For the office: your staff records, their salary, attendance, leave and the monthly payroll. Attendance can be marked by the office, or by each employee checking in from their phone at the office or site. Payroll works out each person's salary from attendance and leave, with PF, ESI, professional tax and TDS if you use them, and makes the salary slips.
This chapter is for the person who runs HR and payroll. Employees themselves should read the next chapter, For employees.
The screens
Employees
Your staff, their details, salary and sign-in for their own page.
The cards: active employees, the monthly gross salary of all of them, how many use their own link to check in from their phone, and how many have left.
The list: each employee with their code, designation, phone, department, joining date, gross salary, statutory deductions (PF, ESI, PT) and status. Show exited brings back people who have left.
The icons on each row, left to right: send their link on WhatsApp, copy the link, make a new link (the old one stops working), give them a sign-in, and edit their details and salary.
Add employee adds a member of staff with their salary.
The month box at the top right chooses which month you see.
The cards: how many checked in today, how many checked in away from their check-in places, how many are absent today, and how unmarked days count (set in Payroll settings).
The tabs: Month, Today, Check-in places (where staff may check in from) and Holidays.
The month grid: one row per employee, one box per day. P present, A absent, half day, L leave, H holiday, W weekly off; a ring means they were away from the office. Click a day to mark or change it. Paid shows the days that will be paid.
Faded boxes are filled in by themselves: weekly offs, holidays, approved leave and days nobody marked.
Leave requests, balances and the kinds of leave you give.
The cards: requests waiting for approval, who is on leave today, when the leave year starts, and how many kinds of leave you give.
The tabs: Requests, Balances (what each person has left) and Leave types (the kinds of leave and yearly allowances).
Requests: who asked, the type, dates, number of days and reason. Approve or Reject each one; the box at the top right shows waiting, approved or all requests.
Add leave records leave for someone yourself. Approved leave goes into attendance and payroll by itself.
Each month's salary, worked out from attendance and leave.
The month box chooses the month; Settings sets PF, ESI, professional tax and TDS, or simple payroll without them.
The cards: net pay for everyone, gross salary, statutory deductions (PF, ESI, PT, TDS) and the cost to the company including the employer's PF and ESI.
The month's table: each employee's paid days, loss of pay, gross, each deduction and net pay. Prepare it, check and adjust, then finalise; Reopen undoes a finalised month.
On each row: open the salary slip, or send it on WhatsApp.
At the bottom: download the payroll register, the bank transfer sheet, and the PF, ESI, PT and TDS figures.
On Employees press the key button on their row, type their mobile number and a starting password, and press Create sign-in. Tell them on WhatsApp; they sign in on your company's address with the mobile number.
Check the mobile number and type a starting password.
Press Create sign-in, then Tell them on WhatsApp to send them the address, number and password.
They sign in at your company's address (website or app) with the 10-digit mobile number and that password, and land on their own page: check in and out, attendance, leave, salary slips, their tasks, site reports and site visits. They can change the password themselves.
From the same key button you can Change password (if they forgot it) or Remove sign-in. Employee sign-ins do not use your plan's team seats.
On Employees, edit them and press Mark as exited. Their link stops working; remove their sign-in with the key button. Their past attendance and payslips stay.
On Employees, finish their last month's payroll first.
Edit the employee and press Mark as exited. Their private link stops working.
Press the key button > Remove sign-in if they had one.
If they were also a team member, deactivate them on Team.
They drop out of new payroll months and attendance. Tick Show exited to see them again; their records stay.
Salary slip links you sent them keep working for one month after their date of exit, so they can download their last slips. After that a link says it has expired and to ask you for a copy: open the slip on Payroll and print or send it yourself.
On Attendance, click a day in an employee's row to mark it. Faded days are filled in by themselves (weekly offs, holidays, approved leave). Mark everyone not yet marked as present fills today in one go.
Click a day in an employee's row and choose what it was (present, absent, half day and so on). Clear removes a mark.
To mark the whole team present today, press Mark everyone not yet marked as present.
Staff who check in from their phone are marked by themselves. Faded cells are filled in automatically: weekly offs, holidays, approved leave, and days nobody marked (which count as present or absent depending on your payroll settings, shown at the top).
The cards show who checked in today, who was away from your check-in places and who is absent.
Open Attendance > Holidays, type the date and name (for example Diwali) and press Add. The day is filled in for everyone and paid. Weekly offs are set in Payroll > Settings > Weekly off.
How do I make sure staff check in from the office or site?
On Attendance > Check-in places, add each office, factory or site with its location and allowed distance. Check-ins away from them are flagged; switch on Only from these places to refuse them.
Open Attendance > Check-in places and press Add place.
Name it (Head office, Factory, Sharma site).
Set the location. Easiest: stand at the place with your phone and press Use where I am. Or type the latitude and longitude, and check it with Check this point on Google Maps.
Set the allowed distance (150 m suits most offices; more for large sites) and save.
Every check-in records which place the person was at, or how far away they were. Away from places counts those who were not at any. Switch on Only from these places to refuse check-ins anywhere else.
Staff must allow location for the site on their phone, or the check-in cannot record where they are.
How do I stop other staff from changing attendance?
Only Company Admin and Accounts roles open the people pages. To narrow an accounts person, set Attendance (or Payroll) to View only or No access for them on Team > Access.
Give the name (for example Casual leave), a short code (CL), days per year, and Paid (paid leave) or Unpaid (loss of pay).
Set the order they appear in.
Leave year from (at the top, set in Payroll settings) decides when balances start again. Balances shows approved leave this leave year against each type's yearly days.
Requests from staff appear on Leave > Requests (and in My work). Press Approve or Reject, with an optional note. To add leave yourself, press Add leave. Approved leave flows into attendance and payroll.
Approve or reject: open Leave > Requests. Each shows who, which type, the dates and the reason. Press Approve or Reject, with a note to the employee if you like. Leave to approve also shows in My work.
Add leave yourself (for someone without a phone): press Add leave, choose the employee, type, from and to dates and reason, then Add approved leave.
Approved leave fills those days on Attendance and is counted by payroll: paid types as paid days, unpaid as loss of pay. Weekly offs and holidays inside the dates stay paid days off and are not counted as leave. Cancel an approved leave from the same list if plans change.
Check attendance and leave, then on Payroll pick the month and press Prepare payroll. Adjust bonus, other deductions or TDS per person, then Finalise. Salary slips are then ready to send.
Open Payroll, choose the month and press Prepare payroll.
Each employee's paid days, gross, statutory deductions and net pay are worked out. Press Adjust on a row to add a bonus / incentive, an other deduction, or this month's TDS (blank uses the estimate). Adjustments are kept when you recalculate.
Changed attendance? Press Recalculate as often as you like.
Press Finalise. "Payroll finalised. Salary slips are ready to send."
Send slips: Send on WhatsApp or Open salary slip on each row.
Downloads: Payroll register, Bank transfer sheet (for paying through your bank) and PF / ESI / PT / TDS figures for filing.
Found a mistake after finalising? Press Reopen, fix it, and finalise again. Slip links stop working until you finalise again.
How do I set PF, ESI, professional tax and TDS, or switch to simple payroll?
Payroll > Settings. Choose full statutory (PF, ESI, PT, TDS) or simple (salary, leave and manual deductions only), then check the PF and ESI rates and ceilings, your state's PT bands, and the TDS estimate.
Payroll type: Full statutory (PF, ESI, PT, TDS) or Simple (salary, leave and manual deductions only). Full statutory follows Indian rules, so it is offered only in a workspace set to India; elsewhere payroll is always Simple.
Leave year starts in, Weekly off, and Days nobody marked (count as present or absent).
Provident Fund: employee % and employer %, the wage ceiling, and whether it is on basic up to the ceiling or the full basic.
ESI: employee % and employer %, and the gross salary up to which it applies.
Professional Tax: your state, and the monthly bands by gross salary (with a different February amount where your state has one). Edit to match your state's current slabs.
Income tax (TDS) estimate, new regime: standard deduction, rebate limit, cess and yearly bands. Where your accountant gives a monthly TDS figure, enter it on the employee; it replaces the estimate.
Office location: check-ins further than the radius are flagged.
The figures start from the rules as of FY 2025-26. Check them with your accountant and update them here when the law changes.
Send on WhatsApp on an employee's row sends them a private link to their slip, which they can download as a PDF.
Open salary slip opens it to print or save.
Employees with a sign-in or private link see every finalised slip under Salary slips on their page.
If you reopen a month, slip links stop working until you finalise again.
When an employee leaves, their slip links keep working for one month after their date of exit, then stop. An expired link says "This payslip link has expired. Ask your former employer for a copy." You can still open, print and send any slip from Payroll.
What is an employee's private link, and how is it different from a sign-in?
The private link opens the employee's attendance page without a password: check in, leave and salary slips. A sign-in (mobile + password) does the same plus tasks and site reports, and is safer. Links can be switched off company-wide.
Private link: on Employees, Send link on WhatsApp or Copy link. The employee opens it on their phone to check in and out with location, apply for leave and download salary slips. No password. Anyone with the link can open it, so Make a new link if it is shared, and marking someone as exited stops it.
Sign-in: mobile number and password (the key button). It opens the same, plus their tasks, site reports, site visits and password change. Recommended.
Companies moving fully to sign-ins can ask for the old links to be switched off. Raise a help request when all your staff have sign-ins.
Check their paid days (attendance, leave, unmarked-day setting), the salary amounts on their record (for a full month), fixed deductions, PF/ESI settings and any adjustment. Fix, then Recalculate (or Reopen if finalised).
Paid days: open Attendance for that month. Are absences right? Is approved leave paid or unpaid? Are unmarked days counting as absent when they should be present?
Salary on the employee: amounts are for a full month; payroll pro-rates for unpaid days.
Fixed monthly deductions (EMI, advance) come off in full every month.
PF / ESI / PT: Payroll settings decide rates, ceilings and bands.
TDS: a monthly figure on the employee replaces the estimate.
Adjustments made with Adjust (bonus, other deductions) are kept on recalculation.
Fix the cause, then press Recalculate. If the month is finalised, press Reopen first, then finalise again.
