page. You will see a form as shown in the screenshot below
Step 1: Setup New Account
**Fill in the following details in step 1:**
1. Your Name.
2. Your Business E-mail Address *(This will be your master/admin email for the organisation you are creating).*
3. Your Primary Contact Number.
4. Verify yourself as a human with a captcha.
Once you click on **Continue** you will be taken to step 2 as shown below
Step 2: Setup New Account
**Here in Step 2,**
You have to enter your Business/Organisation/Company name. As you enter your company name, a workspace URL will be automatically generated for you in the second input.\
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Workspace URL is a unique link to your organisation on Pletox i.e ***xyz.pletox.com*** where xyz is your unique URL. You can customise your workspace URL.
Step 3: Setup New Account
**In the last step,**
You need to enter the password for the master account of your organisation. Confirm your entered password and click on **Create Account**.
Once you click on Create Account, you will see a screen as below
Do not click any button or close the window until your account is created and you are redirected to your workspace.
After redirecting to your workspace, you will be asked to confirm or update your general shift settings. You can click on Continue to Dashboard and configure that later.
Complete Account Setup
You can get in touch with our [**support**](https://pletox.com/support) team for Onboarding and Implementation help.
# Logging In
Learn how to login to your pletox account
### Web Login
On the web browser, there are two ways to log in to your Pletox account.
1. You can visit the [**Pletox Sign In** ](https://pletox.com/login)page and enter your E-mail address or Phone Number and account password, if your credentials are correct you will be automatically redirected to your organisation workspace.
2. You can visit your workspace URL **(Ex. xyz.pletox.com)** and enter your E-mail address or Phone Number and account password, if your credentials are correct you will be automatically redirected to your organisation workspace.
Sign In Page
### Mobile App Login
When you open the Android/iOS app for the first time, you will be automatically shown the Sign In Screen. Enter your E-mail address or Phone Number and account password, if your credentials are correct you will be automatically redirected to your organisation workspace.
Mobile Login
# Admin Dashboard
Following is a glimpse of the **admin dashboard** which contains a summary of various sections of the application.\
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The welcome message at the top greets the user and provides a quick overview upon accessing the dashboard.
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The **cards on the below** show the summary of today's attendance with the count of Total Staff, Present, Absent, Half Day and On Leave employees.
The **On Leave** section below displays the list of employees who are currently on leave, along with details such as leave duration, leave type, whether it is a full-day or half-day leave, and also includes upcoming scheduled leaves.
The **Birthdays** card displays the list of employees who have birthdays today as well as upcoming birthdays within the current month.
The **Work Anniversaries** section displays employees celebrating their work milestones along with their years of service.
The **Quick Links** card is a section to add and list your go-to links to websites and pages that you or your employees would need to access on frequent basis.
The **Recently Joined** section shows employees who have recently joined the organization.
The **Recently Resigned** section lists employees who have recently left the organization.
The **Attendance Graph** displays attendance trends for the last 7 days, helping in quick analysis.
In the end we have **Calendar**, which will show date wise tasks, leaves, events and more. You can easily click on a date and add event to it.
These all dashboard widgets can be easily enabled or disabled from settings in console.
# Employee Dashboard
# Understanding Navigation
# Inbox
The Inbox in Pletox is the central place where you receive all notifications related to leaves, loans, reimbursements, feedback, and tasks. It helps you manage requests and updates in one streamlined
### Overview
The Inbox is divided into three main tabs:
* **All** → Displays all types of notifications.
* **Requests** → Displays notifications related to requests, such as **leave requests, reimbursement requests, and loan requests**.
* **Notifications** → Displays updates related to **tasks and feedbacks**.
Additionally, there are useful tools like **Unread filter**, **Mark All as Read**, and **Advanced Filters** to help you manage notifications more efficiently.
### Key Features
#### 1. Unread Toggle
* Shows only notifications that are **not read yet**.
* Helps you quickly identify pending actions.
#### 2. Mark All as Read
* Marks every notification as **read** with a single click.
#### 3. Filters
Click on the filter icon to refine notifications:
* **Start Date** → Choose the starting date of notifications to display.
* **End Date** → Choose the ending date of notifications.
* **Type** → Dropdown with the following options:
* Leave
* Reimbursement
* Loan
* Feedback
* Tasks
Selecting one of these filters will show only that type of notification.
👉 Example: If **Leave** is selected, only leave-related requests will be displayed.
* **Clear Button** → Removes all applied filters and restores the default view.
### Notification Types
Pletox supports different types of notifications depending on the activity. Below are details of what each looks like:
***
#### 1. Leave Notifications
Each leave notification displays:
* **Employee Name** – Who has applied for the leave.
* **Leave Type** – Full day, First half, or Second half.
* **Start Date / End Date**.
* **Leave Category** – Type of leave applied (e.g., Sick Leave, Casual Leave).
* **Reason** – Purpose of the leave.
* **Status** – Approved, Pending, or Rejected.
* **Attachment** – Any supporting documents.
* **Leave Balances** – Remaining leaves available.
#### 2. Reimbursement Notifications
Each reimbursement notification includes:
* **Employee Name**.
* **Date** of the request.
* **Amount** requested.
* **Description** of the expense.
* **Action By** – Admin or Super Admin who reviewed the request.
* **Action Date** – When the request was approved or rejected.
* **Status** – Approved or Rejected.
Additional Controls:
* **Approve Button** – Accepts the reimbursement request.
* **Decline Button** – Rejects the reimbursement request.
#### 3. Loan Notifications
Each loan notification displays:
* **Employee Name**.
* **Applied On** – Date of application.
* **Needed By** – Date when the loan is required.
* **Amount** requested.
* **Reason** for the loan.
* **Status** – Accepted or Declined.
* **Attachment** – If supporting documents are provided.
Additional Controls:
* **Accept Request** – Approves the loan request.
* **Decline** – Rejects the loan request.
#### 4. Task Notifications
When clicking on a task notification, a detailed **Task Summary** opens with the following details:
* **Title** – Name of the task.
* **Assigned By / Assigned To** – Who created and who received the task.
* **Timeline** – Start and end dates.
* **Project** – Project under which the task falls.
* **Timer** – Option to track task duration.
* **Fields** – Status field to update task progress.
* **Priority** – Priority level of the task.
* **Description** – Details of the task.
* **Attachment** – Files attached for the task.
* **Docs** – Reference documents, if any.
* **Comments Section** – Add comments or updates related to the task.
* **Collaborators** – People associated with the task.
# Worklogs
The Worklog Module in Pletox helps employees and superadmins record, track, and manage daily work activities. At the end of the day, employees can add details of the tasks they have completed, ensurin
### General Concept of Worklogs
* A **worklog** is a record of the work done by an employee during the day.
* Employees are expected to add their worklogs before leaving the office.
* Worklogs may contain notes, attachments, and tags for better categorization.
### Worklogs for Superadmins
Superadmins have access to all employees’ worklogs and can also create logs on behalf of employees.
#### Features
Superadmins see the following controls on the Worklog screen:
1. **Filters** – Filter worklog data with advanced options.
2. **Export** – Download the worklogs into an Excel sheet.
3. **Add Log** – Add a new worklog for an employee.
#### Filters Available for Superadmin
* **Start Date**
* **End Date**
* **Employee**
* **Company**
* **Location**
* **Department**
* **Shift**
* **Group**
* **Category**
#### Adding a Worklog as Superadmin
To add a worklog:
1. Click on **Add Log**.
2. Select an **Employee** (dropdown is only available for Superadmins).
3. Add details in the **Notes** section.
4. **Upload a file** if required.
5. Select a **Tag** for categorization.
6. Click **Add Log**.
👉 The worklog will be added for the selected employee.\
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**Worklogs for Employees:**\
Employees can view and add their own worklogs.\
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Features\
Employees see the following controls on the Worklog screen:
1. **Filters** – Filter their own worklog data.
2. **Export** – Download their own worklogs in an Excel sheet.
3. **Add Log** – Add a new worklog entry.
Filters Available for Employee
* **Start Date**
* **End Date**
* **Employee**
* **Department**
* **Shift**
* **Group**
* **Category**
Adding a Worklog as Employee\
To add a worklog:
1. Click on **Add Log**.
2. Add details in the **Notes** section.
3. **Upload a file** if required.
4. Select a **Tag** for categorization.
5. Click **Add Log**.
👉 The worklog will be added to the employee’s record.\
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# Visits
The Visits Module in Pletox is designed to track employee visits in a structured and transparent way. It records the time spent on visits with proper Site In and Site Out functionality.
### Key Features
The Visits screen provides three main controls:
1. **Site In** – Start recording a visit.
2. **Site Out** - Stops recording a visit.
3. **Filters** – Narrow down visit data based on selected criteria.
4. **Export** – Download visit reports in Excel format.
### Site In & Site Out
* When an employee clicks **Site In**, they must add a **remark** and then click the **Site In button**.
* Before using Site In, ensure that all **required permissions** (location, etc.) are granted.
* After Site In, a **timer starts in the background** and keeps running, even if the app or website is closed.
* Once the visit is completed, the employee must click **Site Out** and add a **Site Out remark**.
* The system then records the complete visit.
### Filters
Filters allow you to refine visit data for easier tracking and reporting.
#### Filters for Superadmin
* **Start Date**
* **End Date**
* **Employee**
* **Company**
* **Location**
* **Department**
* **Shift**
* **Group**
* **Category**
#### Filters for Employee
* **Start Date**
* **End Date**
* **Employee**
* **Department**
* **Shift**
* **Group**
* **Category**
***
### Export
* By clicking **Export**, users can download visit data in **Excel format**.
* This helps in reporting, analysis, and record keeping.
### Selfie During Visits
To make visits more secure and verifiable, you can enable the **Selfie requirement** for Site In and Site Out.
#### How to Enable Selfie During Visits:
1. Go to **Settings**.\
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2. Open the **Organization** dropdown.\
3. Select **Companies**.\
4. Click on the **Settings button** for the desired company.
5. Go to **Visit Settings**.\
6. Turn on the toggle **Selfie During Visits**.
👉 Once enabled, employees will be required to capture a selfie at both **Site In** and **Site Out**.
### Custom Input Fields for Visits
You can add additional input fields for **Site In** and **Site Out** to collect more information.
#### Steps to Add Input Fields:
1. Go to **Settings** → **Objects**.\
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2. Select the **Visits Module**.
3. Click on **Add Field**.
4. Enter a name in the **Name** field.
5. Select an **Input Type** (options available in dropdown):
* Text
* Date
* File
* Select
* Number
* Textarea
6. Configure field options using toggles:
* **Include in SiteOut** → Makes the field visible only during Site Out.
* **Required** → Makes the field mandatory.
* **Active** → Keeps the field active and usable.
# Broadcast
The Broadcast Module in Pletox allows superadmins to send important messages instantly to employees. Employees receive push notifications directly on their mobile devices, ensuring quick communication
Key Features
***
#### 1. Send Broadcast
* Send a broadcast message to all employees.
* Employees receive instant **mobile push notifications**.
* Use **Apply Filter** to target specific employees, departments, or shifts.
* To send a broadcast:
1. Click on **Send Broadcast**.
2. Type the message.
3. Click **Send**.
***
#### 2. Filters
* Search previously sent broadcast messages using the **search bar**.
* Apply filters to view broadcasts:
* Employee-wise
* Department-wise
* Shift-wise
* Use the **Clear button** to reset all applied filters.
***
#### 3. Import
* Import previously created broadcast messages into the system.
* Steps to import:
1. Click on the **Import button**.
2. You will see two options:
* **Download Sample File** → Download a template file for preparing the import data.
* **Import** → Choose your file and click **Import** to upload previous broadcast messages.
# Surveys
The Surveys Module in PLETOX allows organizations to create custom survey forms, collect structured responses, and track the location from which surveys are submitted.
This module gives Superadmins full control to design survey templates and manage data, while employees can submit survey responses assigned to them. It is useful for field surveys, audits, inspections, feedback collection, and compliance tracking
* Custom survey form creation
* Flexible field configuration
* Location tracking for every submission
* Import and export survey data
* Role-based access control
Survey Form Settings\
Survey forms are created from:\
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**Settings → Work → Surveys Form**
Create a New Survey Form\
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**1. Go to Settings.**\
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**2.Navigate to Work → Surveys Form**\
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**3. Click Add Surveys**
**4. Enter the following details:**
* Survey Form Name
* Description \
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**Survey Form – Available Edit Options**
* **Undo** – Reverts the last action.
* **Redo** – Reapplies the last reverted action.
* **Clear Formatting** – Removes applied formatting from selected text.
* **Link** – Adds a hyperlink to the text.
* **Insert Image** – Inserts an image into the description.
* **Insert Table** – Adds a table for structured content.
* **Quote** – Formats text as a quote.
* **Insert Media** – Inserts media (video/embed) into the content.
* **Text Alignment** – Aligns text (left/center/right).
* **Horizontal Line** – Inserts a divider line.
* **Paragraph Dropdown** – Changes text type (paragraph).
* **Bold (B)** – Makes text bold.
* **Italic (I)** – Makes text italic.
* **Underline (U)** – Underlines the text.
* **Strikethrough (S)** – Strikes through the text.
* **Text Style (Aa)** – Changes text style options.
* **Bullet List** – Creates a bulleted list.
* **Numbered List** – Creates a numbered list.
* **Placeholder Dropdown** – Inserts placeholder text.\
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**5. Click Add**
After creation, the survey appears in the list with the following actions:
* View – Add or manage fields
* Edit – Update survey details
* Delete – Remove the survey form
### Adding Fields to a Survey Form
Fields define the data that will be collected from employees.
#### Steps to Add Fields
1. **Click View against the survey form.**
2. **Click Add Fields.**
3. **Enter the following details**
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a. Field Name\
This is the label that will be shown to employees while filling the survey.\
b. Order\
This determines the sequence in which the field appears in the survey form.\
Each field must have a unique order number, and duplicate order numbers are not allowed.\
c. Input Type\
Select the type of input required for the field from the dropdown options listed below.
Configure the field toggles.
4. **Click Add.**
### Input Type – Description
Each input type defines how the employee will enter data:
* Text – Allows entry of short text (e.g., name, title).
* Text Area – Allows entry of long text or descriptions.
* Number – Accepts numeric values only.
* Date – Allows selection of a date.
* Time – Allows selection of time.
* Email – Accepts a valid email address format.
* URL – Accepts a website or link.
* Select – Allows selection of one option from a dropdown list.
* Checkbox – Allows selection of multiple options.
* Radio – Allows selection of only one option.
* File – Allows uploading documents or images.
* Color – Allows selecting a color value.
* Range – Allows selecting a numeric value within a defined range.
Field Toggles – Explanation
* **Enable (Name)**\
Controls whether the field appears in the survey form. If disabled, employees will not see this field.
* **Enable Required**\
Makes the field mandatory. Employees cannot submit the survey without filling this field.
* **Enable Show in Table**\
Displays the field’s value in the survey records list for easier review and reporting.
* **Enable Active**\
Marks the field as active. If this toggle is turned off, the field will disappear from the form completely and will not be visible for new entries.
### Surveys Module in dashboard (Survey Records )
This section is used to manage survey responses submitted by users.\
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Survey Records – Buttons and Usage
#### Filter :
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Used to find specific survey records.
**Filter:**
Used to quickly locate specific survey records.
* **Start Date** – Filters surveys based on the selected start date.
* **End Date** – Filters surveys based on the selected end date.
* **Survey Type** – Filters surveys by their type or category.
* **Location** – Filters surveys based on the selected location.
* **Employee** – Filters surveys based on the selected employee.
* **Clear** – Removes all applied filters and resets the list.
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**Export :**
Exports survey records into a downloadable file (Excel or CSV).
#### Import
Used to upload survey records in bulk.
**Add New Records**
1. Click Add New under Import.
Used to manually submit a survey response.\
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**Steps.**
**1.Click Add Record.**\
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**2.Select Survey Type.**
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**3.Fill the survey fields.**
**4.Click Add.**
The record is saved and displayed in the list.
### Location Tracking
Every survey submission captures the location from where it was filled.
#### Purpose
* Verify field visits
* Ensure authenticity of survey submissions
* Support audits and compliance
* Track field-based activities accurately
**User Role Access**\
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**Employee**
* Can view surveys assigned to them.
* Can submit survey responses using Add Record.
* Can submit multiple entries if the survey allows.
* Cannot create or modify survey forms or fields.
# Files
The Files Module in Pletox is a centralized document management system that allows organizations to securely store, organize, and manage files related to employees, departments, or business operations
This module enables to upload and control access to files, while **employees** can view or upload files. It helps maintain structured documentation, reduces dependency on external storage tools, and ensures easy access to important records.\
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**Features & Functionalities**
#### **File Listing Section**
The main table displays all files and folders with the following columns:
#### • Name of the File/Folder
Displays the file or folder name visible to the user.
#### • Owner
Shows the name of the Admin/SuperAdmin who uploaded or created the file/folder.
#### • Last Modified
Displays the date on which the file or folder was last updated.
#### • File Size
Shows the size of the uploaded file.\
(Folder size is calculated based on the files it contains.)
#### • Actions (Three Dots Menu)
Each file/folder has a three-dot action menu offering the following options:
* Rename — Modify the file/folder name
* Delete — Remove the file/folder permanently
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**Top Action Buttons:**
**Located at the top-right of the Files Module.**
#### A. New folder:
Allows users to upload one or multiple folder.
Steps:
1. Click on New Folder.
2\. A dialog box appears asking for the Folder Name.
3\. Enter the desired name and click Create.
Result: A new folder is created and displayed in the list.
#### File Uploading
Multiple file uploads are supported. Files are auto-arranged by name/date.
#### Steps to Upload a File
1. **Select File Upload**\
click on the **File Upload** option.
2. **A file upload dialog box will appear on the screen.**
3. **Drag and Drop or Browse File**
* Drag and drop the file into the upload box, **or**
* Click **Browse** to select a file from your device.
4. **Upload the File**\
After selecting the file, click the **Upload** button to complete the process.
5. **Upload Confirmation**\
Once the file is uploaded successfully, it will be available in the system for future reference.
#### Available Actions:
#### **Rename Files/Folders**
From the three-dot menu, users can rename items without re-uploading.
#### Delete Items
Files/folders can be permanently deleted based on access rights.
# Work
The Work module in Pletox helps organizations manage tasks, projects, collaboration, and time tracking in a structured way.
It allows admins and managers to assign tasks digitally, track completion time and quality, this also helps maintain a proper work record and improves productivity and accountability.
The visibility and functionality of the Work module are completely permission-based and company-wise configurable.\
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Modules Available Under Work
The following modules (functions) are available within the Work module:
* Tasks – Used to assign, track, and manage tasks for employees.
* Projects – Used to organize multiple tasks under a project and monitor overall progress.
* Docs – Used to create, upload, and manage work-related documents.
### Company-Level Task Settings (Organization Setup)
#### Navigation Path
Settings → Organization → Companies → You can see Company List in (Action) → Company Settings → Work / Task Settings\
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These settings apply company-wise.
#### Available Options
1. Task Cross Department Approval\
When enabled, manager approval is required if a task is assigned to an employee from a different department.\
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Example: If a Finance user assigns a task to an HR user, approval will be mandatory.
2. Enable Category / Type on Task Form\
When enabled, Task Category and Task Type fields will appear on the task creation and edit screens.
3. Save.
4. Applies the above task settings for the selected company.
### Work Module Configuration Settings
#### Navigation Path
Settings → Configuration → Settings → Work\
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#### Dropdown Options
1. Require Task Acceptance\
Yes: Employee must accept the task before it becomes active.\
No: Task is auto-assigned without acceptance.
2. Require HOD Approval\
Yes: Head of Department approval is required for tasks.\
No: Tasks proceed without HOD approval.
#### Toggle Options
1. Enable Team Assignment Restriction\
If enabled, users can assign tasks only to members of their own team
2. Enable to Access All Location Users\
If enabled, users can access employees from all locations.\
If disabled, access is limited to the user’s own location.
3. Enable to Access All Company Users\
If enabled, users can access employees from all companies in the workspace.If disabled, access is limited to the user’s own company.
4. Save
5. Applies the configuration settings.
### Employee Work Module Access & Permissions
The Work module includes the following sub-modules:
* Threads
* Docs
* Project
* Tasks
* Timesheet
* Reports
Each sub-module has a separate visibility toggle. Only enabled modules will appear in the employee login.
### Module-Wise Permission Controls
#### Threads, Docs, Project, Tasks
Available permission toggles:
* Create
* Edit
* Delete
Admins can control what actions an employee is allowed to perform in each module.
#### Timesheet Permissions
Available view permissions:
* View (My Self)
* View (My Team)
* View (My All)
These permissions define the scope of timesheet visibility for employees.After enabled Toggle click on the Save button.
## Task
### Overview
The Task module in Pletox is used to create, assign, track, and manage tasks for employees. It helps organizations plan work, monitor progress, and evaluate performance based on task completion time and quality
### Accessing the Task Module
* Go to Work → Tasks
* The task screen opens with options to add tasks, view tasks, and manage task data
### Add Task
Used to create or assign a new task to an employee.
### Add Task – Task Creation Screen
When you click Add Task, a dialog box opens with the following fields:
#### 1. Task Title
* Enter the title of the task.
#### 2. Description
* Add detailed information about the task so the employee clearly understands the work.
#### 3. Attachment
* Upload files related to the task (documents, images, references, etc.).
#### 4. Category
* Dropdown options:
* No Category – Task is created without a category.
* Other – Allows you to enter a custom category name.
**Settings should be completed first to display categories in the Add Task dialog.**
Use: Helps in organizing and grouping similar tasks.
#### 5. Priority
* Options available:
* High
* Medium
* Low
* None
Use: Defines the importance of the task.
#### 6. Assignee
* Select the employee to whom the task is assigned.
* Employee names appear in the dropdown.
#### 7. Project
* Select the project under which the task belongs.
* Projects must be created first in the Project module.
Use: Links tasks to specific project
#### 8. Customer
* Select a customer related to the task.
Use: Useful for client-based or external tasks.
#### 9. Department
* Choose the department responsible for the task
#### 10. Dates
* Start Date – When the task begins.
* Due Date – Deadline for task completion.
#### 11. Collaborators
* Add other employees who will support or follow the task.
#### 12. Create More (Toggle)
* Disabled: After adding a task, the dialog box closes.
* Enabled: Dialog box remains open, allowing you to add multiple tasks continuously
#### 13. Add Task Button
* Click to save and assign the task.
### Task Views
Below the Add Task button, multiple view options are available.
### 1. List View
Displays tasks in a table format with columns such as:
* Title – Task name
* Date – Start date and due date
* Project Name
* Assignee
* Status
#### Task Status Options
* **Not Started** – The task is created but work has not begun.
* **In Progress** – The task is currently being worked on.
* **Completed** – The task has been finished and closed.
* **On Hold** – The task is temporarily paused and can be resumed later.
* **Cancelled** – The task has been stopped and will not be continued.
**a three-dots (⋮) menu is available for each task. This menu provides quick actions to manage the task.**
#### Available Options
**1. Remind Me**
* Used to set a reminder for the task.
* After clicking Remind Me, a popup opens where you can:
* Select the reminder date
* Select the reminder time
* Click Add Reminder to save it.
Use:\
Helps users remember important tasks and deadlines.
**2. Duplicate**
* Creates a copy of the selected task with the same details.
Use:\
Useful when similar tasks need to be created repeatedly.
**3. Archive**
* Moves the task to archive without deleting it
Use:\
Keeps completed or inactive tasks for future reference while removing them from the active list.
**4. Delete**
* Permanently removes the task from the system.
Use:\
Used when a task is no longer required.
### 2. Board View
Displays tasks in cards, grouped by status:
* **Not Started** – The task is created but work has not begun.
* **In Progress** – The task is currently being worked on.
* **Completed** – The task has been finished and closed.
* **On Hold** – The task is temporarily paused and can be resumed later.
Each card shows:
* Task name
* Assignee
* Task dates
Use: Visual tracking of task progress.
### 3. Calendar View – Tasks
#### Viewing Tasks on Calendar
* All **assigned tasks** are displayed on the calendar based on their **start date and due date**.
* Tasks are shown on their respective dates, making it easy to track upcoming and overdue work.
### 4. Files
Files added as attachments while creating or updating a task are also available in the **Files** section. Users can additionally upload files directly using the **Upload File** option.\
Each file entry displays the **file name** along with the **associated task name** for easy reference.
### Task Filters
The **Task module** provides filters to quickly find and manage tasks based on different conditions.
#### Available Task Filters
* **Start Date**\
Filter tasks based on the task start date.
* **End Date**\
Filter tasks based on the task due date.
* **Created By**\
View tasks created by a specific user.
* **Assigned To**\
View tasks assigned to a specific employee.
* **Project List**\
Filter tasks based on the selected project.
* **Status**\
Filter tasks by task status (Not Started, In Progress, Completed, On Hold, Cancelled, etc.).
* **Priority**\
Filter tasks by priority (High, Medium, Low, None)
#### Clear Button
* Clears **all applied task filters** at once and resets the view.
**Me:**
* Shows tasks assigned to the logged-in user.
**Everyone:**
* Shows tasks related to:
* Team members
* Tasks where the user is a collaborator
**Group By:**
* **None** – Displays all records without applying any grouping.
* **Created by Me** – Groups and shows records that were created by you.
* **Approved by Me** – Groups and shows records that you have approved.
* **Followed by Me** – Groups and shows records that you are following for updates.
Use: Organizes tasks based on user involvement.
#### Filtered By:
* **All Time** – Shows all tasks regardless of date.
* **Today** – Shows tasks that are due today.
* **Overdue** – Shows tasks whose due date has already passed.
* **Last Week** – Shows tasks from the previous week.
* **This Week** – Shows tasks scheduled for the current week.
* **Next Week** – Shows tasks scheduled for the upcoming week.
* **Upcoming** – Shows tasks that are due in the future beyond today.
Use: Quickly find tasks by time period.
#### Sorted By:
Used to arrange tasks in a meaningful order so users can quickly find and prioritize their work.
* Sort using two dropdowns:\
\
\
* **Title** – Helps users quickly locate a task by its name in an organized list.
* **Start Date** – Helps users see which tasks are planned to begin first.
* **Due Date** – Helps users identify urgent tasks and manage deadlines easily.
* **Assignee** – Helps users view tasks based on who is responsible for them.
* **Project** – Helps users filter and organize tasks based on the project they belong to.
* **Status** – Helps users track tasks by their current progress (e.g. In Progress, Completed).
* **Ascending** – Helps users view tasks from earliest or lowest order first.
* **Descending** – Helps users view tasks from latest or highest priority first.
### Customize Options
### 1. Table Column Manager
Displays **all available columns** for the Task list view.
#### Functionality:
* Each column has an **ON/OFF toggle**.
* Enable a toggle to **show** the column.
* Disable a toggle to **hide** the column.
#### Use
* Customizes the **Task list view** based on user preference.
* Helps focus only on required information.
### 2. Field List:
Displays **all custom fields** that have been created for Tasks
#### Functionality
* Each field can be:
**Activated** (visible and usable)
**Deactivated** (hidden but not deleted)
#### Use
* Allows easy management of custom fields without deleting them.
* Helps control which fields are currently in use.
### 3. Add Field
Used to **create a new custom field** for Tasks
#### Required Details
**Field Title**
* Enter the name of the custom field.
**Field Type**
Select one of the following input types:
* **Text** – For text input
* **Date** – For selecting a date
* **Number** – For numeric values
* **Select** – For predefined options
#### Select Field Type
When **Select** is chosen as the field type:
* Multiple options can be created.
* Each option can be:
Given a **custom name**
Assigned a **color**
#### Use
* Useful for status tags, categories, labels, or priority-type fields.
* Colors help users quickly identify values visually.
#### 4. More Options (Three Dots Menu)
Available options:
* **Show Archived Tasks:** Displays all archived tasks that are no longer active.
* **Show Completed Tasks:** Displays all tasks that have been marked as completed.
* **Show Recurring Tasks:** Displays all tasks that are configured to repeat.
* **Export to Excel:** Downloads the current task list as an Excel file.
* **Export to PDF:** Downloads the current task list as a PDF file.
Use: Data visibility and task data download.
### **Employee Task View:**
When an admin assigns a task to an employee, a **notification is sent to the employee’s Inbox** and the task also becomes visible in the **Task module**. From the notification, the employee can open the task and review all related details.
#### **Task Details Available to Employee**
* **Assign**: Displays who assigned the task and to whom it is assigned.
* **Date**: Shows the **start date** and **due date** of the task.
* **Project Name**: Indicates the project under which the task is created.
* **Start Time**: When the employee starts working on the task, they must click on the start time to enable **of** until task completion.
* **Status**: The employee can view and update the task status as:\
Not Started\
In Progress\
Completed\
Cancelled
* **Priority**: Displays the priority level of the task.
* **Client**:
* **Ticket Type**: Displays the type of ticket linked to the task.
* **Of the**: Shows the task description provided by the admin, based on which the employee performs the task.
#### **Additional Features**
* **Collaborators**: Employees can view all collaborators added to the task.
* **Attachments / Documents**: Employees can view any files or documents attached to the task.
* **Add Comment:** Allows the employee to post remarks, updates, or feedback related to the task.
## Project
### Overview
The Project module in Pletox is used to create and manage projects. Projects help group multiple tasks under one work objective and allow managers to track progress, timelines, and team involvement in one place. Tasks can be assigned to employees within a specific project, making work planning more organized and transparent.
### Accessing the Project Module
* Go to Work → Projects
* The project listing screen will open
### Add New Project
Used to create a new project.
When you click Add New Project, a dialog box opens with the following fields:
#### 1. Project Title
* Enter the name of the project.
Use:\
Helps identify the project clearly.
#### 2. Description
* Add details about the project scope, goal, or instructions.
Use:\
Gives clarity to the project lead and team members.
#### 3. Dates
* Start Date – Project start date
* Due Date – Project completion deadline
Use:\
Helps track project timelines and deadlines.
#### 4. Assignee (Project Lead)
* Select the employee responsible for the project.
Use:\
Defines ownership and accountability.
#### 5. Department
* Choose the department related to the project.
Use:\
Helps organize projects department-wise.
#### 6. Team Members
* Click the plus (+) button to add team members.
* Multiple employees can be added.
Use:\
Defines who will work on the project tasks.
#### 7. Add Project Button
* Click to save and create the project.
### Project Listing & Management
After projects are created, they appear in the project list with the following columns:
Project Columns
* Title – Project name
* Date – Start and due date
* Lead – Project assignee / project lead
* Team – Assigned team members
* Progress Bar – Shows project progress in percentage (%)
* Actions (Three Dots) – Edit or delete the project
➕ Add Custom Field Button
* Used to add custom fields to the project.
### Project Actions (Three Dots Menu)
Available options:
* Edit – Modify project details
* Delete – Permanently remove the project
### Project Filters
The **Project module** provides filters to easily search and manage projects.
#### Available Project Filters
* **Start Date**\
Filter projects based on project start date.
* **End Date**\
Filter projects based on project due date.
* **Created By**\
View projects created by a specific user.
* **Assigned To**\
View projects assigned to a specific project lead.
#### Clear Button
* Clears **all applied project filters** and resets the project list.
* Search projects by project title or related details.
#### Sorted By:
Used to arrange tasks in a meaningful order so users can quickly find and prioritize their work.
* Sort using two dropdowns:\
\
\
* **Title** – Helps users quickly locate a task by its name in an organized list.
* **Start Date** – Helps users see which tasks are planned to begin first.
* **Due Date** – Helps users identify urgent tasks and manage deadlines easily.
* **Assignee** – Helps users view tasks based on who is responsible for them.
* **Project** – Helps users filter and organize tasks based on the project they belong to.
* **Status** – Helps users track tasks by their current progress (e.g. In Progress, Completed).
* **Ascending** – Helps users view tasks from earliest or lowest order first.
* **Descending** – Helps users view tasks from latest or highest priority first.
### Customize Options
#### Customize Button
Allows users to personalize the project list view.
### 1. Table Column Manager
Displays **all available columns** for the or Project list view.
#### Functionality
* Each column has an **ON/OFF toggle**.
* Enable a toggle to **show** the column.
* Disable a toggle to **hide** the column.
#### Use
* Customizes the **Project list view** based on user preference.
* Helps focus only on required information.
### 2. Field List
Displays **all custom fields** that have been created for Projects.
#### Functionality
* Each field can be:\
**Activated** (visible and usable)
**Deactivated** (hidden but not deleted)
#### Use
* Allows easy management of custom fields without deleting them.
* Helps control which fields are currently in use.
### 3. Add Field
Used to **create a new custom field** for Projects.
#### Required Details
**Field Title**
* Enter the name of the custom field.
**Field Type**
Select one of the following input types:
* **Text** – For free text input
* **Date** – For selecting a date
* **Number** – For numeric values
* **Select** – For predefined options
#### Select Field Type
When **Select** is chosen as the field type:
* Multiple options can be created.
* Each option can be:\
Given a **custom name**
Assigned a **color**
#### Use
* Useful for status tags, categories, labels, or priority-type fields.
* Colors help users quickly identify values visually.
### How Projects Work with Tasks
* Projects act as a container for tasks.
* Tasks must be created under a project to track progress effectively.
* The project progress bar updates based on task completion.
## Docs
### Overview
The Docs module in Pletox is used to create, store, and manage work-related documents. Documents can be linked to projects, tasks, departments, and employees, making it easy to maintain structured records and share information with the right people.
### Accessing the Docs Module
* Go to Work → Docs
* The Docs listing screen opens
### Add New Docs:
Used to create a new document.
When you click Add New Docs, a dialog box opens with the following options:
#### 1. Title
* Enter the document title.
Use:\
Helps identify the document easily.
#### 2. Project
* Select the project related to the document.
Use:\
Groups documents project-wise.
#### 3. Task
* Select the task under which the document is created.
Use:\
Links the document directly to a task.
#### 4. Assignee
* Select the employee responsible for the document.
#### 5. Department
* Choose the department related to the document.
#### 6. Add Attachment
* Upload files such as PDFs, images, or reference documents.
Use:\
Stores supporting files along with the document.
#### 7. Description:
* Enter document content or notes.
**Editing Options Available:**
* Bold
* Italic
* Underline
* Bullet points
* Numbering
Use:\
Helps format the document clearly.
#### 9. Share With:
* Click the plus (+) button to select users with whom the document will be shared.
Use:\
Allows collaboration and controlled access.
#### 10. Add Doc Button
* Click to save the document.
#### The following filters are available to help users filter documents:
* **Created By**:
* **Assign**: Filter documents based on the user to whom they are assigned.
* **Project List**: Filter documents based on the selected project.
The **Clear** button is used to **remove all applied filters** and reset the document list.
#### Me:
* Shows documents shared with the logged-in user.
#### Everyone:
* Shows documents related to:
* Team members
* Documents where the user is added as a collaborator
**Group By:**
* **None** – Displays all records without applying any grouping.
* **Created by Me** – Groups and shows records that were created by you.
* **Approved by Me** – Groups and shows records that you have approved.
* **Followed by Me** – Groups and shows records that you are following for updates.
Use:\
Organizes documents based on user involvement.
#### Sorted By:
Used to arrange tasks in a meaningful order so users can quickly find and prioritize their work.
* Sort using two dropdowns:\
\
\
* **Title** – Helps users quickly locate a task by its name in an organized list.
* **Start Date** – Helps users see which tasks are planned to begin first.
* **Due Date** – Helps users identify urgent tasks and manage deadlines easily.
* **Assignee** – Helps users view tasks based on who is responsible for them.
* **Project** – Helps users filter and organize tasks based on the project they belong to
* **Status** – Helps users track tasks by their current progress (e.g. In Progress, Completed).
* **Ascending** – Helps users view tasks from earliest or lowest order first.
* **Descending** – Helps users view tasks from latest or highest priority first.
### Customize Options
#### Customize Button
Allows users to personalize the project list view.
### 1. Table Column Manager
Displays **all available columns** for the or Project list view.
#### Functionality
* Each column has an **ON/OFF toggle**.
* Enable a toggle to **show** the column.
* Disable a toggle to **hide** the column.
#### Use
* Customizes the **Project list view** based on user preference.
* Helps focus only on required information.
### 2. Field List
Displays **all custom fields** that have been created for Projects.
#### Functionality
* Each field can be:\
**Activated** (visible and usable)
**Deactivated** (hidden but not deleted)
#### Use
* Allows easy management of custom fields without deleting them.
* Helps control which fields are currently in use.
### 3. Add Field
Used to **create a new custom field** for Projects.
#### Required Details
**Field Title**
* Enter the name of the custom field.
**Field Type**
Select one of the following input types:
* **Text** – For free text input
* **Date** – For selecting a date
* **Number** – For numeric values
* **Select** – For predefined options
#### Select Field Type
When **Select** is chosen as the field type:
* Multiple options can be created.
* Each option can be:\
Given a **custom name**
Assigned a **color**
#### Use
* Useful for status tags, categories, labels, or priority-type fields.
* Colors help users quickly identify values visually.
#### 4. More Options (Three Dots)
* Show Archived – Displays archived documents.
### Docs List View
After creating documents, they appear in the list with the following columns:
* Title – Document name
* Project – Linked project
* Task – Linked task
* Shared With – Users with access
* Department – Related department
### Document Actions (Three Dots Menu)
Available options:
* Duplicate – Create a copy of the document
* Archive – Move document to archive
* Delete – Permanently remove the document
➕ Add Custom Field Button
* Used to add additional custom fields directly from the list view.
# Attendance
The Attendance Module in Pletox helps superadmins and employees manage, record, and track daily attendance and working hours efficiently. It ensures accuracy in employee presence tracking and support
**General Concept of Attendance:**
The Attendance Module tracks each employee’s working hours, attendance status, and in/out timings.
Employees can view their own daily and monthly records.\
Superadmins have complete visibility and control over all employee attendance data.\
The system supports manual attendance correction, filtering, and exporting \
reports for analysis.
#### Attendance Settings (Configuration Settings)
**Navigation Path:**\
\
**Settings → Configuration Settings → Attendance Settings**\
\
These settings control how attendance is captured, calculated, and displayed across the system.\
**Toggles:**
* **Include Users on Leave in Absent Count/List**\
When enabled, employees who are on approved leave will also be counted and shown as absent.
* **Mark Absent on No Clock Out**\
When enabled, an employee will be marked absent if they fail to clock out.
* **Disable Mobile Attendance**\
When enabled, employees will not be able to clock in or clock out using the mobile application.
* **Multi Clock In/Out**\
When enabled, employees can perform multiple clock in and clock out entries in a single day.
* **Hide Clock In/Out Time**\
When enabled, only attendance status and remarks will be visible, and clock in/out times will be hidden.
* **Location While Clock In/Out**\
When enabled, the employee’s current location will be captured during clock in and clock out.
* **Selfie While Clock In/Out**\
When enabled, a selfie will be captured during clock in and clock out for verification.
* **Break In/Out**\
When enabled, employees can record break in and break out times using the mobile app.
* **Employee Wise Weekoff**\
When enabled, custom weekly offs can be configured individually for each employee.
* **Round Off Time**\
When enabled, attendance time will be rounded off to the nearest hour.
* **Capture Fields On Clock-in**\
When enabled, employees will be required to fill defined custom fields at the time of clock in.
* **Block Clock-in after Grace Period**\
When enabled, employees will not be allowed to clock in once the shift grace period has passed.
* **Overnight Clock Out**\
When enabled, employees can clock in or clock out even after the date changes.
* **On Duty Integration with Timesheet**\
When enabled, approved On Duty requests are automatically reflected in the timesheet.
* **Enable OT Policy**\
When enabled, the advanced overtime policy will be applied to attendance calculations.
* **Save**\
Saves and applies all configured attendance settings.
## **Attendance for Superadmins :**
Superadmins have full access to the Attendance Module. They can view all employee records, monitor daily and monthly reports, make manual updates, and export data for payroll or HR reporting.\
\
**Features :**
Superadmins can access the following features on the Attendance screen:
**1. Daily View / Monthly View / Map View.**
**Daily View:** Displays attendance records for the current day.
**Monthly View**: Shows each employee’s attendance summary for the current **month.**
**Map View:** Displays real-time map-based clock-in and clock-out locations.
**2. Attendance Summary Cards (displayed on the top section)**
**Total Staff**: Displays the total number of active employees.
**Present:** Shows how many employees are present on the selected date.
**Absent:** Indicates employees who did not attend work for the day.
**Half Day**: Displays employees who worked for half a shift.
**On Leave:** Shows employees currently on approved leave.
**Late Mark:** Highlights employees who clocked in after the scheduled time.
**Flags:** Marks entries requiring verification or manual correction (e.g., missing\
clock-out).\
\
**3. Attendance Table**
Displays daily attendance records with the following columns:
* **Employee Name** – the employee for whom the attendance record is created.
* **Date** – Indicates the attendance date.
* **First In Time** – Records the employee’s first check-in time.
* **First Out Time** – Records the employee’s first check-out time.
* **Duration (Total Working Hours)** – Shows the total hours worked for the day.
* **Less Hours (if any)** – Displays shortfall hours, if the employee worked less than required.
* **Remarks (Present / Absent / Half Day / On Leave)** – Indicates the employee’s attendance status.
### Additional Controls
In the **Attendance module**, four utility buttons are available beside the employee name. These are **system-level controls** and not regular action buttons. They help Superadmins manage attendance efficiently for a selected employee and month.
**1) Present All**\
The **Present All** option is used to mark an employee as present for all working days of the selected month.
* This option is generally used for correction or bulk attendance marking.
**2) Add Time**\
The **Add Time** option allows manual entry or correction of clock-in and clock-out times for a specific date.
**3) summarize:** The **Summarize** button in the Attendance module allows the\
**Superadmin** to recheck and recalculate employee attendance data.\
This ensures that attendance records are accurate before they are used for\
**payroll processing**.
**4) Download**\
The **Download** option allows downloading the complete monthly attendance report.\
\
**4. Action Buttons**
**Absent :**The **Absent** option is used to mark an employee as absent for a\
selected day.
**Half Day** : The **Half Day** option is used when an employee has worked for only\
part of the day or is eligible for half-day attendance.
**Edit:** Modify incorrect or missing attendance entries.
**Delete** : Remove any mistakenly added attendance record.
**Filter:** Filter data by employee name, department, or specific date.\
Filters Available for Superadmin
Superadmins can filter attendance data using the following criteria:
* **Employee Name** – Filters records by the selected employee.
* **Department** – Filters records based on the employee’s department.
* **Date** – Filters records for the selected date.
* **Location** – Filters records based on work location.
* **Shift** – Filters records by assigned shift.
* **Group** – Filters records based on employee group.
* **Category** – Filters records based on employee category.
* **Contractor** – Filters records based on the associated contractor.
The Clear Filter option resets all applied filters for a fresh search.
**Export**: Download attendance reports in Excel or CSV format.\
Superadmins can easily export attendance data to generate analytical\
reports.or share them with other departments. The export can include:
Daily or monthly attendance data
Employee-wise or department-wise reports
Summaries for payroll processing
### **Attendance for Employees**
Employees have limited access to the Attendance Module. They can view their own attendance records, monitor total working hours, and check for late marks or absences.\
Features Available to Employees\
\
**Self-View Only:**\
Employees can view and verify their own records but cannot edit or delete\
any entries.
**1. Daily View:**
Shows attendance for the current date with clock-in and clock-out details.
**2. Monthly View:**
Displays attendance records for the selected month.
**3. Map View:**
Allows employees to verify their live clock-in and clock-out locations.
**4. Attendance Details Table:**
Displays:
* **First In Time** – Displays the employee’s first check-in time for the day.
* **First Out Time** – Displays the employee’s first check-out time for the day.
* **Duration** – Shows the total working hours for the day.
* **Less** – Indicates any shortfall in required working hours.
* **Remark** – Shows the attendance status or related notes.
* **Regularize :**\
\
The **Attendance Regularization** feature in Pletox allows employees Regularize\
their attendance in case they **forget to clock in, forget to clock out, or need**\
**to modify incorrect punch timings**.
#### Employee Regularization Workflow :
**Step 1: Submit regularization Request**
1. After clicking **Regularize**, a dialog box opens.
2. The employee is required to enter the following details:
* Reason for regularization
* Correct Clock In time
* Correct Clock Out time
3. Click **Submit** to send the request.
4. The regularization request is submitted successfully.
5. The request is sent to the **Superadmin for approval**.
6. Attendance remains unchanged until approval.
### Attendance Workflow
#### Step 1: Accessing Attendance from Dashboard
1. The user logs in to Pletox.
2. On the **Dashboard**, the user can see the **Clock In** button.\
with welcoming meassge.
#### Step 2: Clock In
1. The user clicks on **Clock In**.\
2. The system opens the **camera**.\
\
3. The user captures a **selfie** for verification.
4. Location is captured.
5. Below the camera screen, the **Clock In** button is displayed.
6. The user clicks **Clock In** to confirm.
7. The clock-in entry is saved in the **Timesheet**.
8. Working hours start calculating from the punch-in time.
9. The **Clock In** button changes to **Clock Out**.
#### Step 4: Clock Out
1. At the end of the working day, the user clicks **Clock Out**.
2. **Worklog Requirement on Clock Out** :
\
Pletox allows organizations to **mandate worklog submission at the time of clock out**.\
\
When this setting is enabled, employees must submit a **worklog report** before they can successfully clock out.
This ensures daily work accountability and accurate task tracking.
3. **Configuration Path :**
**Settings → Companies → Attendance Settings**
4. The camera opens again.\
\
5. A selfie is captured for clock-out verification.
6. The system captures the **location**.
7. The user clicks **Clock Out** to confirm.
8. Punch-out time is recorded.
9. Working hours calculation stops.
10. Attendance for the day is finalized.
### Attendance Record Update
* Clock-in and clock-out data automatically reflect in the **user’s attendance record**.
* Attendance details include:
* Clock-in time
* Clock-out time
* Total working hours
* Selfie and location verification.
\
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\
\
\
\
\
\
# Regularization Request
The Attendance Regularization module allows the Superadmin to review, approve, or reject attendance correction requests submitted by employees.
This module ensures accurate attendance records when an employee:
* Forgets to clock in or clock out
* Enters incorrect punch timings
* Faces technical or operational issues during attendance marking
#### Employee Settings – Regularize Attendance Permission
**Navigation Path:**\
**Settings → Organization → Employee → Edit Employee → HR Permissions**\
\
\
To allow an employee to regularize attendance, enable the following permissions:
* **Regularize Attendance**\
Enables the employee to submit attendance regularization requests.
Once enabled, save the changes to apply permissions.
### Admin Settings – Regularization Approval Permission
**Navigation Path:**\
**Settings → Organization → Employee → Edit Employee (Admin) → HR Permissions**
To allow an admin to review and approve regularization requests:
* Enable the **Regularize Attendance** module.
* Enable the **Regularize Request** module.
* Enable all related toggles, including:
* **Can Approve**
After enabling the required permissions, click **Save** to apply changes.
### Superadmin Approval Workflow
#### Step 1: View Regularization Request
Superadmin reviews:
* Employee details
* Original Clock in times
* Requested clock-in and clock-out times
* Reason provided by the employee
**Superadmin approves the request.**\
\
Employees can submit a regularization request, which is reviewed and \
approved by the **Superadmin**. Once approved, the corrected time is\
automatically updated in the employee’s attendance record.
#### Columns Displays
* **SR. NO** – Serial number of the request
* **Employee ID** – Unique employee identifier
* **Employee Name** – Name of the employee who raised the request
* **Date** – Date for which attendance is requested to be regularized
* **In Time** – Requested corrected clock-in time
* **Out Time** – Requested corrected clock-out time
* **Type** – Type of regularization
* **Reason** – Reason provided by the employee
* **Status** – Current request status (Pending / Approved / Rejected)
### Action Buttons
Each request includes the following action options:
* **Edit**
Modify regularization details if required before approval
* **Delete**
Permanently remove the regularization request
### Filter Options
At the top of the Regularization page, Superadmin can use filters to quickly find specific requests.
#### Available Filters
* **Start Date** – Filters records from the selected start date onward.
* **End Date** – Filters records up to the selected end date.
* **Employee Name** – Filters records for the selected employee.
* **Type** – Filters records based on the selected type.
* **Clear** – Removes all applied filters and resets the list.
### Regularize Attendance (for Employee)
The Regularize Attendance feature allows employees to request corrections for missed or incorrect attendance entries, which are then reviewed and approved or rejected by an admin.
### How Regularize Attendance Works
1. The employee logs in to the system.
2. From the sidebar, the employee navigates to **Attendance → Monthly**.
3. In the monthly attendance view, the employee can see attendance details for each date.
4. Beside the **Remarks** column, a **Regularize** button is available for each date.
5. On clicking the **Regularize** button, a dialog box opens asking for:
* Reason for regularization
* Correct Clock In Time
* Correct Clock Out Time
1. The employee submits the regularization request.
2. The request is sent to the **Super Admin** for approval.
3. The Super Admin reviews the request in the **Regularization Requests** module.
4. The Super Admin can **Approve** or **Reject** the request.
# My Team
The My Team Module in Pletox provides a complete organizational view that helps manage, and analyze the company’s workforce. It allows the Superadmin to view and manage all employees
while employees can see only the team members who directly report to them.\
This ensures clear visibility, smooth communication, and organized team hierarchy management across the organization.
#### For Superadmin :
**Purpose :**
The Superadmin can view, manage, and edit all employee profiles and organizational details from one centralized dashboard.\
It helps maintain a structured employee database and ensures transparency across teams.
**Details Displayed :**
Under this section, the Superadmin can view a list of all employees in tabular format with the following columns:
* **Employee ID** – Displays the unique identification number assigned to the employee.
* **Employee Name** – Shows the full name of the employee.
* **Shift Timing** – Indicates the assigned working hours or shift schedule.
* **Weekly Offs** – Displays the configured weekly off days for the employee.
* **Email ID** – Shows the official email address of the employee.
* **Phone Number** – Displays the contact number of the employee.
* **Department** – Indicates the department to which the employee belongs.
All employees in the organization appear here because they all fall under the admin’s view.
**Top Action Buttons :**
1. Resigned:\
Displays all employees who have resigned. This helps the admin separate active and inactive staff members.
2. Filter:\
Used to filter employees by name, department, or employment status for quick access.
3. Export:\
Allows the admin to download employee data (full or filtered) in Excel/CSV format for record-keeping and analysis.
#### Employee Profile View (When Admin Clicks on Employee Name)
Clicking on any employee’s name opens the detailed employee profile, which includes multiple sections and tabs:
**1. Overview:**
Shows general employee details including personal information and bank details.
**2. Life Cycle:**
**This view displays an employee’s complete employment-related information**\
**in one place.**\
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**The Life Cycle view provides a structured breakdown of the employee’s salary, including:**
* **Earnings components**
* **Allowances**
* **Deductions**
* **Net salary calculation**
**3. Attendance:**
Shows the employee’s attendance in a calendar format.\
The admin can switch between months to view specific attendance records.
**4. Documents:**
Displays the documents uploaded during the employee’s onboarding process (e.g., ID proofs, resumes, certificates).
**5. Salary Structure:**
Shows the configured salary structure for the employee as set in the system.
**6. Till Date Salary:**
Displays the total month-wise salary credited to the employee till the current date.
**7. Loans:**
Shows the details of any loan taken by the employee, including amount, deductions, and repayment status.
**8. Payslips:**
Displays month-wise payslips.\
The admin or employee can select any month to view or download the payslip.
**9. Payroll History:**
Shows the complete payroll processing history of the employee.
**10. TDS Deduction:**
Displays the details of TDS deductions applicable to the employee’s salary.
**11. Peers Feedback:**
Shows feedback received from the employee’s peers.
**12. Manager’s Feedback:**\
Displays feedback shared by the reporting manager about the employee.
#### Employee Access:
Employees have **restricted visibility based on their team structure**, but they can access **all available tabs** within the **My Team module base on the access given by Superadmin** .
**Employees can:**
* View **all tabs** in the My Team module (including Overview, Life Cycle, Attendance, Payslips, Payroll history).
* Access the **same set of information and tabs** that are visible to Superadmins.
* View this information **only for employees who belong to their assigned team**.
* Cannot view any information or tabs for employees who are **outside their team hierarchy**.
This ensures transparency within teams while maintaining strict data access control across the organization
# Shift master
The Shift Master Module in Pletox allows the Superadmin to efficiently manage employee working shifts, rosters, breaks, and floating week-offs — ensuring smooth workforce scheduling .
It helps the organization streamline employee time management, maintain proper shift rotation, and provide flexibility for employees working in different time slots.\
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The module is divided into four key sections:\
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1. **Shift**
2. **Shift Roster**
3. **Break**
4. **Floating Week Offs**
#### For Superadmin :
#### **1. Shifts Section**
#### Purpose:
The Shifts section allows the Superadmin to define and manage all types of work shifts within the organization — such as General Shift, Morning Shift, Night Shift, etc.
#### Details Displayed :
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**The list view displays the following columns:**
* Shift Name (e.g., General, Morning, etc.)
* In Time
* Out Time
* No. of Employees (total employees assigned under that shift)
* Location
* Department
* No.of employee
* Action buttons: \
View, Edit, Delete
**Top Action Buttons :**
1. **Show Archive:**\
Displays all archived or inactive shifts.
2. **Filter:**\
Used to filter the list of shifts by department, location, or name.
3. **Export:**\
Allows the Superadmin to export the shift list (complete or filtered) in Excel/CSV format.
#### **Add Shift (Detailed Overview)** 
The Add Shift feature allows the Super Admin to create and configure new working shifts in the system. This helps manage employee working hours efficiently across multiple departments and locations.
When the Super Admin clicks on **“Add Shift”**, a dialog box opens containing various input fields and configuration options:\
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**The following fields are available in the Add Shift form:**
* **Location**: Choose the specific branch or office location where this shift applies.
* **Department**: Assign the shift to one or more departments.
* **Shift Name**: Enter a unique name for easy identification (e.g., General Shift, Night Shift).
* **In Time**: Define the employee clock-in/start time.
* **Out Time**: Define the employee clock-out/end time.
* **Week Offs**: Select the weekly off days applicable for this shift.
* **Duty Hours**: Automatically calculated based on in and out times but can also be adjusted manually.
* **Clock-In Grace**: Set the grace period (in minutes) allowed for late arrival before marking a late entry.
* **Clock-Out Grace**: Set the grace period for early departure before it counts as an early out.
* **Applicable Breaks**: Choose which breaks (defined in the Break Master) apply to this shift.
* **Late Coming Allowed (Nos):**
Defines the number of allowed late entries. If set to **0 or left blank**, the policy is disabled. Exceeding the limit will result in **Half Day** marking.**Early Out Allowed (Nos):**
Defines the number of allowed early exits. If set to **0 or left blank**, the policy is disabled. Exceeding the limit will result in **Half Day** marking.
* **Use as Weekly Offs** (Toggle): Enable or disable this shift as a weekly off pattern.
* **No Late Marks** (Toggle): If enabled, late marks will not apply to employees in this shift.
* **No Early Out if Duty Hours Completed** (Toggle): Prevents early-out penalties if the total duty hours are completed.
* **No OT Applicable for Holidays** (Toggle): Disables overtime calculation for employees working on holidays in this shift.
Once all fields are filled, clicking the “**Add**” button saves the new shift, and it appears in the Active Shift List on the main Shift page.
**Action Options in Shift List :**
Each created shift has an Action Button offering the following controls :
#### Shift List – Action Buttons :
Once a shift is created, the following **action buttons** appear opposite each\
shift:
* **View** – Allows users to see shift details.
* **Edit** – Allows users to modify the shift details.
* **Archive** – Allows users to archive the shift so it is no longer active but kept for record purposes.
Each action serves a specific purpose as explained below.
#### **View Shift :**
The **View** option displays the list of employees assigned to a specific shift
#### Details Shown in View
The following columns are displayed:
* **Employee ID** – Displays the unique ID assigned to the employee.
* **Employee Name** – Displays the full name of the employee.
* **In Time** – Displays the employee’s clock-in time.
* **Out Time** – Displays the employee’s clock-out time.
A **search bar** is available at the top to quickly find employees within the shift.
#### View Page – Upper Buttons
Two buttons are available on the top of the View screen:
**Export :**\
* Downloads the list of employees assigned to the shift.
* Useful for reporting and audit purposes.
**Assign Employee:**\
* Used to assign employees to the selected shift.
#### Assign Employee to Shift – Steps
1. Click **Assign Employee**.
2. A list of employees appears with their **current assigned shift**.
3. An Plus button is shown beside each employee.
4. Click on the Plus button next to the employee you want to add to the shift.
5. The employee is immediately assigned and appears in the shift list when you return to **View**.
#### Edit Shift :
The **Edit** option allows changes to the shift configuration.
Changes made here apply to all employees assigned to the shift.
#### 2. Shift Roster Section
#### Purpose:
The Shift Roster section helps the Superadmin manage and assign employee shifts on a weekly basis.\
It provides a calendar-based view to plan, monitor, and modify employee schedules.
Interface Overview
### Shift Roster View:
The **Shift Roster** section in Pletox allows Superadmins to view and manage employee shift assignments on a **weekly basis**. It provides a clear, calendar-style view of which shift is assigned to each employee for every day of the selected week.
When the Superadmin opens the **Shift Roster**, the system displays the **current week by default**.
#### Key Capabilities
* View the **current week’s shift schedule** immediately on opening the page.
* Navigate to **past weeks** to review historical shift assignments.
* Check which **employee was assigned to which shift** on any given day of the selected week.
* View shift **timings** for each assigned shift.
### Week Navigation:
* Superadmin can change the **week selection** using the week navigation controls.
### Filters
Filters are available to quickly locate specific employees or teams within the roster.
The Superadmin can filter by:
* **Employee Name** – Filters records for the selected employee.
* **Company** – Filters records based on the selected company.
* **Location** – Filters records based on the selected work location.
* **Department** – Filters records based on the selected department.
These filters help narrow down the roster view and make large teams easier to manage.
### Shift Roster Columns:
The Shift Roster is displayed in a grid format with the following structure:
* **Employee Name** – Listed on the first coloumn.
* **Week Dates** – Each column represents a day of the selected week\
**Assigned Shift** – Under each date, the shift assigned to the employee is displayed
This layout provides a complete weekly overview at a glance.
#### Additional Button – Bulk Assign
The Bulk Assign button allows the Superadmin to assign shifts to a group of employees at once.\
This saves time and ensures consistency across teams, especially in large organizations.\
\
**How Bulk Assign Works :**
When the admin clicks on Bulk Assign, a dialogue box opens asking for:
1. **Employee Name :**\
Admin can search and select multiple employees who need the same shift assignment.
2. **Shift Name :**\
Choose which shift to assign (General Shift, Night Shift, Custom Shift, etc.).
3. **Start Date :**\
The date from which the shift assignment should begin.
4. **End Date :**\
The date until which the shift assignment will remain valid.
#### 3. Break Section
#### Purpose:
The Break Section allows the Superadmin to create and manage break schedules — ensuring proper tracking of break durations, whether paid or unpaid.
**Details Displayed :**
Columns available in this section:
* **Break Name** – Displays the name of the break.
* **Allowed Duration** – Shows the maximum time limit allowed for the break.
* **Time Range** – Displays the time window during which the break can be taken.
* **Pay Type** – Indicates whether the break is paid or unpaid.
* **Mode** – Shows how the break is applied (manual or automatic).
* **Status (Active/Inactive)** – Indicates whether the break is currently active or inactive.
* **Action** – Provides options to view, edit, or manage the break.
**Top Action Buttons :**
1. **Filter:**\
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Helps filter breaks by name or type.
2. **Add Break:**\
\
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Allows the Superadmin to add a new break by filling out the required details.\
**Upon clicking Add Break, a box opens asking for:**
* **Break Name** – Specifies the name of the break.
* **Pay Type (Paid / Unpaid)** – Defines whether the break duration is paid or unpaid.
* **In Time** – Specifies the start time of the break.
* **Out Time** – Specifies the end time of the break.
* **Applicable Shift** – Specifies the shift to which the break applies.
* **Save** – Once saved, the break is added to the list and visible in the break records.\
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**Export:**\
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Used to export the break details into Excel/CSV format.
#### 4. Floating Week Offs Section
#### Purpose :
The Floating Week Offs feature gives flexibility to assign custom week-off days to specific employees.\
The **Floating Week Off** feature in Pletox allows organizations to provide flexible weekly offs to employees instead of fixed weekly off days. When enabled, the employee’s weekly off can vary.
**Details Displayed:**
The section displays:
* **Employee Name** – Displays the name of the employee.
* **Week Off** – Displays the assigned weekly off day.
* **Date** – Displays the applicable date of the week off.
* **Description** – Displays additional details.
* **Action** – Allows users to edit or delete the record.
**Top Action Button :**\
**Filter:**
* **Employee** – Select a specific employee
* **From Date / To Date** – Filter by date range
* **Clear** – Reset all applied filters
**Add Floating Week Off:**\
\
When clicked, a form appears asking for:
* **Employee Name** (only those employees name comes in drop down who have permission of floating Week off, in settting from employe edit section
* **Date** – Displays the date of the record.
* **Description** – Displays additional details or remarks.
#### Steps to Enable Floating Week Off
1. Go to **Settings**.\
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2. Navigate to **Organization → Employees**.\
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3. Search and select the **employee.**
4. Click **Edit** for the selected employee.
5. Locate the option **Enable Floating Week Off**.
6. Tick the checkbox to enable the floating week off for that employee.
7. Save the employee details.
After submitting, the floating week off is assigned to the respective employee and displayed in the list.
# Leaves
The Leave Module in Pletox enables superadmins and employees to manage and monitor all leave-related activities efficiently. From applying for leaves to approving and tracking them.
the module ensures transparency, accuracy, and easy record-keeping across the organization.
**General Concept of Leaves :**
The Leave Module helps employees request and track their leaves digitally.
Superadmins can view, approve, or reject employee leave applications.
The system maintains complete records of all leave types — including Casual, Sick, and Unpaid leaves — with real-time status updates.
#### **Leaves for Superadmins :**
Superadmins have complete access to all employee leave data. They can view pending requests, approve/reject leaves, check balances, apply filters, and export reports.
Superadmins can also manually add or adjust leaves for any employee as required.
**Features :**
Superadmins have access to the following controls on the Leave screen:
**1. Pending Response & All Leaves**\
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**Pending Response**: Displays all leave requests awaiting approval.
* **Employee ID** – Displays the unique identification number of the employee.
* **Employee** – Displays the name of the employee who applied for leave.
* **Start Date** – Displays the start date of the leave.
* **End Date** – Displays the end date of the leave.
* **Type** – Displays the type of leave applied (e.g., Sick Leave, Casual Leave).
* **Reason** – Displays the reason provided by the employee for the leave.
* **Day Type** – Displays whether the leave is for a full day or half day.
* **Attachment** – Displays whether any supporting document is attached.
* **Status** – Displays the current status of the leave request (Approved / Rejected).
**2.All Leaves:** Shows the complete leave record of all employees, including\
approved, pending, and rejected requests.
* **Employee ID** – Displays the unique identification number of the employee.
* **Employee** – Displays the name of the employee who applied for leave.
* **Start Date** – Displays the start date of the leave.
* **End Date** – Displays the end date of the leave.
* **Type** – Displays the type of leave applied (e.g., Sick Leave, Casual Leave).
* **Reason** – Displays the reason provided by the employee for the leave.
* **Day Type** – Displays whether the leave is for a full day or half day.
* **Attachment** – Displays whether any supporting document is attached.
* **Status** – Displays the current status of the leave request (Approved / Rejected).
**2. Transaction :**
**Use this section to track and manage all manual leave adjustments made by the admin.**\
It provides a complete audit trail of leave credits or debits (extra or reduced leaves/hours) applied to employees, along with the reason, date, and responsible action. This helps ensure transparency, accuracy, and compliance in leave management.
**Typical use cases:**
Displays all leave-related adjustments made by the admin.
Includes credits or debits (extra or fewer leaves/hours).
#### Columns Displayed
* **Employee ID** – Displays the unique ID of the employee.
* **Employee Name** – Displays the employee’s name.
* **Type of Leave** – Displays the leave type for which the adjustment is made.
* **Month** – Displays the month for which the adjustment applies.
* **Credit / Debit** – Indicates whether leave is added or deducted.
* **Reason for Transaction** – Displays the reason for the leave adjustment.
* **Updated At (Date & Time)** – Displays the date and time when the adjustment was made.
* **Action (Edit/Delete)** – Allows the admin to edit or delete the adjustment record
**Add Leave Transaction:**
Admins can manually adjust an employee’s leave balance by adding a leave transaction.
To add a transaction, click the **Add** button. A dialog box will open requesting the following details:
* **Employee Name** – Selects the employee for whom the leave adjustment is made.
* **Leave Type** – Selects the type of leave being adjusted.
* **Transaction Type (Addition / Deduction)** – Specifies whether leave days are added or deducted.
* **Date** – Specifies the date of the leave adjustment.
* **Days** – Specifies the number of leave days to be added or deducted.
* **Reason** – Captures the reason for the leave adjustment.
* **Apply** – Saves and applies the leave adjustment transaction.
**Compensatory Off (COFF):**\
COFF leave is **auto-incremented by the system** based on eligible extra working days, as per company policy. Manual addition is not required.
**Note:**\
\
COFF balances are generated automatically, while adjustments for other leave types must be performed manually by the admin.
#### Import :
This section is used to import leave credit or debit transactions in bulk
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The **Import** option allows the Super Admin to upload leave transactions in bulk.\
Click **Import**, select the required file using the **Choose File** option, and then proceed to import the data. The system will process the uploaded leave transactions accordingly.\
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**Download Sample File** – Downloads a predefined template to enter leave transaction details in the correct format.
#### Selection Fields
* **Company** – Selects the company for which leave transactions are being imported.
* **Location** – Import to the selected location.
* **Department** – Import to employees of the selected department.
* **Download Import Sample File** – Downloads the import template based on the selected company, location, and department.
#### Filter :
The **Filter** option helps narrow down leave transaction records based on specific criteria.
Leaves can be filtered by:
* **Month** – Filters records for the selected month.
* **Year** – Filters records for the selected year.
* **Employee** – Filters records for the selected employee.
This makes it easier to review and manage leave transactions for a selected period or employee.
**3. Balance :**\
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**Use this section to view the current leave status of every employee at a glance.**\
It shows how many leaves are allocated, consumed, and remaining for each leave type, helping HR and managers make informed decisions on approvals and planning.
**Displays leave balances for every employee.**
* **Sr. No.** – Displays the serial number of the record.
* **Employee Name** – Displays the name of the employee.
* **Casual Leave (Given / Consumed / Available)** – Shows total casual leave allotted, used, and remaining.
* **Sick Leave (Given / Consumed / Available)** – Shows total sick leave allotted, used, and remaining.
* **Privilege Leave (Given / Consumed / Available)** – Shows total privilege leave allotted, used, and remaining.
* **Compensatory Leave (Given / Consumed / Available)** – Shows total compensatory leave allotted, used, and remaining.
**Filter :**
* **Employee Name** – Filters records for the selected employee.
* **From Month** – Filters records starting from the selected month.
* **To Month** – Filters records up to the selected month.
* **Clear Filter** – Removes all applied filters and resets the data view.
**Export:**
Allows exporting of leave Balance data in for reporting or record \
maintenance.
#### 4. Filter :
* **Search (keyword-based search)** – Allows you to quickly find leave records using keywords such as employee name, leave type, or request details.
* **From Date / To Date** – Filters leave requests based on the selected date range.
* **Employee** – Displays leave records for a specific employee only.
* **Leave Type** – Filters requests by the type of leave (Casual, Sick, Privilege, Compensatory, etc.).
* **Day Type (Full Day / Half Day, etc.)** – Filters leave records based on whether the leave was applied for a full day, half day, or other configured day types.
* **Status (Pending / Approved / Rejected)** – Shows leave requests according to their current approval status.
* **Responded By (Approver)** – Filters leave records based on the admin or manager who approved the leave request.
#### 5. Export :
The **Export** button allows users to download leave records in a report format for analysis and record-keeping.
#### **6. Add Leave:**
**Opens a form where the superadmin can manually add leave for an**\
**employee.**
**Fields include:**
* **Employee Name** – Selects the employee for whom the leave is being applied.
* **Leave Type** – Selects the type of leave.
* **Duration (Full Day / Half Day)** – Specifies whether the leave is for a full day or half day.
* **Date of Leave** – Specifies the date of the leave.
* **Reason** – Captures the reason for applying leave.
* **Attachment (Optional)** – Allows uploading a supporting document, if required.
**Apply Leave button to save.**\
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**Leave Table Columns :**
Under the main section, a detailed table displays all leave records with the following columns:
* **Employee ID** – Displays the unique ID of the employee.
* **Employee Name** – Displays the name of the employee.
* **Leave Type** – Displays the type of leave applied.
* **Reason** – Displays the reason provided for the leave request.
* **Start Date / End Date** – Displays the leave duration period.
* **Status (Pending / Approved / Rejected)** – Displays the current approval status of the leave request.
* **Action (Edit / Delete)** – Allows editing or deleting the leave request based on permission.
#### Reject / Decline Leave Request
When the Super Admin chooses to **reject or decline** a leave request, the system requires a reason.
* From the **Leaves** section, clicking **Reject** opens a dialog box where the Super Admin must enter the rejection reason and then confirm the action.
#### **Leave Application, Notification & Approval Flow :**
When an employee applies for leave, a notification is sent to the approver’s **Inbox** section.
The Super Admin can view complete leave application details, including employee information, leave type, duration, and reason.\
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From the Inbox, the Super Admin can **approve or decline** the leave request.\
Once an action is taken, the employee’s leave status and leave balance are updated automatically based on the decision.\
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from the **Inbox** section, clicking **Decline** prompts the system to ask for a decline reason before completing the action.
#### **Next, the Super Admin can configure company-level leave settings to define how leave policies are applied across the organization.**
#### Companies Leave Settings :
**Location:**\
**Settings → Organization → Companies → Company Settings → Leave Settings**\
Below are all configurable options:\
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Enable or disable the leave approval workflow for the company.\
When disabled, all leave requests are auto-approved without manager intervention.
**Example:** If disabled, employee leave requests do not require approval.
#### Leave Approval Mode
Defines how leave requests are approved.
* **Sequential:** Approvals follow a defined order.
* **Parallel:** All approvers are notified at the same time; approval from any one is sufficient.
**Example:** In Sequential mode, the HR must approve before Director receives the request.\
Admin can set the order of Approval by clicking on Add or Minus Buttons.
#### Approval Hierarchy (Sequential Mode )
Defines the order of approvers for leave requests.\
The sequence determines who approves first, second, and so on.
**Example:**\
Level 1 – HR → Level 2 –Director → Level 3 – Department RD
#### 2. Enable Leave Timeline Rule :
When enabled, employees must apply for leave in advance based on the leave duration.
**Example:**\
A 2-day leave may require 1 day’s prior notice, while a 5-day leave may require 7 days’ notice.
#### 3. Enable Leave Type COFF :
When enabled, employees must apply leave under the **Compensatory Off (COFF)** leave type for extra working days.
#### 4. Enable Same Day Leave :
Allows employees to apply for leave on the same day, subject to a cutoff time.
**Example:**\
If the cutoff time is 10:00 AM with a 30-minute grace period, employees can apply until 10:30 AM. Requests after this time must follow advance notice rules.
#### 5. Same Day Cutoff Minut :
Defines the grace period (in minutes) after the cutoff time for same-day leave applications.
#### 6. Enable Leave Without Available Balance :
Allows employees to apply for leave even if no leave balance is available.
#### After making changes, the admin must click **Save** to apply the settings company-wide
#### **Leave Type Setup:** Before employees can apply for leave, **leave types must be created by the Super Admin**.
Leave types define the categories under which employees can apply for leave, such as Casual Leave, Sick Leave, Privilege Leave, Unpaid Leave or Compensatory Off.
**Navigation Path:**\
To create or manage leave types, go to\
**Settings → HR → Leave Type**\
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**Choose Category:**
Select the category under which the leave type falls (for example, statutory leave, company leave, or special leave).
**Name:**
Enter the display name of the leave type.\
**Example:** Casual Leave Code
Enter a short, unique code used to identify the leave type in reports and records.\
**Example:** CL
**Type (Paid / Unpaid):**
Defines whether the leave is paid or unpaid.
* **Paid:** Salary is not affected.
* **Unpaid:** Salary is deducted for the leave period.
**Validity Start:**
The start date from which this leave type becomes applicable.
**Validity End:**
The end date until which this leave type remains valid.
**Max Leaves Count in Given Validity:**
Defines the maximum number of leaves an employee can avail during the selected validity period.\
**Example:** 10 leaves in one year.
**Set Accumulation Frequency:**
Enable this option to allow leaves to be added automatically at regular intervals.
**Frequency:**
Defines how often leaves are accumulated.\
**Examples:** Monthly, Quarterly, Yearly.
**Frequency Days:**
Specifies the number of days after which leave is credited, based on the selected frequency.
**Carry Forward:**
Allows unused leave balance to be carried forward to the next validity period, as per company policy.
**Encash Leave:**
Allows employees to encash unused leave balance, subject to company rules.and last click on save button.\
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**After adding a leave type, all configured leave types are displayed in a list view.**\
Each leave type appears as a separate row with **Edit** and **Delete** action buttons available for management.
Once leave types are configured, employees will be able to select the appropriate leave type while submitting a leave request.\
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**Only the leave types added by the Admin will appear for the employee to choose from.**\
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If the Admin has configured only **Unpaid Leave** for **probation employees**, then only that option will be visible to them.
#### Probation Period – Leave Setting
This setting allows the admin to **control leave eligibility** during an employee’s probation period. When enabled, the system calculates leave eligibility from the **Date of Joining**, and the admin can restrict employees on probation to **Unpaid Leave only** until the defined probation period is completed.
**Steps to configure:**
1. Go to **Settings → Organization → Employees**.
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2. Select the required employee and click **Edit**.
3. Enable **Set Probation Period from Date of Joining**.
4. Under the probation settings, enable **Only Unpaid Leave During Probation**.\
lastly **save employee** then only Unpaid Leaves Will applicable for the Who are on their Probation Period.
5. **Calculate Leave from Date of Joining:**
When this option is enabled, the leave validity for an employee starts from their **Date of Joining** instead of a fixed company leave cycle.
This setting allows the admin to define **when an employee becomes eligible to avail leave after joining**.
**Fields explained:**
* **Choose Type (Months / Days):**\
Select whether leave eligibility should begin after a certain number of **months** or **days** from the employee’s date of joining.
* **After (Month / Days):**\
Enter the number of months or days after joining when the employee becomes eligible to apply for leave.
**Example:**\
If **Months = 3** is selected, the employee will be able to apply for leave only after completing 3 months from the date of joining.
After enabling the permission, click the **Save** button located at the **bottom of General Details** to apply the changes.
#### Leave Module Permissions
In the Leave module, permissions are controlled using **separate toggles** for each action. The **Superadmin** can assign permissions to a specific employee by enabling the required toggles and clicking the **Save** button.\
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**Explanation of Leave Permission Toggles:**
* **Leaves** – Master toggle to enable or disable access to the Leave module for the employee.
* **View (My All)** – Allows the employee to view leave applications of all employees.
* **View (My Team)** – Allows the employee to view leave applications of only their team members.
* **View (My Self)** – Allows the employee to view only their own leave applications.
* **Export All Employee Summary** – Allows downloading/exporting leave summary reports of all employees.
* **Can Apply All Days** – Allows the employee to apply leave for any day without restriction.
* **Can Approve** – Allows the employee (admin/manager) to approve or reject leave requests.
After enabling the required permission toggles, click the **Save** button. Once saved, the employee will immediately get access to the selected leave permissions.
#### Permission Path – Leave Module
To assign Leave module permissions to an employee, follow this path:
**Settings → Organization → Employee List → Select Employee → Edit → Permissions Tab → HR Permissions → Leave Toggles**\
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#### Leaves for Employees:
Employees have limited access within the Leave Module. They can apply for leaves, view their own leave history, and track approval status.
Features Available to Employees
**1. Pending Response &**
Pending Response: Displays leaves awaiting approval.\
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**2.All Leaves:** Shows the complete leave record of the logged-in employee.
**3. Add Leave :**\
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**Add Leave (Detailed Overview)**\
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Employees can apply for new leave requests through the **Add Leave feature.** When an employee clicks on Add Leave, a form opens where they must provide the following details:
* **Leave Type:**\
The leave types shown in the dropdown (such as Sick Leave, Casual Leave, Unpaid Leave, etc.) are created and managed by the Admin under HR Settings → Leave Type.
* **Duration:**\
Select whether the leave is for a Full Day or Half Day.
* **Date of Leave:**\
Choose the specific date(s) for which the leave is being applied.
* **Reason:**\
Enter the reason for taking the leave.
* **Attachment (if any):**\
Employees can upload supporting documents such as a medical certificate.
**Submission Status :**
* After submitting the leave request, the status will appear as Pending until it is reviewed and approved or rejected by the Admin.
# Working On Offs
The Working on Offs module in Pletox is designed to record and manage instances where an employee works on week offs or company-declared holidays.
This module ensures accurate tracking of such work for compliance, payroll processing, and internal records.
Entries in this module can be:
* **Automatically created by the system** when an employee works on a holiday or week off, or
* **Manually added by the Super Admin**, if required.\
Access Control
* This module is accessible to **Super Admin** users only.
* Employees cannot add or modify entries in this module.
### Adding Working on Offs (Manual Entry)
#### Steps to Add a Manual Entry
1. Navigate to the **Working on Offs** module in Pletox.
2. Click on **Add Working on Offs**.\
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3. A dialog box will open requesting the following details:
4. **Employee Name** – Select the employee from the list
5. **Date** – Select the holiday or week off date
6. **Description** – Enter the reason or work details
7. Click on **Add** to save the entry.
Once added, the entry will be recorded successfully in the system.
### Filters:
The **Filter** option allows Super Admins to easily search and manage records.
#### Available Filters
**Date** – Filter records by specific date or date range\
**Employee** – Filter records by employee name
* #### Working on Offs Listing:
After adding an entry, the details will be displayed in the listing table with the following columns:
* **Employee ID** – Unique identification number of the employee
* **Employee Name** – Name of the employee
* **Date** – Date on which the employee worked on a holiday or week off
* **Day** – Day of the week
* **Hours** – Total hours worked
* **Description** – Work details or remarks entered by the Super Admin
* **Action** – Option to delete the entry
###
# On Duty
The On Duty module in Pletox is used when an employee is working outside the company premises for official purposes, such as traveling to another district or location.
This module allows employees to submit an **On Duty request** in cases where they are unable or Forget to mark regular **clock-in or clock-out attendance**.
### Importance of the Module
* To record official work performed outside the office location
* To ensure attendance accuracy when biometric or system punch is missed
* To provide a formal approval-based process for on-duty attendance
### Approval Workflow & Attendance Reflection
When an employee applies for an **On Duty** request, the system follows an approval workflow managed by the **Super Admin**.
#### Super Admin Review
* All On Duty requests submitted by employees are visible to the **Super Admin** in the **On Duty** module.
* The Super Admin can review the request details, including employee name, date, time, and reason.
* The Super Admin can **Approve** or **reject** the request based on company policy.
#### Approval Impact on Attendance
* Once the On Duty request is **approved**, the system will **automatic** for the respective employee.
* The approved **start time and end time** will be reflected in the employee’s attendance record for the specified period.
* No manual attendance correction is required after approval.
#### On Duty Module for Employee :
### Applying for On Duty :
#### Steps to Apply:
1. Navigate to the **On Duty** module.
2. Click on the **Apply** button available at the top.
3. A dialog box will open requesting the following details:
* **Employee Name** – Name of the employee for whom the record is created.
* **Start Date & Time** – Date and time when the out-of-office work begins.
* **End Date & Time** – Date and time when the out-of-office work ends.
* **Reason** – Purpose or justification for working outside the office.
* 4\. Click on **Add** to submit the request.
Once submitted, the entry will appear in the On Duty listing.
#### On Duty Listing :
After adding an entry, the following details will be displayed in the listing view:
* **Sr. No.** – Displays the serial number of the record.
* **Employee** – Displays the name of the employee.
* **Start Date & Time** – Displays the start date and time of the request.
* **End Date & Time** – Displays the end date and time of the request.
* **Reason** – Displays the reason provided for the request.
* **Approval Status (Approved / Rejected)** – Displays the current approval status.
* **Action (Edit / Delete)** – Allows editing or deleting the record.
### Approval Status :
* Requests are subject to approval based on organizational workflow.
* The approval status will clearly indicate whether the request is **Approved** or **Rejected**.
### Employee Access & Permissions
Employee access to the **On Duty** module is controlled through permissions.
#### Permission Path:
**Settings → Organization → Employee → Employee Edit → Permission Tab → HR Permission** \
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**Under HR Permission in On Duty Section Following Toggles are there.**\
**Each action has a separate toggle:**
* **View (My All)**\
Employee can view On Duty entries of all employees.
* **View (My Team)**\
Employee can view On Duty entries of their team members only.
* **View (My Self)**\
Employee can view only their own On Duty entries.
**Each action has a separate toggle:**
* **Create** – Allows employee to apply for On Duty
* **Edit** – Allows employee to edit existing On Duty entries
* **Delete** – Allows employee to delete On Duty entrie
After enabling the permission, click the **Save** button located at the **bottom of the permission page** to apply the changes.\
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**Employees will have access only to the actions enabled for them.**
###
# Assets
The Assets Module in Pletox HRMS is designed to manage and track company assets assigned to employees. It serves as a centralized system to maintain asset records for compliance, and accountability.
This module allows organizations to:
* Record assets provided to employees
* Track assignment, due dates, and returns
* Control access based on employee roles and permissions
* Import and export asset data for reporting and audits
The Assets module is **access-based**, with clearly defined permissions for **Super Admin** and **Employees**.
### Super Admin Access & Workflow:
#### Super Admin Permissions:
By default, the **Super Admin** has **full access** to the Assets module.
Super Admin can:
* View all assigned assets
* Create new asset entries
* Edit existing asset records
* Delete asset records
* Import assets in bulk
* Export asset reports
#### Super Admin Workflow
**Accessing the Assets Module**
1. Login as Super Admin
2. Navigate to **Assets** module from the main menu
**Assign Asset Process**
1. Click on the **Assign Asset** button\
2. An **Assign Asset** dialog box will open
3. Enter the following details:
**Mandatory Fields**
* **Employee Name** – Selects the employee to whom the asset is being assigned.
* **Given Date** – Date on which the asset is issued to the employee.
**Additional Fields**
* **Asset No** – Unique identification number of the asset.
* **Asset Name** – Name or type of the asset being assigned.
* **Description** – Additional details or notes about the asset.
* **Due Date** – Expected return date of the asset.
4. Click **Add** to complete the process
The asset will now be linked to the selected employee and visible as per access permissions.
**Assets Module Header Options (Super Admin)**
At the top of the Assets module, Super Admin can see:
* **My Self**\
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View own assigned assets
* **My Team**\
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For Super Admin, all employees fall under the team, so all assigned assets are visible here
* **Export Button** – Download asset report\
* **Import Button** – Upload assets in bulk\
**Import Assets (Bulk Upload)**
1. Click on **Import** button
2. Choose on your Assets File.
3. Click Import
4. All asset entries will be created in bulk based on the uploaded file
**Filters Available**
Super Admin can filter asset data using:
* **Search** – Filters asset records using keywords.
* **Given Date** – Filters assets based on the asset issue date.
* **Return Date** – Filters assets based on the asset return date.
* **Employee** – Filters assets for the selected employee.
* **Company** – Filters assets based on the selected company.
* **Location** – Filters assets based on the selected location.
* **Department** – Filters assets based on the selected department.
* **Group** – Filters assets based on the selected group.
* **Category** – Filters assets based on the selected asset category.
* **Clear Button** – Resets all applied filters and displays the full asset list.
### Employee Access & Permissions
#### Employee Permission Configuration
Employee access to the Assets module is **fully configurable** and controlled through individual permission toggles.
#### How to Give Asset Access to an Employee
1. Go to **Settings**\
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2. Navigate to **Organization**\
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3. Select **Employee.**
4. Open the specific employee’s **Edit** section
5. Go to the **Permissions** tab
6. Under **HR Settings**, locate **Assets**
7. Enable the required permission toggles
#### Available Permission Toggles
Each permission works independently. Employees can perform only the actions that are enabled.
**View Permissions.**
* **View (My Self)** – View only own assigned assets
* **View (My Team)** – View assets of team members
* **View (My All)** – View assets of all employees
**Action Permissions**
* **Create** – Assign assets
* **Edit** – Modify asset details
* **Delete** – Remove asset entries
After enabling the permission, click the **Save** button located at the **bottom of the permission page** to apply the changes.
### Employee Workflow (Based on Permissions)
* Employees can access the **Assets module** only if enabled
* Visible records depend on the **View permissions**
* Employees can:
* View assets
* Assign assets (Managers can **assign assets to their team members**.)
* Edit asset records
* Delete asset records\
**only if the respective toggle is enabled**
Employees without Create/Edit/Delete access will have **view-only** access.
# Letters
The Letters Module in Pletox allows the admin to generate and manage all company letters in a quick, standardized, and professional way.
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Letter templates are pre-designed by the admin using placeholders (like employee name, date, department, etc.), so whenever a letter is generated, all information fills automatically.\
This ensures ready-made, accurate, and formatted letters without needing to type manually every time.
#### 1. Superadmin / Admin View
1. The Letters module is accessible from the sidebar.
2. When the Superadmin clicks on Letters, a list view opens containing all generated letters.
3. Each record displays:
* **User Name** – Displays the name of the user.
* **Letter Name** – Displays the name of the letter.
* **Template Name** – Displays the template used for the letter.
**Actions such as send Mail, Edit, Delete, and Download.**\
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Admin can manage and control every letter through these actions.
* **Edit:** To modify letter content, layout, or settings.
* **Delete:** To remove an unwanted or duplicate letter.
* **Download**: To download the letter in document or PDF format.
* **Send Mail –**
Click to send the letter to the employee’s official email ID; a confirmation popup appears informing that the letter is sent using the company email ID and will be delivered to the email address entered in the employee’s General Details.
4. **Top-Side Controls :**
At the upper left corner of the Letters page, two buttons are available:
1. **Filter :**
Used to search or filter letters based on employee name.
2. **Generate Letter :**
Used to create a new letter.
When clicked, a dialog box opens asking for:
* **Template Name** – Displays the name of the selected letter template.
* **Letter Name** – Displays the title of the generated letter.
* **Employee Name** – Displays the name of the employee for whom the letter is created.
After filling these fields and clicking **Submit**, a ready letter is generated **automatically.**
The generated letter appears in the list under the employee’s name for further actions.
**4. Edit Section (Detailed Explanation)**
When the admin clicks the Edit button for any letter, a full editing screen opens where advanced formatting and design changes can be made.
At the top of the edit screen, three important buttons are available:
1. **Download:** To download the current version of the letter.\
2. **Preview:** To see live changes made before saving.\
3. **Save Template:** To save the updated design or content permanently so that it appears in the list of templates.\
**Edit Settings:**
Inside the Edit Settings, the Admin can perform multiple customizations to tailor the letter format:
* Change the Letter Name
* Adjust Margins (Top, Bottom, Left, Right)
* Add or Modify Header and Footer Sections
* Options include None, Default, Default Inverse, and Image.
* In the Image option, the admin can upload a company logo or other header/footer images and set the height as required.
* Insert Images such as company logos or digital signatures.
* Edit the Body Content directly and apply rich-text formatting (bold, italic, underline, alignment, etc.) for a professional layout, Text alignment, Bullet list, Numbered list.
* Set spacing, font type, and alignment for better presentation.
* In the **Edit Letter** section, placeholders are **provided and can be inserted** while creating or updating a letter template.
* In the **Generate Letter** section, placeholders are **visible but do not auto-fetch by default**.
* Placeholders will **auto-fetch data only if they are already defined and mapped in the selected letter template**.
All these options help maintain a professional letter layout and allow personalization as needed.
#### **Template Management (HR Settings)** Add Letter Template – Super Admin Process :
Beside the **Generate Letter** option, a **Manage Template** button is available.\
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Using **Manage Template**, users can create and maintain templates for various HR letters. Once a template is prepared, there is **no need to manually create the same letter repeatedly**.
Templates support **placeholders**, which automatically **auto-fetch employee and company data** at the time of letter generation. This ensures consistency, accuracy, and faster letter creation.
**Letter Template Listing :**
The listing page displays all existing letter templates with the following **Action** options:
* **View** – View the prepared letter template
* **Edit** – Modify an existing letter template
* **Delete** – Delete the prepared letter template
#### Add New Template :
1. Click on **Add New Template** **(top-right)**\
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At the top of the edit screen, two important buttons are available:
2. **Preview:** To see live changes made before saving.\
3. **Save Template:**\
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To save the updated design or content permanently so that
The **Edit Letter Template** section will open
Inside the **Edit Settings,** the Admin can perform multiple customizations to tailor the letter format:
* Change the **Letter Name**
* Adjust **Margins** (Top, Bottom, Left, Right)
* Add or Modify **Header** and **Footer** Sections
* Options include None, Default, Default Inverse, and Image.
* In the Image option, the admin can upload a company logo or other header/footer images and set the height as required.
* Insert Images such as company logos or digital signatures.
* Edit the Body Content directly and apply rich-text formatting (bold, italic, underline, alignment, etc.) for a professional layout, Text alignment, Bullet list, Numbered list.
* Set spacing, font type, and alignment for better presentation.
Create or update the letter content using formatting tools
#### Placeholders :
The **Placeholders** section provides multiple predefined placeholders.\
When placeholders are added to the template, data will **auto-fetch during letter generation**.
**Examples of placeholders include:**
* Current Date
* Employee First Name
* Employee Last Name
* Full Name
* Date of Joining
* Exit Date
* Salary Structure
* Bank Details
These placeholders ensure accurate and automated data population while generating HR letters.
1. All letter templates are stored and managed in the **HR Section** under Settings.
2. Admin can create, edit, or delete templates as per requirement.
3. Each template includes placeholders that **automatically pull employee data when the letter is generated.**
#### Employee View :
1. If permission is granted by the Superadmin, employees can access the Letters module from their sidebar.
2. Employees can only **view and download** their own letters such as appointment letters, offer letters, or salary revision letters.
3. They cannot create, delete, or edit letters. as the access not given
4. If an employee manages a team, they can see letters of their team members (if allowed by admin).
5. Otherwise, they can only view their own generated letters.
6. Filter button is use for filter the letters by their Letter name.
#### Employee Access :
Employee access to the **Letters module** is **permission-based** and controlled through individual toggles.
#### How to Give Letter Access to an Employee
1. Go to **Settings**\
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2. Navigate to **Organization**\
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3. Select **Employee**
4. Open the specific employee’s **Edit** section
5. Go to the **Permissions** tab
6. Under **HR Settings**, locate **Letters**
#### Available Permission Toggles:
Each permission works independently. Employees can perform only the actions that are enabled.
**View Permissions**
* **View (My Self)** – View only own letters
* **View (My Team)** – View letters of team members
* **View (My All)** – View letters of all employees
**Action Permissions**
* **Create** – Generate letters
* **Edit** – Edit generated letters
* **Delete** – Delete letters
After enabling the permission, click the **Save** button located at the **bottom of the permission page** to apply the changes.
#### Permission Behavior
* If a toggle is enabled, the employee can perform the related action
* If disabled, the option will not be visible or accessible
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# Reports
The Reports Module in Pletox provides a centralized dashboard for tracking and analyzing key workforce activities such as attendance, late marks, absences, early outs, and overtime.
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This module enables the Superadmin to generate accurate reports, monitor employee work discipline, and ensure smooth payroll processing based on attendance data.\
Each report type offers filters, exports, and visibility options for both admin and employees, depending on access levels.
#### For Superadmin :
**Super Admin can view and export** reports for **all employees** using filters such as employee name and month.
* The Reports module is located in the sidebar.
* When the **Superadmin clicks on the dropdown arrow beside “Reports,**” the following **five reports** types appear:
* **Attendance Report**
* **Latemark Report**
* **Marked Absent Report**
* **Early Out Report**
* **Overtime Report**
Each report section opens a detailed view with **filters, export options**
#### 1. Attendance Report :
The Attendance Report provides a detailed view of each employee’s \
attendance for the selected month.
On the right side, there is a **Filter button** allowing the admin to select the \
desired **date and month.**
#### Report Filters:
The following filters are available to refine report data:
* **Select Month** – Choose the month for which the report is required
* **Name** – Search or select a specific employee
* **Company** – Select company
* **Location** – Filter employees by location
* **Department** – Filter by department
* **Shift Group** – Filter based on assigned shift group
* **Group** – Allows grouping of report data based on selected criteria
#### Resigned Toggle :
In the **Attendance Report**, a **Resigned** toggle is available.
* When the **Resigned** toggle is **enabled**, the report will include **attendance data of resigned employees**.
* After enabling the toggle, click the **Filter** button to view the data.
* When the **Resigned** toggle is **disabled**, the report will display data for **active employees only**
#### Actions
* **Filter** – Apply the selected filters to generate the report
* **Clear** – Remove all applied filters and reset to default view
* **Export** button is available to **download** the attendance\
report for record-keeping or payroll reference.
1. The report displays the following information:
* **Employee Name** – Displays the name of the employee.
* **Employee ID** – Unique identification number assigned to the employee.
* **Department** – Shows the department to which the employee belongs.
* **Day and Date for the Entire Month** – Displays each day and date of the selected month for attendance marking.
* **Employee-wise Marking (Present / Holiday / Week Off)** – Allows marking attendance status for each employee on each day.
**Auto-Calculated Totals (at the end of each record):**
* **Total Present Days** – Total number of days the employee was present.
* **Absent Days** – Total number of days the employee was absent.
* **Leaves Taken** – Total number of leave days applied or approved.
* **Paid Days** – Total days considered payable for salary calculation.
This allows the Superadmin to easily track monthly attendance patterns and identify discrepancies.
#### 2. Latemark Report :
The Latemark Report tracks instances where employees clock in later than\
their scheduled time.
The following filters are available in the **Late Mark Report** to refine and view specific data:
* **Select Month** – Choose the month for which late mark data is required
* **Employee** – Select a specific employee
* **Company** – Filter records by company
* **Location** – Filter employees based on location
* **Department** – Filter records by department
* **Shift** – Filter employees based on assigned shift
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**On the left side, Four functional buttons are available:**
1. **My Self:** Displays the admin’s own late mark entries.
2. **My Team:** Shows the late mark report of the team members.
3. **Export**: Downloads the report in Excel or CSV format.
4. **Filter :** Apply the selected filters to generate the report
**The report includes:**
* **Employee Name** – Displays the name of the employee.
* **Department** – Displays the department of the employee.
* **Date** – Displays the attendance date.
* **Expected Clock-In Time** – Displays the scheduled clock-in time as per shift settings.
* **Actual Clock-In Time** – Displays the actual clock-in time recorded by the employee.
This helps identify punctuality trends and enforce attendance policies effectively.
#### 3. Marked Absent Report:
This report helps administrators identify incomplete attendance records and review cases where employees failed to complete either clock-in or clock-out.
The Marked Absent Report shows details of employees marked as absent for selected days.
On the left side, the following buttons are available:
**My Self**: To view the admin’s own absent records
**My Team**: To view absences of reporting team members.
**Export:** To download the absent report for documentation.
**Filter :** Apply the selected filters to generate the report
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The following filters are available in the **Marked Absent Report** to refine report data:
* **Start Date** – Select the start date for the report range
* **End Date** – Select the end date for the report range
* **Employee** – Filter data for a specific employee
* **Company** – Filter records by company
* **Location** – Filter employees by location
* **Department** – Filter records by department
* **Shift** – Filter employees based on assigned shift
#### Actions :
* **Filter :** Apply the selected filters to generate the report
* **Clear** **:** Remove all applied filters and reset the report view
**The report displays:**
* **Employee Name** – Displays the name of the employee.
* **Department** – Displays the department the employee belongs to.
* **Date** – Displays the attendance date.
* **Clock-In and Clock-Out Times** – Displays the recorded check-in and check-out times.
* **Remarks** – Displays attendance status or related notes.
This helps track unplanned absences and maintain transparency in attendance management.
#### 4. Early Out
#### Report :
The Early Out Report monitors employees who clock out earlier than the scheduled time.
**On the left side, four control buttons are visible :**
**My Self:** For viewing the admin’s own early-out data.\
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**My Team**: For viewing the early-out report of team members.\
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**Filter :** Apply the selected filters to generate the report\
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**Export:** For exporting data in Excel/CSV formats.
The following filters are available in the **Early Out Report** to refine report data:
* **Select Month** – Choose the month for which the report is required
* **Employee** – Select a specific employee
* **Company** – Filter records by company
* **Location** – Filter employees by location
* **Department** – Filter records by department
* **Shift** – Filter employees based on assigned shift
#### Actions :
* **Filter :** Apply the selected filters to generate the report
* **Clear** **:** Remove all applied filters and reset the report view
**The report contains:**
This ensures that early departures are properly tracked and addressed.
#### **5. Overtime Report :**
The Overtime Report records extra working hours beyond regular shifts.
On the left side, there is a **Filters** option with multiple parameters:
* **Start Date** – Select the starting date for the report period
* **End Date** – Select the ending date for the report period
* **Employee** – Select a specific employee
* **Company** – Filter records by company
* **Location** – Filter employees by location
* **Department** – Filter records by department
* **Shift** – Filter employees based on assigned shift
* **Status** – Filter records based on status (e.g., Approved, Rejected)
A Clear button allows resetting all applied filters instantly.
**On the right side, the following four buttons are available:**
**Filter :** Apply the selected filters to generate the report
**My Self:** Displays admin’s own overtime data.\
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**My Team**: Displays overtime details of reporting team members.\
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**Export:** Exports the overtime report for record maintenance.\
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**Each overtime record includes:**
* **Employee Name** – Displays the name of the employee.
* **Department** – Displays the department of the employee.
* **Date** – Displays the date of the overtime entry.
* **Duration of Overtime** – Displays the total overtime hours worked.
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**Status (Approved or Rejected): superadmin have access to approve the overtime but admin account needs access.**
This helps monitor additional working hours for payroll calculations and employee performance evaluation.
#### For Employee :
1. Employees also have access to the Reports Module from their sidebar.
2. However, their visibility is restricted to:
3. Their own records under My Self.
4. Their direct team members’ data under My Team, if permission is granted.
5. Employees can view and export their:
6. Attendance Reports
7. Late Mark Records
8. Absence Reports
9. Early Out and Overtime Reports
#### Employee Report Access Permissions
For each report, access is controlled through multiple **permission toggles** available in the **Employee Permission tab**.
Under **HR Settings**, the following permission toggles are available **for each report**:
**View Permissions**
* **View (My All)** – Allows the employee to view all reports they are permitted to access
* **View (My Team)** – Allows the employee to view reports of their team members only
* **View (My Self)** – Allows the employee to view only their own reports
**Action Permissions**
* **Create** – Allows the employee to create report-related entries (where applicable)
* **Edit** – Allows the employee to edit permitted report records
* **Delete** – Allows the employee to delete permitted report records
Each permission has a **separate toggle**.\
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Once the required toggles are **enabled and saved**, the employee can perform **only those specific actions** that have been granted.
**To grant report access to an employee, follow the steps below:**
**Navigation Path:**\
**Settings → Organization → Employes → Select Employee → Edit → Permission Tab**
Under **HR Settings**, locate the **Report** permission.
* There is **toggles** available for Report access.
After enabling the permission, click the **Save** button located at the **bottom of the permission page** to apply the changes.
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# Run Payroll
The Run Payroll module in Pletox is used to calculate, generate, review, and finalize employee salaries for a selected payroll month.
It consolidates attendance data, earnings, deductions, statutory components, and allowances to generate accurate payroll reports and payslips.
**Manual salary calculation is not required** during payroll processing.
This ensures accuracy, compliance, and consistency across payroll runs.
This module is **permission-based**:
* **Super Admin** has complete access to run and manage payroll across companies and locations.
* **Employees** can only view and download their own finalized payslips.
### Purpose and Importance
The Run Payroll module helps organizations to:
* Process salaries accurately for a selected month
* Manage payroll for multiple companies and locations from a single platform
* Generate statutory and salary reports for compliance
* Control payroll finalization before releasing payslips
* Maintain payroll transparency and audit readiness
#### Superadmin Access :
* **Superadmin has full access** to the Run Payroll module by default.
Superadmin can :
* Run payroll for any company, location, or employee
* Finalize or revoke payroll
* View all payroll reports
* Export all payroll reports
* Payroll processing and finalization are **Superadmin-level actions**
**Admin Access:**\
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**How to Grant Payroll Access to an Admin :**
To provide payroll access to an Admin, follow the steps below:
**Navigation Path:**\
**Settings → Organization → Employees → Employee List → Edit → Permission Tab**
Under the **Payroll** section:
* All payroll-related permission toggles are visible
* Enable the required permission toggles based on the access you want to grant
After enabling the necessary permissions, click the **Save** button to apply the changes.
Once saved, the Admin will be able to perform payroll actions as per the permissions granted.
* Superadmin can **assign Run Payroll and Reports permissions to Admin users**.
* Admin access is configurable and depends on the permissions granted.
**Employee Access:**
* **Employees cannot run payroll**.
* Even if payroll-related permissions exist, employees are restricted to **report-level access only**.
* Employees can:
* View their own payroll reports ( access required )
* Download or export their own payslips and salary reports
### Payroll Processing Workflow:
### Step 1: Access Run Payroll
On this screen, the system provides options to process payroll either for:
* All employees, or
* A specific employee (using Advanced button )
### Step 2: Select Payroll Month
At the top of the screen, select the **Month and Year** for which payroll needs to be processed.
This selection determines:
* Attendance data considered
* Salary components calculation
* Statutory deductions for that period
### Step 3: Run Payroll
After selecting the month, click on the **Run Payroll** button.
#### What Happens Next :
* A **green progress bar** appears on the screen
* The bar indicates that payroll is being processed
* Once completed, the system displays a message prompting you to **Check Result**
### Step 4: Check Payroll Results
Click on **Check Results** once payroll processing is complete.
A payroll summary table is displayed for the selected month.
### Payroll Summary Table Details:
The generated payroll table shows:
* **Month & Year** – Payroll period
* **Total Employees Count** – Number of employees included
* **Total Basic Salary Amount** – Combined basic salary
* **Total Net Paid Salary Amount** – Final payable salary
Each payroll initially appears with a **Draft** status.
### Advanced Payroll (Specific Employee Payroll):
An **Advanced Toggle** is available at the top of the screen.\
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When enabled, it allows payroll processing for a specific employee instead of applying to all employees.
**When Advanced Toggle is Enabled:**
* **Additional fields appear:**
**Choose Month**\
**Choose Employee**
* Payroll can be run for a **specific employee only**
* **Useful for:**\
Salary corrections
New joiners
Re-processing individual payrolls
Once selected, click **Run Payroll** to process payroll for that employee.
### Payroll Finalisation :
At the top of the payroll summary, the **Finalize** button is available.
**Finalise Button Usage**
* Clicking **Finalise** confirms payroll for the selected month
* Payslips become available to employees in their profile section in payslips
* Payroll status changes from **Draft** to **Finalised**
After finalization:
* The **Finalise** button changes state to **Finalised**
* A **Revoke** button appears beside it
### Revoke Payroll
The **Revoke** button is used to:
* Roll back the payroll process
* Undo payroll finalization
* Allow corrections and reprocessing
This option gives Super Admin full control over payroll accuracy before salary disbursement.
### Payroll Reports Section:
Once payroll is generated, the following **five reports** are available:
1. **Salary Report**
2. **PF (Provident Fund) Report**
3. **ESIC Report**
4. **PT (Professional Tax) Report**
5. **OT (Overtime) Report**
Each report includes a **View** option to open detailed data.
#### Salary Report:
**Salary Report – Filters:**
The **Salary Report** includes advanced filtering options.
Filters available:
* **Month** – Filters records for the selected month.
* **Employee** – Filters records for the selected employee.
* **Location** – Filters records based on the selected location.
* **Department** – Filters records based on the selected department.
* **Group** – Filters records based on the selected group.
* **Category** – Filters records based on the selected employee category.
* **Contractor** – Filters records based on the associated contractor.
#### Action Buttons:
* **Filter** – Applies selected filters
* **Clear** – Clears all applied filters
A **Filter button** is also available at the top to apply all filters at once.
### Export Salary Reports:
The **Export** option allows downloading salary data in multiple formats:
* **Excel Salary Report** – Downloads the salary data in Excel format for analysis and records.
* **PDF Salary Report** – Downloads the salary data as a PDF report for sharing.
* **PDF Payslips** – Downloads individual payslips for **all employees** in PDF format.
This helps in payroll sharing, auditing, and record keeping.
#### Salary Template Selection :
In the **Salary Report** and **PF Report**, the system provides a **Salary Template dropdown** at the top of the report.
* Users can switch between different **salary templates** using this dropdown.
* The report data updates automatically based on the selected salary template.
* This helps in viewing payroll data accurately for employees who are assigned to different salary structures.
### Salary Report Columns:
#### Salary Report – Overview
The **Salary Report** provides a detailed summary of employee salary data for a selected payroll period. It helps administrators review, verify, and manage payroll information before and after salary processing.
Once payroll is **generated**, the salary Report Button are displayed in a **payroll table after click on that view button visible**, button opens the **detailed Salary Report** for the employee.
The Salary Report contains detailed payroll components, including:
* **Serial Number** – Displays the serial number of the record.
* **Employee ID** – Displays the unique ID of the employee.
* **Staff Member Name** – Displays the name of the employee.
* **Absent Days** – Displays the total number of absent days.
* **Present Days** – Displays the total number of days the employee was present.
* **Paid Days** – Displays the total number of payable days for salary calculation.
* **Ad-hoc Days** – Displays additional payable or adjusted days added manually.
* **Weekly Offs** – Displays the total number of weekly off days.
* **Holidays** – Displays the total number of holidays applicable in the period.
* **Basic Salary** – Displays the basic component of the employee’s salary.
* **HRA** – Displays the House Rent Allowance amount.
* **Special Allowances** – Displays additional allowance components.
* **Overtime Salary** – Displays salary earned from overtime hours.
* **Overtime Bonus** – Displays bonus amount earned through overtime policy.
* **Incentives** – Displays incentive amounts earned by the employee.
* **Total Salary** – Displays the gross salary before deductions.
* **EPF Salary** – Displays the Employee Provident Fund contribution amount.
* **ESIC Salary** – Displays the Employee State Insurance contribution amount.
* **PT Amount** – Displays the Professional Tax deduction amount.
* **TDS Deduction** – Displays the Tax Deducted at Source amount.
* **Standard Deduction (STA)** – Displays the standard salary deduction amount.
* **Hold Amount** – Displays the salary amount kept on hold.
* **Net Salary** – Displays the final payable salary after deductions.
* **Other Applicable Salary Components** – Displays any additional salary components applied to the employee.
### PF Report (Provident Fund Report)
The **PF Report** provides a detailed view of Provident Fund–related salary components for employees for a selected payroll month.\
This report is primarily used for **statutory compliance, audits**
### Accessing the PF Report
1. Generate or open a payroll for the required month.
2. From the **Reports section**, click on **PF Report**.
3. Click **View** to open the detailed PF report.
### PF Report Filters:
To refine the PF data, multiple filters are available at the top of the report.
#### Available Filters:
* **Select Month** – Filters records for the selected month.
* **Employee** – Filters records for the selected employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters records based on the selected department.
* **Location** – Filters records based on the selected location.
* **Shift** – Filters records based on the selected shift.
* **Group** – Filters records based on the selected employee group.
* **Category** – Filters records based on the selected employee category.
* **Has Contractor** – Filters records to show employees associated with a contractor.
These filters help in viewing PF data for a specific employee group, department, location, or employment category.
### Filter Actions :
Two action buttons are available:
* **Filter**\
Applies all the selected filter criteria and displays the filtered PF data.
* **Clear**\
Clears all applied filters and resets the report to its default view.
### Export PF Report:
An **Export** button is available at the top of the PF report.
#### Export Options:
* **Excel** – Download the PF report in Excel format
* **PDF** – Download the PF report in PDF format
Users can select the required format based on reporting or compliance needs.
### PF Report Columns :
The PF Report displays the following columns for each employee:
* **Staff Member** – Displays the name of the employee.
* **PF Account Number** – Displays the Provident Fund account number of the employee.
* **UAN Number** – Displays the Universal Account Number linked to the employee’s PF.
* **Gross Salary** – Displays the total salary before deductions.
* **Basic and DA Salary** – Displays the combined Basic salary and Dearness Allowance used for PF calculation.
* **F.P. (Financial Performance)** – Displays the pension-related portion of the PF contribution, if applicable.
* **Employer PF Contribution** – Displays the Provident Fund amount contributed by the employer.
* **Total PF (12%)** – Displays the total Provident Fund contribution calculated at 12%.
Each column shows the **exact PF-related amount calculated for the employee** for the selected payroll month.
### ESIC Report :
The **ESIC Report** provides a detailed view of Employee State Insurance (ESI)–related salary and contribution data for eligible employees. This report helps organizations ensure statutory compliance and simplifies reporting for audits and government filings.
#### Accessing the ESIC Report :
1. Generate or open generated payroll for the required month.
2. From the list of available reports, select **ESIC Report**.
3. Click **View** to open the ESIC report.
#### Filters Available in ESIC Report:
The ESIC report provides multiple filters to narrow down the data:
* **Select Month** – Filters records for the selected month.
* **Employee** – Filters records for the selected employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters records based on the selected department.
* **Location** – Filters records based on the selected location.
* **Shift** – Filters records based on the selected shift.
* **Group** – Filters records based on the selected employee group.
* **Category** – Filters records based on the selected employee category.
* **Has Contractor** – Filters records to show only employees linked to a contractor.
Two action buttons are available:
* **Filter** – Applies all the selected filters and displays the filtered data.
* **Clear** – Clears all selected filters and resets the report view.
These filters help administrators quickly locate ESIC data for specific employees, departments, locations, or compliance needs.
#### ESIC Report Columns :
The ESIC report displays the following information for each employee:
* **Staff Member** – Displays the name of the employee.
* **Present Days** – Displays the total number of days the employee was present.
* **Absent Days** – Displays the total number of days the employee was absent.
* **Gross Salary** – Displays the total salary before deductions.
* **Employee ESIC Share** – Displays the ESIC contribution amount deducted from the employee’s salary.
These columns provide a clear breakdown of attendance, salary, and ESIC contribution details for each eligible employee.
#### Export ESIC Report:
At the top of the ESIC report, an **Export** button is available.
Export options include:
* **Excel Format**
* **PDF Format**
This allows the ESIC report to be downloaded for statutory submission, internal audits, record-keeping, or sharing with consultants.
### Professional Tax (PT) Report:
The **Professional Tax (PT) Report** provides a detailed summary of professional tax deductions applied to employees based on applicable state regulations. This report helps organizations ensure statutory compliance and maintain accurate payroll records.
#### Accessing the PT Report:
1. Generate or open the generated payroll for the required month.
2. From the list of available reports, select **PT Report**.
3. Click **View** to open the Professional Tax report.
#### Filters Available in PT Report
The PT report provides multiple filters to refine the data:
* **Select Month** – Filters records for the selected month.
* **Employee** – Filters records for the selected employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters records based on the selected department.
* **Location** – Filters records based on the selected location.
* **Shift** – Filters records based on the selected shift.
* **Group** – Filters records based on the selected employee group.
* **Category** – Filters records based on the selected employee category.
* **Has Contractor** – Filters records to show employees associated with a contractor.
Two action buttons are available:
* **Filter** – Applies all selected filters and displays the filtered results.
* **Clear** – Clears all applied filters and resets the report view.
These filters help in quickly identifying professional tax deductions for specific employees or organizational units.
#### PT Report Columns:
The Professional Tax report displays the following columns:
* **Staff Member** – Displays the name of the employee.
* **Gender** – Displays the gender of the employee.
* **Gross Salary** – Displays the total salary before deductions.
* **PT Value** – Displays the Professional Tax amount applicable to the employee.
These columns provide a clear view of the employee’s salary details and the professional tax amount deducted.
#### Export PT Report:
At the top of the PT report, an **Export** button is available.
Export options include:
* **Excel Format**
* **PDF Format**
This allows the report to be downloaded for statutory filing, internal audits, payroll verification, and record-keeping.
### Overtime (OT) Report:
The **Overtime (OT) Report** provides a detailed view of overtime worked by employees and the corresponding compensation calculated during payroll processing. This report helps organizations track additional working hours, ensure fair payment, and maintain payroll accuracy.
#### Accessing the OT Report
1. Generate payroll for the required month.
2. From the available reports list, select **OT Report**.
3. Click **View** to open the overtime report.
#### Filters Available in OT Report :
The OT report allows filtering of overtime data using the following options:
* **Start Date** – Filters records from the selected start date.
* **End Date** – Filters records up to the selected end date.
* **Employee** – Filters records for the selected employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters records based on the selected department.
* **Location** – Filters records based on the selected location.
* **Shift** – Filters records based on the selected shift.
* **Group** – Filters records based on the selected employee group.
* **Category** – Filters records based on the selected employee category.
* **Has Contractor** – Filters records to show employees associated with a contractor.
Two action buttons are provided:
* **Filter** – Applies all selected filters and displays the filtered overtime data.
* **Clear** – Clears all applied filters and resets the report view.
These filters help in reviewing overtime records for specific employees, departments, shifts, or time periods.
#### OT Report Columns:
The Overtime report displays the following columns
* **Staff Member** – Name of the employee who worked overtime
* **Overtime Hours** – Total number of overtime hours worked by the employee
* **Per Hour Salary (Rs.)** – Hourly overtime rate applicable to the employee
* **Extra Salary (Rs.)** – Total overtime amount payable, calculated based on overtime hours and per-hour salary
#### Export OT Report:
At the top of the OT report, an **Export** button is available.
Export options include:
* **Excel Format**
* **PDF Format**
This allows organizations to download overtime data for payroll verification, audits, and record-keeping.
####
# Salary Hold
The Salary Hold module is used to temporarily hold an employee’s salary, either partially or for the full month, due to specific reasons defined by the organization.
Any entry made in this module directly impacts payroll calculation during the payroll run.
This module is **accessible only to Super Admin**. Employees and other roles do not have access to this module.\
\
**Overview :**
**At the top of the Salary Hold module, two buttons are available:**
#### 1. Filters:
The **Filters** button is used to search and refine salary hold records.
Available filters:
* **Month** – Filters records for the selected month.
* **Employee** – Filters records for the selected employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters records based on the selected department.
* **Location** – Filters records based on the selected location.
**Clear Button:**
* Clears all applied filters
* Resets the view to default
#### 2. Salary Hold :
The **Salary Hold** button is used to create a new salary hold entry.
**Creating a Salary Hold Entry:**
When the **Salary Hold** button is clicked, a dialog box opens requesting the following details:
1. **Month**
* Select the payroll month for which the salary is to be held.
2. **Employee Name**
* Select the employee whose salary is being held.
3. **Full Month Checkbox**
* If selected, the employee’s **entire salary for the selected month** will be held.
4. **Value**
* Enter the **amount** to be held.
5. **Reason**
* Enter the reason for holding the salary
After entering the required details, the salary hold entry is saved.
### Salary Hold Listing Columns:
Once entries are created, the Salary Hold list displays the following columns :
* **Employee ID** – Displays the unique identification number of the employee.
* **Employee Name** – Displays the name of the employee.
* **Month** – Displays the month in which the salary was held.
* **Value (Held Amount)** – Displays the amount of salary that was held.
* **Reason** – Displays the reason for holding the salary amount.
* **Release Month** – Displays the month in which the held salary will be released to the employee.
* **Action button-**\
**Action** – Provides **Edit** and **Delete** buttons to modify or remove the salary hold record.
### Impact on Payroll:
* When payroll is run for a month in which a **salary hold entry exists**:
* The held amount appears in the **Salary Hold** column in the **Salary Report**.
* The held amount is **deducted from the total net payable salary** for that payroll cycle.
* The salary hold deduction is reflected automatically and requires **no manual adjustment** during payroll processing.
###
# Reports In Payroll
The Reports module under Payroll in Pletox HRMS provides comprehensive insights into employee salary, statutory compliance, and payroll-related transactions.
Management analyze payroll data, ensure compliance, and support financial decision-making.\
You can mention it in documentation as:
**Below are the reports included in the Payroll section :**
1. Salary Report
2. PF Report
3. ESIC Report
4. PT Report
5. OT Report
6. Bank Report
7. Advance Report
8. Payroll Summary
9. Increment Report
10. Appraisal Report
#### Salary Report:
**Salary Report – Filters:**
The **Salary Report** includes advanced filtering options.
Filters available:
* **Month** – Filters records for the selected month.
* **Employee** – Filters records for the selected employee.
* **Location** – Filters records based on the selected location.
* **Department** – Filters records based on the selected department.
* **Group** – Filters records based on the selected group.
* **Category** – Filters records based on the selected employee category.
* **Contractor** – Filters records based on the associated contractor.
#### Action Buttons:
* **Filter** – Applies selected filters
* **Clear** – Clears all applied filters
A **Filter button** is also available at the top to apply all filters at once.
### Export Salary Reports:
The **Export** option allows downloading salary data in multiple formats:
* **Excel Salary Report**
* **PDF Salary Report**
* **PDF Payslips**
This helps in payroll sharing, auditing, and record keeping.
#### Salary Template Selection :
In the **Salary Report** and **PF Report**, the system provides a **Salary Template dropdown** at the top of the report.
* Users can switch between different **salary templates** using this dropdown.
* The report data updates automatically based on the selected salary template.
* This helps in viewing payroll data accurately for employees who are assigned to different salary structures.
### Salary Report Columns:
The **Salary Report** provides a detailed summary of employee salary data for a selected payroll period. It helps administrators review, verify, and manage payroll information before and after salary processing.
Once payroll is **generated**, the salary Report Button are displayed in a **payroll table after click on that view button visible**, button opens the **detailed Salary Report** for the employee.
The Salary Report contains detailed payroll components, including:
Below is a **simple explanation of each column** in the salary report:
* **Serial Number** – Sequential number of the record.
* **Employee ID** – Unique ID assigned to the employee.
* **Staff Member Name** – Name of the employee.
* **Absent Days** – Total days the employee was absent in the month.
* **Present Days** – Total days the employee was present.
* **Paid Days** – Days considered for salary calculation.
* **Ad-hoc Days** – Extra or special working days added manually.
* **Weekly Offs** – Total weekly holidays in the month.
* **Holidays** – Official company holidays.
* **Basic Salary** – Fixed base component of the salary.
* **HRA** – House Rent Allowance paid to the employee.
* **Special Allowances** – Additional allowances apart from basic and HRA.
* **Overtime Salary** – Amount paid for overtime work.
* **Overtime Bonus** – Extra bonus given for overtime.
* **Incentives** – Performance or target-based incentives.
* **Total Salary** – Gross salary before deductions.
* **EPF Salary** – Salary amount considered for Provident Fund.
* **ESIC Salary** – Salary amount considered for ESIC.
* **PT Amount** – Professional Tax deducted.
* **TDS Deduction** – Tax Deducted at Source.
* **Standard Deduction (STA)** – Fixed deduction as per payroll rules.
* **Hold Amount** – Salary amount kept on hold.
* **Net Salary** – Final payable salary after all deductions.
* **Other Applicable Salary Components** – Any additional earnings or deductions applied.
### PF Report (Provident Fund Report)
The **PF Report** provides a detailed view of Provident Fund–related salary components for employees for a selected payroll month.\
This report is primarily used for **statutory compliance, audits**
### PF Report Filters:
To refine the PF data, multiple filters are available at the top of the report.
#### Available Filters:
**simple explanation of each filter field**:
* **Select Month** – Choose the payroll month for which data needs to be viewed.
* **Employee** – Filter records for a specific employee.
* **Company** – View data belonging to a particular company entity.
* **Department** – Filter employees based on their department.
* **Location** – View records for a specific work location.
* **Shift** – Filter employees by assigned work shift.
* **Group** – Narrow results based on employee group classification.
* **Category** – Filter employees by category (e.g., permanent, temporary, etc.).
* **Has Contractor** – Filter records to show contractor or non-contractor employees.
These filters help in viewing PF data for a specific employee group, department, location, or employment category.
### Filter Actions :
Two action buttons are available:
* **Filter**\
Applies all the selected filter criteria and displays the filtered PF data.
* **Clear**\
Clears all applied filters and resets the report to its default view.
### Export PF Report:
An **Export** button is available at the top of the PF report.
#### Export Options:
* **Excel** – Download the PF report in Excel format
* **PDF** – Download the PF report in PDF format
Users can select the required format based on reporting or compliance needs.
### PF Report Columns :
The PF Report displays the following columns for each employee:
* **Staff Member** – Name of the employee.
* **PF Account Number** – Employee’s Provident Fund account number.
* **UAN Number** – Universal Account Number linked to the employee’s PF.
* **Gross Salary** – Total salary before any deductions.
* **Basic and DA Salary** – Basic pay plus Dearness Allowance used for PF calculation.
* **F.P. (Financial Performance)** – PF amount allocated toward the employee’s pension/financial performance component.
* **Employer PF Contribution** – Provident Fund amount contributed by the employer.
* **Total PF (12%)** – Total Provident Fund contribution calculated at 12% of eligible salary.
Each column shows the **exact PF-related amount calculated for the employee** for the selected payroll month.
### ESIC Report :
The **ESIC Report** provides a detailed view of Employee State Insurance (ESI)–related salary and contribution data for eligible employees. This report helps organizations ensure statutory compliance and simplifies reporting for audits and government filings.
#### Filters Available in ESIC Report:
The ESIC report provides multiple filters to narrow down the data:
* **Select Month** – Choose the payroll month for which data needs to be viewed.
* **Employee** – Filter records for a specific employee.
* **Company** – View data for a selected company.
* **Department** – Filter employees based on their department.
* **Location** – View records for employees from a specific work location.
* **Shift** – Filter data according to assigned work shifts.
* **Group** – Narrow results based on employee group.
* **Category** – Filter employees by category type.
* **Has Contractor** – Show only contractor employees or exclude them.
Two action buttons are available:
* **Filter** – Applies all the selected filters and displays the filtered data.
* **Clear** – Clears all selected filters and resets the report view.
These filters help administrators quickly locate ESIC data for specific employees, departments, locations, or compliance needs.
#### ESIC Report Columns :
The ESIC report displays the following information for each employee:
* **Staff Member** – Name of the employee.
* **Present Days** – Total number of days the employee was present in the selected period.
* **Absent Days** – Total number of days the employee was absent.
* **Gross Salary** – Total earnings before any deductions.
* **Employee ESIC Share** – ESIC amount deducted from the employee’s salary.
These columns provide a clear breakdown of attendance, salary, and ESIC contribution details for each eligible employee.
#### Export ESIC Report:
At the top of the ESIC report, an **Export** button is available.
Export options include:
* **Excel Format**
* **PDF Format**
This allows the ESIC report to be downloaded for statutory submission, internal audits, record-keeping, or sharing with consultants.
### Professional Tax (PT) Report:
The **Professional Tax (PT) Report** provides a detailed summary of professional tax deductions applied to employees based on applicable state regulations. This report helps organizations ensure statutory compliance and maintain accurate payroll records.
#### Filters Available in PT Report
The PT report provides multiple filters to refine the data:
* **Select Month** – Choose the month for which the data needs to be viewed.
* **Employee** – Filter records for a specific employee.
* **Company** – View data related to a particular company.
* **Department** – Filter employees by their department.
* **Location** – View records based on work location.
* **Shift** – Filter data according to assigned shift.
* **Group** – Narrow results by employee group.
* **Category** – Filter employees by category.
* **Has Contractor** – Show records based on contractor employees.
Two action buttons are available:
* **Filter** – Applies all selected filters and displays the filtered results.
* **Clear** – Clears all applied filters and resets the report view.
These filters help in quickly identifying professional tax deductions for specific employees or organizational units.
#### PT Report Columns:
The Professional Tax report displays the following columns:
* **Staff Member** – Name of the employee.
* **Gender** – Gender of the employee.
* **Gross Salary** – Total salary before any deductions.
* **PT Value** – Professional Tax amount applicable to the employee.
These columns provide a clear view of the employee’s salary details and the professional tax amount deducted.
#### Export PT Report:
At the top of the PT report, an **Export** button is available.
Export options include :
* **Excel Format**
* **PDF Format**
This allows the report to be downloaded for statutory filing, internal audits, payroll verification, and record-keeping.
### Overtime (OT) Report :
The **Overtime (OT) Report** provides a detailed view of overtime worked by employees and the corresponding compensation calculated during payroll processing.This report helps organizations track additional working hours, ensure fair payment, and maintain payroll accuracy.
#### Filters Available in OT Report :
The OT report allows filtering of overtime data using the following options:
* **Start Date** – Selects the beginning date for the data range.
* **End Date** – Selects the ending date for the data range.
* **Employee** – Filters records for a specific employee.
* **Company** – Filters data by company.
* **Department** – Filters records by department.
* **Location** – Filters data by work location.
* **Shift** – Filters records based on assigned shift.
* **Group** – Filters data by employee group.
* **Category** – Filters records by employee category.
* **Has Contractor** – Filters employees who are marked as contractors or non-contractors.
Two action buttons are provided:
* **Filter** – Applies all selected filters and displays the filtered overtime data.
* **Clear** – Clears all applied filters and resets the report view.
These filters help in reviewing overtime records for specific employees, departments, shifts, or time periods.
#### OT Report Columns:
The Overtime report displays the following columns
* **Staff Member** – Name of the employee who worked overtime
* **Overtime Hours** – Total number of overtime hours worked by the employee
* **Per Hour Salary (Rs.)** – Hourly overtime rate applicable to the employee
* **Extra Salary (Rs.)** – Total overtime amount payable, calculated based on overtime hours and per-hour salary
#### Export OT Report :
At the top of the OT report, an **Export** button is available.
Export options include :
* **Excel Format**
* **PDF Format**
This allows organizations to download overtime data for payroll verification, audits, and record-keeping.
### Bank Report :
The **Bank Report** in the Payroll section of **Pletox** is used to generate **salary payment details required for bank disbursement**. This report helps organizations prepare bank-wise salary transfer data for employees and supports smooth salary processing through bank uploads, cheques, or manual transfers.
It is primarily used by Payroll and Finance teams to:
* Transfer salaries to employee bank accounts
* Generate bank-compatible salary files
* Maintain salary payment records for auditing and reconciliation
### Bank Report Columns :
The Bank Report displays the following columns:
* **Account Number** – Bank account number to which the transaction is related.
* **Type (Savings / Other)** – Specifies the type of bank account.
* **Narration** – Description or purpose of the transaction.
* **Employee Name** – Name of the employee associated with the transaction.
* **Amount** – Transaction amount to be credited or debited.
These columns provide all required information for processing employee salary payments through banks.
### Bank Report Filters:
The Bank Report includes multiple filters to refine salary payment data.
#### Available Filters:
* **Select Month** – Selects the month for which records need to be viewed.
* **Employee** – Filters data for a specific employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters employees by department.
* **Location** – Filters records by work location.
* **Shift** – Filters data according to assigned shift.
* **Group** – Filters records based on employee group.
* **Category** – Filters employees by category.
* **Has Contractor** – Filters records to show contractor or non-contractor employees.
#### Action Buttons:
* **Filter** – Applies all selected filters and displays the filtered data
* **Clear** – Clears all applied filters and resets the report
At the top of the report, a **Filter button** is also available to apply filters easily.
### Export Options in Bank Report:
At the top of the Bank Report, an **Export** button is available with the following options:
* **Excel Format** – Download the bank report in Excel
* **PDF Format** – Download the bank report in PDF
* **Bank Transfer** – Generate a bank-specific salary transfer file
These options help organizations share salary data with banks and maintain payroll records.
### Bank Transfer Export :
When **Bank Transfer Export** is selected, Export table view becomes visible.
**Filters Available in Bank Transfer Export:**
* **Select Month** – Selects the month for which records are to be viewed.
* **Employee** – Filters records for a specific employee.
* **Company** – Filters data based on the selected company.
* **Location** – Filters records by work location.
* **Department** – Filters employees by department.
* **Shift** – Filters records according to assigned shift.
* **Has Contractor** – Filters records to show contractor or non-contractor employees.
* **Bank Name** – Filters records by the selected bank.
* **Cheque Number** – Filters results using the cheque number.
* **Cheque Date** – Filters records based on the cheque issue date.
* **File Type** – Filters records by file type (Excel, PDF, etc.)
Here is a **clear one-line explanation for each filter field**:\
\
* **File Type:**\
After clicking on the **File Type** dropdown, two options are available:
* **PDF**
* **CSV**
**Action Buttons:**
* **Download** – Downloads the bank transfer file
* **Clear** – Clears all applied filters
This view is specifically designed for generating **bank-compatible salary files**.
### Resigned Employee Filter:
A **Resigned toggle** is available beside the file Type of the Bank Report.
* When the toggle is **enabled**, the report displays **only resigned employees**
* When disabled, the report shows active employees by default
This helps payroll teams separate salary processing for resigned employees.
### Advance Report :
The **Advance Report** in the Payroll section of is used to track **salary advances given to employees and their recovery through payroll**. This report provides complete visibility of advance balances, additions, deductions, and closing balances for a selected payroll period.
It helps Payroll and HR teams:
* Monitor outstanding employee advances
* Track advance recovery during payroll
* Maintain accurate financial and payroll records
* Support audits and internal reporting
### Advance Report – Filters:
The Advance Report includes multiple filters to refine advance-related data.
#### Available Filters:
* **Select Month** – Choose the month for which records need to be viewed.
* **Employee** – Filter data for a specific employee.
* **Company** – View records for a selected company.
* **Department** – Filter employees by their department.
* **Location** – Filter records based on work location.
* **Shift** – Filter data according to assigned shift.
* **Group** – Narrow results based on employee group.
* **Category** – Filter employees by category.
* **Has Contractor** – Show or hide contractor employees in the records.
#### Action Buttons:
* **Filter** – Applies all selected filters and displays the filtered data
* **Clear** – Clears all applied filters and resets the report
At the top of the report, an **Export** button is available.
### Export Advance Report:
The Advance Report can be exported in the following formats:
* **Excel Format**
* **PDF Format**
This allows easy sharing, auditing, and record-keeping.
### Advance Report Columns :
The Advance Report displays the following columns:
1\. Employee ID
A unique identification number assigned to the employee in the system.
2\. Staff Member
The full name of the employee
3\. OP Balance (Opening Balance)
The outstanding advance amount carried forward from the **previous payroll period**.
4\. Addition
Any **new advance amount** added or given to the employee during the selected payroll month.
5\. Deduction
The **advance amount recovered** from the employee’s salary during the payroll run.
6\. CL Balance (Closing Balance)
The remaining advance amount **after additions and deductions** for the selected month.
### Payroll Summary Report:
The **Payroll Summary Report** in Pleto provides a **consolidated view of payroll history** across multiple months. It helps organizations analyze total payroll costs, working hours, and salary components such as **Basic, Gross, or CTC** for selected employees and locations.
This report is useful for **management review, financial analysis, and payroll comparison** across periods.
1. Click on **Payroll Summary**
2. The **Payroll History** screen will open
### Payroll Summary – Filters:
The Payroll Summary includes advanced filters to refine payroll history data.
#### Available Filters:
* **Start Month** – Select the beginning month of the summary period.
* **End Month** – Select the ending month of the summary period.
* **Location** – Filter payroll data by location.
* **Salary Template** – Select a salary template from the dropdown
* **Summary Type** – Choose the payroll component to summarize:\
eg.
* Basic Payments
* Gross Payments
* CTC
#### Action Buttons:
* **Filter** – Applies all selected filters and displays the payroll summary
* **Clear** – Clears all selected filters and resets the report
At the top of the screen, **Filter** and **Export** buttons are also available.
### Export Payroll Summary:
Clicking on the **Export** button provides the following options:
* **Excel** – Download the payroll summary in Excel format
* **Monthly Report** – Download month-wise payroll summary
* **PDF** – Download the payroll summary in PDF format
These options help in reporting, auditing, and management presentations.
### Payroll Summary Columns:
The Payroll Summary (Payroll History) displays the following columns:
* **Serial Number** – Sequential number of records
* **Code** – Employee code or unique identifier
* **Employee Name** – Name of the employee
* **Start Month – End Month** – Payroll period selected through filters
* **Total Summary** – Total amount based on the selected summary type (Basic / Gross / CTC)
* **Total Working Hours** – Total working hours for the selected period
### Increment Report :
The **Increment Report** in Pletox is used to track **salary increments applied to employees**. Whenever an increment is processed for an employee, the corresponding entry is recorded and can be viewed in this report.
This report helps HR and Payroll teams:
* Monitor employee salary revisions
* Compare old and revised CTC values
* Track the effective date and duration of increments
* Maintain a history of compensation changes
### Increment Report Columns:
The Increment Report displays the following columns:
* **Serial Number**
* **Employee Name** – Name of the employee whose salary was incremented
* **Old CTC** – Employee’s CTC before the increment
* **New CTC** – Employee’s CTC after the increment
* **Reflect From** – The effective date from which the increment is applicable
* **Duration** – The duration for which the increment amount is applicable\
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The **Edit** button is used to modify existing increment details.
#### Increment Report – Filters:
The Increment Report includes filters to refine increment records.
**Available Filters :**
* **Employee** allows filtering records for a specific employee.
* **Company** displays records associated with a selected company entity.
* **Department** filters data based on the assigned department.
* **Location** narrows results according to the employee’s work location.
* **Group** filters records based on assigned employee groups.
* **Category** displays records based on employee classification or category.
* **Has Contractor** differentiates between contractor-associated and non-contractor records.
The available filters help narrow down records based on organizational and employment attributes
#### Action Buttons:
* **Filter** – Applies selected filters and displays the data
* **Clear** – Clears all applied filters and resets the report
# Form
Form 16 can be accessed from the Forms dropdown in the payroll section. Navigate to Forms → Form 16 to open the Form 16 generation screen.
In Pletox, the **Form 16 module** enables authorized users to **generate, download, and issue Form 16 certificates** directly from payroll data.\
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Form 16 is an Income Tax certificate issued by the employer to employees, summarizing salary paid and TDS deducted during a financial year.
This module ensures:
* Compliance with **Income Tax Act (India)**
* Accurate TDS reporting based on payroll
* Easy distribution of Form 16 to employees for **ITR filing**
Form 16 generation in Pletox is **permission-based** and primarily controlled by the **Super Admin**.
### Form 16 – Filters and Actions:
The Form 16 screen includes filter options to generate certificates for specific employees and assessment years.
#### 1. Assessment Year:
* Used to select the **financial year** for which Form 16 needs to be generated.
* Example: 2025–26
* The system fetches payroll and TDS data relevant to the selected year.
**Purpose:**\
Ensures Form 16 is generated for the correct tax period.
#### 2. Employee:
* Used to select a **specific employee**.
* Form 16 will be generated only for the selected employee.
#### 3. File Type:
* Used to select the **output format** of Form 16.
* Available option:
* **PDF**
* **CSV**
#### 4. Generate Certificate Button
* Generates Form 16 based on:
* Selected Assessment Year
* Selected Employee
* Payroll and TDS data
* Once generated, the certificate can be:
* Downloaded and Shared with the employee
### Access Control & Permissions (Form 16)
The Form 16 module is **permission-based** and controlled from employee settings.
#### Permission Path:
**Settings → Employee → Employee Edit → Permission Tab → Payroll → Form 16**
#### Available Permission Toggles:
Each permission has a **separate toggle**:
**1. View (My All)**
* Allows viewing Form 16 details of **all employees**.
* Typically enabled for **Super Admin** only.
**2. View (My Team)**
* Allows managers to view Form 16 for their **team members** only.
**3. View (My Self)**
* Allows employees to view **their own Form 16** (if enabled).
#### Default Access:
Only **Super Admin** users have the authority to generate **Form 16 certificates**, as this action involves statutory tax data and official income tax disclosures. Restricting this capability ensures data accuracy, compliance with income tax regulations, and prevents unauthorized creation or modification of Form 16 documents
* **Super Admin**: Full access (View + Generate)
# Reimbursements
The Reimbursement module in Pletox is used when an employee incurs official expenses from their own pocket and requests reimbursement from the company.
After approval, the reimbursed amount can be **paid through salary or in cash**, depending on the selected mode of payment.
This module ensures transparent expense tracking, approval control, and accurate payroll integration.
### Access & Navigation:
At the top of the Reimbursement screen, the following buttons are available **based on user access**:
* **Myself** – View own reimbursement requests
* **My Team** – View team members’ reimbursement requests (for managers)
* **Filters** – Apply filters to search reimbursement data\
Available Filters:
* **Search** – Allows keyword-based search to quickly find records.
* **Start Date** – Filters records from the selected start date.
* **End Date** – Filters records up to the selected end date.
* **Employee** – Filters data for a specific employee.
* **Company** – Filters records based on the selected company.
* **Department** – Filters employees by department.
* **Location** – Filters records by work location.
* **Group** – Filters records based on employee group.
* **Category** – Filters employees by category.
* **Has Contractor** – Filters records to show contractor or non-contractor employees.
* **Clear** – Clears all applied filters and resets the reimbursement list
These filters help in quickly locating reimbursement requests based on employee, date range, organizational structure, or employment type.
**Resigned Employee Filter (Reimbursement):**
The Reimbursement module includes a **Resigned toggle** to view reimbursement records of employees who have resigned.
* The **Resigned toggle** becomes visible after clicking on the **Filter** option.
* When the **Resigned toggle is enabled**, the reimbursement list displays **only resigned employees’ reimbursement entries**.
* When the toggle is disabled, the report shows reimbursement records of **active employees** by default.
* **Export** – Export reimbursement data
* **Add Reimbursement** – Apply for a new reimbursement request
* **Access Control:**\
**Super Admin** has full access, including approval\
**Employees** can view, Creat, edit, or delete reimbursements based on permissions.\
\
**Managers** can view their team’s reimbursement requests if enabled
### Add Reimbursement:
Clicking **Add Reimbursement** opens a dialog box to submit a reimbursement request. fields opens:
* **Date** – The date on which the transaction or expense is recorded.
* **Employee Name** – The name of the employee associated with the record.
* **Amount** – The monetary amount involved in the transaction.
* **Referral Number** – A reference or tracking number used for identification.
* **Description** – Brief details explaining the purpose of the entry.
* **Receipt** – An uploaded proof document (bill or invoice) related to the amount.
Then click **Submit** to raise the request.\
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**If the reimbursement is related to petrol expenses, the user must:**
* **Tick the Petrol Bills checkbox**\
Select this option to add a petrol/fuel expense claim.
* **Fill in the required details:**
* **Date** – Select the date of the travel.
* **Employee Name** – Choose the employee for whom the expense is being submitted.
* **Trip Distance** – Enter the total distance traveled (in km).
* **Fuel Rate** – Rate per km or per unit, predefined by the admin.
* **Amount** – Total fuel expense amount (auto-calculated or entered as per system).
* **Referral Number** – Enter the reference or bill number, if available.
* **Description** – Add a short note explaining the trip or expense.
* **Receipt** – Upload the petrol bill or receipt as proof.
* **Click Submit**\
Submit the petrol bill claim for approval.
### Reimbursement Report Columns:
The Reimbursement list displays the following columns:
**Reimbursement Actions:**
**Edit :**\
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The **Edit** button allows users to modify reimbursement details if required.
**Delete:**
button is used to **remove a reimbursement request** from the system.\
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**View:**
Clicking **View** allows the user to see detailed reimbursement information, including:
* Mode of Payment (Cash / Salary)
* Type (Credit / Debit)
* Amount
* Referral Number
**Action buttons available:**
* Edit
* Delete
**Edit:**
In **Edit**, users can update:
* Date
* Amount
* Mode of Payment
After making changes, click **Update**.
#### Add Transaction:
At the top of the View screen, an **Add Transaction** button is available.
Clicking this opens a dialog box to enter:
* Date
* Amount
* Referral Number
* Mode of Payment
Click **Add** to save the transaction.
### Approval Workflow
1. Employee submits a reimbursement request
2. Status is set to **Pending**
3. **Super Admin / Admin** reviews:
* Receipt
* Description
* Amount
4. The request is **Approved or Rejected**
5. Status updates accordingly:
* Pending → Approved
* Pending → Rejected
Approved reimbursements are then paid either:
* Through **salary**, or
* As **cash payment**, based on the selected mode
### Reimbursement Permissions
Reimbursement access is configured from:
**Settings → Organization → Employee → Edit → Permission Tab → Payroll → Reimbursement**\
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**Save** the given permission
#### Available Permission Toggles:
* View (Myself)
* View (My Team)
* View (My All)
* Create
* Edit
* Delete
* Can Approve
* **Permission Rules:**
* **Super Admin / Admin**: Can Approve (toggle enabled)
* **Employee**: View Myself, Create, Edit, Delete (based on access)
**Manager**: View My Team (if enabled)
### Notification to Super Admin
* As soon as a reimbursement request is raised, a **notification is sent to the Super Admin’s Inbox**.
* The notification ensures that reimbursement requests are **not missed or delayed**.
### Inbox Review:
From the Inbox, the Super Admin can:
* Open the reimbursement request
* View **all submitted details**, including:
* Employee name and ID
* AmounDate and description
* Uploaded bills or documents (if any)
### Approval or Rejection
After reviewing the request, the Super Admin can take one of the following actions:
* **Approve**\
The reimbursement request is approved and its moved forward for payroll or payout processing.
* **Decline**\
The reimbursement request is rejected if details are incorrect or policy conditions are not met.
# Loan
The Loans Module in Pletox allows organizations to manage employee-related loans, including Company (LTA) loans and Bank loans, track repayments, deduct EMIs through payroll.
maintain complete loan transaction history.
This module supports filtering, exporting, resigned employee visibility, and role-based access control.
### Loan Types :
**1. LTA (Long Term Allowance / Company Loan)**
**LTA** refers to **Long Term Allowance**, commonly used for **company-provided long-term loans** to employees.\
All loans provided directly by the company are recorded under the **LTA / Company** section.
**2. Bank Loan :**
Bank loans are loans taken by employees from a bank where the **EMI is deducted from the employee’s salary**.\
These loans are managed under the **Bank** section for payroll deduction tracking.
***Common Action Buttons :***
**Filters:**
Allows filtering loan records using the following parameters:
#### Available Filters
* **Date** – Filter records based on the selected date range.
* **Employee** – View records for a specific employee.
* **Company** – Filter data by company.
* **Department** – Narrow results by department.
* **Location** – Filter records by work location.
* **Group** – View records by assigned group.
* **Category** – Filter entries by category type.
* **Has Contractor** – Show records related to contractors.
* **Loan Status** – Filter loans by status:\
**Complete**\
**Not Completed**
* **Clear Button** – Resets all applied filters and shows the default listing.
#### Resigned Toggle:
When enabled, loan entries of **resigned employees** become visible in the report.
#### Export:
Downloads loan data in report format for record-keeping and analysis.
#### Add Loan:
Used to create a new loan entry for an employee.
### Add Loan – Dialog Fields:
When clicking **Add Loan**, a dialog box opens with the following fields:
* **Loan Type (Bank / Company)** – Select whether the loan is taken from a bank or provided by the company.
* **Employee Name** – Select the employee to whom the loan is issued.
* **Opening Date** – Date on which the loan starts or is recorded.
* **Opening Balance** – Initial loan amount at the time of entry.
* **Installment Amount** – Amount to be deducted or paid per installment.
* **Rate of Interest** – Applicable interest rate on the loan.
* **Mode of Payment** – Method used for loan repayment (Salary deduction, Cash, Net Banking, etc.).
* **Return Start Date** – Date from which loan repayment begins.
* **Reason** – Reason for providing or taking the loan.
* **Add Button** – Saves the loan details and adds the record to the system.
### LTA / Company Loan Section:
#### Loan List Columns:
* **Date** – Date on which the loan record is created or updated.
* **Employee ID** – Unique identification number of the employee.
* **Employee Name** – Name of the employee who has taken the loan.
* **Loan Amount** – Total loan amount issued to the employee.
* **Installment Amount** – Fixed amount to be paid in each installment.
* **Remaining Amount** – Outstanding loan balance yet to be paid.
* **Status (Active / Pause)** –
**Active**: Loan repayment is currently ongoing.\
**Pause**: Loan repayment is temporarily stopped.
* **Action Buttons** –
* **View**: See complete loan details.
* **Edit**: Modify loan information.
* **Delete**: Remove the loan record from the system.
#### View Loan (Company / LTA)
Clicking **View** opens the detailed loan ledger.
**Summary Section:**
* **Opening Balance** – Loan balance at the beginning of the selected period.
* **Total Debit** – Total amount deducted or paid toward the loan.
* **Total Credit** – Total amount added or credited to the loan account.
* **Total Outstanding** – Remaining loan amount yet to be paid.
#### Transaction Table – Column Details
* **Date** – Date of the loan transaction.
* **Mode of Payment** – Method used for the transaction (Salary, Cash, Net Banking, etc.).
* **Type (Debit / Credit)** –
**Debit**: Amount paid or deducted from the loan balance.
**Credit**: Amount added to the loan balance.
* **Amount (₹)** – Transaction amount in rupees.
* **Action** –
**Edit**: Modify the transaction details.
**Delete**: Remove the transaction entry.
**Top Actions (Inside View)**
* Filter
* Export
* Add Transaction
#### Add Transaction:
Used to adjust or record additional loan transactions.
**Fields**
* **Date** – Select the date of the transaction.
* **Type (Debit / Credit)** –
**Debit**: Amount deducted or paid toward the balance.
**Credit**: Amount added to the balance.
* **Amount** – Enter the transaction amount.
* **Mode of Payment** – Select the payment method (Salary, Bonus, Cash, Net Banking, etc.).
* **Remark** – Add a short note or explanation for the transaction.
* **Add Button** – Saves the transaction and adds it to the record.
### Bank Loan Section:
**Bank Loan Report Columns:**
* **Serial Number** – Auto-generated sequence number for easy reference.
* **Date** – Date when the loan record was created or last updated.
* **Employee ID** – Unique identification number of the employee.
* **Employee Name** – Name of the employee who has taken the loan.
* **Loan Amount** – Total loan amount issued to the employee.
* **Installment Amount** – Fixed amount to be paid in each installment.
* **Remaining Amount** – Outstanding loan balance yet to be paid.
* **Status (Active / Paused)** –
**Active**: Loan repayment is currently ongoing.
**Paused**: Loan repayment is temporarily stopped.
* **Action Buttons** –
**View**: View complete loan details.
**Edit**: Modify loan information.
**Delete**: Remove the loan record.
#### Add Bank Loan:
Fields include:
* **Loan Type (Bank / Company)** – Select whether the loan is taken from a bank or provided by the company.
* **Employee Name** – Select the employee to whom the loan is assigned.
* **Opening Date** – Date on which the loan is recorded or starts.
* **Opening Balance** – Initial loan amount at the time of entry.
* **Installment Amount** – Amount to be deducted in each repayment cycle.
* **Rate of Interest** – Applicable interest rate on the loan, if any.
* **Mode of Salary Deduction** – Method through which the installment will be deducted from salary.
* **Repayment Start Date** – Date from which loan repayment begins.
* **Reason** – Reason for providing or taking the loan.
* **Add Button** – Saves the loan details and adds the record to the system.
### Edit & Delete Actions:
#### Edit:
Allows modification of loan details such as:
* **Amount** – Total loan amount that can be edited if required.
* **Installment** – Installment amount that can be modified.
* **Interest** – Applicable interest value or rate, editable as per policy.
* **Repayment Dates** – Dates on which loan repayments are scheduled; these can be updated if needed.
* **Other Editable Fields** – Additional loan-related details that are allowed to be edited based on permissions.
#### Delete:
Permanently deletes the loan or transaction entry from the system.
### Loan Request Notification & Approval Workflow
#### Loan Request Notifications:
Whenever an employee submits a **Loan Request**, a **notification is sent to the Superadmin’s Inbox**.
From the **Inbox section**, the Superadmin can:
* View all loan request details
* Take action on the request (Approve or Decline)
#### Details Visible in the Notification:
On opening the loan request notification, the Superadmin can view:
* Loan Type (Company / Bank)
* Reason for Loan
* Requested Amount
* Date of Application
#### Approve or Decline Loan Request
**Approve Loan Request:**
If the Superadmin **approves** the loan request, the system asks to confirm or define the following details:
* Mode of Payment (Salary / Cash / Net Banking,etc.)
* Payment Date
After approval:
* The **loan status changes from *****Pending***** to *****Approved***
* The loan entry becomes active in the **Loans module**
* Installments are processed as per configuration
**Decline Loan Request:**
If the Superadmin clicks **Decline**:
* The loan request status changes from pending to declined
* The declined request remains visible for audit/reference purposes
#### Loan Request Status Flow Pending → Approved
The updated loan status is reflected immediately in the **employee’s loan records**.
### Loan for Employee:
The **Loans module** allows employees to view their loan information and transaction history based on the permissions assigned to them.
### Loan Details (Employee View):
Employees can view the following loan information in their account:
* **Opening Date**\
Date on which the loan was initiated.
* **Installment Amount**\
Monthly installment amount deducted (in INR).
* **Rate of Interest (%)**\
Interest rate applied to the loan.
* **Return Start Date**\
Date from which loan repayment starts.
* **Mode of Payment**\
Repayment mode (Salary).
* **Reason**\
Purpose of the loan (for example: Personal Loan).
* **Opening Balance**\
Total loan amount at the time of creation.
* **Total Debits**\
Total loan amount credited to the employee.
* **Total Credits**\
Total amount repaid by the employee.
* **Total Outstanding**\
Remaining loan amount yet to be paid.
### Loan Transaction History:
Employees can view a detailed transaction history for the loan, including:
* Transaction ID
* Date
* Mode of Payment (Salary / Cash / Bonus,etc.)
* Type (Debit or Credit)
* Transaction Amount (INR)
This data is **view-only** for employees.
### Available Actions:
#### Export:
* Employees can download their loan details and transaction history.
#### Apply Loan:
* Employees can apply for a new loan request directly from their account.
**Apply Loan:**
**Apply Loan Process:**
1. Click on **Apply Loan**
2. A dialog box opens asking for:
* Loan Amount
* Needed By (date selection)
* Reason
3. Click **Apply** to submit the request
After submission:
* The loan request status remains **Pending**
* Notification is sent to the **Superadmin**
* Approval or rejection is handled by the Superadmin
### Access & Permissions
#### Role-Based Access Control:
* **Superadmin**
Has access to **all loan-related data**
Can view, create, edit, delete, export, and manage transactions
#### Permission Path:
**Settings → Employee → Edit Employee → Permissions Tab → Payroll Section**\
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Under the **Payroll** section, **Loan permission toggles** are available. Using these toggles, the Superadmin can control whether an employee can:
* View (My All)
* View (My Team)
* View (My Self)
* Create
* Edit
* Delete
Superadmin can enable or disable permissions for other roles and must click **Save** to apply changes.
# STA
The Short Term Allowance (STA) module in Pletox is used to manage short-term financial assistance provided to employees. When an employee requires money for a short period, the company can provide the
amount through STA, and the **approved amount is later deducted from the employee’s salary**.Once approved, the STA amount is deducted during payroll processing and is visible to the employee in the payslip as a clearly defined deduction.
The deducted amount is visible to superadmin in the employee’s **Salary View** during payroll processing.
### STA Data Columns for Superadmin:
The STA module displays the following columns:
The **STA module** displays the following columns for **Superadmin**:
* **Serial Number** – Auto-generated unique identifier
* **Employee ID** – Unique ID assigned to the employee
* **Employee Name** – Name of the employee who raised the STA request
* **Date** – Date of the STA request
* **Value** – Amount requested by the employee
* **Reason** – Purpose or justification for the STA request
* **Action** – Available actions for managing the STA entry
* **Edit** – Modify an existing STA record
* **Delete** – Remove an STA record from the system
### Top Action Buttons
At the top of the STA module, the following buttons are available:
#### 1. Filter:
#### **Filters (STA Records)**
These filters are used to **narrow down STA records**:
* **Search** – Find STA records using keywords
* **Date** – Filter records by selected date
* **Employee** – View records for a specific employee
* **Company** – Filter records by company
* **Department** – View records department-wise
* **Location** – Filter by employee location
* **Group** – View records by group
* **Category** – Filter records by category
* **Has Contractor** – Include or exclude contractors
* **Clear** – Clears all applied filters and resets the list
A **Resigned Toggle** is also available:
* When enabled, only **resigned employees’ STA data** is displayed
#### 2. Export:
Allows users to download STA data for record-keeping or analysis.
* Exports the **STA data,** Available formats depend on system configuration
#### 3. Import:
It is used to **add multiple records at once** instead of entering data manually.
* Supported file formats:
* **CSV**
* **XLSX**
* Workflow:
1. Click **Import**
2. Select the file
3. Click **Import**
4. All valid STA entries are uploaded in bulk
#### 4. Add STA:
Used to create a new STA entry.
**Add STA Dialog Fields:**
The **Add STA** dialog allows users to submit a new STA request with the following fields:
* **Employee Name** – Select the employee
* **Date** – Choose the STA request date
* **Value (Amount)** – Enter the requested amount
* **Reason** – Provide the purpose of the STA request
* **Add Button** – Submits the STA request
#### STA Data Columns for Employee:
The STA module displays the following columns:
* **Serial Number**
* **Employee ID**
* **Employee Name**
* **Date**
* **Value** – Amount requested by the employee
* **Reason** – Purpose of the STA request
### Top Action Buttons:
At the top of the STA module, the following buttons are available:
#### 1. Filter:
Used to narrow down STA records using the following filters:
#### 2. Export:
Allows users to download STA data for record-keeping or analysis.
* Exports the **STA data,** Available formats depend on system configuration
#### 3. Import:
It is used to **add multiple records at once** instead of entering data manually.
* Supported file formats:\
**CSV**
**XLSX**
* Workflow:
1. Click **Import**
2. Select the file
3. Click **Import**
4. All valid STA entries are uploaded in bulk
#### 4. Add STA:
Used to create a new STA entry.
**Add STA Dialog Fields:**
* Employee Name
* Date
* Value (Amount)
* Reason
* **Add Button** to submit the request:
### Employee Permissions & Access Control:
STA access is **permission-based** and configured from:
**Settings → Organization → Employee → Edit Employee → Permission Tab → Payroll → STA**\
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#### Available Permission Toggles:
* View (My Self)
* View (My Team)
* View (My All)
* Create
* Edit
* Delete
Once the required toggles are enabled and saved, the employee can perform actions based on the granted permissions.
### Employee Workflow:
1. Employee navigates to the **STA module**
2. Available buttons
* Filter
* Export
* Import
* Add STA
3. Employee clicks **Add STA**
4. Fills in:
* Choose Name
* Date
* Value
* Reason
1. Clicks **Add**
2. The STA request is submitted and sent to the **Super Admin for approval**
Employees can:
* View their own STA records
* View team members’ STA records (if permitted)
* Filter and export STA data
* Import STA entries
### Approval Workflow (Super Admin)
* All STA requests are sent to the **Super Admin’s Inbox**
* A notification appears in the **Inbox section**
* On opening the notification, the Super Admin can view:
* Employee details
* Date
* Requested amount
* Reason
* Super Admin can:
* **Approve** the request
* **Decline** the request
#### Status Handling
* Pending → Approved
* Pending → Declined
Once approved:
* The STA amount is reflected in payroll
* The amount is **deducted from the employee’s salary**
* The deduction is visible in **Salary View**
### Manager Visibility (If Permitted)
* Managers with **View My Team** access can:
* View STA requests of their team members
* View resigned employees’ STA data (if Resigned toggle is enabled)
# TDS Deduction
The TDS module in Pletox is used to manage and track income tax deductions (TDS) for employees as per applicable income tax rules.
It helps payroll administrators record, schedule, and deduct TDS amounts accurately during payroll processing.
The deducted TDS amount is reflected in:
* Salary calculation
* Payslip
* Form 16
* Payroll reports
### Tabs in TDS Module :
**1. Deductions :**
This tab is used to:
* Add one-time or recurring TDS deduction entries for employees
* View and manage employee-wise TDS records
**2. Schedule :**
This tab is used to:
* Schedule TDS deductions over a specific period or frequency
* Automatically apply TDS deductions during payroll runs
### Top Action Buttons :
**Filters :**
Used to narrow down TDS records based on selected criteria such as:
* Employee
* Date
* Company
* Department
* Location
* Group
* Category
* Has Contractor\
Click **Clear** to reset all applied filters.
**Export:**
Used to download TDS data for reporting and compliance purposes.
**Import:**
It is used to **add multiple records at once** instead of entering data manually.
* Supported file formats:\
**CSV**
**XLSX**
* Workflow:
1. Click **Import**
2. Select the file
3. Click **Import**
4. All valid entries are uploaded in bulk
#### Add TDS Entry:
Used to **manually add a new TDS deduction entry** for an employee.
**Employee Name:**\
Select the employee for whom the TDS deduction is being added.
**Date:**\
Enter the effective date of the TDS deduction. This date determines the payroll period in which the TDS will be applied.
**Amount / Value:**\
Enter the amount of TDS (in INR) to be deducted from the employee’s salary.
**Regime:**\
Select the applicable income tax regime for the employee:
* **New Regime**
* **Old Regime**
The selected regime is used to calculate and track the employee’s tax liability correctly.
#### Action Button:
**Add:**\
Click **Add** to save the TDS entry. Once saved:
* The TDS amount is included in payroll calculation
* The amount is reflected in **TDS reports and Form 16**
### Table Columns Explained :
**SR. NO.:**
A serial number automatically generated for each TDS record.
**Employee ID:**
Unique system-generated ID assigned to the employee.
**Employee:**
The full name of the employee for whom TDS is deducted.
**Date:**
The effective date on which the TDS deduction is applicable.
**Amount (Rs.):**
The **TDS amount** deducted from the employee’s salary for the given date or period.
#### **Regime :**
Indicates the **income tax regime** selected by the employee:
* **Old Regime** – Allows tax deductions and exemptions
* **New Regime** – Lower tax rates with limited deductions
#### Frequency:
Defines how often the TDS deduction applies:
* **None** – One-time deduction
* Monthly / Quarterly (if configured)
#### Remarks:
Optional notes or comments related to the TDS entry
#### TDS Deduction For Employee:
Top Action Buttons:
**Filters :**
Used to narrow down TDS records based on selected criteria such as:
* Employee
* Date
* Company
* Department
* Location
* Group
* Category
* Has Contractor\
Click **Clear** to reset all applied filters.
**Export:**
Used to download TDS data for reporting and compliance purposes.
**Import:**
It is used to **add multiple records at once** instead of entering data manually.
* Supported file formats :\
**CSV**
**XLSX**
* Workflow :
1. Click **Import**
2. Select the file
3. Click **Import**
4. All valid entries are uploaded in bulk
#### Add TDS Entry :
Used to **manually add a new TDS deduction entry** for an employee.
**Employee Name:**\
Select the employee for whom the TDS deduction is being added.
**Date:**\
Enter the effective date of the TDS deduction.This date determines the payroll period in which the TDS will be applied.
**Amount / Value:**\
Enter the amount of TDS (in INR) to be deducted from the employee’s salary.
**Regime:**\
Select the applicable income tax regime for the employee :
* **New Regime**
* **Old Regime**
The selected regime is used to calculate and track the employee’s tax liability correctly.
#### Action Button:
**Add:**\
Click **Add** to save the TDS entry. Once saved:
* The TDS amount is included in payroll calculation
* The amount is reflected in **TDS reports and Form 16**
#### Access Note:
Only users with **Create permission** under the **TDS module** can add a new TDS deduction
### Table Columns Explained:
**SR. NO. :**
A serial number automatically generated for each TDS record.
**Employee ID :**
Unique system-generated ID assigned to the employee.
**Employee :**
The full name of the employee for whom TDS is deducted.
**Date :**
The effective date on which the TDS deduction is applicable.
**Amount (Rs.) :**
The **TDS amount** deducted from the employee’s salary for the given date or period.
#### **Regime :**
Indicates the **income tax regime** selected by the employee:
* **Old Regime** – Allows tax deductions and exemptions
* **New Regime** – Lower tax rates with limited deductions
#### Frequency :
Defines how often the TDS deduction applies:
* **None** – One-time deduction
* Monthly / Quarterly (if configured)
#### Remarks :
Optional notes or comments related to the TDS entry \
\
**Payroll & Employee Impact :**
* TDS entries created in this module are **automatically deducted during payroll processing**.
* The deducted amount is visible in :
Employee salary view
Payslip
Form 16
### Access & Permissions
* **Super Admin / Payroll Admin**: Full access (View, Create, Import, Export)
* **Employees**: access (based on permissions)
Permissions are managed from :\
**Settings → Organization → Employees → Edit → Permission Tab → Payroll → TDS**\
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#### TDS – Employee Access & Permissions
The **TDS module** in Pletox is **permission-based**, and employee access is controlled through specific permission toggles.
**View Permissions:**
Based on the enabled toggles, employees can access TDS records as follows:
* **View (My All)**\
Allows viewing TDS details of all employees.
* **View (My Team)**\
Allows managers to view TDS details of their team members.
* **View (My Self)**\
Allows employees to view only their own TDS information.
**Action Permissions:**
* **Create** – Allows adding new TDS entries
* **Edit** – Allows modifying existing TDS entries
* **Delete** – Allows removing TDS entries
Enable the required permission toggles and click **Save** to apply the changes.
**TDS Entry and Auto-Deduction Configuration :**
The system allows **both manual and automatic TDS entries**. While TDS can be entered manually from the TDS module, an **automatic deduction option** is also available through employee salary settings
#### Configuration Path:
1. Go to **Settings:**\
\
2. Navigate to Organization\
\
3. Open **Employees** then **Employee Edit** screen
4. Select the **Salary Details** tab
5. Scroll to the **TDS Section** at the end of the page
#### TDS Settings Options :
In the TDS section, the following options are available:
**1. TDS Mode (Dropdown)**
* **Manual** – TDS entries must be added manually in the TDS Deduction module.
* **Auto** – TDS is calculated and deducted automatically by the system.
**2. Tax Regime (Dropdown)**
* **Old Regime**
* **New Regime**
The selected regime will be used for TDS calculation as per applicable tax rules.
**3. Deduction Duration (Dropdown)**
You can define how TDS should be deducted:
* Monthly
* Quarterly
* Half-Yearly
* Yearly
#### Saving and Execution :
* Click the **Save** button after selecting the required options.
* If **Auto** mode is selected :
The system will automatically calculate TDS based on salary details and selected tax regime.
A **TDS deduction entry is automatically created** under the **TDS Deduction module**.\
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The deducted amount will reflect in payroll accordingly.
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# Petrol Bills
The Petrol Bills module in Pletox is used to record and manage fuel reimbursement entries for employees who travel for official work.
This module helps calculate petrol reimbursement based on distance traveled and the defined per-kilometer rate.
### Screen Actions :
At the top of the Petrol Bills screen, the following actions are available:
* **Filters :**
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After click on the filter above filter Used to narrow down petrol bill records based on employee, month, or search keywords.\
\
This is useful for reviewing specific employee claims or month-wise reimbursements.\
\
**Resigned toggle :**\
If enabled, the toggle allows the employee to view entries related to resigned employees.
* **Export :**\
Allows downloading petrol bill data for reporting, payroll reference, or accounting purposes.
* **Add :**\
Used to create a new petrol bill entry for an employee.
### Petrol Bill Listing Details:
Each petrol bill entry displays the following information:
* Serial number of the entry
* Employee ID
* Employee name
* Month for which the petrol claim is raised
* Total kilometers traveled
* Rate per kilometer
* Final reimbursement amount calculated by the system
* Action options to edit or delete the entry
The reimbursement amount is automatically calculated using the formula:\
**Kilometers × Rate per Kilometer**
### Adding a Petrol Bill Entry :
To add a new petrol bill:
1. Click on the **Add** button\
2. Select the employee
3. Select the applicable month
4. Enter the total kilometers traveled
5. Enter the rate per kilometer
6. Save the entry
Once saved, the system automatically calculates and displays the reimbursement amount.
### Editing or Deleting Entries :
* **Edit** allows modification of existing petrol bill details such as kilometers, rate, or month.
* **Delete** removes the petrol bill entry.
###
###
# Adhoc
The Ad-Hoc module in Pletox is used to manage manual payroll adjustments such as monetary additions/deductions, payable or non-payable days, and overtime (OT) corrections for employees.
\
These adjustments are typically handled by the **Super Admin**.
The Ad-Hoc module includes the following options:
* Ad-Hoc Entry
* Ad-Hoc Days
* Ad-Hoc OT
* Allowance Days
### 1. Ad-Hoc Entry
**Overview:**
The **Ad-Hoc Entry** feature allows the Super Admin to **add or reduce monetary amounts** for any employee outside the regular salary structure.\
These entries can be used for incentives, leave encashment, salary adjustments, recoveries, or other one-time payroll changes.
#### **Ad-Hoc Entry:** **Entries and** **Schedule:**
The **Ad-Hoc Entry** screen includes two primary tabs at the top:
* **Entries**
* **Schedule**
Each tab serves a distinct and important purpose in payroll adjustment management.
#### Entries:
**Entries** displays **all Ad-Hoc entries that have already been applied** up to the current date.
#### Schedule:
**Schedule** is used to **plan Ad-Hoc entries in advance** so they are applied automatically on the defined date or payroll cycle.
**Action Buttons:**
At the top of the Ad-Hoc Entry screen, the following buttons are available:
* **Filters** – Used to narrow down Ad-Hoc entries
* **Export** – Downloads Ad-Hoc entry data
* **Import** – Uploads multiple Ad-Hoc entries in bulk
* **Add Ad-Hoc Entry** – Adds a single Ad-Hoc entry manually
#### Filters:
Clicking on **Filters** allows filtering Ad-Hoc entries based on:
* Search
* Start Date
* End Date
* Employee Name
* Department
* Location
* Group
* Category
* Has Contractor
* Type (Addition / deduction)
The **Clear** button resets all applied filters.
**Resigned toggle:**\
\
If enabled, the toggle allows the employee to view entries related to resigned employees.
#### Export:
The **Export** button allows downloading the Ad-Hoc Entry data in file format for reporting or reconciliation purposes.
#### Import Ad-Hoc Entries (Bulk Upload)
Clicking on the **Import** button opens a dialog box with the following fields:
* **Month**
* **Label**
* **Type** (Addition / deduction)
* **Include In** (e.g., PF, ESIC, NPT)
* **Select File**
* **Import Button**
This option allows uploading **multiple Ad-Hoc entries at one time** using a predefined file format.
#### Add Ad-Hoc Entry :
Clicking on **Add** **Ad-Hoc Entry** opens a dialog box with the following fields:
* **Label**
* **Type** (Addition / deduction)
* **Employee Name**
* **Date**
* **Amount**
* **Reason**
* **Include In**
* **Add Button**
Once saved, the entry will be reflected in payroll calculations based on the selected inclusion settings.
#### Grid Columns:
The Ad-Hoc Entry list displays the following columns:
* Serial Number
* Employee ID
* Employee Name
* Date
* Payment Type
* Type (Addition / deduction)
* Reason
* Amount
* Action (Edit / Delete)
#### Ad-Hoc Label Configuration (Mandatory Setup)
Before adding Ad-Hoc entries, **labels must be created**.
**Navigation Path:**\
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`Settings → Payroll → Ad-Hoc Label`\
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Steps:
1. Click **Add Label :**
2. Enter **Label Name**
3. Click **Add**
Once created, labels appear in column with action buttons : Edit and Delete
Examples of labels:
* Leave Encashment
* Incentive
* Salary Adjustment
* Recovery
### 2. Ad-Hoc Days:
#### Overview :
The **Ad-Hoc Days** feature is used to **add or deduct payable days** for an employee in a specific month.\
This directly impacts salary calculation for that payroll period.
#### Action Buttons :
At the top of the Ad-Hoc Days screen:
* **Filters**
* **Import**
* **Add Ad-Hoc Days**
#### Filters:
Filtering options include:
* Search
* Employee
* Department
* Location
* Group
* Category
* Has Contractor
The **Clear** button removes all filters.\
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**Resigned toggle:**\
\
If enabled, the toggle allows the employee to view entries related to resigned employees.
#### Import Ad-Hoc Days (Bulk Upload):
Clicking **Import** opens a dialog box with:
* **Month**
* **Label**
* **Type** (Addition / deduction)
* **Select File**
* **Import Button**
This allows adding or deducting days for **multiple employees at once**.
#### Add Ad-Hoc Days (Manual)
Clicking **Add** **Ad-Hoc Days** opens a dialog box with:
* **Label**
* **Type** (Addition / deduction)
* **Employee Name**
* **Month**
* **Days**
* **Reason**
* **Add Button**
This is used to manually adjust payable days for an employee.
#### Grid Columns :
The Ad-Hoc Days list displays:
* Serial Number
* Employee ID
* Employee Name
* Month
* Days
* Type (Addition / deduction)
* Action (Edit / Delete)
### 3. Ad-Hoc OT:
**Overview:**
The **Ad-Hoc OT** feature is used to **manually add or deduct overtime (OT) minutes** for employees when corrections are required.
#### Action Buttons:
At the top of the Ad-Hoc OT screen:
* **Filters**
* **Add**
#### Filters:
Filtering options include:
* Search
* Start Date
* End Date
* Employee
* Department
* Location
* Group
* Category
* Has Contractor
* Type (Addition / deduction)
The **Clear** button resets all filters.
#### Add Ad-Hoc OT :
Clicking the **Add** button opens a dialog box with:
* **Type** (Addition / deduction)
* **Employee Name**
* **Date**
* **OT Minutes**
* **Add Button**
This entry updates the OT minutes for payroll processing.
#### Grid Columns:
The Ad-Hoc OT list includes:
* Serial Number
* Employee ID
* Employee Name
* Date
* Type (Addition / deduction)
* OT Minutes
* Action (Edit / Delete)
#### Access & Permissions:
* **Super Admin / Payroll Admin**: Full access (View, Create)
* **Employees**: access (based on permissions)
Permissions are managed from:\
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**Settings → Organization → Employees → Edit → Permission Tab → Payroll → adhoc**\
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#### Employee Access & Permissions :
The **Adhoc** **module** in **Pletox** is **permission-based**, and employee access is controlled through specific permission toggles.
**View Permissions :**
Based on the enabled toggles, employees can access records as follows:
* **View (My All)**\
Allows viewing details of all employees.
* **View (My Team)**\
Allows managers to view details of their team members.
* **View (My Self)**\
Allows employees to view only their own information.
**Action Permissions:**
* **Create** – Allows adding new entries
* **Edit** – Allows modifying existing entries
* **Delete** – Allows removing entries
Enable the required permission toggles and click **Save** to apply the changes.
# Setting Page
The Settings section is the central configuration area of the system. From this page, administrators can configure and manage all modules and organization-level settings.
Every major setup required for the workspace is controlled from here.
The first setting available under this section is **Manage Workspace**.
### Manage Workspace :
The **Manage Workspace** setting allows administrators to define and maintain the core details of the organization. This information represents the workspace identity across the system and is used in various modules, reports, and official documents.
#### Accessing Manage Workspace :
Navigate to **Settings → Manage Workspace** to view and update workspace details.\
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### Workspace Details:
#### General Information:
In this section, you can configure the basic identity of your workspace:
* **Workspace Logo**\
Upload the company logo using the *Choose File* option.
* **Workspace Name**\
Enter the official name of the workspace.
* **Workspace Bio**\
Add a short description or bio related to the workspace.
#### Contact Details :
This section captures the official contact and location information of the organization:
Legal identification details of the organization are maintained here:
* **PAN Number**
* **TAN Number**
#### Billing Details:
Billing-related information used for invoicing and compliance:
* **Billing Name**
* **GST Number**
#### Saving Workspace Information :
After entering or updating all the required details, click on the **Save** button at the bottom of the page.
This completes the **Manage Workspace** configuration. All saved details will be reflected across the system wherever workspace information is required.
### Administration List :
Inside the **Settings** page, the **Administration List** contains multiple configuration sections used to manage organizational structure and access control. Each section allows administrators to configure specific components of the system.
### Organization Settings
The **Organization** section is used to manage all core organizational entities. The following components are available under Organization settings:\
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* Employees
* Admins
* AOW
* Companies
* Company Category
* Contractor
* Location
* Departments
* Division
* Designation
* Group
* Machine
All configuration and management related to these components can be done from their respective sections within **Organization**.
## Employee Management
The Employee section is used to maintain the employee master and manage employee records through a centralized listing where admins can view, search, filter, and take actions such as assigning access, editing details, or deleting employees.\
Employees can be added using the Add Employee option, and employee data can be exported using the Export option.
**Access Path :**\
**Settings →Organization → Employee**\
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### Employee Listing Page
When you open the **Employee** section, you will see the employee list along with multiple action buttons at the top.
### Top Action Buttons :
#### 1. Show Resigned :
* Displays only those employees who have already resigned or exited the organization.
* Useful for tracking former employees separately from active employees.
#### 2. Show Probation :
* Displays employees who are currently under a probation period.
* Helps HR and Admin teams monitor probation employees easily.
#### 3. Filters :
The **Filter** button allows you to narrow down the employee list using multiple criteria.
**Available Filters :**
* **Employee Name** – Search employee by name
* **Designation** – Filter based on job title/designation
* **Company** – Select company (for multi-company setup)
* **Location** – Filter by office/location
* **Department** – Filter by department
* **Group** – Filter by assigned group
* **Category** – Filter by employee category
* **Manager** – Filter employees under a specific reporting manager
* **Contractor** – Select contractor employees
* **Has Contractor (Yes / No)** – Filter employees who have contractor association
* **Is Present Every Day** – Filter employees marked as present daily
* **Joining From / Joining To** – Filter employees based on joining date range
* **Sign From / Sign To** – Filter based on document / sign date range
* **Date of Joining** – Search employees by exact joining date
A **Clear** button is available to reset all applied filters.
#### 4. Export :
* Downloads employee data in a file format.
* Includes employee names and related details for reporting or offline use.
#### 5. Import :
The **Import** button is used to upload employee-related data in bulk.
**Import Options :**
**a. Add New Users :**
* Used to onboard multiple new employees at once.
Steps:
* Select Contractor
* Choose the employee data file
* Click **Import**
**b. Update Existing User**
* Used to update details of already onboarded employees.
Steps:
* Select Location
* Select Group
* Choose file
* Click **Update**
**c. Leave Balance :**
Used to import employee leave balances in bulk.
Steps :
* Choose file
* Click **Import**
**d. Salary Details**
* Used to import employee salary details.
Options available :
* **Download Sample File** – to understand the required format
**Import New Salary**
* Select Company
* Choose file
* Click **Import**
#### 6. Add Employee
* Used to onboard a new employee into the system.
* Opens a detailed form with multiple sections.
### Add Employee – Detailed Sections
#### 1. General Details
**Employment Type**
Select the type of employment :
* New Employee
* Rejoining
* Transfer
**Basic Employee Information :**
The following fields are captured in the Employee Master under Basic Details:
* **Employee ID** – Unique identification number assigned to the employee
* **Date of Joining** – Official joining date in the organization
* **First Name** – Employee’s first name
* **Middle Name** – Employee’s middle name (if applicable)
* **Last Name** – Employee’s surname
* **Full Name** – Complete name of the employee
* **Name as per Aadhaar** – Name exactly as mentioned on Aadhaar card (for compliance and documentation purposes)
* **Gender** – Employee’s gender
* **Date of Birth** – Employee’s birth date
* **Blood Group** – Blood group information (useful for emergency records)
* **Designation** – Job title assigned to the employee
* **Profile Picture** – Employee’s photograph for identification within the system
These fields ensure proper identity management and statutory compliance.
**Note :**\
Designation must be created first in **Organization → Designation Settings**. Only added designations appear in the dropdown.
#### 2. Relation / Organizational Details
* **Company** – Select the company entity the employee belongs to (useful in multi-company setups).
* **Location** – Specifies the branch or work location of the employee.
* **Department** – Defines the functional department (e.g., HR, Sales, IT, Finance).
* **Division** – Represents a sub-unit or vertical within a department.
* **Contractor** – Indicates whether the employee is linked to a contractor or third-party agency.
* **Group** – Used for internal grouping of employees for policies, reporting, or permissions.
* **Category** – Classifies employees based on employment type (e.g., Permanent, Intern, Consultant, Trainee).
**Note:**\
All this section must be created in their respective organization settings before selection.
#### 3. Contact Details
* Phone Number
* Family Contact
* Address
* District
* State
* Pincode
#### 4. Bank Details :
* **Bank Name** – Name of the bank where the employee holds the account.
* **Branch Name** – Specific branch of the bank.
* **Account Number** – Employee’s bank account number (used for salary processing).
* **IFSC Code** – Indian Financial System Code of the bank branch (required for electronic fund transfers such as NEFT/RTGS/IMPS).
#### 5. Legal Details
* **Aadhaar Number** – Unique identification number issued by UIDAI (used for identity verification).
* **PAN Number** – Permanent Account Number (required for income tax and TDS processing).
* **PF Account Number** – Provident Fund account number assigned to the employee.
* **UAN Number** – Universal Account Number linked to the employee’s EPF account.
* **ESIC Number** – Employee State Insurance Corporation number (for medical and insurance benefits).
* **LIN Number** – Labour Identification Number associated with the organization for statutory compliance.
These details ensure adherence to Indian statutory regulations and facilitate smooth payroll and compliance
#### 6. Timings
* **In Time** – Scheduled shift start time for the employee.
* **Out Time** – Scheduled shift end time for the employee.
* **Weekly Off** – Assigned weekly off day(s) (e.g., Sunday, Saturday-Sunday).
* **Clock-in Grace (minutes)** – Allowed grace period (in minutes) after shift start time without marking late.
* **Clock-out Grace (minutes)** – Allowed grace period (in minutes) before shift end time without marking early departure.
* **Applicable Breaks** – Defines break timings or break duration applicable during the shift (e.g., lunch break, tea break).
These settings ensure proper attendance calculation, late/early tracking, and payroll accuracy.
**Timing Checkboxes (Employee-Specific Rules)**
* **Enable Floating Week Off** – Week off can be assigned on any day
* **Enable Auto Shift Mapper** – System assigns shifts automatically
* **Enable Flexible Punching** – Allows next-day clock-out
* **Has No Break** – No break considered in working hours
* **No Weekly Off** – Weekly off not applicable
* **No Holiday Applicable** – Holidays not applicable
* **Mark Present by Default** – Auto-present if no punch
* **Late Fine Not Applicable** – No late fine applied
* **No Half Day Applicable** – Half day not marked
* **Overlaps Half Day Policy** – Late/early out won’t trigger half day
* **TSS Subsidy as Applicable** – TSS subsidy applied
* **Double Pay on Week Off / Holiday** – Double salary for work
* **Auto Clock Out** – Auto clock-out after 12 AM
* **Enable Compensatory Off** – Comp off allowed
* **Compensatory Pay Out** – Comp off can be paid
* **Enable Monthly Compensatory Payout** – Monthly payout enabled
#### Allowed Late Marks
* Set the number of late marks allowed.
* Late marks can be adjusted if balance is available.
#### 7. Probation & Leave Settings
**Set Probation Period from Date of Joining**
This setting allows the organization to place an employee under a probation period after joining.
* **Enable Probation** – Toggle option to activate probation status for the employee.
* **Duration Configuration** – Define the probation period either by:
* **Number of Months** (e.g., 3 months, 6 months), or
* **Specific Start and End Dates**
**Calculate Leave from Date of Joining**
* Leave eligibility starts from joining date.
* Configure :
* After how many days or months leave can be availed
#### 8. Payroll Details
* **Incentive Amount** – Defines the incentive value assigned to the employee. This can be a fixed amount or calculated based on performance.
* **Incentive Type (Fixed / Percentage)** –
* **Fixed** – A predetermined flat amount is paid as incentive.
* **Percentage** – Incentive is calculated as a percentage of salary, sales, or defined performance criteria.
* **OT Ratio** – Specifies the overtime multiplier applied to the employee’s hourly rate.
These configurations ensure accurate payroll processing, incentive calculation,
#### 9. Performance Management
* **Enable Mobile Attendance** – Allows the employee to mark attendance through the mobile application.
* **Enable Selfie (as per tenant settings)** – Enables mandatory selfie capture during attendance marking, subject to tenant-level configuration.
* **Set Homepage** – Defines the default landing page when the employee logs into the system or mobile app. Available options:
#### 11. Biometric Details
* Machine ID
* Card Number
#### 12. Login Credentials :
* **Email ID** – Official email address used as the username for system login and communication.
* **Password** – Secure password set for accessing the system.
* **Confirm Password** – Re-enter the password to ensure accuracy and avoid login errors.
Click **Save Employee** to complete onboarding.\
### Employee List View:
After saving, the employee appears in the list with the following columns:
* **Employee ID** – Unique identification number assigned to the employee.
* **Name** – Full name of the employee.
* **Designation** – Official job title or position of the employee.
* **Location** – Assigned work location or branch.
* **Company** – Company entity under which the employee is registered.
* **Remark** – Additional notes or comments related to the employee record.
* **Action** – Action buttons to perform operations such as View, Edit, Delete, Activate/Deactivate, or other administrative tasks.
### Action Buttons :
#### 1. Exit :
Used to process resignation, termination, or transfer.
**Exit Form Fields**
#### Exit Management – Application Fields
The Exit / Separation module includes the following fields:
* **Date of Application** – Date on which the employee submitted the resignation or exit request.
* **Notice Period (Days)** – Number of notice period days to be served by the employee.
* **Date of Approval** – Date on which the resignation or exit request was approved by management.
* **Date of Exit** – Final working day of the employee (mandatory if Status is marked as *Approved*).
**Resign Type**
Defines the type of separation:
* **Resigned** – Voluntary resignation by the employee.
* **Terminated** – Employment ended by the company.
* **Retired** – Separation due to retirement.
* **Transfer** – Employee transferred to another company, branch, or division.
**Status**
Indicates the current stage of the exit request:
* **Pending** – Request submitted but not yet reviewed.
* **Under Review** – Currently being evaluated by management/HR.
* **Approved** – Exit request approved.
* **Declined** – Exit request rejected.
* **Reason for Resignation / Termination** – Specifies the purpose or cause of separation.
* **Upload Document** – Option to attach supporting documents such as resignation letter, approval letter, or termination notice.
This structure ensures proper tracking, approval workflow, and compliance in employee exit management.
Employee Edit Section
The **Edit Employee** section allows administrators to modify and manage an employee’s information after onboarding.
1. General Details
2. Salary Details
3. Permissions
4. Logs
5. Shift Mapper
Each tab serves a specific purpose, explained below
### General Details
The **General Details** tab is used to **edit basic employee information**.
All the details that were entered at the time of **adding the employee** can be modified here, including :
* Personal information (name, gender, DOB, blood group)
* Employment details (employee ID, date of joining, designation)
* Organization mapping (company, location, department, division, contractor, category)
* Contact details (phone number, address, state, district, pincode)
* Bank details (bank name, branch, account number, IFSC)
* Legal details (Aadhaar, PAN, PF, UAN, ESIC, etc.)
* Timings, probation, leave, payroll, performance, permissions, biometric, and login details
Any changes made here will immediately reflect for the employee after saving.
### 2. Salary Details:
The **Salary Details** tab is used to **assign, revise, and manage the employee’s salary structure**.
#### Salary Template Selection
* You can select a **Salary Template** from the dropdown.
* **Important:** Salary templates must be created first in\
**Payroll → Salary Templates**.
* Once selected, click **Submit** to apply the template.
#### Salary History Section :
Below the template selection, the **Salary History** table is displayed.
The following columns are visible :
* **CTC Per Month** – Monthly Cost to Company
* **Effective From** – Date from which the salary is applicable
* **Payroll Month** – Month used for payroll processing
* **Created At** – Date when the salary entry was created
* **Status** – Active / Inactive
Salary applies **only when status is Active**
Status can be toggled by clicking on it
* **Action** – Edit button to revise salary details
To apply a new or revised salary, you must **activate the correct salary entry**.
#### Add New Revision :
* Use the **Add New Revision** button to revise salary details.
* Set a new **effective date** and **payroll month**.
* The revised entry will appear in **Salary History**.
* Activate the revised entry to apply it.
#### CTC Breakdown:
This section displays **earnings components** such as:
The salary structure includes the following components:
* **Basic** – Core component of salary, used as the base for calculating other allowances and statutory deductions.
* **HRA (House Rent Allowance)** – Allowance provided to cover housing or rent expenses.
* **Conveyance** – Allowance given to meet daily travel or commuting expenses.
* **Other Allowances** – Additional salary components such as special allowance, medical allowance, or any other company-defined benefits.
These components together form the employee’s gross salary.
For each earning:
**Calculation Type** is shown (as configured in Payroll → Earnings), such as:
#### Salary Calculation Type
The amount can be configured based on the following calculation methods:
* **Fixed** – A predefined fixed amount paid every month, regardless of attendance or salary structure changes.
* **By Attendance** – Amount calculated based on employee attendance (e.g., payable only for days present or prorated as per working days).
* **Percentage of Gross** – Calculated as a percentage of the employee’s Gross Salary.
* **Percentage of Basic** – Calculated as a percentage of the employee’s Basic Salary component.
These options allow flexible configuration of earnings or deductions in payroll settings.
When percentage or calculation type is set:
* **Daily Amount**
* **Monthly Amount**
* **Yearly Amount**\
are calculated automatically.
* **Gross Pay** is auto-calculated as the total of all earnings.
Note: Earnings must be created earlier in **Payroll → Earnings** to appear here.
#### Bonus Settings :
Bonus can be configured from the dropdown:
* None
* Monthly
* Quarterly
* Half-Yearly
* Yearly
If enabled:
* Set bonus **percentage**
* Select the **earning component** on which bonus will be calculated
#### Gratuity :
* Select **Yes / No** from the dropdown
* If **Yes**, define the **percentage**
* Gratuity is calculated as per the configured value
#### Overtime (OT) :
Choose OT calculation method:
* **On Gross Salary**
* **Custom**
* If **Custom**, enter a fixed OT value
#### Statutory Deductions:
**Provident Fund (PF)**
#### Provident Fund (PF) Configuration
The PF setting allows administrators to configure statutory Provident Fund deductions for employees.
**Enable / Disable PF**
* Option to **Enable** or **Disable** PF deduction for the employee.
**PF Calculation Type (Visible if PF is Enabled)**
Choose one of the following calculation methods:
* **12% Variable** – PF calculated as 12% of applicable wages (generally Basic or PF wages as per company configuration).
* **₹ 1800 Fixed** – Fixed PF contribution of ₹1800 per month.
* **Custom Amount** – Manually define a specific PF deduction amount.
**Exempt PF from Deduction**
* If this option is enabled, **PF will not be deducted from the employee’s salary**, even if PF is generally active in the system.
This configuration ensures flexibility while maintaining statutory compliance in payroll processing.
**ESIC :**
* Enable or Disable ESIC
Calculation options :
* On Gross
* On Overtime
* Bonus
* Custom
* **Exempt ESIC from Deduction**
If enabled, ESIC amount will **not be deducted**
**Professional Tax (PT)**
Choose :
* Applicable
* Not Applicable
* PT is applied as per location/state rules
**Tax Deducted at Source (TDS)**
Select calculation type :
* Manual
* Auto
If **Auto** :
* Choose **Old Regime** or **New Regime**
Select deduction frequency:
* Monthly
* Half-Yearly
* Yearly
* None
#### Save Details
* Click **Save Details** to apply salary changes
* The updated salary entry will be saved in **Salary History**
* Activate the required salary record to make it effective
### Permissions Tab – Employee Access Management
The **Permissions** tab is used to control **what an employee can see and what actions they can perform** in the system.\
Permissions are grouped into logical sections so access can be granted **module-wise or in bulk**.
After configuring permissions, always click **Save** to apply changes to the employee.
### Permission Structure (Common Across Modules)
Most modules use the following permission powers :
* **View My Self** – User can view only their own data
* **View My Team** – User can view data of team members reporting to them
* **View My All** – User can view all data across the organization (subject to location access)
* **Create** – User can add new records
* **Edit** – User can modify existing records
* **Delete** – User can remove records
Not all modules use all permissions. Each module exposes only relevant powers.
## 1. HR Module :
#### HR Main Toggle :
Enabling this toggle allows access to HR-related modules.
#### Enable All HR Modules :
Allows granting access to all HR modules at once.
**Use :**\
This option is useful when assigning complete HR responsibilities to an admin without the need to configure permissions individually for each module.
#### Survey Records :
**Permissions Available :**\
View (Self / Team / All), Create, Edit, Delete\
Additional: **Edit Records Only**
**Use:**\
Allows Admins to manage and review employee survey data.\
Useful for HR teams responsible for employee feedback and internal surveys.
### Broadcast Message :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can send announcements, notices, or alerts to employees or teams.
### Kiosk Attendance:
**Permissions Available :**\
View My All, View My Team
**Use:**\
Allows Admins to monitor attendance marked through kiosk devices.
### Attendance :
**Permissions Available :**\
View (Self / Team / All), Create, Edit, Delete
**Use :**\
Admins can manage attendance entries, corrections, and records.
### Attendance Monthly Timesheet :
**Permissions Available :**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Provides a consolidated monthly attendance overview for employees.
### Attendance Map View :
**Permissions Available :**\
View My Self, View My Team, View My All
**Use:**\
Allows Admins to verify attendance locations using map-based tracking.
### Regularize Attendance :
**Permissions Available:**\
View My Self
**Use:**\
Admins can view and regularize their own attendance records.
### Regularization Requests :
**Permissions Available:**\
View (Self / Team / All)\
Additional: **Can Approve**
**Use:**\
Admins can review and approve attendance regularization requests submitted by employees.
### Employees :
**Permissions Available :**\
View (Self / Team / All), Create
**Use :**\
Admins can view employee profiles and add new employees if permitted.
### Shift Master :
**Single Toggle Module**
**Use:**\
Allows Admins to manage and assign work shifts.
### Shift Master – Floating Records:
**Single Toggle Module**
**Use:**\
Admins can manage floating or dynamic shift assignments.
### Leave Module :
**Permissions Available:**\
View (Self / Team / All)\
Additional: Export Summary, Apply All Dates, **Can Approve**
**Use:**\
Admins can manage leave applications, approvals, and export leave reports.
#### Sandwich Policy Override :
**Permissions Available:**
* Create
* Edit
* Delete
**Module Toggle :**
* Enable / Disable Sandwich Policy Override
**Use:**\
Allows Admins to override the configured sandwich leave policy for employees. With this permission, Admins can create, modify, or remove sandwich policy overrides for specific employees or teams, ensuring flexibility in leave calculations where exceptions are required.
#### On-Duty Module :
**Permissions Available :**\
View (Self / Team / All), Create, Edit, Delete
**Use :**\
Admins can manage on-duty requests and records.
### Work Log :
**Permissions Available:**\
View My Self, View My Team, View My All
**Use :**\
Admins can track daily work logs submitted by employees.
### Work Reports :
**Permissions Available:**\
View My Self, View My Team, View My All
**Use:**\
Admins can review summarized work performance reports.
### Visit Module:
**Permissions Available :**\
View (Self / Team / All), Edit, Delete
**Use :**\
Admins can manage employee visit records related to fieldwork or client visits.
### Assets :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage company assets issued to employees.
### Letters:
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can generate and manage HR letters such as offer letters, appointment letters, etc.
### Reports (HR Reports):
**Module Toggle Required**
**Available Reports:**\
Attendance, Date Mark, Manual Absent, Early Out, Overtime
**Permissions Available:**\
View My Self, View My Team, View My All\
Additional (Overtime) : **Can Approve(For Overtime)**
**Use:**\
Admins can view, analyze, and approve employees Overtime.
## 2. Payroll Module
#### Payroll Main Toggle:
Enables access to payroll-related modules.
#### Enable All Payroll Modules:
Grants access to all payroll modules at once.
#### Run Payroll :
**Single Toggle**
**Use:**\
Allows Admin to execute payroll calculations.
### Finalize Payroll :
**Single Toggle**
**Use:**\
Allows Admin to finalize payroll after verification.
### Revoke Payroll :
**Single Toggle**
**Use:**\
Allows Admin to revoke finalized payroll if corrections are required.
### Payroll Reports :
**Available Report**\
Salary, PF, ESIC, PT, OT, Bank, Advance, Payroll Summary, Increment, Appraisal
**Permissions Available :**\
View My Self, View My Team, View My All
**Use:**\
Admins can view payroll-related statutory and financial reports.
### Forms:
#### Form 16
**Permissions Available:**\
View My Self, View My Team, View My All
**Use:**\
Allows Admins to access and distribute Form 16.
### Loans :
**Permissions Available :**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage employee loan requests and records.
### STA :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage advance payment entries of employees
### Reimbursement:
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete\
Additional: **Can Approve**
**Use:**\
Admins can manage and approve employee reimbursement claims.
### Petrol Bills :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage petrol reimbursement claims.
### TDS Deduction :
**Permissions Available:**\
View My Self, View My Team, View My All, Create, Edit, Delete
**Use:**\
Allows Admins to view, create, update, and manage TDS deduction details for employees based on the assigned permission scope.
### Ad-Hoc Module:
**Ad-Hoc Entry**
**Ad-Hoc Days**
**Ad-Hoc OT**
**Ad-Hoc Allowance Days**
**Permissions Available (All):**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can add one-time earnings or deductions outside regular payroll.
### 3. Work Section
#### Enable All Work Modules (Main Toggle)
* When enabled, the employee gets access to **all work-related modules at once**
* Individual module toggles can still be managed separately
#### Work Modules Included
**a) Threads**
Used for internal discussions and communication.
* **Create** – Start new threads
* **Edit** – Modify own threads
* **Delete** – Remove threads
**b) Docs**
Used to create and manage documents.
* **Create** – Add new documents
* **Edit** – Update documents
* **Delete** – Remove documents
**c) Projects**
Used to manage projects.
* **Create** – Create new projects
* **Edit** – Modify project details
* **Delete** – Delete projects
**d) Tasks**
Used to assign and track tasks.
* **Create** – Create tasks
* **Edit** – Update tasks
* **Delete** – Delete tasks
**e) Timesheets**
Used for logging work hours.
* **View My Self** – View own timesheet
* **View My Team** – View team members’ timesheets
* **View My All** – View all employees’ timesheets
**f) Reports**
Used for work-related reports.
* Only a **module-level access toggle** is available (no granular permissions)
If a module toggle is enabled, the module becomes visible in the employee’s sidebar.
### 4. Performance Management Section
#### Enable All Performance Modules
* Grants access to **all performance management modules** at once
#### Modules and Permissions
**a) Goals**
Used for defining and tracking employee goals.
* **View My Self**
* **View My Team**
* **View My All**
* **Create**
* **Edit**
* **Delete**
**b) Peer Feedback**
Used for giving and receiving feedback.
* Only **module-level access toggle** is available
**c) KRA / KPI**
Used for performance metrics and evaluation.
* **Create**
* **Edit**
* **Delete**
### 5. Recruitment Section
#### Enable All Recruitment Modules
* Allows access to **all recruitment-related features**
#### Modules Included
**a) Jobs**
Manage job postings.
* **Create**
* **Edit**
* **Delete**
**b) Job-to-Candidate**
Used for mapping candidates to job openings.
* **Create**
* **Edit**
* **Delete**
**c) Onboarding**
Used for onboarding hired candidates.
* **Create**
* **Edit**
* **Delete**
### 6. Console Section (Admin-Level Controls)
#### Enable All Console Modules
* Grants access to **all console (administrative) modules**
#### Permission Powers Used
* **View**
* **Create**
* **Edit**
* **Delete**
#### Modules in Console
**a) Manage Business**
* Module-level toggle only
**b) Organization**
Admin control over organizational structure.
* **View**
* **Create**
* **Edit**
* **Delete**
**c) Employees (Admin)**
Employee administration access.
* **Create**
* **Edit**
* **Delete**
* **Exit** – Initiate employee exit process
**d) Companies**
* **View**
* **Create**
* **Edit**
* **Delete**
* **Settings** – Allows access to company-level settings
**e) Organization Settings**
Includes:
* Contractor Category
* Location
* Department
* Division
* Designation
* Group
For all above:
* **View**
* **Create**
* **Edit**
* **Delete**
### 7. HR Section (Under Console)
Enable All Additional Permissions
Enables all additional permissions at once
#### Special Access Controls
**a) View Data Across All Locations**
* If enabled: user can view data from **all location**
* If disabled: user sees data **only from assigned locations**
**b) Switch Locations**
Allows user to switch locations using the **location selector**
## Shift Mapper :
### Purpose of Shift Mapper
The **Shift Mapper** feature is used when an employee **does not have fixed working hours** and may report to work in different shifts, such as:
* Morning Shift
* General Shift
* Evening / Night Shift
Since changing an employee’s shift manually every day is not practical, **Shift Mapper automatically assigns the correct shift** based on the employee’s **actual attendance time**.
This ensures:
* Accurate attendance marking
* Correct late/early calculations
* Proper payroll and overtime calculation
### Enable Auto Shift Mapper
#### Enable Auto Shift Mapper (Checkbox)
* When **enabled**, the system automatically assigns the employee’s shift based on their **check-in time**
* When **disabled**, shifts must be assigned **manually**
**Use this option when** employees may arrive at different times on different days.
### Shift Match Configuration
Each row in Shift Mapper defines **one shift-matching rule**.
#### 1. Shift Match Range Start
* The **earliest attendance time** for which a shift should be applied
#### 2. Shift Match Range End
* The **latest attendance time** for which the same shift should be applied
Together, these two fields define a **time window**.
#### 3. Choose Shift
* Select the shift that should be assigned if the employee’s check-in time falls **within the defined time range**
Example:
* General Shift
* Morning Shift
* Evening Shift
### Add and Remove Shift Rules :
#### Add Shift Rule (➕ Button)
* Allows you to add **multiple shift-mapping rules**
* Used when an employee can work across more than two shifts
#### Remove Shift Rule (➖ Button)
* Removes a specific shift-matching rule
### Grace Period Handling
* Grace period configured in the **shift master** is respected
* Once the shift is assigned, all **late coming, early leaving, and attendance rules** are applied based on that shift
### Buttons at the Bottom
#### Cancel
* Discards changes and exits without saving
#### Save
* Saves the shift mapper configuration
* Applies the rules to the employee immediately
### Saving Permissions
After configuring all required permissions:
* Click **Save**
* Permissions are immediately applied to the employee
* Changes affect module visibility, actions, and data access
* Permanently removes the employee from the system.
Admins
The **Admins** module is used to create and manage system administrators who have access to different modules and organizational entities.
#### Accessing Admins
Navigate to **Settings → Administration List → Organization → Admins**.\
\
### Admins Listing Page:
On opening the **Admins** page, the following options are available at the top:
* **Filter** button – Used to filter admin records based on available criteria.
\
**1. Company Filter**
Allows filtering Admins based on the company they are associated with.\
**2. Contractor Filter**\
Allows filtering Admins based on contractor association.
* **Add Admin** button – Used to create a new admin.
#### Add Admin:
When you click on the **Add Admin** button, a dialog box opens where the following details must be entered:
#### Admin Details
* **Name**
* **Email**
* **Password**
* **Confirm Password**
* **App Access** – Select the applications/modules the admin can access.
#### Organizational Mapping
* **Company**
* **Ship**
* **Contractor**
* **Location**
#### Multiple Location Access
* **Can Manage Multiple Location** (Toggle)
* When enabled, the admin can manage multiple locations.
* When disabled, the admin is restricted to the selected location only.
After filling in all required details, click on the **Update Admin** button to confirm and create the admin.
### Admin List View :
Once an admin is added, the record appears in the admin list with the following columns:
* **ID**
* **Admin Name**
* **Email**
* **Actions**
#### Action Buttons :
Each admin record includes three action buttons:
* **View** – Displays complete admin information and permissions.
* **Edit** – Allows modification in admin Name and Email Id
* **Delete** – Removes the admin from the system.
In the **Admin Management** section, the **View** button allows the Super Admin to configure permissions for a specific Admin.\
By clicking **View**, the Super Admin is redirected to the **Permissions** screen, where module-wise access can be granted.
Permissions are controlled using:
* **Module Toggles** – Enable or disable a complete module
* **Permission Toggles** – Define what actions the Admin can perform inside that module
Once all required permissions are configured, clicking **Save** applies them to the selected Admin.\
Enabled modules will appear in the Admin’s sidebar.
### Permission Headings (Common Across Modules)
Most modules use the following permission structure:
* **View My Self** – Admin can view only their own records
* **View My Team** – Admin can view records of their team members
* **View My All** – Admin can view records of all employees
* **Create** – Admin can add or apply new entries
* **Edit** – Admin can modify existing records
* **Delete** – Admin can remove records
* **Can Approve** – Admin can approve requests (available in selected modules)
## HR Module:
#### HR Main Toggle:
Enabling this toggle allows access to HR-related modules.
#### Enable All HR Modules
Allows granting access to all HR modules at once.
**Use:**\
This option is useful when assigning complete HR responsibilities to an admin without the need to configure permissions individually for each module.
#### Survey Records :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete\
Additional: **Edit Records Only**
**Use:**\
Allows Admins to manage and review employee survey data.\
Useful for HR teams responsible for employee feedback and internal surveys.
### Broadcast Message:
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can send announcements, notices, or alerts to employees or teams.
### Kiosk Attendance:
**Permissions Available:**\
View My All, View My Team
**Use:**\
Allows Admins to monitor attendance marked through kiosk devices.
### Attendance:
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage attendance entries, corrections, and records.
### Attendance Monthly Timesheet :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Provides a consolidated monthly attendance overview for employees.
### Attendance Map View :
**Permissions Available:**\
View My Self, View My Team, View My All
**Use:**\
Allows Admins to verify attendance locations using map-based tracking.
### Regularize Attendance :
**Permissions Available:**\
View My Self
**Use:**\
Admins can view and regularize their own attendance records.
### Regularization Requests :
**Permissions Available:**\
View (Self / Team / All)\
Additional: **Can Approve**
**Use:**\
Admins can review and approve attendance regularization requests submitted by employees.
### Employees :
**Permissions Available:**\
View (Self / Team / All), Create
**Use:**\
Admins can view employee profiles and add new employees if permitted.
### Shift Master :
**Single Toggle Module**
**Use:**\
Allows Admins to manage and assign work shifts.
### Shift Master – Floating Records :
**Single Toggle Module**
**Use :**\
Admins can manage floating or dynamic shift assignments.
### Leave Module :
**Permissions Available:**\
View (Self / Team / All)\
Additional: Export Summary, Apply All Dates, **Can Approve**
**Use:**\
Admins can manage leave applications, approvals, and export leave reports.
#### Sandwich Policy Override:
**Permissions Available:**
* Create
* Edit
* Delete
**Module Toggle:**
* Enable / Disable Sandwich Policy Override
**Use:**\
Allows Admins to override the configured sandwich leave policy for employees. With this permission, Admins can create, modify, or remove sandwich policy overrides for specific employees or teams, ensuring flexibility in leave calculations where exceptions are required.
#### On-Duty Module :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage on-duty requests and records.
### Work Log :
**Permissions Available:**\
View My Self, View My Team, View My All
**Use:**\
Admins can track daily work logs submitted by employees.
### Work Reports :
**Permissions Available:**\
View My Self, View My Team, View My All
**Use:**\
Admins can review summarized work performance reports.
### Visit Module :
**Permissions Available:**\
View (Self / Team / All), Edit, Delete
**Use:**\
Admins can manage employee visit records related to fieldwork or client visits.
### Assets :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage company assets issued to employees.
### Letters :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can generate and manage HR letters such as offer letters, appointment letters, etc.
### Reports (HR Reports) :
**Module Toggle Required**
**Available Reports:**\
Attendance, Date Mark, Manual Absent, Early Out, Overtime
**Permissions Available:**\
View My Self, View My Team, View My All\
Additional (Overtime): **Can Approve(For Overtime)**
**Use:**\
Admins can view, analyze, and approve employees Overtime.
## Payroll Module
#### Payroll Main Toggle:
Enables access to payroll-related modules.
#### Enable All Payroll Modules:
Grants access to all payroll modules at once.
#### Run Payroll :
**Single Toggle**
**Use:**\
Allows Admin to execute payroll calculations.
### Finalize Payroll :
**Single Toggle**
**Use:**\
Allows Admin to finalize payroll after verification.
### Revoke Payroll :
**Single Toggle**
**Use:**\
Allows Admin to revoke finalized payroll if corrections are required.
### Payroll Reports :
**Available Report**\
Salary, PF, ESIC, PT, OT, Bank, Advance, Payroll Summary, Increment, Appraisal
**Permissions Available :**\
View My Self, View My Team, View My All
**Use :**\
Admins can view payroll-related statutory and financial reports.
### Forms :
#### Form 16
**Permissions Available:**\
View My Self, View My Team, View My All
**Use:**\
Allows Admins to access and distribute Form 16.
### Loans :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage employee loan requests and records.
### STA :
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage advance payment entries of employees
### Reimbursement:
**Permissions Available :**\
View (Self / Team / All), Create, Edit, Delete\
Additional: **Can Approve**
**Use :**\
Admins can manage and approve employee reimbursement claims.
### Petrol Bills:
**Permissions Available:**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can manage petrol reimbursement claims.
### TDS Deduction:
**Permissions Available:**\
View My Self, View My Team, View My All, Create, Edit, Delete
**Use:**\
Allows Admins to view, create, update, and manage TDS deduction details for employees based on the assigned permission scope.
### Ad-Hoc Module:
**Ad-Hoc Entry**
**Ad-Hoc Days**
**Ad-Hoc OT**
**Ad-Hoc Allowance Days**
**Permissions Available (All):**\
View (Self / Team / All), Create, Edit, Delete
**Use:**\
Admins can add one-time earnings or deductions outside regular payroll.
### Saving Permissions:
After configuring all required module and permission toggles:
1. Click **Save**
2. The selected Admin will receive the configured access
3. Enabled modules will appear in the Admin’s sidebar
Companies
The **Companies** section under **Administration → Organization** allows admins to create, manage, and configure multiple companies within the system. This module supports both **business** and **software** companies and provides complete control over company data, policies, employees, and settings.
### Companies Listing Page
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When you click on **Companies**, the listing page opens with multiple controls for filtering, managing, and adding companies.
### Company Category Filters
In the **Companies** section, three category-based buttons are available at the top of the page:
* **All**
* **Business**
* **Software**
These buttons are used to filter companies based on their assigned category.
### How Company Categories Work
Before a company can be categorized as **Business** or **Software**, the **Super Admin** must first create these categories in the **Company Category** section under Organization settings.
Once the required company categories are configured:
* While adding a new company, the Super Admin selects the appropriate **company category** (Business or Software).
* The selected category is saved as part of the company’s profile.
#### Action Buttons (Left Side)
The following buttons are available on the left side of the page:
* **Filter**\
Allows filtering companies by date.\
A **Clear** button is available to reset the applied filters.
* **Export**\
Exports the company listing data.
* **Import**\
Opens a dialog box to upload a file for importing company Name data.\
Options include:
* Choose File
* Import
* **Add Company**\
Used to create a new company.
### Add Company
Clicking on **Add Company** opens a form to enter company details.
#### General Company Details
The following fields are used to define and manage company-level information within the system:
* **Company Logo** – Upload the official company logo. This will appear on reports, documents, letters, and system interfaces.
* **Company Name** – Legal name of the company as registered.
* **Industry Type** – Select the industry category the company operates in (e.g., IT, Manufacturing, Healthcare, etc.).
* **Business Type** – Defines the nature of the business entity (e.g., Private Limited, LLP, Partnership, Sole Proprietorship).
* **Category** – Internal or statutory classification of the company (if applicable).
* **Company Email ID** – Official email address used for system communications, notifications, and document correspondence.
* **Website** – Official company website URL.
* **Form 16 Verifier** – Name and designation of the authorized person responsible for verifying and signing Form 16 (Income Tax certificate) issued to employees.
These details are essential for statutory compliance, payroll documentation, and official communication.
#### Contact Details
* Phone Number
* District
* City
* Pin Code
* Country
* State
* Currency
* Time Zone
* Address
After filling in all required information, click on **Save Details**.\
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The company will then be saved and appear in the company listing.
### Company Listing Columns
Each company record displays the following columns:
* **ID**
* **Company Name**
* **Category**
* **Number of Employees**
* **Status** (Active / Inactive)
* **Actions**
The company status can be changed directly from the listing.
### Action Buttons
Each company has four action buttons:\
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#### 1. Company Policy
This option allows drafting and managing company policies.
Features include:
* Rich text editor
* Bold, Italic, Underline
* Bullet points and numbering
After drafting the policy, click **Save Details** to store it.
#### 2. View Company
The **View** option displays complete company details and employee mapping.
**Company Information Displayed**
* Company Name
* Industry Type
* Business Type
* Category
* Website
* Email
* Phone Number
* Address
* City, State, Country, Pin Code
* Status (Active / Inactive)
* Number of Employee
**Inside the View screen, the following buttons are available:**
* **Show Info**\
Displays employees linked to the company with columns:
* Employee ID
* Employee Name
* Designation
* Location
* Action (Delete)
* **Filter**\
Filter employees by:
* Employee Name
* Designation
* Location
* Department
* Group
* Category\
Includes a **Clear** button.
* **Export**\
Exports employee data for the selected company.
* **Assign User**\
Displays a list of employees with:
* Employee ID
* Employee Name
* Company Name
* Assign column\
Clicking the **plus (+)** icon assigns the employee to the company.
#### 3. Delete Company
Deletes the company from the system.
This action should be used carefully, as it removes all associated company data.
#### 4. Company Settings
The **Settings** option allows configuring company-specific policies and rules.
### Company Settings – Detailed Overview
#### 1. General Settings
Includes:
* Company Logo (Virtual)
* Company Name
* Industry Type
* Business Type
* Category
* Registration Number
* Company Director
* Email
* HR Name
**Billing Details**
* PAN Number
* TAN Number
**Inventory & Warehouse**
* Phone Number
* City, District, State
* Country
* Pin Code
* Currency
* Time Zone
* Address
Click **Save** to apply changes.
#### 2. Notification Settings
* **Notify Super Admin Everything**\
Sends notifications for all system activities.\
Example: task creation, approvals, broadcasts.
* **Notify HR Everything**\
Sends notifications for HR-related activities.\
Example: leave applications, attendance updates.
Click **Save Details** to apply.
#### 3. Form 16 Settings
* Select **Form 16 Verifier** from dropdown.
* Click **Save Details** or **Close**.
#### 4. Visit Settings
* **Selfie During Visit** toggle\
Requires employees to capture a selfie while marking a visit.\
Example: client visits.
**Save** changes to apply.
#### 5. Leave Settings:
#### **Leave Approval & Rules Settings :**
#### 1. Enable Leave Approval Flow
Enable or disable the leave approval workflow for the company.\
When disabled, all leave requests are auto-approved without manager intervention.
**Example:** If disabled, employee leave requests do not require approval.
#### Leave Approval Mode:
Defines how leave requests are approved.
* **Sequential:** Approvals follow a defined order.
* **Parallel:** All approvers are notified at the same time; approval from any one is sufficient.
**Example:** In Sequential mode, the HR must approve before Director receives the request.\
Admin can set the order of Approval by clicking on Add or Minus Buttons.
#### Approval Hierarchy (Sequential Mode )
Defines the order of approvers for leave requests.\
The sequence determines who approves first, second, and so on.
**Example:**\
Level 1 – HR → Level 2 –Director → Level 3 – Department RD
#### 2. Enable Leave Timeline Rule :
When enabled, employees must apply for leave in advance based on the leave duration.
**Example:**\
A 2-day leave may require 1 day’s prior notice, while a 5-day leave may require 7 days’ notice.
#### 3. Enable Leave Type COFF :
When enabled, employees must apply leave under the **Compensatory Off (COFF)** leave type for extra working days.
#### 4. Enable Same Day Leave :
Allows employees to apply for leave on the same day, subject to a cutoff time.
**Example:**\
If the cutoff time is 10:00 AM with a 30-minute grace period, employees can apply until 10:30 AM. Requests after this time must follow advance notice rules.
#### 5. Same Day Cutoff Minut :
Defines the grace period (in minutes) after the cutoff time for same-day leave applications.
#### 6. Enable Leave Without Available Balance :
Allows employees to apply for leave even if no leave balance is available.
After making changes, the admin must click **Save** to apply the settings company-wide
#### 6. Late Mark Policy
* **Enable Late Mark Notify After Threshold**\
Notifies employees when late marks exceed a set limit.
**Save to activate.**
#### 7. Attendance Settings
* **Require Work Report on Clock-Out**\
Employees must submit a work report while clocking out.
**Save to apply.**
#### 8. Employee Settings
* Enable Employee ID Card
* Upload:
* Front Background ID Card
* Back Background ID Card
Employees can download their ID cards with QR codes.
#### 9. Digital Exit Settings:
* **Enable Employee to Submit Resignation Request**
* Set:
Notice Period Days
Leave Workdays
Approval Mode
* **Sequential**
* **Anyone**
Approval hierarchy can be defined using levels (Add or minus button).
#### 10. Letter Template Settings:
* **Enable Letter Template Setting**
* Configure margins:
* Top, Bottom, Left, Right
* Header options:
* None, Default, Inverse, Image
* Address format options:
* None, Default, Default Inverse, Image
**Save** to apply templates system-wide.
Company Category:
The **Company Category** section is used to create categories such as *Business* or *Software*. These categories are later selected while adding a company and are used to filter companies on the Companies listing page.
#### Add Company Category
1. Click the **Add Company Category** button at the top.
2. A dialog box opens asking for:
* **Category Name**
3. Click the **Submit** button.
#### Company Category Listing:
After adding, the category appears in the listing with the following columns:
* **ID**
* **Category Name**
* **Actions**
**Edit** – Modify the category name
**Delete** – Remove the category
These categories directly control the filters in the Companies module.
Contractor:
The **Contractor** section is used to manage third-party contractors and assign employees to them.
#### Contractor Listing Page Buttons:
At the top of the page, two buttons are available:
* **Filter**
* **Add Contractor**
#### Filter Contractor:
* **ID**
* **Contractor Name**
* **Address**
* **Number of Employees**
* **Status** (Active / Inactive)\
The **Status** field is clickable.\
If the status is **Active**, clicking on it will change the status to **Inactive**, and vice versa.
* **Actions:**\
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* **View**
* **Edit -**
Used to update:
* Contractor nameAddress
* Logo
* **Delete-**Deletes the contractor from the system.
#### View Contractor:
When you click **View**, a detailed screen opens with **four functional buttons and information panel:**
#### Information Displayed:
The following details are visible in the **information panel**, matching the data shown in the contractor listing view:
* **Contractor Name** – Name entered while adding the contractor
* **Address** – Contractor’s registered address
* **Number of Employees** – Total employees currently assigned to the contractor
* **Status** – Indicates whether the contractor is **Active** or **Inactive**
**1. Show Info**
Displays all employees assigned to the contractor with:
* Employee ID
* Employee Name
* Designation
* Location
* Action (Delete employee from contractor)
**2. Filters:**
Allows filtering assigned employees by:
* Employee Name
* Company
* Designation
* Location
* Department
* Group
* Category\
Includes **Clear** button to reset filters.
**3. Export:**
Downloads the list of employees assigned to the contractor.
**4. Assign User:**
1. Click **Assign User**
2. A list opens showing:
* Employee ID
* Employee Name
* Contractor Name
* Assign column
3. Click the **Plus (+)** button to assign an employee to the contractor.
Category (Employee Category)
This section is used to group employees under specific categories.
#### Category Page Buttons:
* ID
* Name
* Label
* Number of Employees
* Status (Active / Inactive)\
The **Status** field is clickable.\
If the status is **Active**, clicking on it will change the status to **Inactive**, and vice versa.
* Actions (View / Edit / Delete)
#### View Category:
Clicking **View** opens a screen with **four buttons** and the information **panel**:
**Category – Information Panel**
**Information Displayed:**
The following details are visible in the **Category information panel**, matching the data shown in the category listing view:
* **Category Name** – Name of the category created in the Category settings
* **Label** – Short identifier or tag assigned to the category
* **No. of Employees** – Total number of employees currently assigned to the category
* **Status** – Indicates whether the category is **Active** or **Inactive**
**Show Info:**
Displays employees assigned to the category:
* Employee Name
* Designation
* Location
* Company
* Action (Delete)
**Filter:**
Filter employees by:
* Employee Name
* Company
* Designation
* Location
* Department
* Group\
Clear button removes filters.
**Export:**
Downloads assigned employee data.
**Assign User :**
* Click **Assign User**
* A list opens showing:
* Employee ID
* Employee Name
* Category Name
* Assign column
* Click the **Plus (+)** button to assign an employee to the category.
Location :
The **Location** module is used to create and manage different company locations and assign employees to those locations. Each location can have its own compliance settings and employee mapping.
### Accessing Location Settings
When you open the Location module, you will see **four buttons at the top**:
* **Filter**
* **Export**
* **Import**
* **Add Location**
Each button has a specific function explained below.
**Filter Button :**
The **Filter** button is used to search and narrow down locations based on the selected company.
1. Click on the **Filter** button.
2. A filter panel opens with:
* **Company** (dropdown)
* **Search** button
3. Select a company name.
4. Click **Clear** to remove the filter and view all locations again.
### Export Button :
The **Export** button allows downloading the complete location list.
1. Click the **Export** button.
2. The system downloads location data
### Import Button :
The **Import** button is used to upload multiple locations at once.
1. Click **Import**.
2. A dialog box opens with:
3. **Choose File**
4. Select the file containing location data.
5. Click **Import** to upload locations in bulk.
### Add Location Button
The **Add Location** button is used to create a new location under a company.
1. Click **Add Location**.
2. A dialog box opens asking for the following details:
**Location Details**
* **Company** – Select the company under which the location belongs.
* **Location Name**
* **Select Head** – Choose the person responsible for the location.
* **Select ID**
**Compliance Toggles**
* **Enable Custom PT Setting**\
When enabled, Professional Tax (PT) can be configured separately for this location.(options provided separately for Male and female)
* can choose the **Professional Tax (PT) type** for that location.
* **Enable Custom LWS Setting**\
When enabled, location-specific LWS rates can be configured.
3. After entering all details, click **Add Location**.
The location is now created and appears in the location listing.
### Location Listing View:
Each location appears in a table with the following columns:
* **ID**
* **Location Name**
* **Company**
* **Head Name**
* **Number of Employees**
* **Status** (Active / Inactive)\
The **Status** field is clickable.\
If the status is **Active**, clicking on it will change the status to **Inactive**, and vice versa.
* **Actions**
### Action Buttons in Location
Each location has **three action buttons**:
* View
* Edit
* Delete
### View Location
When you click the **View** button, a detailed location screen opens.\
At the top of this screen, you will see **five buttons**:
* **Show Info**
* **Manage GeoTag**
* **Filters**
* **Export**
* **Assign User**
Each button is explained below.
When the **View** button is clicked, an information panel is displayed showing the details
**Information Displayed:**
The following details are visible in the information panel:
* **Contractor Name** – Contractor linked to the location
* **Company** – Company under which the location is created
* **Head** – Assigned location head
* **RD** – Reporting designation or reporting authority
* **Number of Employees** – Total employees assigned to the location
* **Status** – Indicates whether the location is **Active** or **Inactive**
The status can be changed directly by clicking on it.\
Clicking **Active** will change the status to **Inactive**, and vice versa.
#### Show Info :
Displays employees assigned to the selected location.
**Information shown:**
* Employee Name
* Designation
* Location
* Company
* Action (Delete)
**Action:**\
Click **Delete** to remove an employee from that location.
### Manage GeoTag:
Each **Location** includes a **Manage GeoTag** option that allows the admin to define a geographical boundary for attendance and visit tracking.
#### How Manage GeoTag Works
When the **Manage GeoTag** button is clicked:
* A **map interface** opens.
* The admin can **search the location by address**.
* The exact location can be pinned on the map.
* A **radius (region)** can be defined around the pinned location.
* The radius represents the **allowed distance** within which employees can mark attendance.
* The location and radius can be viewed in:
* **Map View**
* **Satellite View**
* After setting the location and radius, click the **Update** button to save the geotag configuration.
This ensures accurate location-based tracking and prevents attendance marking from unauthorized locations.
#### Filters (Inside View)
**Filter options include:**
* Employee Name
* Company
* Designation
* Department
* Group
* Category
**Clear Button:**\
Removes all applied filters and shows the full employee list.
#### Export (Inside View)
Downloads the list of employees assigned to the selected location.
Useful for audits and reporting.
#### Assign User (Location)
**Purpose:**\
Assigns employees to the selected location.
**How it works:**
1. Click **Assign User**.
2. A screen opens showing:
* Employee Name
* Location Name
* Assign column
3. Click the **Plus (+)** button in the Assign column.
4. The employee is immediately assigned to the location.
Department Settings:
The **Department** module is used to create and manage departments within a company. Departments help structure employees based on functional roles such as HR, Finance, Operations
When you open the Department module, you will see the following buttons at the top\
**Filter:**\
**Import:**\
**Export:**\
**Add Department:**
#### Filter Button:
Used to view departments based on selected company.
1. Click **Filter**.
2. Select **Company** from the dropdown.
3. Click **Search** to view departments of the selected company.
4. select **HOD** and **RD**
5. Click **Clear** to reset the filter.
### Export Button:
Downloads the list of departments.
### Import Button :
Used to upload departments in bulk.
**How it works :**
1. Click **Import**.
2. Upload the department import file.
3. Click **Import** to create departments in bulk.
### Add Department Button:
Creates a new department.
#### How it works:
1. Click **Add Department**.
2. A dialog box opens with the following fields:
**Fields Required**
The following fields are displayed and must be filled as applicable:
* **Name**: Enter the department name.
* **Company**: Select the company to which the department belongs.
* **Location**: Select the location associated with the department.
* **Choose HOD**: Select the Head of Department.
* **Choose RD**: Select the Reporting Department / Responsible Director (as per system configuration).
After entering the required details:
* Click **Add Department** to save the information.
* Click **Cancel** to discard the changes.
3. Click **Add Department** to save.
The department now appears in the department list.
### Department Listing View
Each department is displayed with the following columns:
* Department Name
* Company
* Location
* Employee Count
* HOD
* RD
* **Status** (Active / Inactive)
### Action Buttons (Department)
Each department has three actions:
* View
* Edit
* Delete
**View Department**:
Displays employees assigned to the department.
**Information Displayed :**
The following details are visible in the **Department information panel**, matching the department listing view:
* **Department Name** – Name of the department
* **HOD** – Head of Department
* **RD** – Reporting Designation / Reporting Department
* **Location** – Location under which the department is created
* **Company** – Company associated with the department
* **No. of Employees** – Number of employees assigned to the department
* **Status** – Indicates whether the department is **Active** or **Inactive**
**Buttons inside View**
**Show Info:**\
Displays employees assigned to the Department:
**Filters :** \
Filter the Department using following Filter
* Employee Name
* Designation
* Department
* Company
* Group
* Category
**Export:**
Downloads assigned employee data.
**Assign employee:**
Click **Assign employee:**
A list opens showing:
* Employee ID
* Employee Name
* Department Name
* Shift Name
* Assign employee
* Click the **Plus (+)** button to assign an employee to the Department.
#### Edit Department
Allows modification of:
* Department Name
* Company mapping
#### Delete Department
Deletes the department from the system
Division :
The **Division** module is used to create divisions within departments or companies for hierarchical structuring.
Buttons available:
* Filter
* Add Division
#### Filter Button:
Filters divisions by company and department.
**How it works**
1. Click **Filter**.
2. Select:
* Company
* Department
* Location
* Status (Active / Inactive)
### Add Division Button
Creates a new division.
* ID
* Division Name
* Department
* Company
* Location
* Employee Count
* Status(Active / Inactive)
The status can be changed directly by clicking on it.\
Clicking **Active** will change the status to **Inactive**, and vice versa.
### Action Buttons
* View
* Edit
* Delete
#### View Division:
**Information Displayed :**
The following details are visible in the **Division information panel**, aligned with the division listing view:
* **Division Name** – Name of the division
* **Department** – Parent department of the division
* **Company** – Company under which the division exists
* **Location** – Location mapped to the division
* **No. of Employees** – Total employees assigned to the division
* **Status** – Indicates whether the division is **Active** or **Inactive**
Clicking **View** opens a screen with **four buttons**
**Show Info:**
Displays employees assigned to the division
* Employee Name
* Designation
* Location
* Company
* Action (Delete)
**Filter:**
Filter employees by:
* Employee Name
* Company
* Designation
* Location
* Department
* Group
* Category\
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**Clear** button removes filters.
**Export:**
Downloads assigned employee data.
**Assign User :**
* Click **Assign User**
* A list opens showing:
* Employee ID
* Employee Name
* Division Name
* Assign column
* Click the **Plus (+)** button to assign an employee to the Division.
#### Edit Division:
Allows updating:
* Division Name
* Department Name
#### Delete Division:
Deletes the division.
Use carefully as it affects employee hierarchy.
Designation:
The **Designation** module defines employee job titles such as Manager, Executive, Supervisor, etc.
Buttons available:
Filters designations by Status (Active / Inactive)
#### How it works
1. Click **Filter**
2. Select:
* Company
* Department
3. Click **Search**
4. Click **Clear** to reset
### Export Button :
Downloads designation data including:
* Designation Name
* Employee Count
### Import Button (Designation)
Uploads designations in bulk.
Steps:
1. Click **Import:**
2. Upload file
3. Click **Import**
### Add Designation Button
Creates a new designation.
#### Required fields:
* **Designation Name**
Click **Add Designation** to save.
### Designation Listing View
Columns displayed:
* ID
* Designation Name
* Employee Count
* Status\
The status can be changed directly by clicking on it.\
Clicking **Active** will change the status to **Inactive**, and vice versa.
* Actions
### Action Buttons (Designation)
* View
* Edit
* Delete
#### View Designation
Displays employees holding the selected designation.
#### Information Displayed:
The following details are visible in the **Designation information panel**, as shown in the designation listing view:
* **Designation Name** – Title or role assigned to employees
* **No. of Employees** – Total employees holding this designation
* **Status** – Indicates whether the designation is **Active** or **Inactive**
Clicking **View** opens a screen with **four buttons :**
**Show Info:**
Displays employees assigned to the division:
* Employee Name
* Designation
* Location
* Company
* Action (Delete)
**Filter:**
Filter employees by:
* Employee Name
* Company
* Designation
* Location
* Department
* Group
* Category\
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**Clear** button removes filters.
**Export:**
Downloads assigned employee data.
**Assign User :**
Click **Assign User**
A list opens showing:
* Employee ID
* Employee Name
* Designation Name
* Assign column
* Click the **Plus (+)** button to assign an employee to the Designation.
#### Edit Designation
Allows modification of:
* Designation Name
#### Delete Designation
Deletes the designation.
Deleting a designation removes it from employee profiles.
Group :
When you click on the **Group** section, the group listing page opens.
#### Available Buttons
* **Filter**
* **Add Group**
### Filter Groups
The **Filter** button helps narrow down the group list.
#### Filter Criteria
**Status**
* Active
* Inactive
Use the filter to quickly find groups based on their current status.
### Add Group
Click on the **Add Group** button to create a new group.
#### Add Group Dialog Box
The dialog box asking for:
* **Group Name**
After entering the group name, click **Add Group** to save.
### Group Listing View
Once a group is created, it appears in the list view with the following columns:
* **Sr. No.**
* **Group Name**
* **Members** (Number of employees in the group)
* **Status**
* Active / Inactive
* Status can be changed directly from the listing view
* **Action Buttons**\
View\
Edit\
Delete
### View Group Details
Clicking the **View** button opens the group detail screen.
#### Information Panel
The information panel displays:
* **Group Name**
* **Number of Employees**
* **Status** (Active / Inactive)
### Group Available Buttons
At the top of the group detail page, the following buttons are available:
1. **Show Info**
2. **Filter**
3. **Export**
4. **Assign User**
### Show Info
The **Show Info** section displays the list of employees assigned to the group.
#### Employee Information Displayed
* **Employee ID**
* **Employee Name**
* **Designation**
* **Location**
* **Company**
* **Action**
* Delete (to remove an employee from the group)
### Filter Employees in Group
The **Filter** button allows filtering employees within the selected group.
#### Filter Options
* Employee Name
* Company
* Designation
* Department
* Category
A **Clear** button is available to reset all applied filters.
### Export Group Data
The **Export** button is used to download:
* Group details
* Assigned employee data
This helps in offline review and reporting.
### Assign User
Click the **Assign User** button to add employees to the selected group.
#### Assign User Screen
The listing includes:
* **Employee ID**
* **Employee Name**
* **Group Name**
* **Assign Column**
In the **Assign** column:
* A **Plus (+) button** appears against each employee.
* Clicking the **Plus (+)** button assigns that employee to the selected group.
* Once assigned, the employee becomes part of the group immediately.
Payroll Section
The **Payroll** section is used to **configure salary structure, statutory deductions, allowances, appraisal cycles, and payroll calculations**.\
All payroll processing depends on correct configuration of these settings.
Without completing payroll settings:
* Salary calculation will be incorrect
* Statutory compliance may fail
* Salary templates cannot be applied to employees
* Appraisals and increments cannot be automated
### Payroll Settings Includes
* Earnings
* Additional Allowances
* Deductions
* Salary Templates
* Adhoc Labels
* Appraisal Cycles
Each section is explained below in detail.
## 1. Earnings
### Purpose of Earnings
Earnings define **salary components** such as:
* Basic
* HRA
* Conveyance
* Other fixed or variable earnings
Earnings are used in:
* Salary templates
* Employee salary structure
* Payslips
* Statutory calculations
### Top Buttons in Earnings
#### Filter
* Used to search earnings by name
* Helps locate a specific earning quickly
#### Export
* Downloads earnings data
* Useful for review or backup
#### Import
* Allows bulk upload of earnings using a file
* Saves time during initial setup
#### Add Earning
* Used to create a new earning component
### Add Earning – Fields Explanation
#### Allowance Name
* Internal system name of the earning
#### Name in Payslip
* Display name shown on employee payslip
#### Calculation Type
Defines how the earning amount is calculated:
* Fixed Amount\
Same amount every month
* By Attendance\
Calculated based on attendance days
* Percentage Against Cost\
Percentage of total cost/CTC
* Percentage Against Basic\
Percentage of basic salary
#### Percentage / Value
* Enter percentage or fixed amount based on calculation type
### Earning Checkboxes:
#### Consider as Basic Salary
* Marks this earning as **Basic**
* Used for PF, gratuity, and statutory calculations
#### Use as Conveyance in Form 16
* Maps earning as conveyance for income tax reporting
#### Use as HRA in Form 16
* Maps earning as HRA for tax exemption calculation
### Status
* Active: Available for salary templates
* Inactive: Cannot be used in new salary templates
### Earnings List View
Displays:
* ID
* Earning Name
* Is Basic
* Action Buttons
**Edit**
* Modify earning details
**Delete**
* Permanently remove earning
## 2. Additional Allowances
### Purpose
Additional allowances are **optional earnings** that may or may not be part of CTC, such as:
* Special allowance
* Performance allowance
* One-time benefits
### Add Additional Allowance:
#### Name
* Allowance name
#### Include in CTC (Checkbox)
* If enabled, allowance is included in CTC calculation
#### Submit
* Saves the allowan
### List View
Displays:
* ID
* Allowance Name
* Action Buttons
#### Edit
* Rename allowance or change CTC inclusion
#### Delete
* Remove allowance
## 3. Deductions:
### Purpose
Deductions define **salary reductions** such as:
* Advances
* Recoveries
* Custom deduction
### Top Buttons
#### Filter
* Search deductions by name
#### Add Deduction
* Create a new deduction
### Add Deduction – Fields
#### Deduction Name
* Internal name
#### Name in Payslip
* Display name on payslip
#### Calculation Type
* Fixed Amount
* By Attendance
#### Value
* Fixed amount or rate
#### Status
* Active or Inactive
#### Include in CTC
* If enabled, deduction is considered in total CTC
### Deduction List View
Displays:
* ID
* Deduction Name
* Action Buttons
#### Edit
* Modify deduction details
#### Delete
* Remove deduction
## 4. Salary Templates
### Purpose of Salary Templates
Salary Templates define **standard salary structures** that can be assigned to employees.\
They ensure:
* Uniform salary calculation
* Statutory compliance
* Easy onboarding
### Top Buttons
#### Filter
* Search salary templates by name
#### Export
* Download salary templates
#### Import
* Bulk upload salary templates
#### Add Salary Template
* Create a new template
### Add Salary Template
#### Template Name
* Name of the salary structure
#### Basic Earning
* Select which earning acts as Basic
#### Other Earnings
* Select additional earnings (HRA, Conveyance, etc.)
#### Additional Allowances
* Select optional allowances
### Statutory Checkboxes
* Include Petrol Bills
* Provident Fund (PF)
* ESIC
* Professional Tax (PT)
* Voluntary PF (VPF)
* Labor Welfare Fund (LWF)
These enable statutory deductions in the template
### Advanced Payroll Settings
#### Deduct Employer PF from Employee
* Employer PF is deducted from net salary
#### Additional Deductions
* Select custom deductions
#### Addition / Deduction Labels
* Used for payslip grouping
#### OT Grace Minutes
* Total allowed OT grace
#### Late Grace Minutes
* Total allowed late grace
#### Calculation Type
* Calendar Month
* Fixed 30 Days
* Fixed 26 Days
### Additional Checkboxes:
#### Exclude Weekly Off
If enabled, weekly off days will **not be counted for salary**.
#### Enable OT Bonus (Per Day)
If enabled, employee will get **extra bonus for overtime per day**.
#### Disable OT Pay
If enabled, **no overtime salary** will be paid.
#### Include Gratuity in CTC (Display Only)
Shows gratuity in CTC **only for display**, not paid to employee
#### Deduct Bonus from Salary
If enabled, bonus amount will be **adjusted from salary**, not paid extra.
#### Deduct Employee LWF
If enabled, **Labour Welfare Fund amount will be deducted** from salary.
#### Include Employer LWF in Earnings (Display Only)
Shows employer LWF in earnings **only for reference**
#### Deduct Gratuity from Salary
If enabled, gratuity will be **deducted from employee salary**.
#### Deduct Employer LWF from Salary
If enabled, employer LWF amount will be **recovered from employee salary**.
### Salary Template List View
Displays:
* Serial Number
* Template Name
* PF Enabled
* ESIC Enabled
* PT Enabled
* Action Buttons
#### View
* See full salary structure and deductions
#### Edit
* Modify salary template
#### Delete
* Remove template
## 5. Adhoc Labels:
### Purpose
Adhoc labels are used to **categorize ad-hoc payments or deductions**, such as:
* Bonus
* Penalty
* Reimbursement
### Add Label:
After Click on the Add Label Dialog box will open asking for the
**Label Name**
* Maximum 20 characters
#### Add Button
* Saves the label
### List View
Displays:
#### Cycle Name
* Name of the appraisal cycle
#### Appraisal Period
* Monthly
* Custom
#### Increment On
eg.
* Gross Salary
* CTC
#### Increment Type
* Percentage
* Fixed
* Custom
#### Value
* Increment amount or percentage
#### Notification Before Days
* Sends reminder before appraisal date
#### Add Button
* Saves appraisal cycle
### Appraisal Cycle List View
Displays:
* Cycle Name
* Appraisal Period
* Increment Type
* Increment Value
* Notify Before Days
* Created Date
### Assign Employees to Appraisal Cycle
#### View Button :
* Opens employee assignment screen
#### Assign User :
* Click plus (+) button to assign employee
Assigned employee list shows:
* Employee ID
* Name
* Appraisal Cycle Name
##
# Recruitment
The Recruitment module in Pletox enables organizations to manage job postings, track candidates, and onboard selected applicants through a structured and centralized workflow.