FAQs Discussions

How do I view employee payslip

2017-08-25T10:53:09.5770000

To view an employee's payslip, follow the steps below

* Navigate to PIM > Payroll > Manage Payslips

* Filter the relevant location (optional) by selection the location and clicking the "Search" button

* Select the relevant paycycle

* Filter the relevant employee by typing part of their name in the "Employee Name" field and then clicking the "Search" button

* Click the tick box beside the employee's name to select it

* Select the file format

* Click the "Export Payslips" button

How do I upload recruitment application form questions?

2017-12-08T06:43:23.9530000

To upload form questions, please follow the steps below

* Navigate to Recruitment > Vacancies > Questions Pool

* Click the "Import" button

* From the ensuing screen, click "Download sample import file"

* Once download, open the document up and fill as follows

* Name - This is the unique name for the question (not more than 50 characters)

* Display Text - This is the actual question to be displayed

* Field Type: The type of question (Textbox, Dropdown or File Attachment)

* Answer Type: The type of answer expected (Text, Multiline Text, Date, Number, Email)

* Tag - This are pre-defined fields that can be automatically populated based on the applicants registration. Allowed tags are (Address Line 1, Address Line 2, City, Country, DOB, First Name, Last Name, Marital Status, Middle Name, Mobile Phone, Nationality, Other Email, Post Code, Sex, State, Telephone, Work Email, Work Phone)

* Include in all forms - Select "Yes" to automatically include this question in all application forms otherwise select "No"

* Once all questions have been entered, save the file (don't change the file type which is CSV)

* Return to the portal and click the "Browse" button

* Navigate to the location where you stored the file and then click "Open"

* Click the "Upload" button and follow the onscreen instructions.

Important: Once upload is complete, a result file will be available for download, please open the file and scroll to the last column on the right to view results of each question line.

How do I add a leave cover

2017-09-11T09:39:57.7930000

To add a Leave Cover, navigate to Leave > Configure > Manage Leave covers, select the employee for whom you want to add cover, from the ensuing screen, click on "Add Cover" and select the relevant employee(s) who will act as cover by following the steps below.

Use the search fields to filter the employee records as required.

* Select the employee(s) by ticking the box beside them

* Click on the "Add Selected Employees" button to finish or "Close" button to cancel

How do I Edit Entry & Exit User Tasks

2017-08-20T22:11:34.6870000

To edit an Entry & Exit User Task, navigate to Entry & Exit Mgt > Entry & Exit User Tasks. Click on an Entry & Exit User Task, and change the information as required (See Creating Entry & Exit User Tasks). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

How do I delete Entry & Exit User Tasks

2017-08-20T22:09:39.2930000

To delete an Entry & Exit User Task, navigate to Entry & Exit Mgt > Entry & Exit User Tasks. Select the checkbox beside the Entry & Exit User Task(s) you want to delete and the click the “Delete” button.

How do i manage Entry & Exit task configuration settings.

2017-08-20T22:07:48.2630000

This screen allows the management of Entry & Exit task configuration settings. From this screen you will be able to turn individual system tasks on or off, you will also be able to set the deadline days for each system task. With respect to “Leave Monetisation” task, you will be able to set the “Monetisation basis” which will determine what salary component is used to calculate the amount due for used leave days for leaving employees.

How do i Create Entry & Exit User Tasks

2017-08-20T21:59:15.5770000

To create an Entry & Exit User Task, navigate to Entry & Exit Mgt > Onboarding & Offboarding, Click on the relevant onboarding or offboarding task then Click on “Add” in the ensuing screen and fill in the necessary fields using the information below

❖ Name: This is the unique name for the Entry & Exit User Task

❖ Description: This is a brief description of the Entry & Exit User Task

❖ Owner: This is the employee to whom this task will be assigned. Type part of an employee name and click on the search link button to search for the employee

❖ Deadline: This is the date by which this task must be completed by the owner

❖ Save Button: Click this button to save changes.

❖ Cancel Button: Click this button to cancel changes.

Onboarding & Offboarding

2017-08-20T21:55:30.7000000

This screen allows the management of onboarding and offboarding (Entry & Exit) task for employees joining or leaving the organisation. From this screen you can view onboarding and offboarding tasks or delete them

Entry & Exit Mgt

2017-08-20T21:54:22.6070000

This module allows an authorised user to manage onboarding and offboarding task for employees joining or leaving the organisation. Using the screens in this module, you will be able to view task for each leaver or joiner, assign tasks to other employees and send reminders to owners of uncompleted tasks

How do i create aptitude tests

2017-04-15T08:18:34.5130000

To create an Aptitude Test, navigate to Recruitment > Aptitude Tests > Manage Aptitude Tests. Click on “Add” and fill in the necessary fields using the information below

❖ Name: This is the unique name for the Aptitude Test

❖ Duration: This is the number of minutes within which the applicant must complete the test

❖ Deadline from Trigger: This is the number of days within which the applicant must complete the Aptitude Test after it is created

❖ Pass Mark: The minimum mark expressed as a percentage which the applicant must achieve to pass the aptitude test

❖ Test instructions: Paste the test instructions which the applicant will see when the aptitude test is loaded. ❖ Save Button: Click this button to save changes.

❖ Cancel Button: Click this button to cancel changes.

❖ Preview Aptitude Test Button: Click this button to preview the Aptitude Test form and its questions

How do i create training evaluation

2017-04-15T08:05:02.8230000

Navigate to Training > Training Evaluation > Manage Training Surveys. Click on “Add” and fill in the necessary fields using the information below

❖ Name: This is the unique name for the Training Survey

❖ Course: Type the name of the course or part of the name then click the “Search” link

❖ Trigger Interval: Enter the number of days after which the system will create a survey for the relevant employee following course completion.

❖ Deadline from Trigger: This is the number of days within which the employee must complete the survey after it is created

❖ Header: Enter the desired heading for the survey form

❖ Footer: Enter the desired footer for the survey form

❖ Status: Select the status for the survey ie. Active

❖ Save Button: Click this button to save changes.

❖ Cancel Button: Click this button to cancel changes.

❖ Preview Survey Button: Click this button to preview the survey form a

How do i create employee titles

2017-04-15T07:29:14.4800000

To create a Employee Title, navigate to Admin > Job > Employee Titles, click on “Add” and fill in the necessary fields using the information below

❖ Title Name: This is the unique name of the Employee Title

❖ Description: Enter a brief description of the Employee Title

❖ Save Button: Click this button to saves changes.

❖ Cancel Button: Click this button to cancel changes.

Creating Payroll reports

2017-04-13T18:11:41.2300000

Navigate to the PAYROLL Report screen by clicking PEOPLE > Reports >PAYROLL Reports, click on the New button and follow the steps below

Step 1

From: Select the start date for the report
To: Select the end date for the report
Selection Mode: Select “All” to report on all selection types (see below) or “Selection” to select a sub set of the current selection type
Selection Type: This determines the items that will be shown when selection mode is set to “Selection”
You may filter the result further by entering relevant filters for Name (Employee Name), Job Title, Department, Location and Job Categories. Apply your filter by pressing the “Search” button, otherwise click “Clear” to clear the filters
Next Button: Click this button to move to the next step
Cancel Button: Click this button to cancel the report creation process

Step 2

Filter by name or component type if required
Select the payroll components you want to include in the report up to a maximum of 10 items
Next Button: Click this button to move to the next step
Cancel Button: Click this button to cancel the report creation process

Step 3

Set the report parameters as required
Name: A unique name for the report, this name is also shown on the report header
Report Type: The type of report you want
- Detailed: Shows aggregate information for all relevant employees
- Summarised: Shows aggregate information by the currently selected “Summarised Item”
Group Employees: Determines whether employees are grouped by location and departments or just listed. This only applies to the detailed report type
Summarised Item: The determines how relevant employees are summarised i.e. by department, job title etc.
Move Up: Use this button to move up the currently selected item in the “Report field order” box up one level
Move Down: Use this button to move up the currently selected item in the “Report field order” box down one level
Export Report Button: Click to run the report in the selected format
Save Report Button: Click this button to save the report for later use
Close Button: Click this button to end the report creation process

I see an error message on my dashboard, how do i fix it

2017-03-06T09:30:34.4830000

Background Metric Loading for Dashboard: Moved calculation intensive dashboard metrics to the background so that it does not delay loading of the dashboard. Important: For some browsers, it is possible that the “Average Attendance Rate” and “Average Punctuality Rate” metrics may show an error the first time you login after this update. If this happens, please refresh your browser by holding down the “CTRL” key on your keyboard and then press F5, log out, close your browser and re-open it. The metric should be loaded correctly. If it continues to show an error after 24 hours then please contact support

How do I create custom notification

2016-10-29T23:14:59.5800000

Custom notification is a functionality that allows a user to create a message which can be send to any number of recipients through the dashboard, email or SMS.

To create a Custom Notifications, navigate to Admin > Notifications > Custom Notifications, Click on “Add” and fill in the necessary fields using the information below

Notification Reference: This is the unique name for the Custom Notification
Message: This is the detailed message for the notification
Distribution Type: Select “Job Titles”, “Employees”, “Departments”
Recipients: Select the relevant employee, department or Job description and click the “Add Recipient” button to add the recipient
Dashboard Emphasis: Select “Yes” to have the message emphasised when shown on the dashboard
Dashboard High Importance: Select “Yes” to have the message shown in “Red”
Alert Type: Select how you want the alert to be sent
Alert Date: Select the date the alert should be sent out
Recurrence: Select if the alert should be sent out only once or repeated
Expiry Date: Select the end date of the alert if applicable otherwise the alert will keep recurring
Save Button: Click this button to save changes.
Cancel Button: Click this button to cancel changes.

How do I create an unpaid leave

2016-08-21T08:31:00.0770000

To enter unpaid leave for an employee, navigate to PIM > Payroll > Manage Deductions. Click on “Add” and fill in the necessary fields using the information below

Deduction Name: This is the unique name of the current deduction.
Employee Name: This is the employee to which the deduction relates. You can enter part of the employee’s name and then click the search link to search for matching employees.
Deduction Type: “Unpaid leave” as the deduction type
From: Enter the start date for the unpaid leave
To: Enter the end date for the unpaid leave
Click the “Save” button to save the deduction
Click “Cancel” button to discard changes
Click “View Payments” to view payments which have been made by the relevant employee under the current deduction

How do I setup salary proration

2016-08-21T08:16:44.5170000

Navigate to Admin > Organisation > Countries (Requires a user with Admin rights).

Select the relevant country and click the Edit button
Scroll to the earning proration section
Set the earning proration basis as required
- None: No proration will be done
- Days in Calendar Month: All employee earnings in the month of employment will be prorated by dividing the earning by the total number of days in the month and then multiplying by the number of days since the employee has been employed
- Work days in Calendar Month: All employee earnings in the month of employment will be prorated by dividing the earning by the total number of work days in the month and then multiplying by the number of work days since the employee has been employed
- Note: For this purpose, work days for each country are defined by the relevant entry on the “Work Week” screen if it exist or set to default (Monday – Friday)
Click the Save button

How do I setup payroll approval

2016-08-21T08:15:09.4530000

Navigate to Admin > Organisation > Countries (Requires a user with Admin rights).

Select the relevant country
Edit the record
Change "Paycycle Approval Required" setting as appropriate
If necessary, add required approvers by Navigating to Admin > Organisation > Countries (Requires a user with Admin rights).
- Select the relevant country and click the Edit button
- Scroll to the pay cycle approval section
- Type part of an approver’s name and then click the “search” link button
- Click on “Add Recipient” button to add the employee
- Repeat until you have added all required approvers
- Click the Save button
Click the Save button
You must ensure that the “Payroll Notifications” is set to “Yes” otherwise, neither the approver nor employees will get notifications for payroll (See http://forum.bizsofthrm.com/chat/setting-up-system-notifications ). Note: The approver can still give approval when “Payroll Notifications” is set to “No” but they just won’t receive a notification to do so.

How do I modify employee salaries using Microsoft Excel

2016-08-21T08:02:25.8570000

The Salary upload feature allows the user to update employee earning and deductions by making the relevant changes on a spreadsheet (CSV file) pre-exported from the system and then importing it back into the system.

Follow the steps below to export the CSV file

Navigate to PIM > Configuration > Data Imports
Click on “Employee Salary Upload” at the bottom of the screen
From the “Generate salary CSV” section select the relevant options
Click “Download salary CSV” button to download the CSV file
Make the relevant changes to employee earnings
Save the file (as CSV) in a location of your choice

Follow the steps below to import the salary file

Navigate to PIM > Configuration > Data Imports
Click on “Employee Salary Upload” at the bottom of the screen
Click the “browse” button and select the file you saved
Click on the “upload” button to complete the process.
Review the result file

How Do I Import Roster

2016-07-30T02:17:10.0600000

The system allows you to fill in your roster using Microsoft Excel and then import it as an alternative to filling in the roster on the system.

Admin > Job > Manage Employee Roster.

From the “Manage employee Roster” screen, click the “Upload Roster” button
Click on the “download the workshift list here” link to download the list if you haven’t already done so. Important: The roster upload requires using the workshift symbol which is contained in the workshift list
Select the relevant entries i.e. month, year, location etc.
Click the “Download roster CSV” button
Open the generated file
Fill the relevant Workshift code for each day of the month for relevant employees. Note: If an employee is not working on a particular day then that day should be left blank for that employee. You can edit the roster file for a previous month and make necessary modification for the current month but we strongly advise you begin the process by using the system to generate the file for a new month.
Save the file (Using the “Save As” option) to a location of your choice
Close Microsoft Excel
Return to the system and click the “Browse” button
Select the file you save from the relevant location
Click on the “upload” button
Open the result file generated and review the result for each line (scroll to the far right)

How Do I Approve Leave

2016-07-30T01:26:12.6400000

Navigate to Leave > Configure > General to select the required levels of approval (default is One Level)
Approval levels
- One Level: The system requires an approval from the applicant’s direct manager.
- Two Levels: The system requires approval from the applicant’s direct manager (Level 1 manager), once approved a second approval will be required from any of the level 1 managers’ managers
- Three Levels: The system requires approval from the applicant’s direct manager (Level 1 manager), once approved a second approval will be required from any of the level 1 managers’ managers (Level 2 Manager). After the level 2 approval, a third approval will be required from any of the level 2 managers’ managers.
A user who has the “manage employee” rights such as an “Admin” or “HR User” can approve at any level
Once a user gives approval, they can no longer give further approval for the current application neither can they reject the application.
A rejection at any level ends the application process.

Approving a leave application A user can approve leave application for employees to which he has access by selecting “Approve” from the action drop down list. Selecting this action will progress the leave application to the next stage in the approval process. The status will change to “Pending Approval – Level x” depending on the number of approvals required by the organisation. A leave at the final approval stage will have an option for “Final Approval” and if selected, the leave status will be changed to “Approved” and it will no longer be possible to edit the leave application.

Rejecting a leave application A user can reject leave application for employees to which he has access by selecting “Reject” from the action drop down list. Selecting this action will allow the user to add rejection comments before confirming the leave rejection. Once a leave is rejected, alerts will be sent out to relevant employees and the leave application will be removed from the leave list.

Cancelling a leave application A user can cancel a leave application from this screen by selecting “Cancel” from the action drop down list. Once a leave is cancelled, it is removed from the list and any unit used is added back to the employee’s entitlement.
Note: The balance shown on this screen is the current leave entitlement balance and this is based on the total entitlement or the total accrued entitlement in a case where leave accrual is enabled.

Viewing the approval chain for a leave application A user can view the previous approvers for a leave application and when they gave the said approval. To view the approval chain, locate the relevant leave application and select the “View approval chain” option. To send a message to a previous approver, click the “Send Email to Approver” button, select the relevant approver, compose your message and click the “Send” button. Click the “Close” button to return to the leave application list screen

Viewing leave covers for a leave application A user can view the status of employee(s) currently marked as cover for the current leave applicant to help reach a decision on whether to approve the leave application or not. To view the leave cover(s), locate the relevant leave application and select the “View leave covers” option. The ensuing screen will show all the leave covers and specify whether they are available for the duration of the relevant leave application, if not, it will show the dates they are unavailable and specify whether they are “on leave” or “on training”. Click the “Close” button to return to the leave application list screen.

How Do I Manage Employee Roster

2016-07-30T00:56:03.4530000

Employee roster allows the user to set work shifts for each day of a month for employees. Once set, the system will automatically vary relevant employee’s work shift in line with the roster

To create a Roster, navigate to Admin > Job > Manage Employee Roster, click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name of the Roster

Month: Select the month to which the roster relates

Year: Enter the year to which the roster relates

Done Button: Click this button to close the roster, this button also saves changes.

Cancel Button: Click this button to cancel changes.

Add Employees Button: Click this button to add employee(s) to the roster, this button also saves changes.

Delete Employees Button: Click this button to remove employee(s) from the roster.

Export Button: Select the required format and click this button to generate the roster report

Setting up system notifications

2016-07-24T08:18:57.6400000

The system send notifications to users depending on the notification settings.

To set system notifications, navigate to Admin > Notifications > System Notifications

Below is a description of the settings on this screen.

Leave Notifications: Set to “yes” to enable leave notification to be sent when employee leaves are assigned or approved and “no” to disable them.
Timesheet Notifications: Set to “yes” to enable a notification to be sent when employee timesheets are approved or rejected and “no” to disable them.
Training Notifications: Set to “yes” to enable notifications to be sent when trainings are approved or assigned and “no” to disable them.
Performance Notifications: Set to “yes” to enable notifications for performance appraisals status changes and “no” to disable them.
Job Application Notifications: Set to “yes” to enable notifications for job application status changes and “no” to disable them.
Payroll Notification: Set to “yes” to enable notifications when the pay cycle is run and “no” to disable them.
Send system notifications by: Set to “Email” to use email as a notification medium otherwise set to SMS to use text messages. Note: The system sends out a lot of alerts which will use your SMS credit balance so it is recommended that you set “Email” as your delivery method and then specify that SMS be used if email is unavailable (see next bullet).
Use SMS if Email is unavailable: Set this to “Yes” if you want the system to send a notification to a user via text message where it is unable to send such notification via email.
Restrict Approvals To: Set to “Subordinates Only” to show only applications by immediate subordinates on the dashboard otherwise select “All accessible employees” to show applications by all employees accessible by the logged in user.
Send Leave Approval Alert To: Set to “Employee Only” to send alert to the employee only, “Employee and 1^st Level Managers” to send alert to the employee and his / her immediate managers, “Employee, 1^st and 2^nd Level Managers” to send alert to the employee, his / her immediate managers and the managers of each manager.
Other Recipients: Add recipients to the list who will get notification when an employee’s leave get approved. Enter part of an employee’s name and click the search button to search for the employee. Once found, click the “Add Recipient”
Edit Button: Click once to edit the notification settings and again to save.

How do I create a new pay grade

2016-07-11T11:08:10.4070000

To create a Pay Grade, navigate to Admin > Job > Pay Grades, click on "Add" and fill in the necessary fields using the information below

Pay Grade Name: This is the unique name of the Pay Grade

Country: Select the country to which the pay grade relates

Earning Period: This is the period covered by the amounts you enter for this pay grade. Select annual if you are entering annual earnings or monthly if entering monthly earnings.

Description: Enter a brief description of the pay grade

Earnings Breakdown: Fill in the earnings breakdown as appropriate

Save Button: Click this button to saves changes.

Cancel Button: Click this button to cancel changes.

How do I Delete Deductions

2016-02-10T20:36:05.7530000

Deleting Deductions

To delete a deduction, navigate to PIM > Payroll > Manage Deductions. Select the checkbox beside the deduction(s) you want to delete and the click the "Delete" button.

How do I View Payments

How do I Edit Deductions

2016-02-10T18:47:04.5370000

Editing Deductions

To edit a deduction, navigate to PIM > Payroll > Manage Deductions. Click on a deduction, click the "Edit" button and change the information as required (See Creating deductions). When done, click the "Save" button to save changes or the "Cancel" button to discard changes.

How do I view my deduction payments

2016-02-10T18:42:27.9270000

Deduction Payment screen

My Deductions

This screen allows an employee to view his / her Deductions and any payment made under such deductions. From this screen an employee can view Deductions and associated

payments. To view your own deductions, navigate to PIM > Payroll > My Deductions.

How do I create New Deduction

2016-02-10T18:38:34.6430000

To create a deduction, navigate to PIM > Payroll > Manage Deductions. Click on "Add" and fill in the necessary fields using the information below

Deduction Name: This is the unique name of the current deduction.

Employee Name: This is the employee to which the deduction relates. You can enter part of the employee’s name and then click the search link to search for matching employees.

Deduction Type: Select "Fixed" or "Amortized" as the deduction type

Fixed: Use this for deductions which are not repayments such as employee lateness deduction

Amortized: Use this for deductions which have a reducing balance based on payments made such as loans

Principal: This is the initial value of an amortized deduction such as loan

Amount: This is the amount to be deducted from employee pay each month

Expiry Date: This is the date on which a fixed deduction no longer get deducted from employee pay

Status: Select "Active" or "Expired" as the deduction status

Active: A deduction which is included in future pay cycles

Expired: A deduction which does not get included in future pay cycles

Click the "Save" button to save the deduction

Click "Cancel" button to discard changes

Click "View Payments" to view payments which have been made by the relevant employee under the current deduction

Note: Deduction name is unique per employee which means the same deduction name can be used for different employees

Employee Biometric Registration

2016-01-12T18:46:14.9530000

On the Device

Click the “Menu” button (Manager finger print may be required to access the menu)
Select “User” by clicking the “ok” button
Select “Enroll” by clicking the “ok” button
Take note of the “User ID” (You will need it later)
Click Ok till you see “Finger” selection
Select Finger by clicking the “ok” button
Ask employee to place his / her finger all the way into the fingerprint window and follow the prompts on the screen
When complete, Click “Ok” to register another finger or press “Esc” till you return to the home screen

On Bizosoft HRM

Get the employee ID for each of the employees registered above (PIM > Employee List)

On the BioTrak Software

Click the “File” button
Select “Settings”
Enter the required password (Default is “0000”) and click “Done”
Click on “Manage User” button
From the ensuing screen, select the relevant device from the Device dropdown list
Enter the user ID (the one you took note when registering the employee’s fingerprint)
Select the required privilege for this user (Select “Super User” for Administrator or “User” for all other employees)

o Super User: Has access to all sections of the device

o Enrol User: Has access to register new user but cannot modify system settings

o User: No access to the Menu screen

o View User: Can view settings but cannot make modifications

Enter the employee ID obtained from Bizsoft HRM in the “Username” field
Click “Set User Info” button
The System will show a success message
Repeat the steps above for each registered employee
Close all settings page when done (Don’t shut down the BioTrak software unless you have it running on another system otherwise your attendance data will not be automatically uploaded to your Bizsoft Instance)

How do I enter one off payments or deductions for employees

2015-12-21T08:34:32.2330000

Please follow the steps below to make one-off changes such as overtime.

Create a salary component item for the “one-off” item i.e. Overtime (See “Creating Salary Component” section of the user manual for help). This step is only required once as the component can be re-used as many times as required.
Enter a value for relevant employees as required under the “earnings history” section of the PIM (See the “Earning History” section of the user manual for help)
Once payroll is run, goto salary components and select the one-off item i.e. “Overtime”
Edit the item and enter 0 as the default value
Save the item and then click the “Reset Default for all Employees” button

This will reset the one-off item i.e. Overtime back to zero for all relevant employees.

Note: If the item you created is an income item, be sure to include it in any relevant totals such as “Gross Income”

How do I Create Assets?

2015-10-30T10:53:15.6530000

Creating Assets , please follow the steps below

To create an Asset, navigate to Assets > View Assets, Click on “Add” and fill in the necessary fields using the information below

Asset ID: The identification number assigned to the Asset
Serial Number: This is the asset’s serial number
Assigned To: This is the employee to which the asset is assigned if applicable. Enter the employee’s full name or part of the name and then click the “Search” link. If more than one match is found then select the appropriate employee from the
Assigned Date: This is the date on which the asset was assigned. Note: This field is required only if the asset is assigned
Location: This is the asset’s current location. Select the appropriate entry from the list
Description: This is a brief description of the asset
Brand: Select the relevant asset brand from the list
Category: Select the relevant asset category from the list
Model: Enter the asset’s model name
Vendor: Select the relevant asset vendor from the list
Purchase Date: This is the date on which the asset was purchased
Warranty Start: This is the start date for the asset’s warranty if applicable
Warranty End: This is the end date for the asset’s warranty if applicable
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Return Asset Button: Click this button to when the asset is return to mark it as unassigned
Adding Asset Image: To attach an image for the asset use the information below
- Asset Image: This is the location of the asset image
- Browse Button: Click this button to select an image using the file system
- Upload Button: Click this button to upload the file to the server
Adding attachments: To attach a document such as receipt or warranty papers
- Attachment: This is the location of the attachment
- Browse Button: Click this button to select an attachment using the file system
- Upload Button: Click this button to upload the file to the server

BizsoftHRM Administrator

How do I Create Brands?

2015-10-30T10:51:31.2000000

Creating Brands , please follow the steps below

To create a Brand, navigate to Assets > Brands, Click on “Add” and fill in the necessary fields using the information below

ID: The identification number assigned to the Brand
Name: The Unique name for the Brand
Save Button: Click this button to save

Cancel Button: Click this button to cancel changes

BizsoftHRM Administrator

How do I Create Categories?

2015-10-30T10:50:12.0270000

Creating Categories, please follow the steps below

To create a Category, navigate to Assets > Categories, Click on “Add” and fill in the necessary fields using the information below

ID: The identification number assigned to the Category
Name: The Unique name for the Category
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Vendors?

2015-10-30T10:48:48.4500000

Creating Vendors , please follow the steps below

To create a Vendor, navigate to Assets > Vendors, Click on “Add” and fill in the necessary fields using the information below

ID: The identification number assigned to the vendor
Name: The Unique name for the vendor
Contact No: This is the contact number for the vendor representative(s)
Email: This the contact email for the vendor
Website: This is the website address for the vendor
Address: This is the contact address for the vendor
Save Button: Click this button to save

Cancel Button: Click this button to cancel changes

BizsoftHRM Administrator

How do I View Departmental Structure?

2015-10-30T10:46:38.8270000

Viewing Departmental Structure

To view the employee structure, navigate to Org Chart, if “Employee Structure” is currently shown then click the “View Departmental Structure” and use the search functionality to locate the relevant department. The following are the sections shown on this screen

Parent Departments: This section lists all the parent departments for the relevant department showing name and description for each department. Clicking a department’s name will show you their parent and child
Department: This section shows the details of the relevant department including the name and description
Child Departments: This section lists all the Child departments for the relevant department showing name and description for each department. Clicking a department’s name will show you their parent and child

BizsoftHRM Administrator

How do I View Employee Structure?

2015-10-30T10:45:21.3400000

Viewing Employee Structure

To view the employee structure, navigate to Org Chart, if “Departmental Structure” is currently shown then click the “View Employee Structure” and use the search functionality to locate the relevant employee. The following are the sections shown on this screen

Managers: This section lists all the managers for the relevant employee showing the Job title, department, telephone number and contact email for each manager. Clicking a manager’s name will show you their manager and
Employee: This section shows the details of the relevant employee including Job title, department, telephone number and contact email
Subordinates: This section lists all the subordinates for the relevant employee showing the Job title, department, work telephone number and contact email for each manager. Clicking a subordinate’s name will show you their manager and

BizsoftHRM Administrator

What can I see on my Dashboard?

2015-10-30T10:43:05.3400000

The dashboard provides quick access to items which require the logged in employee’s attention and it also contains notifications relevant to him / her. The following items will be visible depending on the employee’s access permissions

Pending Leaves: This shows the leaves pending approval applied for by accessible employees. The employee must have access to the “Assign Leave” screen for this item to be visible
Pending Timesheet: This shows timesheets submitted by accessible employees requiring approval. The employee must have access to the “Employee Timesheets” screen for this item to be visible
Pending Trainings: This shows training course applications by accessible employees requiring approval. The employee must have access to the “Employee Training” screen for this item to be visible
Scheduled Interview: This shows scheduled interviews to which the currently logged in employee is an interviewer. The employee must have access to the “Job Applications” screen for this item to be visible
Passport / Visa Expirations: This shows passports and visas for accessible employees with 30 days or less left before expiration. The employee must have access to the “Passport and VISAs” screen for this item to be visible
Membership Expirations: This shows memberships for accessible employees with 30 days or less left before expiration. The employee must have access to the “Memberships” screen for this item to be visible
License Expirations: This shows Licenses for accessible employees with 30 days or less left before expiration. The employee must have access to the “Qualifications” screen for this item to be visible
Notifications: This shows all notifications for the currently logged in employee, you may choose to clear an individual notification or clear all notifications

BizsoftHRM Administrator

How do I Enrol for a course ?

2015-10-30T10:39:32.5600000

Enrolling for a course please follow the steps below

To enrol for a course, you must find a valid session for that course and you do this from the “Planner” screen or from the “Course” screen. From either of this screens, check the checkbox beside the relevant course and click the “View available sessions” button. From the ensuing screen, check the checkbox beside the relevant session and click the “Register” button to enrol for the course. Note: If the course requires approval, then your enrolment will be pending your manager’s approval.

BizsoftHRM Administrator

How do I Remove Course from planner ?

2015-10-30T10:37:42.8570000

Removing Course from planner , please follow the steps below

You can drop a course from your planner at any time by checking the checkbox beside the relevant course and clicking “Drop Course” button.

BizsoftHRM Administrator

How do I View available courses ?

2015-10-30T10:35:38.9500000

Viewing available courses , please follow the steps below

Navigate to Training > My Training, click on the “Courses” button, from the ensuing screen, click the checkbox next to each relevant course (Note: you can use the search function to filter courses). View details of a course by clicking its name and once relevant course have been selected, you can add them to your planner by clicking the “Add to Planner” button. You can also enrol for a course directly by clicking on the checkbox beside the course (multiple course selection is not supported) and clicking the “View available sessions” button.

BizsoftHRM Administrator

How do I Create Sessions?

2015-10-30T10:33:36.8570000

Creating Sessions , please follow the steps below

To create a Session, navigate to Training > Sessions, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Session
Description: This is a brief description of the Session
Course: Specifies the course attached to this session. Enter the name of the course or part of the name and click the “Search” link to select from the
Trainer Type: Specifies whether the trainer is internal or
Trainer: Enter the name of the trainer in this field. If the trainer is internal, use the “search” link to search or validate the
Trainers: This is the list of trainers attached to this course
Date / Expiry Date: Specifies the date on which the training session will hold or the date till which the session is valid (Usually for online courses).
Start Time: The start time for the training session if applicable
End Time: The end time for the training session if applicable
Location: This is the physical location for the course if applicable
Add Trainer Button: Click this button to add the current trainer to the trainer list
Remove Trainer Button: Click this button to remove the currently selected trainer from the list
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Make Active/InActive: Click this button to make a Session Active or InActive
Archive: Click on this button to set the Session status to Archive

BizsoftHRM Administrator

How do I Create Courses?

2015-10-30T10:31:41.0430000

Creating Courses , please follow the steps below

To create a Course, navigate to Training > Courses, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Course
Coordinator: Enter the full name for the employee responsible for coordinating the Course. Alternatively, you could enter part of the employee’s name and then click the “Search” link to search for matching
Course Provider: This is the name for the external Course provider if
Course Cost: This is the cost of the training Course
Course Currency: This is the currency in which the cost of the Course is denominated
Course Duration: This specifies the Course duration expressed in minutes i.e. a Course which last for 6 hours over 2 days will be expressed as 720 minutes (60 x 6 x 2).
Delivery Method: This specifies the method by which the Course will be taught. Select the relevant option from the
Description: This is a brief description of the Course
Approval Required: This specifies whether an employee can enrol for this Course without approval or will require approval of their Select the relevant option from the list.
Status: Specifies the current status for the Course i.e. Active or InActive. Select the relevant option from the list
Course Link: This specifies a URL (Unique Resource Locator) which provides access to the Course. This is usually relevant to online Courses but can be used for all Courses to provided related online Course
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Make Active/InActive: Click this button to make a Course Active or InActive
Archive: Click on this button to set the Course status to Archive

BizsoftHRM Administrator

How do I Create Packages?

2015-10-30T09:55:25.1870000

Creating Packages , please follow the steps below

To create a Package, navigate to Training > Packages, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Package
Description: This is a brief description of the Package
Status: Specifies the current status for the package i.e. Active or InActive. Select the relevant option from the list
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Make Active/InActive: Click this button to make a package Active or InActive
Archive: Click on this button to set the package status to Archive

BizsoftHRM Administrator

How do I Create Trainee Ratings?

2015-10-30T09:53:39.6070000

Creating Trainee Ratings, please follow the steps below

To create a Trainee Rating, navigate to Training > Configuration > Trainee Ratings, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Trainee Rating
Description: This is a brief description of the Trainee Rating
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Course Delivery Methods?

2015-10-30T09:50:52.1870000

Creating Course Delivery Methods, please follow the steps below

To create a Course Delivery Method, navigate to Training > Configuration > Course Delivery Methods, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Course Delivery Method
Description: This is a brief description of the Course Delivery Method
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Trackers?

2015-10-30T09:49:04.8400000

Creating Trackers , please follow the steps below

To create a Tracker, navigate to Performance > Manage Trackers. Locate the relevant employee and click the name, from the ensuing screen click on “Add” and fill in the necessary fields using the information below

Tracker Name: This is the unique Tracker name
Description: This contains the question that will be shown to the employee providing comments for the
Reviewer: Enter the full name of a tracker reviewer and then click the “Add Reviewer” button. Alternatively, you can enter part of the reviewer’s name and then click the “Search” link, select the appropriate reviewer from the list and then click the “Add Reviewer” button
Reviewers: This list contains the reviewers for the current tracker
Deadline: This is the date by which the tracker response must be received
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Objectives?

2015-10-30T09:47:06.6070000

Creating Objectives, please follow the steps below

To create an Objective, navigate to Performance > Reviews > Employee Reviews. Locate the relevant employee and click the name, from the ensuing screen click on a review and click on the “Objective” button. From the ensuing screen, click on “Add” and fill in the necessary fields using the information below

Name: This is the unique Objective name
Goals: This is the details of the goals of this objective
Deadline: This is the deadline for completion of this objective
KPI: This is the KPI to which this objective is attached
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Enter comments for Performance Reviews?

2015-10-30T09:45:21.4970000

Entering comments for Performance Reviews, please follow the steps below

Load the Performance Review Form by navigating to Performance > Reviews > Employee Reviews. Click the relevant employee, locate the relevant Review and then click its name. Click on a Review and click the “Review Performance” button. If the status of the review, requires comments from the manager, then you will be able to enter comments and rate each objective depending on the current review stage. Below is an explanation of the fields which can be found on this screen.

Completion Date: This is the date on which the objective was completed by the employee
Employee Comments: This field should be used by the employee to enter comments related to the relevant objective
Manager Comments: This field should be used by the manager to enter comments related to the relevant objective
Employee Final Comments: This field should be used by the employee to enter final comments related to the current review
Manager Final Comments: This field should be used by the manager to enter final comments related to the current review
Objective Rating: This specifies the rating for the current objective, select the relevant rating from the
Save Button: Click this button to save a draft copy of the Note: The form must be saved before any other action can be taken on it.
Submit / Activate /Initiate / Complete Button: This button’s function varies depending on the current performance review stage. In each case, clicking this button will perform the action shown on the button
Return to Employee Button: This button return the form to the employee without advancing to the next stage in the review process. This button can only be clicked by the Manager and should be used for situations where the manager wants the employee to make changes to his / her

Performance Review Stages

Below is a description of the various stages in the Performance Review process

Created: This is the first stage of the review process and each review is assigned this status immediately after it is created
Initiated: This is the second stage of the review process and signifies that the manager is happy with the
Agreed: The is the next stage in the review process and signifies that the employee is happy with his / her objectives
Active: The next stage once a review is “Agreed” is the “Active” stage where the employee can begin to enter his / her comments for the review
Pending Employee Comments: This stage signifies that review comments can currently be entered by the employee
Pending Manager Comments: This stage signifies that review comments can currently be entered by the manager
Pending Employee Final Comments: This stage signifies that the employee can now enter his/ her final comments

Pending Manager Final Comments: This stage signifies that the manager can now enter his / her final comments and assign a rating to each objective
Complete: This is the final stage of the review process and no further change can be made

BizsoftHRM Administrator

How do I Create Reviews?

2015-10-30T09:41:41.3870000

Creating Reviews, please follow the steps below

To create a Review, navigate to Performance > Reviews > Employee Reviews. Locate the relevant employee and click the name, from the ensuing screen click on “Add” and fill in the necessary fields using the information below

Name: This is the unique Review name
Period Start: This the beginning of the period covered by the review
Period End: This is the end of the period covered by the review
Deadline: This is the date by which the review must be completed
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Objectives Button: Load the Objectives screen (See Objectives)
Review Performance Button: Loads the Performance Review Viewer (See Entering Comments for Performance Reviews)

BizsoftHRM Administrator

How do I Create KPI Groups?

2015-10-30T09:39:54.3870000

Creating KPI Groups, please follow the steps below

To create a KPI Group, navigate to Performance > Configure > KPI Group. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the KPI Group
Weight: This is the weight for the group. Note: Final ratings for objectives are calculated using a weighted average where the rating assigned to each objective is multiplied by the weighted attached to its KPI’s KPI Group. Consequently, scoring a rating of 4 in an objective with a weight of 20 is less important than scoring 3 in an objective with a weight of 50
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create KPIs?

2015-10-30T09:37:29.8570000

Creating KPIs, please follow the steps below

To create a KPI, navigate to Performance > Configure > KPI. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the KPI

Suggested Objectives: This are the objectives which are shown by default when this KPI is selected from the performance review objectives screen

Job Title: This is the job title for which this KPI is available (unless extended to all job titles). Select the relevant Job Title from the list
Extend to All Job Titles: This specifies that this KPI is available for all Job Titles
Department: This is the department for which this KPI is available (unless extended to all departments). Select the relevant department from the list
Extend to All departments: This specifies that this KPI is available for all departments
KPI Group: Specifies the KPI group (See KPI Group for more on KPI Groups) to which the KPI belongs. Select the relevant KPI Group from the list
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Apply for a new vacancy?

2015-10-30T09:35:28.8400000

Applying for a new vacancy, please follow the steps below

To apply for a vacancy, navigate to Recruitment > My Applications. Click on “View Vacancies, select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)

Click on “View Vacancies” button
Select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)
Read the information about the vacancy
Click on “Apply for Vacancy” and fill in the application form
Close Button: Use Close buttons to cancel the process and return to the previous screen

BizsoftHRM Administrator

How do I Update Job Application Status?

2015-10-30T09:30:25.1370000

Updating Job Application Status, please follow the steps below

Once a job application is submitted, the status should be modified to reflect its progress in the recruitment process. To update a Job Application, navigate to Recruitment > Job Applications, locate the relevant Job Application and then click its name. Update the fields using the field descriptions below.

Current Status: This is the status to which the Job Application will be set once you click the save button. Select the relevant option from the list. The option available will differ depending on the current application status
- Shortlisted: This option is available form submitted applications, it should be used for applications which you want to progress to the next stage in the recruitment process.
- Interview Scheduled: Use this option to schedule an application for interview
- Interview Passed: Select this option once an applicant has attended an interview and passed it
- Interview Failed: Select this option once an applicant has attended an interview but failed it
- Job Offered: Select this option once you decide to offer the applicant the job
- Offer Accepted: Select this option once the job has been offered to the applicant and he / she has accepted the job offer
- Offer Declined: Select this option once the job has been offered to the applicant but he / she declined the job offer
- Hired: Select this option was the decision has been made to hire the applicant. Important: Once an application is marked as hired, an employee record will be created for the applicant using their personal information and the vacancy information. The record will still need to be updated with other relevant employee information. Where the applicant is internal then their job role will be automatically updated with the new role

Rejected: Select this option to reject the application and end the recruitment process for that particular

Interview Stage: Select the relevant interview stage from the list
Interview Date: Enter the date for the interview
Interview Time: Enter the time for the interview
Interviewer: Enter the full name of the employee conducting the interview. Alternatively, enter part of the name and click the “Search
Add Interviewer Button: Use this button to add the employee name currently in the “Interviewer” field to the interviewers Note: To add multiple interviewers, enter each name and click the “Add Interviewer” button
Remove Interviewers: Click this button to remove the currently selected interviewer (on the interviewers list)
Interviewers: This is the list of interviewers
Comments: Any relevant comment
Save Button: Use this button to save the new Job Application status
Cancel Button: Use this button to cancel the process

View Application Form: Use this button to view the application form for this job application

How do I Create Job Applications?

2015-10-30T09:27:36.7770000

Creating Job Applications, please follow the steps below

To create a Job Application, navigate to Recruitment > Job Applications. Click on “Add” and fill in the necessary fields using the information below

Fill in the required fields
- Application Type: Select the application type from the list e. Internal or External
- Employee Name: If the application is internal, enter the employee’s full name in this field. Alternatively, you can enter part of the name and click the “Search” link to retrieve matching employee
Select the relevant vacancy (Hint: Use the search fields to filter the vacancy list)
Read the information about the vacancy
Click on “Apply for Vacancy” and fill in the application form
Close Button: Use Close buttons to cancel the process and return to the previous screen

How do I Create Questions?

2015-10-30T09:25:16.6530000

Creating Questions, please follow the steps below

To create a Question, navigate to Recruitment > Vacancies > Question Pool. Click on “Add” and fill in the necessary fields using the information below

Question Name: This is the unique Question name
Display Text: This is the question display text which will be shown to the applicant
Answer Type: Specifies the type of answer required for this question. Note: This field only applies to the “Textbox” field type
- Text: General text which will be type on a single line. Use this where short answers are expected
- Multiline Text: General text which will be on multiple lines. Use this where detailed answers are expected
- Date: Date input for when a date is expected
- Number: Number input for when a number is expected
- Email: Email text for when an email address is expected
Field Type: Specifies the type of field that will be generated
- Textbox: A textbox field will be generated which will allow the applicant to enter an answer type that matches the specified answer type
- Dropdown: A dropdown list will be generated with options from which the applicant can select an answer
- File Attachment: An upload control is generated which allows the applicant to upload a file i.e. V
Tag: Specifies the applicant personal information to which the question relates. When a tag is selected, the system will check the information provided by the applicant during registration to find a match to the specified tag and if one is found, it will be automatically filled in. As an example, if a question is tagged with “DOB”, the applicant’s date of birth will be automatically filled in. Note: It is good practice to specify a tag where relevant as this makes the application process quicker for the applicant as tagged questions will be automatically answered thus reducing the amount of fields the applicant needs to fill
Include in All Forms: Check this box to automatically include this question in all application forms otherwise leave Note: Once a question is created with this box unchecked

and it has been manually added to an application form, you can no longer check this box unless the question is removed from the relevant application form(s).

Values: Specify the options to be provided to the applicant in the dropdown list (when field type is Dropdown). Separate each value with a semi-colon (;) i.e “Yes;No;N/A” will provide 3 options namely “Yes”, “No” and “N/A”
Save Button: Click this button to save
Cancel Button: Click this button to cancel

How do I Create Application Forms?

2015-10-30T09:22:38.1530000

Creating Application Forms, please follow the steps below

To create an Application Form, navigate to Recruitment > Vacancies > Application Forms. Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the Application Form
Vacancy: Select the relevant vacancy to which the form applies from the list
Header: Enter a brief heading for the form (You can use the formatting tools to format the heading)
Footer: Enter a brief footer for the form (You can use the formatting tools to format the footer)
Status: Specifies whether the form is the active form for the selected Note: Only one application form can be active for a vacancy
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Preview Button: Click this button to preview the form on the form viewer to see what it will look like to the applicant

How do I Create Vacancies?

2015-10-30T09:14:46.3400000

Creating Vacancies, please follow the steps below

To create a Vacancy, navigate to Recruitment > Vacancies > Manage Vacancies. Click on “Add” and fill in the necessary fields using the information below

Vacancy Name: This is the unique name for the vacancy
Job Title: Select the appropriate job title from the list for the vacancy
Location: Select the appropriate location from the list for the vacancy
Department: Select the appropriate department from the list for the vacancy
Hiring Manager: Enter the full name of the hiring manager for the role. Alternatively, you can enter a part of the name and click “Search” to select an employee name from the list
Positions: This is the number of positions which need to be filled e. the total number of employees to be hired for this position. The total positions will be reduced each time an employee is hired for this vacancy
Description: This is a detailed description of the vacancy, use the formatting tools to format the description. Note: Copying and pasting from Microsoft word may cause problems because MS Word uses html tags that are not supported by the system. Always view your vacancies once published to make sure everything looks as
Expiry Date: This is the date on which the vacancy will
Type: Specifies whether the vacancy is open to just internal employees, external employees or both
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Publish Button: Click this button to publish the vacancy. Note: The vacancy will not be shown to applicants until it is published. It will not be possible to publish a vacancy until and at least one application form is created for the
Archive: Click on this button to set the vacancy as archived. Archived vacancies will not be viewable by the applicant.

How do I Create Projects?

2015-10-30T09:11:07.5130000

Creating Projects, please follow the steps below

To create a Project, navigate to Time > Project Info > Projects. Click on “Add” and fill in the necessary fields using the information below

Project Name: This is the unique Project name
Client: Select the relevant client from the dropdown list
Project Manager: Enter the full name of the employee who will serve as the project manager for this project (in the case of BAU, enter the name of the section or department head). Alternatively, you can enter part of the employee name and click the “Search” button to retrieve matching
Description: This is a brief description of the Project
Save Button: Click this button to save
Cancel Button: Click this button to cancel

How do I Create Clients?

2015-10-30T09:09:37.1370000

Creating Clients, please follow the steps below

To create a Client, navigate to Time > Project Info > Clients. Click on “Add” and fill in the necessary fields using the information below

Client Name: This is the unique client name
Description: This is a brief description of the client
Save Button: Click this button to save
Cancel Button: Click this button to cancel

How do I Create Employee Timesheet Details?

2015-10-30T09:06:52.8570000

Creating Employee Timesheet Details, please follow the steps below

To create an Employee Timesheet Detail, navigate to Time > Employee Timesheets > Employee Timesheet, locate the relevant Employee Timesheet and then click its name. Click on “Add” and fill in the necessary fields using the information below

Client Name: Select the relevant client from the list. Note: A “General” is created by default which can be used to allocate time spent on non-specific client
Project Name: Select the relevant project from the list
Activity Name: Select the relevant activity from the list
Days of the Week: Input the relevant time spent for each day in the appropriate field. Note: The total hours recorded for the day is shown to the right of each field as a guide. You cannot enter a figure in the relevant field higher than the total hours recorded for each The hours are expressed in decimals not in hour and minutes i.e. 5 hours 30 minutes will be expressed as “5.50 Hrs” and this is how it should be entered in the relevant fields
Save Button: Click this button to save
Cancel Button: Click this button to cancel changes

How do I Create Timesheet Details?

2015-10-30T09:04:59.7000000

Creating Timesheet Details, please follow the steps below

To create a Timesheet Detail, navigate to Time > Timesheets > My Timesheet, locate the relevant timesheet and then click its name. Click on “Add” and fill in the necessary fields using the information below

Client Name: Select the relevant client from the list. Note: A “General” is created by default which can be used to allocate time spent on non-specific client
Project Name: Select the relevant project from the list
Activity Name: Select the relevant activity from the list
Days of the Week: Input the relevant time spent for each day in the appropriate field. Note: The total hours recorded for the day is shown to the right of each field as a guide. You cannot enter a figure in the relevant field higher than the total hours recorded for each The hours are expressed in decimals not in hour and minutes i.e. 5 hours 30 minutes will be expressed as “5.50 Hrs” and this is how it should be entered in the relevant fields
Save Button: Click this button to save
Cancel Button: Click this button to cancel

How do I Import Records?

2015-10-30T09:02:36.4670000

Import Records , please follow the steps below

The system supports bulk importation of employee attendance from a CSV file, this is provides a way to integrate the data provided by external time management systems such as magnetic cards or contactless cards where employees touch / swipe in and touch / swipe out as the leave the company premises. The system can process up to 1,000 individual attendance records at a time and such data is automatically validated and integrated into the system.

From this screen, you will be able to import attendance records using the provided CSV file. Follow the steps below to import attendance records

Navigate to the import attendance screen by clicking Time > Attendance > Import Records
Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section. Note: If you have data extracted from a magnetic card reader or biometric device, you should download the “import file generator” instead. Once the file opens in Excel you must enable macros for it to work properly.
Fill in the fields using the field description below
- FullName: This is the full name of the employee namely, first, middle and last

This field is compulsory

PunchInDate: This is the attendance start date. This field is compulsory
PunchInTime: This is the attendance start time. This field is compulsory
PunchInNote: Any related notes to the punch in event
PunchOutDate: This is the attendance end date. This field is compulsory
PunchOutTime: This is the attendance end time. This field is compulsory
PunchOutNote: Any related notes to the punch out event

Save the file to a location of your choice
From the Import attendance screen, click the “browse” button
Select the save file from the chosen location
Click the “upload” button

How do I Create Employee Records?

2015-10-30T08:59:00.6700000

Creating Employee Records,please follow the steps below

To create an Employee Record, navigate to Time > Attendance > Employee Records, Click on “Add” and fill in the necessary fields using the information below

Punch In Date: This is the attendance start date
Punch In Time: This is the attendance start time
Punch In Note: Any related notes to the punch in event
Punch Out Date: This is the attendance end date
Punch Out Time: This is the attendance end time
Punch Out Note: Any related notes to the punch out event
Save Button: Click this button to save
Cancel Button: Click this button to cancel

How do I do Location Capturing?

2015-10-30T08:56:38.6870000

Location Capturing,please follow the steps below

When the “Require Location” setting is set to “Yes”, the system will capture the user’s location as part of the Punch In or Punch Out process which could prove quite useful for organizations where employees regularly work in the field.

The user’s location will be most accurate when they login from a mobile device with GPS capability such as IPhone, Android, Windows or Blackberry phones. Obtaining the user’s location through GPS is the preferred method but when mobile devices without GPS are used (or GPS is unavailable), “Cell tower triangulation” is used instead (determining the location using mobile cell towers), this is less

accurate than GPS but accurate enough to provide the required information. Finally if neither GPS nor Cell tower triangulation is available, the system attempts to determine the user’s location through the device’s IP address, this is the least accurate method and will only be used as a last resort.

Note: Permission is required from the user before location can be obtained and if this permission is denied or the system is unable to obtain the user’s location for another reason while “Require Location” setting is set to “Yes”, the user will be unable to Punch In or Punch Out.

Automatic Punch In / Punch Out

If the employee punched in on a date prior to the current day (i.e. working hours straddle 2 different days such as a night worker) then the system automatically logs the employee out at 11:59 PM and log them back in at 12:01 AM.

Example

If an employee logs in at 7PM on 25/03/2015 and logs out at 7AM on 26/03/2015, the system will automatically create the following attendance records

Record 1

o Punch In: 25/03/2015 19:00:00

Punch In Note: <<Any note that was entered, blank if nothing was entered by the employee>>

o Punch Out: 25/03/2015 23:59:00

Punch Out Note: Automatic Punch Out

Record 2

o Punch In: 26/03/2015 00:01:00

Punch In Note: Automatic Punch Out

o Punch Out: 26/03/2015 07:00:00

Punch Out Note: <<Any note that was entered, blank if nothing was entered by the employee>>

How do I Punch In / Punch Out?

2015-10-30T08:51:27.6700000

Punch In / Punch Out ,please follow the steps below

This screen allows the currently logged in employee to record start times (Punch In) and end times (Punch Out) for an attendance record. An employee can punch in and out as many times as required during the day to accurately record the time spent actually working in the office. As an example, the employee should punch out at the start of their lunch hour and punch back in after lunch is over.

Short breaks where employee is assumed to still be working do not need to be recorded (i.e. no punch out is required).

Navigate to this screen by clicking Time > Attendance > Punch In / Punch Out. Details of the fields on this screen is explained below

Punched In Time: This will show the time the employee logged in (in a case where the employee is already punched in)
Date: This will be the current date
Time: This is the punch in / out time depending on whether the employee is currently punch in or punched out. The field is automatically populated with the current time but it is possible to change the time if the configuration settings
Note: Any related notes
Punch In / Punch Out button: Depending on whether the employee is currently punch in or punched out, you will see a Punch In or Punch Out button, click on it to complete the process.

BizsoftHRM Administrator

How do I View Attendance Records?

2015-10-30T08:49:10.2630000

Viewing Attendance Records,please follow the steps below

Navigate to this screen by clicking Time > Attendance > My Records. This will display the total attendance duration held on record for the currently logged in employee, click on the employee name to view attendance details. Click the “Close” button to return to the summary page.

Note: Enter a date range and click the “Search” button to limit the attendance records included

BizsoftHRM Administrator

How do I do Leave Entitlement and Usage Report?

2015-10-30T08:46:37.3400000

Leave Entitlement and Usage Report ,please follow the steps below

This report lets the user view a list of all employee leave applications grouped by leave type. The screen shows the following information for each leave type

Entitlement: This is the total entitlement for the leave type for the period
Pending Approval: This is the number of days contained in a leave application which has not been approved and have a future date
Scheduled: This is the number of days contained in a leave application which has been approved and have a future date
Taken: This is the number of days contained in a leave application which has been approved and have a date in the past
Expired: This is the number of days contained in a leave application which has not been approved and have a date in the past
Balance: This is the absolute balance of entitlement for the leave type (Entitlement – Pending Approval – Scheduled – Taken – Expired = Balance)

BizsoftHRM Administrator

How do I View a Leave Calendar?

2015-10-30T08:43:54.0130000

Viewing a Leave Calendar ,please follow the steps below

Navigate to this screen by clicking Leave > Leave Calendar. Follow the steps below to view the relevant calendar

Fill in the appropriate search parameters
The names of all employees matching the parameters are displayed
- To display the calendar for a single employee: Click on the employee’s name to view the calendar for that employee, click “Done” when finished
- To display the calendar for multiple employees: check the box beside each relevant employee
- Click “view Calendar” button to view the calendar Leave Status Explanation

Approved (A): Approved leave with a date in the future

Pending (P): A leave application pending approval with a date in future Taken (T): Approved leave with a date in the past

Expired (P): A leave application pending approval with a date in the past

BizsoftHRM Administrator

How do I Apply for leave?

2015-10-30T08:41:35.7470000

Applying for leave ,please follow the steps below

Navigate to the leave application screen by clicking Leave > Apply for Leave. Click on Add and fill in the details as described below

Leave Type: Select the relevant leave type from the list
Leave Period: Select the relevant leave period from the list
Unit Type: Displays the unit type for the currently selected leave type i.e. Hours or Days
B/F Leave: Leave units brought forward from previous year
Current Period: Leave units for the current period
Leave Balance: This is the total number of leave units left unassigned
Accrued Leave: This is the total number of leave units accrued to date
Start Date: Enter the start date for the current leave assignment
End Date: Enter the end date for the current leave assignment
Half Day: Specifies whether the leave is just for half a work day or not
Leave Taken: This is the current number of leave units to be taken calculated based on the current Start and End dates
Comment: Any relevant comments
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Calculate Leave: Click this button to calculate the Leave taken

BizsoftHRM Administrator

How do I Assigning Leaves Units?

2015-10-30T08:39:09.9500000

Assigning Leaves Units,please follow the steps below

To assign leave units, navigate to Leave > Assign Leave, click on the relevant employee name and then click on “Add” and fill in the necessary fields using the information below

Leave Type: Select the relevant leave type from the list
Leave Period: Select the relevant leave period from the list
Unit Type: Displays the unit type for the currently selected leave type e. Hours or Days
B/F Leave: Leave units brought forward from previous year
Current Period: Leave units for the current period
Leave Balance: This is the total number of leave units left unassigned
Accrued Leave: This is the total number of leave units accrued to date
Start Date: Enter the start date for the current leave assignment
End Date: Enter the end date for the current leave assignment
Half Day: Specifies whether the leave is just for half a work day or not
Leave Taken: This is the current number of leave units to be taken calculated based on the current Start and End dates
Comment: Any relevant comments
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Calculate Leave: Click this button to calculate the Leave taken

BizsoftHRM Administrator

How do I Create Manual Leave Entitlement Assignments?

2015-10-30T08:36:36.6700000

Creating Manual Leave Entitlement Assignments,please follow the steps below

To create a Manual Leave Assignment, navigate to Leave > Entitlements > Employee Manual Entitlements, Click on “Add” and fill in the necessary fields using the information below

Name: The full name of the employee to which the leave is to be
Search Link: Enter part of an employee’s name and click the Search Link to search the system for matching employee names. Note: a drop down list with matching employee names is shown if more than one matching employee is found otherwise the name field is automatically populated with the name of the
Leave Type: Select the leave type to be assigned from the list
Leave Period: Select the relevant period in which the leave type should be assigned
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Holidays?

2015-10-30T08:33:58.3570000

Creating Holidays ,please follow the steps below

To create a Holiday, navigate to Leave > Configure > Holidays, Click on “Add” and fill in the necessary fields using the information below

Name: The unique name of the current Holiday
Scope: This specifies whether the holiday applies globally or to a specific country
- Global: Applies to all countries
- National: Applies to only specified country
Country: The country to which the Holiday applies to
Date Type: This specifies the way the date for this holiday is determined
- Fixed: Holiday occurs on a particular date
- Relative: Holiday occurs on a certain day of a month e. First Monday in February
Day: Relative day for the holiday which is determined by setting the values below
- Day Position: The position of the day in the selected month, it can be First, Second,

Third or Last

Relative Day: The day of the week on which the holiday occurs
Relative Month: The month of the year in which the holiday occurs

Repeats Annually: Specifies whether the holiday occurs every year or only occurs once
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Work Weeks?

2015-10-30T08:31:56.9370000

Creating Work Weeks, please follow the steps below

To create a Work Week, navigate to Leave > Configure > Work Week, Click on “Add” and fill in the necessary fields using the information below

Name: The unique name of the current work week
Country: The country to which the work week applies to
Day Fields: Select an option for each day as described below
- Full Day: This is a full work day
- Half Day: This is half of a working day
- Non-Working Day: This is a non-working day such as Saturdays and Sundays
Save Button: Click this button to save

Cancel Button: Click this button to cancel changes

BizsoftHRM Administrator

How do I Create Leave Rules?

2015-10-30T08:29:42.3100000

Creating Leave Rules, please follow the steps below

To create a Leave Rule, navigate to Leave > Configure > Leave Rules, Click on “Add” and fill in the necessary fields using the information below

Rule Name: This is the unique name for the Leave Rule
Leave Units: This specifies whether Leave Units are measured in days or hours
Assignment: This determines the user roles which assign units from the associated Leave to an
Entitlement Managers: This determines the user roles which can manually assign the associated Leave to an employee in a situation where the Leave Type is not automatically assigned.
Enable Accrual: This determines whether Leave accrual is calculated. When leave accrual is enabled, total leave is accrued linearly throughout the
Enforce Accrual: This determines if assigning leave units which are greater than the amount accrued will be
Enable Proration: This determines if the total leave days for the year is prorated or not in instances where an employee’s hire date is after the start of the current leave
Enable Carry Forward: This determines if it will be possible to carry unused leave forward
Eligibility: This determines eligibility for the associated leave type. If set to “All” then all employees are eligible otherwise only selected roles and job titles will be
Enable Half Days: This determines if half days can be
Maximum Carry Forward: This determines the maximum number of units that can be carried forward.
Minimum Year of Service: This specifies the minimum number of years in which the employee must be employed by the organisation in order to qualify for the associated leave. Note: Leave as zero to remove this restriction
Maximum Years of Service: This specifies the maximum number of years in which the employee must be employed by the organisation in order to qualify for the associated leave. Note: Leave as zero to remove this restriction
Max Consecutive Days: This specifies the maximum number of days that can be assigned or applied for at a time. Note: Leave as zero to remove this restriction
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I Create Leave Types?

2015-10-30T08:27:46.5900000

Creating Leave Types, please follow the steps below

To create a Leave Type, navigate to Leave > Configure > Leave Types, Click on “Add” and fill in the necessary fields using the information below

Name: This is the unique name for the leave type
Description: This is a brief description of the leave type
Unit: This is the total amount of days available for this leave Units can be days or hours depending on the leave rule associated with the leave type, where units are expressed in hours then this value will be multiplied by the employee’s work hours to get the total hours
Country: This is the country to which this leave type will apply
Rule: This is the rule associated with this leave type (See rules for details)
Auto Assign: This determines whether the leave is automatically assigned to employees in the relevant country or manually
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I know about Leave module?

2015-10-30T08:22:07.3100000

Leave module, please follow the steps below

The Leave module contains screens and reports which help the organisation record, track and report on employee leaves and leave entitlements such as annual leaves, sickness leaves and other absences. The following sections details the various sections and screens under the Leave module.

Configure

This section contains screens which allow the configuration of various leave parameters. The section has the following screens

Leave Periods
Leave Types
Leave Rules
Work Week
Holidays

Leave Periods

A leave period is the date from which a leave year begins to the date it ends. In most cases it follows a calendar year i.e. the 2015 leave period could be from Jan 2015 to Dec 2015 but not always. This screen allows the user to set the organizations leave period. The leave period determines when the leave roll occurs (see Leave Roll), it is also important for calculating pro-rated leave due to staff being employed mid-way in the leave period. Below is a description of the fields in this screen

Start Month: This is the month in which the leave period begins
Start Date: This is the day of the month in which the leave period begins
End Date: This is the end date of the leave period. This value is automatically calculated based on 12 months after the start of the
Current Leave Period: This displays the full start and end date for the leave
Edit Button: Click this button to make changes to the leave period, click again to save changes. The end dates are automatically calculated once the changes are
Reset Button: Click this button to reset the start month to January and the start date to 1

BizsoftHRM Administrator

How do I create Payroll Bank Export?

2015-10-30T08:15:56.0430000

Payroll Bank Export, please follow the steps below

This screen allows you to export the necessary information to make payroll payments to employees through the company banking platform. This screen also allows the user to specify the file headers and column order. See the field description below for help on using the screen

Payment Amount Field: This is the amount that will be credited to the employee’s account
Payment Date Field: This is the date of payment
Reference Field: This is the reference which will be attached to the payment
Remarks Field: This is the remark which will be attached to the payment
Employee ID Field: This is the employee ID
Employee Name Field: This is the name of the employee to be
Bank Account Field: This is the employee’s bank account number
Bank Sort Code: This is the sort code of the employee’s bank account
Payroll Period: This is the pay period for which you want to export information (default is prior period)
Export Type: This is the format to which the output file will be
Country: This is the country in which the employees to be paid work. Select the relevant country from the list
Pay Currency: This is the currency in which payment is to be made. Select the relevant currency from the list
Location: This is the company location for which payment is being made. Select the relevant location from the list or select “All” to make payment to all relevant locations (Default).
Edit Button: Click this button to make changes to the field names and then press again to save
Reset Button: Click this button to reset the field names to their default
Export Button: Click this button to create the export file in the selected

Tick the check box beside each field to determine if they will be included in the output file or not. Use the drop down beside each field to determine the order of the columns

The system will automatically generate the correct CSV file for the selected options which can then be uploaded through the bank’s online banking platform ready for review before payment to employees. Important: Select the save option when the file download is ready and save to preferred location before opening the file. Saving using Excel will get rid of leading zeros which will cause validation problems for account numbers

BizsoftHRM Administrator

How do I clone a PIM Report?

2015-10-30T08:12:02.7000000

Cloning PIM Report, , please follow the steps below

To clone a PIM Report, navigate to this screen by clicking PIM > Reports > PIM Reports. Locate the report you want to run and the click the “Clone Report” link. The report newly cloned report will open in edit mode to allow you to modify as necessary (See Editing PIM Report).

Example

Assuming you need to understand how many of your employees speak excellent French who are managers and work in your Lagos branch, you could create a report by following the steps below

Navigate to the PIM report screen by clicking PIM > Reports > PIM Reports
Click the Add button
Enter the information as follows

Name: French Speaking Managers in Lagos
Select Source: Personal Details
Select Fields: Full Name
Click Add from the Report Source section
Select Source: Employee languages
Select Fields: Language
Click Add from the Report Source section
Repeat steps 6 & 7 entering the following fields
- Language Competence
- Language Fluency
Filters: Language
Criteria Operation: Equals
Criteria: French
Click Add from the Report Filters section
Repeat steps 9 - 12 entering the following fields
- Filters: Language Competence
- Criteria Operation: Equal
- Criteria: Excellent
Select Source: Role History
Select Fields: Role Title
Click Add from the Report Source section

Repeat steps 14 - 16 entering the following fields
- Role Department
- Role Location
Filters: Is Current Role
Criteria Operation: Equals
Criteria: True
Click Add from the Report Filters section
Repeat steps 18 - 21 entering the following fields
- Filters: Role Title
- Criteria Operation: Equal
- Criteria: Manager
- Filters: Role Location
- Criteria Operation: Equal
- Criteria: Lagos Office
- Filters: Role Title
- Criteria Operation: Equal
- Criteria: Manager
Order By: Personal Details: Full Name
Include: Current Employees
Click Save

From the PIM Report screen, locate the newly created report and click Run Report.

BizsoftHRM Administrator

How do I create a PIM report?

2015-10-30T08:06:24.1700000

Creating a PIM report, please follow the steps below

Navigate to the PIM Report screen by clicking PIM > Reports >PIM Reports, click on the Add button and use the information below to fill in the required information

Name: This is the unique name for the report
Save Button: Click this button to save the report
Cancel Button: Click this button to cancel the report creation process
Clear Button: Click this button to clear all entries and start from the scratch

Report source section

Select Source: This contains a list of information sources from which you can extract data, select the relevant data source from the
Select Fields: This contains data fields extracted from the selected data source, select the relevant field from the list
Add Button: Click on this button to add the selected field. Note, you can add as many fields as you want by selecting the appropriate report source and field and then clicking the Add button
Display: This field shows you all the fields add in the order in which they will be displayed on the report

Remove Button: Select a field from the Display field and click this button to remove it
Move Up Button: Select a field from the Display field and click this button to move that field up in the display
Move Down Button: Select a field from the Display field and click this button to move that field down in the display

Report Filters

Filters: This contains data fields extracted from the selected data source by which the report will be filtered; select the relevant field from the list. Note The fields shown in the list depends on the currently selected data source, change the data source to the relevant one if the required field is not on the list
Criteria Operation: This is the operation that will be performed on the filter criteria as described below
- Date Fields
  - Single Date: The report will return results where the selected field matches the date entered in the Criteria field
  - Date Range: The report will return results where the selected field falls between the From date and To date entered
  - Relative Date: The report will return results where the selected field falls within the relative date entered
- Text Fields
  - Equal: The report will return results where the selected field equals the text entered in the Criteria field
  - Not Equal: The report will return results where the selected field does not equal the text entered in the Criteria field
  - Like: The report will return results where the selected field contains the text entered in the Criteria field
- Number Fields
  - Equals: The report will return results where the selected field equals the number entered in the Criteria field
  - Not Equals: The report will return results where the selected field does not equal the number entered in the Criteria field
  - Less Than: The report will return results where the selected field is less than the number entered in the Criteria field
  - Greater Than: The report will return results where the selected field is greater than the number entered in the Criteria field
  - Less than or Equal: The report will return results where the selected field is less than or equals the number entered in the Criteria field
  - Greater than or Equal: The report will return results where the selected field is greater than or equals the number entered in the Criteria field
- Yes / No Fields
  - Equals: The report will return results where the selected field is yes or no depending on what is entered in the Criteria field
- Criteria: This is the criteria with which you want to filter the selected field and depending on the type of field selected, you will be able to enter your criteria or select on from the list
- Add Button: Click on this button to add the selected Note, you can add as many filters as you want by selecting the appropriate report field and then clicking the Add button
- Criteria List: This field contains the list of all filters added
- Remove Button: Select a filter and click this button to remove it from the list

Order By: This contains the list of fields already added to the report (see report source section), select a field from the list by which the report results will be ordered
Include: This determines the scope of employees to be returned in the reports as explained below
- Current Employees: The report will only return results for current employees
- Past Employees: The report will only return results for past employees
- All Employees: The report will return results for both current and past employees

BizsoftHRM Administrator

How do I create New Role?

2015-10-30T08:00:23.5900000

Creating New Role, please follow the steps below

To add a Role, from the Role History screen, click on the “Edit” button and then “Begin New Role” button. Note: If this is the employee’s first role, then the screen will already be in the “Add” mode so just fill in the necessary information as described below

Job Title: This is the job title for the current role, select the relevant title from the list
Employment Status: This is the employee’s employment status e. Permanent, Contract etc. Select the relevant status from the list
Job Category: This is the category under which the current role is grouped i.e. Managers, Executives, Senior Executives, Directors Select the relevant category from the list
Work Shift: This is the employee’s current work shift i.e. Full time, Part time etc. Select the relevant work shift from the list
Department: This is the department for the current role , select the relevant department from the list
Location: This is the company location / branch where this role is located, select the relevant location from the list
Start date: This is the commencement date for the role
End Date: This is the end date for the role. Note: Leave blank if the role is current
Comments: Any relevant comment

Save Button: Click to save the Role History

BizsoftHRM Administrator

How do I create New Work Experiences?

2015-10-30T07:57:17.0270000

Creating New Work Experiences, please follow the steps below

To add a Work Experience, from the Qualification screen under the Work Experience section, click on the “Add” button

Organisation: This is the organisation with which the experience was gained
Job Title: This was the job title for the role / work experience
Start Date: This is the commencement date for the role
End Date: This is the date when the role ended
Comments: Any relevant comment
Save Button: Click to save the Work Experience

BizsoftHRM Administrator

How do I create New Education Entry?

2015-10-30T07:54:29.0130000

Creating New Education Entry, please follow the steps below

To add an Education item, from the Qualification screen under the Education section, click on the “Add” button

Education Level: Select the relevant Education level from the drop down list i.e. B.Sc., HND etc.
Institute: This is the name of the school where the employee studied for this Education item
Course Name: This is the name of the course
Graduation Year: This is the year in which the employee completed the course
GPA / Score: This is the Grade Point Average or final score for the course
Start Date: This is the date the course commenced
End Date: This is the date the course ended

Save Button: Click to save the Education

BizsoftHRM Administrator

How do I create New Reporting Lines?

2015-10-30T07:52:19.2330000

Creating New Reporting Lines, please follow the steps below

To add a Reporting Line, from the Reporting Line screen, click on the “Add” button under the relevant section i.e. Mangers or Subordinates

Name: This is the full name of the manager or subordinate
Enter the full name or part of the name and click “Search” button to search for the employee. If one is found, the Name field is updated and if more than one is found then you are presented with a list of matching employees to select from
Reporting Method: This is the method by which the subordinate reports to the employee or the method by with the employee reports to the manager
Save Button: Click to save the Reporting Line

BizsoftHRM Administrator

How do I create New Employees?

2015-10-30T07:41:31.0130000

Creating New Employees ,please follow the steps below

To create an employee, navigate to PIM > Employee List, Click on “Add” and fill in the necessary fields using the information below

Personal Details

Navigate to this screen by clicking Personal Details on the side navigation panel

Employee ID: This is the unique employee ID which can be used to identify the employee across the organisation
First Name: This is the employee’s first name
Middle Name: This is the employee’s middle name
Last Name: This is the employee’s last name
D.O.B: This is the employee’s date of birth
Marital Status: This is the employee’s marital status
Nationality: This is the employee’s nationality
Sex: This is the employee’s gender
Employee photo: Select a photograph for the employee by following the steps below
- Click Browse
- Select the right photo using the file system
- Click Upload
Hired Date: This is the date on which the employee was hired
Confirmation Date: This is the date on which the employe was confirmed, leave blank if employee has not been confirmed.
Save Button: Click to save the employee information

BizsoftHRM Administrator

How do I create New Pay Cycles?

2015-10-30T07:38:47.7470000

Creating new Pay Cycles, please follow the steps below

To create a pay cycle, navigate to PIM > Payroll > Manage Payslips. Click on “Add” and fill in the necessary fields using the information below

Select the location(s) for which you want to create a pay cycle
Select relevant month to specify the cycle to create.
Select “Once” or “Monthly” to specify whether a pay cycle is created for the selected locations once or monthly. Note: only "Current Month" and "Prior Month" options are available if you select a "Monthly" frequency
Click the “Create Payslips” button to schedule the pay cycle creation
Click “Close” button to return to the previous screen

BizsoftHRM Administrator

How do I create Termination Reasons?

2015-10-30T07:35:52.0770000

Creating Termination Reasons, , please follow the steps below

To create a Termination Reason, navigate to PIM > Configuration > Termination Reasons, Click on “Add” and fill in the necessary fields using the information below

Termination Reason Name: This is the unique name of this Termination Reason
Description: This is the brief description of the Termination Reason
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I create Custom Fields?

2015-10-30T07:32:18.2330000

Creating Custom Fields, please follow the steps below

To create a Custom Field, navigate to PIM > Configuration > Custom Fields, Click on “Add” and fill in the necessary fields using the information below

PIM Custom Field Name: This is the unique name of this Custom Field
Section: Select the PIM section where this custom field will be shown
Field Type: This is the type of field that will be shown in the specified section as described below
- Textbox: This is ideal for an open field in which any text can be entered
- Dropdown: This is ideal for providing defined list of options
Required Fields: Check this box to require input for this custom field otherwise leave unchecked
Values: This contains the options which will be provided in a “dropdown” type custom field, this values must be separated with semi-colons (;)
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I create Client Logins?

2015-10-30T07:30:40.5430000

Creating Client Logins , please follow the steps below

To create a Client Login entry, navigate to Admin > Manage Client Logins, Click on “Add” and fill in the necessary fields using the information below

Client Login Name: This is the unique name for the Client Login
Username: This is the username to access the client instance
Password: This is the password to access the client instance
URL: This is the site address for the client instance
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I create News articles?

2015-10-30T07:28:36.7470000

Creating News articles, please follow the steps below

To create a News entry, navigate to Admin > Manage News, Click on “Add” and fill in the necessary fields using the information below

Article Name: This is the unique name for the News article
Description: Content of the News article
New Hyperlink: This is the URL for the news article
Targeted roles: This determines whether all employees will have access to the News or just employees with selected
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Publish Button: Click this button to publish the News so that it can be seen by employees. Note: News items are marked as “unpublished” by default when created and will not be viewable by employees until it is
Archive Button: Click this button to mark the News as archived. It will still be viewable by employees but only by searching for “Archived”

BizsoftHRM Administrator

How do I create Computer Software?

2015-10-30T07:26:27.6370000

Creating Computer Software , please follow the steps below

To create a Computer Software, navigate to Admin > Computer Software, Click on “Add” and fill in the necessary fields using the information below

Software Name: This is the unique name for the Software
Description: This is the brief description of the Software
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I know about Audit Trail?

2015-10-30T07:24:22.1700000

Audit Trail, please follow the steps below

This section contains the audit trail screen from where you can view all changes made in the PIM section i.e. Additions, modifications and deletions of employee data. This section also records employee Punch In and Punch Out events and it contains the following screens

View Audit Trail

View Audit Trail

This screen shows additions, modifications and deletions made across the following PIM screens

Personal Details
Contact Details
Emergency Contacts
Family Members
Passport and VISAs
Reporting Lines
Qualifications
Memberships
Role History
Earning History
Bank Details
Employee Software

It also shows all Punch In and Punch Out events originating from the users of the system Below is a description of some of the information presented on this screen

Action Timestamp: This is the time action took place
Username: This is the user who made the change
Action Type: The type of action that was carried out as described below
- Insert: Addition of an employee record
- Modify: An amendment to an employee record
- Delete: A deletion of an employee record
- Punch In: A punch in event initiated by the employee
- Punch Out: A punch out event initiated by the employee
- Log Clear: A deletion of all records on the audit log
Employee Name: This is the name of the employee whose record was changed
Source: This is the PIM section within which the change was made or the source of the information
Description: A description of the changes

BizsoftHRM Administrator

How do I Change Themes?

2015-10-30T07:20:36.9370000

Themes , please follow the steps below

Bizsoft HRM employs themes as a way of presenting a consistent look and feel across the various screens of the software. This screen allows you to change the current theme applied across the system. Below is a description of the settings available from this screen

Current Theme: This is the theme currently applied
Preview: This is a preview of what the currently selected theme looks like
Edit Button: Click once to allow theme changing and again to apply the selected

BizsoftHRM Administrator

How do I know about Background Tasks ?

2015-10-30T07:17:49.9500000

Background Tasks , please follow the steps below

Background tasks is a very powerful feature of Bizsoft HRM which allows long running tasks to be performed automatically in the background by the background agent without requiring the user to wait for the task completion. This screen allows authorised users to view, suspend, resume or remove scheduled tasks. Below is a description of some of the information contained on this screen

Task Name: This is the name of the background task
Creator: This is the user whose action created the task
Type: This is the task type as explained below
- System: These are tasks generated automatically by the system or as a result of user action. System tasks cannot be deleted, suspended or otherwise
- User: These are tasks generated as a result of a user action. User tasks can be modified, suspended or removed by their creator or an Admin
Frequency: This is the frequency with which the task is performed, it can be once, daily, weekly, monthly or
Status: This is the current status of the background task
- Scheduled: This task is waiting to be performed and will be run the next time the background agent polls for tasks after its runtime stamp
- Suspended: This task is currently suspended and will not be run until resumed
- Running: This task is currently being performed
- Completed: This task has been completed
- Notified: This task has been completed and the creator has been notified. Note: Not all tasks can have this
Runtime Stamp: This is the time when the task is scheduled to run, the task will run the next time the background agent polls for task and the runtime has been
Start & End Time: The time the task was actually run and completed respectively
Result: The summary result of the

Below is a description of the buttons on this screen and what they do.

Resume Button: This button resumes a suspended user task by changing its status to “Scheduled”
Suspend Button: This button prevents a user task from running by changing its status to “Suspended”
Remove: This button removes a user task
Clear Notified: This button removes all completed tasks that have notified their creator or cannot have the notified

BizsoftHRM Administrator

How do I Attach documents?

2015-10-30T07:14:36.4830000

Attaching documents, please follow the steps below

An unlimited number of documents can be attached to each document entry which employees will have access to when viewing this document entry

Adding attachments

To attach a document, navigate to Admin > Documents > Manage Documents, click on a document entry and under the “Attachments”, click on “Add” and fill in the necessary fields using the information below

Document Description: This is the unique name for the Document attachment
Description: A brief description of the document
Attachment: This is the location of the attachment
Browse Button: Click this button to select an attachment using the file system
Upload Button: Click this button to upload the file to the server
Save Button: Click this button to save
Cancel Button: Click this button to cancel

Document creation example

This section describes how to use the document categories and document screens to create a document which can then be viewed by employees

Example

A document needs to be added under “HR Documents” called “Sickness Form” which can be viewed by all employees while another needs to be added under “Confidential” called “Financial Forecast” and viewable by the CEO and COO of the company. Follow the steps below to create the necessary categories and document entries. Note: The above assumes that “CEO” and “COO” job titles already exist.

Create required document categories

If the categories don’t already exist, follow the steps below to create them.

Navigate to Admin > Documents > Manage Document Categories
Click on Add and fill in the following information
- Document Category Name: HR Documents
- Description: Human Resources documents and forms
Click Save
Click on Add and fill in the following information
- Document Category Name: Confidential
- Description: Confidential documents
Click Save

Create required document entries

Follow the steps below to create the required document entries.

Navigate to Admin > Documents > Manage Document
Click on Add and fill in the following information
- Document Name: Sickness Form
- Description: Employee sickness form details
- Category: HR Documents
- Targeted Roles: All
- Targeted Job Titles: All
Click on Add under the “Attachment” section and fill in the following information
- Document Description: Sickness Form
- Click Browse and select the appropriate file
- Click Upload
- Click Save
Click Save

Click on Add and fill in the following information
- Document Name: Financial Forecast
- Description: Full year financial forecast
- Category: Confidential
- Targeted Roles: All
- Targeted Job Titles: Selected
- Job Titles: Check the “CEO” and “COO” boxes
Click on Add under the “Attachment” section and fill in the following information
- Document Description: Full year financial forecast
- Click Browse and select the appropriate file
- Click Upload
- Click Save
Click Save

Publish the created document entries

Follow the steps below to publish the newly created document entries

Locate “Sickness Form” and click its name
From the ensuing screen, click “Publish”
Click Cancel to go back to the document list screen
Locate “Financial Forecast” and click its name
From the ensuing screen, click “Publish”
Click Cancel to go back to the document list screen

BizsoftHRM Administrator

How do I create Document entries?

2015-10-30T07:01:43.7170000

Creating Document entries, please follow the steps below

To create a Document entry, navigate to Admin > Documents > Manage Documents, Click on “Add” and fill in the necessary fields using the information below

Document Name: This is the unique name for the Document entry
Description: A detailed description of the Document entry
Category: This is the document category by which the document entry will be grouped
Targeted roles: This determines whether all employees will have access to the document or just employees with selected roles. Select “All” to make the document available to all employees, otherwise select “Selected” and the tick all the relevant
Targeted Job Titles: This determines whether all employees will have access to the document or just employees with selected Job Titles. Select “All” to make the document available to all employees, otherwise select “Selected” and the tick all the relevant job
Save Button: Click this button to save
Cancel Button: Click this button to cancel
Publish Button: Click this button to publish the document so that it can be seen by employees. Note: Documents are marked as “unpublished” by default when created and will not be viewable by employees until it is
Archive Button: Click this button to mark the document as archived. It will still be viewable by employees but only by searching for “Archived”

BizsoftHRM Administrator

How do I create Document Categories?

2015-10-30T06:54:16.2330000

Creating Document Categories, please follow the steps below

To create a Document Category, navigate to Admin > Documents > Document Categories, Click on “Add” and fill in the necessary fields using the information below

Document Category Name: This is the unique name for the Document Category
Description: A brief description of the Document Category
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I create Memberships?

2015-10-30T06:52:01.3400000

Creating Memberships, please follow the steps below

To create a Membership, navigate to Admin > Qualifications > Memberships, Click on “Add” and fill in the necessary fields using the information below

Membership Name: This is the unique name for the Membership
Description: A brief description of the Membership
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I create Termination Reasons?

2015-10-29T16:19:25.4830000

Creating Termination Reasons, please follow the steps below

To create a Termination Reason, navigate to PIM > Configuration > Termination Reasons, Click on “Add” and fill in the necessary fields using the information below

Termination Reason Name: This is the unique name of this Termination Reason
Description: This is the brief description of the Termination Reason
Save Button: Click this button to save
Cancel Button: Click this button to cancel changes

BizsoftHRM Administrator

How do I create Reporting Methods?

2015-10-29T16:16:33.4370000

Creating Reporting Methods, please follow the steps below

To create a Reporting Method, navigate to PIM > Configuration > Reporting Methods, Click on “Add” and fill in the necessary fields using the information below

Reporting Method Name: This is the unique name of this Reporting Method
Description: This is the brief description of the reporting method
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator

How do I create License?

2015-10-29T14:36:14.0130000

Creating Licenses, please follow the steps below

To create a License, navigate to Admin > Qualifications > License, Click on “Add” and fill in the necessary fields using the information below

License Name: This is the unique name for the License
Description: A brief description of the License
Save Button: Click this button to save
Cancel Button: Click this button to cancel

BizsoftHRM Administrator