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BeSimplified Support
By BeSimplified Support
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Employee Leave Module

An employee leave module automates and streamlines the entire leave management process. This module serves as the central hub for managing employee time-off requests, tracking balances, and ensuring policy compliance across organizations. Core Functionality Leave Application Management The module enables employees to submit leave requests through a self-service portal, providing real-time access to apply for various leave types from anywhere at any time. The system automatically routes applications through predefined approval workflows, ensuring requests reach the appropriate managers or HR personnel. Policy Configuration The module supports customizable leave policies tailored to organizational needs, including different leave types (Casual, sick leave, maternity/paternity leave, Earned leave), carry-forward rules for unused leaves, and support for partial leave requests (half-day). Organizations with multiple locations can configure location-specific policies. Module Structure Most leave management systems are divided into distinct modules: Admin Module: - Add, update, and delete leave types and departments - Manage employee leave status and leave balance - Process leave applications (approve/reject) - Receive notifications for new leave requests Employee Module: - Login with secure credentials - Update personal profiles - Apply for leave through intuitive forms - View leave history and status Role-Based Access Control The system implements multiple user roles with specific permissions: - Employees: Apply for leave, check status, view balances, download reports - Managers: Approve/reject requests, view team leave reports, apply leave on behalf of team members - HR Admin: Configure policies, assign leave balances, reassign requests, generate comprehensive reports Prerequisites Before you begin configuring the leave functionality, ensure you meet these requirements: - Admin role access: You must have admin or owner permissions in the Simplified HR platform - Proper role assignments: Relevant team members must have appropriate permissions to access leave modules Important: Only users with admin, owner, or similar high-level roles can configure leave settings and manage processes across the organization. This restriction ensures proper governance and control. Permission override: Owner, admin, or similar role members will override any restrictions set up in the leave configuration. For detailed permission setup instructions, refer to the Roles and Permissions User Guide. Next steps - Learn about configuring leave policy - How to apply for a leave - Review leave analytics and reporting features - Explore holiday calendar

Last updated on Sep 26, 2025

Creating a Leave Policy

Accessing leave settings Log in to your Simplified HR application with valid admin credentials and Navigate to System > Module Settings In the Module Settings page, click Leave from the left sidebar menu Click on New Policy button to add a new policy Provide a policy name and click on Create / Cancel button to create the policy or cancel it After you create a policy click on the edit button to configure the policy Setting Policy Configuration Policy level configuration allows HR systems to create targeted, location-specific, and employment-type-specific policies that automatically apply to the right employees based on predefined criteria. How Policy Applicability Works Policy Name The policy identifier that serves as the foundation for all configuration settings. This name should be descriptive and indicate the policy's purpose and scope. Location-Based Applicability Geographic targeting ensures policies comply with local regulations and cultural practices. Employment Type-Based Applicability Employment classification targeting ensures policies reflect different working arrangements and legal requirements. The policy should be created based on the employee’s location and employment type. Policy Period The policy period is based on the work year for the selected location Policy Effective Date Configuration: Current Date, Future Date, Next Cycle The "Effective From" setting determines when a newly created or updated HR policy becomes active and starts applying to eligible employees. This timing control is crucial for proper policy implementation and compliance management. Current Date (Immediate Effect) Policy becomes active immediately upon saving or approval Future Date (Scheduled Implementation) Policy activates on a specific predetermined date. Next Cycle (Cycle-Based Activation) Policy becomes effective at the start of the next defined organizational cycle (annual, quarterly, or custom periods). How it works: The system automatically calculates when the next cycle begins based on: - Calendar cycles: Next calendar year, quarter, or month - Custom cycles: Organization-specific periods (e.g., academic year, seasonal cycles) Leave date can be changed before approval This configuration setting allows employees to modify their leave request dates while the request is still pending approval, providing flexibility during the approval workflow without requiring a complete resubmission. Allow leave without pay if accrued balance is 0 This configuration setting determines whether employees can request unpaid leave when they have exhausted all their paid leave entitlements. When enabled, it provides a safety net for employees who need time off but have zero remaining days in their accrued leave balance. This option is only be available for employees with a zero leave balance Freeze leave accrual for users in the offboarding process This configuration setting stops the automatic accumulation of paid leave days for employees who have entered the offboarding workflow, ensuring accurate final leave calculations and preventing unnecessary leave payouts after departure decisions are made. Allow Admin to Backdate Leave by Up to X Day(s) in the Past This configuration setting grants HR administrators special privileges to create, modify, or approve leave requests with effective dates in the past, overriding normal restrictions that prevent backdated leave applications. While regular employees are typically restricted from applying for backdated leave beyond certain timeframes, this setting allows administrators to bypass these limitations. The specified number of days determines how far back in time admins can process leave requests. Allow Applicant to Backdate Leave by Up to X Day(s) in the Past This configuration setting grants regular employees the ability to submit leave applications for dates that have already occurred, providing flexibility for genuine circumstances where timely application wasn't possible. Unlike administrative backdating privileges, this setting allows any eligible employee to submit leave requests for past dates through the self-service portal, up to the specified number of days. Show Leave Dates from Other Users in the Team This configuration setting enables team members to view each other's approved and pending leave schedules, creating transparency and facilitating better coordination when planning time off. Setting Leaves & Accruals For organizations with complex requirements, these systems offer extensive customization options to accommodate varying employment types, multiple leave types, and location-specific regulations. To setup a leave accrual system click on edit icon for a leave type Accrual Calculation Provide accrual name and choose payment option as Paid / Unpaid Paid Leave Paid leave refers to time off from work for which an employee continues to receive their regular compensation. During paid leave, employees maintain their normal salary and benefits, ensuring financial stability while away from work duties Unpaid leave Unpaid leave is extended time off that employers allow without providing compensation during that period. Employees do not receive salary while on unpaid leave, creating potential financial challenges. Only unpaid leave days will be deducted from the salary, unless there is a full month of unpaid leave, in which case the total salary will not be credited. Accrual Method Accrual methods can be combined or customized within HR software to meet specific organizational policies and compliance requirements. Following are the accrual methods that users want to select for the accrual type: - Fixed balance - Fixed balance is an accrual method where employees receive a predetermined, lump-sum allocation of leave days or hours at the beginning of a specific period, typically annually. Under this method, the entire leave entitlement is credited upfront rather than earned gradually over time. - Fixed cycle - Fixed cycle refers to leave accrual that occurs at regular, predetermined intervals regardless of hours worked. This method credits a specific amount of leave at set periods - such as monthly, bi-weekly, or quarterly - ensuring consistent accrual timing across all employees. - Percentage of gross hours - Percentage of gross hours is an accrual method where leave time is calculated as a percentage of the total hours an employee works during each pay period. This method ensures that leave accrual is directly proportional to time worked, making it particularly suitable for part-time or variable-schedule employees. - Tenure-based - Tenure-based accrual adjusts leave earning rates based on an employee's length of service with the organization. This method typically provides higher accrual rates for longer-tenured employees as a retention incentive. Define the number of days you want to provide for the leave type Check the Reset balance when count reaches 0 checkbox to control whether the system should automatically reset the balance to a predetermined amount or maintain the zero balance until the next accrual period. Check the Prorate Accrual checkbox to adjust an employee's leave entitlement proportionally based on the actual time they have worked during a specific accrual period. This ensures employees receive a fair allocation of leave days that reflects their actual employment duration. Carryover Configuration The system processes carryover with precedence over encashment. Basic transfer of unused leave to the next period but expires after a specified period. Encashment Configuration Leave encashment converts accumulated leave into monetary compensation Encashment Processing Workflow The encashment process follows these steps: 1. Accumulation - Unused leave carries over annually 2. Request submission - Formal application during employment or automatic during separation 3. Calculation and approval - HR validates balances and computes entitlement 4. Disbursement - Payment through next salary or final settlement Waiting Period Service tenure requirements before leave eligibility can be configured with specific parameters: Key Settings: - Minimum service period before first leave application - Probation completion requirements for certain leave types Sandwich Leave Policy Sandwich leave refers to the practice where employees take leave immediately before and after weekends or public holidays, creating extended time off periods. If a user takes leave on the days before and after non-working days (e.g. a weekend or public holiday), the non-working days will also be counted as leave and deducted from their leave balance. Deduct balance from this leave category It is a configuration setting that determines which specific leave type balance should be reduced when the sandwich leave policy is triggered. If you select the same leave type (e.g., "Casual Leave"), both the original leave days and the sandwiched holidays/weekends are deducted from the employee's casual leave balance Deduct balance from another leave category When an employee takes personal leave that creates a "sandwich" around holidays or weekends, this setting allows HR administrators to specify which leave category should bear the cost of the additional deducted days. Instead of automatically deducting from the same leave type the employee originally applied for, this option provides flexibility to charge the sandwich penalty to a different leave category. You might configure the system to deduct sandwich penalties from a separate category like "Casual Leave", even if the employee originally applied for "Bereavement Leave". Deduct balance when leave falls between a weekend and a public holiday If a user takes leave on the days between non-working days (e.g. a weekend and public holiday), the non-working days will also be counted as leave and deducted from their leave balance. If the option is not selected, all connecting non-working days, both in-between and adjacent, will be counted towards leave. How It Works ✅ If the option is selected “Deduct balance when leave falls between a weekend and a public holiday” - Only non-working days that fall between two leave days will be counted as leave. - Adjacent weekends or holidays (before or after leave) are not counted. Example: If you take leave on Friday and Monday, and the weekend falls in between, then Saturday and Sunday will also be deducted. But if Tuesday is a holiday and you return on Wednesday, Tuesday is not deducted. Total leave deducted: 4 days (Fri–Mon) ❌ If the option is NOT selected - All connected non-working days — both in-between and adjacent — will be counted as leave. Example: Same leave from Friday to Monday, with Tuesday as a holiday, and you return on Wednesday. Now, Tuesday is also counted because it’s adjacent to your leave. Total leave deducted: 5 days (Fri–Tue) Do not deduct balance if user requests leave ahead of time It is a configuration setting that prevents the immediate deduction of leave balance when employees submit leave requests for future dates. ‘Submit Leave Ahead Of Time setting must be checked under Additional Options. Do not deduct balance if user requests for a half day leave If a user requests a half day leave at the beginning of the sandwich leave period, their leave balance will not be deducted. Require a reason for leave This configuration setting mandates that employees provide justification for their leave requests. When enabled, the system requires employees to enter a detailed reason in a text field before submitting their application Disable leave requests This administrative control allows HR teams to temporarily or permanently block leave applications across the system or for specific employee groups Users cannot apply for leave directly, but can only see their balance. Admins can apply or modify this leave on the user’s behalf. to One cannot apply for leave directly, but can only see their balance. Limit leave requests This feature allows organizations to control the maximum number of simultaneous leave requests within teams or departments to ensure adequate staffing. This controls the number of times this leave type can be requested by the employee. Allow leave in advance This policy enables employees to take leave exceeding their current accrued balance, creating negative balances that future accruals will offset. Users can apply for leave even if they don’t have the required leave balance. Allow leave accrual during probation This setting determines whether new employees accumulate leave entitlements from their first day or after completing probationary periods. Specify gender availability This configuration allows certain leave types to be restricted based on employee gender, particularly relevant for statutory leaves like maternity and paternity leave. Submit Leave Ahead of Time This policy setting establishes minimum notice requirements before employees can take leave, ensuring adequate planning and coverage. Tenure Bonus A tenure bonus is a supplemental number of days offered to employees in addition to their regular leave days to encourage them to remain with the company for a specified period. An anniversary-based leave policy that adds certain number of days per anniversary after completing specific years is a progressive time-off system that increases an employee's annual leave entitlement based on their length of service with the company Approval & Notifications Leave approval and notification systems ensure efficient and transparent leave management by automating the process of employees requesting time off and employers approving or denying it. Following are the four approval configuration options that determine who must approve a request and how the approval process flows in HR systems, particularly for leave requests, expense claims, or other employee submissions. None No approval required - requests are automatically approved upon submission. This setting bypasses the entire approval workflow. All Selected All designated approvers must approve before the request is finalized. This creates a sequential approval workflow where each approver in the chain must give their approval. How it works: - Leave Request goes to the all approver - Once approved by one approver, it automatically routes to the next approver keeping the leave in Action Taken status - Process continues until every selected approver has approved - If any approver rejects, the entire request is denied Any Selected Any one of the selected approvers can approve the request. This creates a parallel approval workflow where multiple approvers receive the request simultaneously, but only one approval is needed. How it works: - Leave Request is sent to all selected approvers at once - First approver to respond determines the outcome - Once one person approves/rejects, the request is finalized - Other approvers are notified of the decision Inherit from Global Configuration Uses the organization's default approval settings defined at the policy level. This option ensures consistency across the organization while allowing flexibility. Same approval logic applies across accrual types and changes to global settings automatically update all inheriting accruals Notify users with the following role(s) when a request is made This setting sends automatic notifications to all users who hold specific organizational roles whenever a new request is submitted. Notify the following team(s) when a request is made This setting sends notifications to entire predefined teams or groups when requests are created. Click on Save & Activate button to activate the policy or use the Save Draft button to make it draft for future edit. Leave Policy Active Status and Edit Restrictions When a leave policy is saved and activated, it enters an active status that implements strict editing restrictions to maintain data integrity and compliance. Once a leave policy is activated, it becomes operationally live and begins affecting employee leave calculations, balances, and entitlements. Exception: Notification and Approval Section Remains Editable The notification and approval section remains editable as these settings don't affect leave calculations, balances, or entitlements

Last updated on Sep 20, 2025

Applying for Leave

The Leave Page is where you can find forms to view and submit requests for leave time and how much leave time you have accumulated.  To navigate to the Leave Page from the Simplified HR Home Page, select Leave on the left-hand menu.  User Leave Apply To apply for leave from the Leave Page, select the Apply button.  In the Apply for Leave popup window, select the type of leave from the drop-down box, then select the time range in the calendar that you want to apply for leave. In the reason space, you can submit any notes for HR about your leave request, as well as upload any attachments you need to send with your leave request. In the Notify Others section, you can select to notify other people outside of the HR department about your leave application. To add someone to this section, start typing their name and select them from the drop down that appears under the Notify Others box. Using the drop downs under the calendar, you can choose to apply for half days of leave for your first and last leave days. Mark as Unavailable in Calendar will be checked by default. Uncheck it if you do not wish for your calendar to be clocked out during your leave time. Simplified will alert you if your chosen leave dates clash with anyone else on your team, in case this may change your leave decision. When you have finished making your leave application, click Submit to send it. Leave Request After you apply for the leave, the leave request will be displayed in the user leave dashboard where you can filter with the leave type and status. Once your leave is requested, the pending leave will be redirected to a specific user in Leave Queue who will approve the leave. Users can view the leave applications, edit the leave date and cancel the leave application by clicking on the three dots of each row. Note: Once the leave is approved, current and past date approved leave cannot be canceled by the user. When a leave is in pending status, a pending icon is shown in the leave card for the leave type The cycle year dropdown shows the leaves from the current/previous cycle and also the upcoming cycle when the cycle year is about to end in the next two months. The leaves are filtered cycle wise whatever cycle is followed by the leave policies. Adjustment Log The adjustment log tab serves as a comprehensive transaction ledger that records and displays all leave balance modifications for employees across different leave types. This tab provides complete visibility into how leave balances are calculated through credits and debits as follows: - Automatic accruals based on defined leave policies (monthly, quarterly, or yearly credits) - Manual credits by HR administrators for corrections or special allocations - Carry-forward leaves from previous periods - Employees take approved leave days Admin Leave Apply Admin can apply leave on behalf of the user and also check the leave balance and adjust the same. Navigate to the Control center User section and view the user profile In the user profile go to the Leave Tab where all the leave types will be displayed Click on the record leave button to apply the leave on behalf of the user It will open the same modal for leave apply as in the user dashboard. Follow the same process to apply the leave by clicking on the Submit button. Adjust Leave Balance Admin can check the total balance, available balance and number of days used for the leave type Admin can adjust the leave balance by clicking on the edit button in leave type It will open a modal for the adjustment of leave balance Choose "Accrual Balance" to adjust the accrued balance or "Available Balance" to modify the available balance which can be used. Provide the balance to adjust and a valid reason You can also use minus sign to reduce the balance The effective date is set to the current date by default. It can also be selected as future date Now click on the the save button to adjust the leave balance The balance is added in the leave type The subsequent change is recorded in Adjustment log Approving Leave When you receive a leave request, it will show up as a notification in your control center. From the Simplified HR Home Page, navigate to the Control Center then Leave Queue. Alternatively, click the Leave Queue tile from the Control Center screen. The Leave Queue is where pending leave requests are shown. Approval is only required if a category of leave in a leave policy is set to require approval. Approved and Rejected leave requests are shown in the Approved and Rejected tabs. To approve or deny a leave requisition, use the Checkmark or X buttons respectively. To the right of the approve and deny buttons is a menu that will allow you to view additional details about the leave request. Propose Change When you need to modify dates for a pending leave request (one that hasn't been approved yet), the process is typically straightforward and can be handled through self-service in most HR systems by clicking on the Propose changes button Add a reason for the date change and submit the updated request. Modify Approved Leave Once the leave is approved, the corresponding leave will be shown is Approved leave queue From here, the approved leave can be modified by clicking on the modified leave Provide the reason to change and update the leave date and click on Update button to modify the leave The leave balance can also be shown here for reference The approved leave can be cancelled by clicking on the cancel button The approver details can be found on the View History option The leave details can be viewed on the view details section The profile of the applicant can be viewed by clicking on the view profile button The option redirected to the applicant’s profile Search and Filter Interface Leave date filters in pending leave queues are essential to help managers and HR administrators efficiently sort and manage leave requests awaiting approval based on specific date criteria. User can directly search by the name, ID or leave type Beyond basic date filtering, there are comprehensive filtering capabilities that help administrators and managers efficiently organize and process leave requests based on multiple organizational criteria like leave type, team, job title, location and employment type.

Last updated on Sep 20, 2025

Leave Reports

Leave reports are analytical tools that provide detailed insights into employee absence patterns, leave utilization, and leave entitlements across an organization. These reports help HR managers monitor attendance patterns, identify frequent absences, and ensure compliance with leave policies while tracking metrics like payable days, punctuality, expected working days, and actual working days To access the leave reports, navigate to Control center > Reports and then select Leave from the left side menu There are two types of reports which are maintained - Leave Taken & Balance Report - Upcoming Time off Report Leave Taken & Balance Reports Leave taken reports track the actual leave days employees have used within a specific time period, while leave balance reports show the remaining leave entitlements available to employees. Both are essential for effective workforce management and compliance tracking in HR systems. In this report an overview of all the leaves with available leave balance and used leave balance of all the employees are shown Individual leave balance of taken and available leave is also shown here Policy-wise filtering of leave balance data allows us to view and analyze employee leave balances based on the specific leave policies assigned to different employee groups, enabling targeted management of diverse leave entitlements across the organization Team-wise filtering of leave data allows us to view, analyze, and manage leave information segmented by specific teams or departments, providing targeted insights for better workforce planning and team management The cycle year dropdown shows the leaves from the current/previous cycle and also the upcoming cycle when the cycle year is about to end in the next two months. Exporting leave data Generate reports and maintain records by exporting leave data: 1. Navigate to the Export option in the leave taken and balance report 2. Configure export settings: - Export Type: - Current Applied Filter: Exports filtered data only - All Records: Exports complete leave - Recipients: Add email addresses for automatic delivery - Time Zone: Set appropriate timezone - Schedule: Configure automated export intervals - Format: Choose from CSV, XLS, or XLSX 3. Click Save to process the export Scheduled exports - View all scheduled exports in the Scheduled Export list - Delete scheduled exports when no longer required - Modify export parameters as needed Upcoming Time off Reports An upcoming time off report is a forward-looking HR document that displays all approved leave requests scheduled to occur in the future, enabling proactive workforce planning and resource management. This report provides visibility into future employee absences, allowing managers to anticipate staffing needs and plan work coverage accordingly. In this report an overview of all the leaves taken leave balance of all the employees are shown. All employees' taken leave display refers to a comprehensive report view in HR systems that shows completed leave records across the entire organization, providing administrators with a complete historical overview of leave utilization. Date-wise leave filtering enables HR administrators to view all employees who are taking leave on a specific date or date range, providing critical visibility for workforce planning, coverage management, and operational continuity. Daily, weekly, and monthly filtering in leave reports provides flexible time-based views to analyze employee leave patterns at different granularity levels, enabling both detailed operational oversight and strategic workforce planning. Daily leave status reports provide a real-time snapshot of employees currently on leave for any specific date. Weekly filtering aggregates leave data across 7-day periods, Monthly leave reporting offers the broadest analytical perspective Location-wise filtering in leave reports is used to view and analyze employee leave data segmented by different office locations, branches, or geographical sites, providing targeted insights for multi-location workforce management. Team-wise filtering in leave reports allows managers to view and analyze leave data segmented by specific teams, departments, or organizational units, enabling targeted workforce management and streamlined approval processes. Search criteria in reports provide administrators with comprehensive filtering options to generate targeted reports based on specific organizational needs, enabling precise data analysis and informed decision-making across various dimensions

Last updated on Sep 20, 2025

Holiday Calendar

A holiday calendar in the leave module is a centralized system that manages and tracks public holidays, company-specific holidays, and restricted holidays to ensure accurate leave management and workforce planning. Key Features and Functionality Comprehensive Holiday Management Holiday calendars in HR software provide several essential capabilities: - Public Holiday Configuration: HR teams can configure national holidays, religious holidays, and company-specific dates marked as holidays - Location and Shift-Based Holidays: Different holidays can be set for various office locations or shift patterns, ensuring employees only see holidays applicable to their work arrangements Prerequisites Before you begin configuring the leave functionality, ensure you meet these requirements: - Admin role access: You must have admin or owner permissions in the Simplified HR platform - Proper role assignments: Relevant team members must have appropriate permissions to access leave modules Important: Only users with admin, owner, or similar high-level roles can configure leave settings and manage processes across the organization. This restriction ensures proper governance and control. Accessing Holiday settings Log in to your Simplified HR application with valid admin credentials and Navigate to System > Module Settings In the Module Settings page, click Leave from the left sidebar menu Now, Click on Holiday Calendar tab Click on the Add holiday button to add a holiday for a location The Add Holiday modal will display a list of default holiday libraries which is a comprehensive list of standard holidays including national holidays, religious observances, and common corporate holidays. This eliminates the need for manual data entry and ensures consistency across the organization. Users can assign specific holiday sets to different geographical locations or departments, accommodating regional variations in holiday observances. Repeat Configuration Options The modal provides two primary scheduling options: Repeat Yearly: This option creates fixed holidays that occur on the same date every year, such as Christmas Day (December 25th) or New Year's Day (January 1st). When selected, the system automatically generates holiday entries for multiple years within the defined period. This Period Only: This creates moving holidays or one-time occurrences that apply only to a specific year and date. This is useful for holidays that change dates annually or company-specific events that don't repeat. Assign the location searching by the location name and check the holiday you want to create and add the holiday You can also create custom holiday by clicking on the Create Holiday button Provide the Holiday name, assign the location and enter the date of the holiday and click on Save to add a custom holiday After you add the holiday, it is displayed in the holiday list of each country tab: India Tab: Currently active, showing holidays specific to Indian operations Indonesia Tab: Available for switching to Indonesian holiday calendar It enables multi-country holiday management for organizations with global operations which allows location-specific holiday configuration based on regional requirements. You may delete a holiday by clicking on the delete button Current year dropdown allows users to switch between different calendar years to view or manage holidays for past, current, or future years to enable multi-year holiday planning and historical holiday data access.

Last updated on Sep 20, 2025

Connected Accounts

You can connect several types of accounts to Simplified HR. Connecting accounts allows integrations to work.  Connecting a Google account  A Google account needs to be connected in order for Calendar events to be synced with Simplified HR. Domain wide authority is required.  A super administrator of the Google Workspace account must complete the following steps: 1. Go to your Google Workspace domain’s Admin Console, then to the main menu (hamburger menu) > Security> API Controls. 2. In the Domain wide delegation pane, select Manage Domain Wide Delegation and click Add New. 3. In the Client ID field, copy and enter the service account's Client ID: 117272768677386994628. 4. In the OAuth scopes (comma-delimited) field, copy and enter the following scopes Simplified HR will need to be granted access to https://www.googleapis.com/auth/calendar, https://www.googleapis.com/auth/calendar.events Click Authorize. Connecting a Microsoft Account A Microsoft account will synchronize Microsoft calendar events.  Register your app To authenticate with the Microsoft identity platform endpoint, you must first register your app at the Azure app registration portal. You can use either a Microsoft account or a work account to register an app. Our service will call Microsoft Graph under its own identity, you need to register your app for the Web platform: - Redirect URI: Type Web URL should be  ​https://accounts.simplified.ai/callback/ms/oauth/app - Supported account types: Accounts in this organizational directory only (Build The Website only - Single tenant) Configure permissions for Microsoft Graph To configure application permissions for your app in the Azure app registration portal: under an application's API permissions page, choose Add a permission, select Microsoft Graph, and then choose the Calendars. ReadWrite permissions for the app under Application permissions. The following screenshot shows the Select Permissions dialog box for Microsoft Graph application permissions. Generate a certificate To configure an application certificate for your app in the Azure app registrations portal:  Under an application's Certificates & secrets page, choose Client secrets and click on New client secret, and then fill the description and choose the expires and click on Add. Connect an SMTP account: SMTP allows Simplified HR to send emails through your email provider using a generic protocol that most providers support. Refer to your email provider's documentation to find out what the relevant SMTP info is for their service.  Google Workspace (Under Option 1: Send email with SMTP relay) Outlook.com SMTP Twilio SendGrid  Send emails through sendgrid by filling out the relevant information, including your SendGrid API key.  Finding your SendGrid API key Brevo (formerly Sendinblue) Send emails through sendgrid by filling out the relevant information, including your API key.  Brevo API key Twilio The Twilio section (not to be confused with SendGrid, a Twilio email Product) allows you to send SMS messages using your Twilio account. You will need to provide the relevant information, including your Auth token and Account SID.  Twilio Access Tokens

Last updated on Jun 26, 2025

Editing and Verifying Admin-Only My Profile Sections

In the Users Tab, admin users can edit all My Profile sections that non-admin users can, as well as extra sections in the Work Profile, Financial, and Assets sections. You can also verify user information. To find the admin-side of My Profile, starting from the users module click on any member in the Pending Verification and Members lists in the Members section of the Users Tab: This will take you to the admin-side of My Profile:  Editing Profile Sections As an admin user you can edit any My Profile sections. To edit profile sections, click the "edit" icon or "+" icons at top right hand of each box: This will give you either a pop-up box or an editable version of the box to fill in:  For more information about editing employee-editable sections, please see Editing My Profile. Filling in Admin Only Sections There are several sections of users’ Work Profile, Financial details, and Assets which you as an admin user have to fill in. Some sections users can request to be updated on their behalf. Work Profile Tab The Employment, Compensation, Benefits, and Work Contact sections of users’ Work Profile can only be filled in by admin users.  To fill in the Employment section, select Location, Employment Type, Date of joining, Team, Job Title, Reporting Manager, and Supervisor from the relevant dropdown menus: You can also fill in the Probation Period, Notice During Probation, and Notice Post Probation fields, if necessary.  The Location, Date of Joining, Team, Job Title, Reporting Manager, and Supervisor fields are compulsory to save this section.  Work benefits must be filled out by an admin in this section,  The Financial Tab All three sections of the financial profile can only be filled in by an admin user. To fill in the Compensation box, select Pay Type and Payment Period from their dropdown menus and fill in the Overtime Rate and Commission fields:  Pick the currency for Gross Pay and Cost To Company, and fill in those fields.  You must fill in the Pay Type, Gross Pay, Cost To Company, and Payment Period fields to save this section. To fill in the Financial box, fill in the Primary Account Number and Bank Name fields and select Account Type from the dropdown menu.  Fill in the National ID Card, Driver’s License, and Passport Number fields to fill in the Government box. Assets Tab: This tab can only be filled in by an admin user. You can use the Assets section of the profile section to assign assets to a user.  To do this, click the “Assign Asset” button on the right side of the assets list.  This will bring up the “Assign Asset” pop-up box:  Search by name or serial number to add an asset to the user. Assets must be first registered in the asset registry.  To do more with assets, including deleting them from a user or requesting repairs, you will have to go to the Asset Register section of the Control Center.  Verifying User Information  The Contact and Social Media sections of the General Profile and the Communication and Availability sections of the Work Profile are user editable but require admin verification.  To verify unverified items, click the green tick at the end of each item:  Alternatively, you can reject items by choosing the cross: . You can also use the message icon to message users about their information:. Once items are verified, a green tick will appear next to them: 

Last updated on Jun 26, 2025

Filling in My Profile

The My Profile tab of Simplified HR lets you store and organize your work-related information and documents: My Profile has seven sections—Personal Profile, Skill Profile, Work Profile, Showcase, Financial Details, Documents, and Assets. This article will show you how to fill in the sections that you can fill in yourself. For an overview of My Profile and its sections, please see Sections of My Profile. For information on updating Admin-only sections of your profile, read Verifying My Profile. Editing Profile Sections To edit a section of My Profile, click on the "edit" or "+" signs at the top of the box. Sections that do not contain these icons can only be edited by admin users. This will come up with a box which you can fill in, for example: Click the Update button to save your changes or the “Cancel” button to discard them. Personal Profile Your Personal Profile section contains 10 sections (General, Contact, Health, Residence/Visa, About Me, Education, Reference, Social Media, and Emergency Contact Details, all of which can be edited by you. General: The General section lets you fill out your name, and choose your Gender, Date of Birth, and Marital Status from dropdown menus: The only sections of the General profile that are required are First Name, Last Name, and Gender. Contact: The Contact section lets you fill in your Personal Email, Mobile, Phone, Current Address and Alternate Address: These can then be verified, which will be shown by the appearance of a green tick: Health: The Health section gives you a form to fill in your Blood Type, Allergies, Medical Issues, and Disabilities: All fields are optional, except the Blood Type field, which can be marked as “unknown”. Residence/Visa: The Residence/Visa section is where you enter your residency information: Visa Type, Issuing Country, Date Issued, and Expiration Date can be chosen with dropdown menus. All of these fields must be filled in to save the details. About Me: The About Me section contains a field where you can write a bio: You can also use it to upload a profile picture by clicking on the picture to the left hand side of the section. To save the section, you must fill in the bio field. Education: To add your education, fill in the Add Education pop-up menu: You can fill in fields for School/Institution Name, Degree, Field of Study, and pick Start Dates and End Dates from a dropdown menu. You can also add a description, URL, or attachments: The URL field will appear automatically, but you must use the Description and Attachment buttons to add descriptions and attachments. To save the Education section, you must have filled out the Start Date, End Date, and URL fields. Reference: To add a reference from someone outside your organization, fill in the Add Reference pop-up box: You can fill in the Reference Name, Affiliation, Email, and Phone Number fields. Add extra email addresses or phone numbers by clicking on the "+" icon. You can also use the  button to delete fields. Use the dropdown menu to pick country codes. To save the Reference section, you must have filled in the Name, Email, and Phone Number fields. Social Media: To add Social Media, click the "+" to add a new URL: Fill in a new field for each social media account. Use the to remove social media accounts. Emergency Contact Details: Fill in the Emergency Contact Details pop-up box, to add emergency contacts: Skills Profile Your Skills Profile contains 4 sections (Skills & Expertise, Awards & Certifications, Recommendations, and Participation), all of which you can edit yourself. Skills & Expertise: The Skills & Expertise section is a pop-up box where you can add your skills and expertise: The Search for a skill field lets you search for skills from a dropdown menu. Next, you can choose your skill level and experience by choosing from the Skill Level dropdown menu and filling in the experience field (with the correct number of months/years). Awards and Certifications: The Awards and Certifications section is where you can add more information about your awards and certificates, using the Add Award/Certificate pop-up box: This box lets you fill in a Title, Issuer, and Certificate Identifier for your award or certificate. You can also choose Issue and (if applicable) Expiration Dates by checking the box and filling in the expiration date: To fill in the Issuer, you must select an event or organization from the dropdown box. You can also add either a certificate URL or file as proof of your certification by clicking the two relevant plus buttons: Associated skills can also be added (though you can do this is the Skills & Expertise section). Recommendations: Use the Recommendations pop-up box to add recommendations that others within your organization have given you: Fill in the Name of Endorser, Position/Title, and Recommendation Message fields, and select a date. Note that the recommendation message should be verbatim. You must also add one or more attachments, contact emails, contact numbers, or URLs. Participation: Fill in the Add Participation pop-up box to add participation: To fill in this box, fill in the Event/Organization, What did you do?, Cause, Location (City or State), and Comment/Note fields, and choose Issue and Expiration dates if relevant. To fill in the Event/Organization field, you must select an event or organization from the dropdown box. Work Profile The only sections of your Work Profile which you can update yourself are Communication, Availability and Additional Information. Both Communication and Availability will then need to be verified by an Admin User. To update other sections of your Work Profile, please see Verifying My Profile Sections. Communication: To fill in the communication box, you must add the communication type to the Name field and the relevant User ID to the User ID field: You can add or delete communication options by using the and icons. Availability: The Availability box allows you to change your permanent availability: To add availability, use the Select Time dropdown menus to select times to and from which you are available. If you have multiple time slots of availability, you can add more than one time slot using the button. You can delete extra time slots using the  button. Showcase The Showcase section lets you add and edit example projects. Adding New Projects: To add a project, click the Add Project button in the top right corner: This will open up a form: Fill in this section by filling in the Project Name, Description, and (if applicable) URL fields. You can also add Tags relevant to your project in the Tags dropdown menu.Media and attachments can be uploaded by dragging them over the boxes at the bottom, or by clicking the browse link. To save your project click the “Save Changes” button in the top or bottom right-hand corners. This will give you a summary of your project, from which you can click “Go Back” to return to your main showcase section. Editing Existing Projects: Click on an existing project to edit it. This will take you to an overview screen where you can choose to edit or delete your project: The edit button will take you to the same edit screen as a new project, where you can make the necessary changes to your project description. Financial The Financial Profile can only be edited by Admin Users. Please see Verifying Profile Sections for more information. Documents The Documents section allows you to add and manage your work-related documents: Adding a New File: To add a new file, click the Upload File button in the top right-hand corner: This will open the Upload File pop-up box: You can use this to upload a file, and pick what folder you want the file to be stored in, as well as choosing whether users can only view or also download the file. Note that files can be no larger than 10MB. You can download documents in Documents by clicking on the download button. Adding a New Folder: To add a new folder to Documents, click the New Folder button: This will open up the Add Folder pop-up box where you can name your new folder. Note that you cannot use special characters other than space, -, and _. You can also access the Add Folder box via the add folder button next to each folder in your document list. To look inside folders, click anywhere on the folder in the list of folders. To go back to the all folders view, click the Go Back button. Asset Register You cannot edit the Asset Register as a non-admin user

Last updated on Jun 26, 2025

My Profile

The My Profile page is where you can find a variety of settings related to your account, including your profile information, region settings, and more. To navigate to the My Profile page starting from the Home screen, select My Profile from the left navigation menu. The My Profile Page has several tabs on the left side with different categories of things to fill in. Filling in Sections A section can be filled by hovering over it with your mouse and clicking the edit pencil: Or by clicking the + icon on list style sections: Personal Profile Tab Here you can enter your basic information, including your General information, an About Me blurb, your education history, your references, social media accounts, emergency health information, Residence/Visa status, and your emergency contacts.  Skill Profile Tab Add your skill information, any relevant awards and certifications, recommendations, and event participation.  Work Profile Tab This contains your basic employment information, your work contact information, availability, work experience, communication handles, and your benefits (filled out by an administrator). Showcase Tab Use this tab to upload projects you would like to add to your showcase portfolio.  Financial Details Tab This tab has your information relating to payroll. This section cannot be updated by users. Use the Request Updatebutton in the top right corner to request an admin to update it for you.  Documents Tab This is a place to put any documents your employer requests you upload.  Assets Tab This tab shows which company assets have been assigned to you, such as a company computer.

Last updated on Jun 26, 2025

Requesting Updates to Work Profile and Financial Details and Verifying Profile Sections

As a non-admin user, you are not able to edit all sections of the My Profile tab, nor are you able to verify profile sections. This article explains how you can request updates and verify profile sections. For more information on My Profile, please visit the Sections of My Profile or Filling in My Profile articles.  Requesting Updates to Work Profile and Financial Details  To request an update to admin-edited sections of your Work Profile and Financial Details, click the Request Update button in the top right-hand corner of the relevant section: This will open the Request Update pop-up box: To fill in this pop-up box, fill in the “What is the new value?” and Reason fields, and choose the relevant value from the “I want to update or change my” dropdown box.  Click the Submit Request button to submit your request, which will then be approved or declined by an admin user.  Verifying Profile Sections Both the Personal Profile and the Work Profile contain self-edited fields that can be later verified by admin users.  Personal Profile: In the Personal Profile, both the Contact Section and the Social Media section contain verifiable fields: Verification of these sections is easy. Fill in these sections as usual, and then an admin user will verify them.  Non-user editable sections:  Some sections of your profile can only be edited using the Request Update button and having an admin edit it for you.

Last updated on Jun 26, 2025

Simplified HR App Installation Guide

Windows Supported OS Version: 64-bit version of Microsoft Windows 10 or later. NEW INSTALLATIONS - Download the latest version of the app from besimplified.com/hr. - Double click on the downloaded .exe file to begin the installation process. - Follow the on-screen instructions to complete the installation. - Restart your system to ensure all changes take effect. UPGRADING - Quit the app by clicking on the "Quit" option in the settings menu. - Uninstall the current SimplifiedHR app using one of the following methods: - Click on the search area in your taskbar. - Type "Control Panel" then select it. - Choose Programs > Programs and Features. - Find SimplifiedHR, right-click on it, and select Uninstall or Uninstall/Change (depending on what appears). - Follow the steps for New Installations mentioned above. APP STORE You can also download the app from Microsoft store. Mac OS (Intel or Silicon chip) Supported OS Version: 64-bit version of macOS 10.15 (Catalina) or later. NEW INSTALLATIONS - Download the latest version of the app from  besimplified.com/hr based on your Mac Chipset. - Once the download is complete, double-click the .dmg file to open the disk image within the macOS Finder. - Drag the Simplified HR application to your Applications folder. - From the Applications folder, double-click on the SimplifiedHR icon to start the application. - When you open SimplifiedHR for the first time, you may receive a notice stating that it is an application downloaded from the internet, requiring you to confirm that you want to open it. Click Open to continue and launch SimplifiedHR. - Grant the screen recording permission: - Go to System Settings > Privacy & Security > Screen Recording. - Allow SimplifiedHR. - Grant the input monitoring permission: - Go to System Settings > Privacy & Security > Input Monitoring. - Allow SimplifiedHR. UPGRADING - Quit the app by clicking on the "Quit" option in the settings menu. - Follow the steps for New Installations mentioned above. Linux Supported OS Version: 64-bit version of Ubuntu 20.04 or later. NEW INSTALLATIONS - Download the latest version of the app from besimplified.com/hr. - Run the following command in the terminal to install:  - sudo apt-get install /path/to/deb/file/latest.deb UPGRADING - Quit the app by clicking on the "Quit" option in the settings menu. - Run the following command in the terminal: - sudo apt purge simplifiedhr - Follow the steps for New Installations mentioned above. We hope this article helps you understand how to install the Simplified HR Desktop App on various Operating Systems. If you are still facing any issues, please get in touch with us via the support form.

Last updated on Jun 26, 2025

The Calendar Page

The Calendar Page is where you can put events, reminders, tasks, and mark your availability on your Calendar.  To get to the calendar from the Home Page,** select Calendar. Integration Options By default, your calendar is a Simplified HR calendar, and does not need to be connected to an external calendar to function. It is recommended, however, to connect your calendar to a Google or Microsoft Calendar if you already use one. Do this by clicking the gear icon at the top right corner of your calendar and selecting an option from the drop-down menu. Using the Calendar On the top right of the Calendar, you can change your view mode between  Month, Week, and Day. Clicking on a day in the Week view focuses on that day by clicking on the date.  Navigate forward and backward in your calendar using the arrows on the left-hand side above the calendar.  You can add events, tasks and reminders to your calendar. These will show up on your agenda, which is located to the left of the Calendar:  You can add Events, Reminders, Tasks, and change your availability by clicking on any particular day or time slot in the calendar anywhere other than the date. This will bring up the following pop-up window:  Adding an Event: The default option offered by the pop up box is Event: To create an Event, you must at minimum fill out the title field.  Select the save button at the bottom of the box. If you’ve saved your Event successfully, a Successfully created notification will appear in the top right corner of the Calendar. You can add a start time/day and end time/day to your Event, using the date and time drop down menus provided. You can set an Event to cover the entire day, if it repeats, and whether it notifies involved users by selecting the corresponding checkboxes.  Selecting the repeat checkbox gives you a dropdown menu that allows you to pick the frequency that the Event is repeated. Selecting Custom from this drop-down allows further configuration of the repeating schedule.  To set up notifications for your Event, check the Notify box and select from the dropdown menu: You can add people to your Event by choosing from the dropdown menu in the Add People field. You can add a location for your Event by filling in the Location field. Below these fields, you have the option of adding comments, attachments, and URLs. Adding a Reminder: To add a reminder to your Calendar, select the Reminder option in the pop-up box:  As with an Event, you can choose to give a start and end time to your Reminder or check the All Day or Repeat boxes. The only part of the pop-up box that has to be filled in is the title section. Adding a Task:  To create a Task, choose the Task option in the pop-up box:  This will give you the option of setting start and end times for you task (or making it all day), though the only required field is the title.  As with Events, you can add relevant comments, attachments, and URLs to your Tasks.  Setting Your Availability: The pop-up box also gives you the option of setting your availability to unavailable:  All fields of the form must be filled out to successfully save your availability. You must choose a start and end time for your unavailability, or select All Day.

Last updated on Jun 26, 2025

Using The Control Center

The Control Center is where you can manage users, leave, offboarding, assets, and reports, as well as apps and integrations: To get to the Control Center, click on “Control Center” on the side navigation menu: Note that this also opens a dropdown menu that you can use to go directly to different sections of the Control Center. Parts of The Control Center At the top of the Control Center is a summary widget that tells you the Active Members, members On Leave, New Recruits, Total Requests, and percentage Average Activity your company has: Below this are colored tiles, with links to specific pages of the Control Center. This may include the sections Users, Leave Queue, Moderation, Reports, Team Performance, Asset Register, and Offboarding. The number of unread notifications in each section will appear in the top right corner of the relevant box. Below this are your Apps & Integrations, a menu which links you with any apps and integrations you have connected to Simplified HR. The Users Section: This section allows you to add, edit, and delete members and teams, as well as to view and edit profile information for users and teams. You can also use this tab to assign roles and groups. For more information, go to The Users Tab. The Asset Register: The Asset Register is the section of the Control Center in which you can search for, assign, edit, and delete assets: For more information on the Asset Register, please refer to our articles Adding Assets and Changing Asset Status and Requesting Repairs. Reports: See relevant info at a glance in the reports section: The Leave Queue See pending leave requests and take action in this section:

Last updated on Jul 01, 2025

Marketplace

The Marketplace in Simplified HR is your central hub for discovering, installing, and managing both paid and free applications. These apps enhance your organization's capabilities by providing tools for productivity tracking, seat reservation, attendance management, email signature creation, and workflow automation. This guide is designed for administrators, owners, and users with similar roles who need to manage organizational apps, as well as general users who want to access installed applications. who want to access installed applications. Prerequisites - You must have an active Simplified HR account - To install or uninstall apps, you need Owner, Admin, or equivalent permissions - Your organization must have the appropriate subscription plan to access paid applications Understanding app types Paid apps Paid apps are marked with a Pro tag and require a Pro subscription plan. These premium applications include: - Easybook: A comprehensive booking system with an interactive interface for seat reservations across your organization - Biometric: An attendance tracking application that monitors employee attendance through punch in/out using card readers or biometric devices - Mailerlite: An email marketing tool and website builder that automates employee communications - Work Journal: A productivity application for documenting daily work activities, maintaining records, and tracking progress over time Free apps Free apps are marked with a Free tag and are available on any subscription plan: - Signature: An application that creates unique, branded email signatures for your company Accessing the Marketplace 1. Locate Marketplace in the left navigation main menu 2. Click Marketplace to open the Marketplace page. 3. Note: Only users with Owner, Admin, or similar roles can install and configure apps for the organization. Exploring the Marketplace interface Main sections The Marketplace contains two primary areas: - Home: Browse all available applications. - My Library: View and manage your installed applications. Search and filtering tools You can efficiently find apps using these features: - Search bar: Enter keywords to locate specific applications. - Filter by: Choose from All Apps, Free, Paid, or Free Trial options - Sort by: Organize results by Name, Newest, or Popularity Default settings: Filter and Sort will be set as All apps and Name respectively. Installing applications Installation process 1. Navigate to the Marketplace>Home section. 2. Locate the application you want to install. 3. Click the Install button next to the desired app. 4. A success notification will confirm the installation. Important installation notes - Installing an app makes it available to all users in your organization - Apps can only be installed from Marketplace > Home - Successfully installed apps display an "Installed" tag. - Installed apps appear in multiple locations: - Marketplace > Home and Marketplace > My Library. - My Apps in the navigation menu. - Control Center page. Uninstalling applications 1. Navigate to Marketplace > My Library. 2. Locate the app you want to remove. 3. Click the Delete button next to the application. 4. Confirm the action in the confirmation modal by clicking Uninstall. 5. A success message will confirm the uninstallation. Important: Uninstalling an app removes it for all users in your organization, not just the person performing the action. Launching applications Access requirements: Access is provided as per Roles and Permission. Launch locations You can open installed applications from several areas: For administrators and owners: - Marketplace > Home or Marketplace > My Library (click Open). - My Apps in the navigation menu. - Control Center page. For general users: My Apps in the navigation menu. Troubleshooting Common issues and solutions - Cannot install apps: Verify you have the correct role permissions and that your organization has the appropriate subscription plan - App not appearing after installation: Refresh the page or clear your browser cache - Unable to launch an app: Ensure the app is properly installed and check your role-based access permissions - Uninstallation not working: Confirm you're accessing the feature from Marketplace > My Library and have the necessary permissions Next steps - Learn how to configure individual apps after installation by reviewing app-specific documentation - Explore advanced features within each installed application - Review your organization's user roles and permissions to understand access levels - Contact your system administrator if you need additional apps or encounter installation issue

Last updated on Aug 28, 2025

Work Journal Module Guide - Part 1

The Work Journal module helps you document daily work activities, maintain productivity records, and track progress over time. This comprehensive guide covers everything from initial setup to advanced reporting features. Note: Work Journal is a premium feature that requires a Pro subscription. Prerequisites Before using the Work Journal module, ensure you have: - A Pro subscription to Simplified HR - Administrative access for initial setup and configuration - Proper user permissions assigned through Roles and Permissions. Getting started Install the Work Journal module 1. Navigate to the Marketplace in your Simplified HR application 2. Search for and install the Work Journal plugin 3. Refer to the Marketplace Installation Guide for detailed installation instructions Set up permissions Configure user access by assigning appropriate permissions through the Roles and Permissions system. See the Roles and Permissions User Guide for detailed instructions. Once installed, you can access Work Journal from: - My Library section in the Marketplace - My Apps section of the application - Control Centre page (admin users only) Configuration Admin users can customize Work Journal settings to match organizational requirements. Access configuration settings 1. Navigate to one of the following locations: - My Apps > Work Journal - My Library > Work Journal - Control Centre > Work Journal (admin users) 2. Click Get Started if accessing for the first time 3. On the Work Journal page, click the Settings icon Journal settings Configure submission and modification windows along with notification preferences. Submission window Set the grace period (in days or weeks) allowed for submitting Work Journal entries after the deadline: - EOD: Grace period starts after the day ends - EOW: Grace period starts after the week ends - EOM: Grace period starts after the month ends Modification window Define how long users can modify and resubmit entries after initial submission. This grace period begins immediately after journal submission. Default recipients Select recipient roles that automatically receive Work Journal notifications: - Recipients are automatically added to the recipients field - They receive notifications when users submit work journals Other recipients Add specific email addresses that should receive notifications. These emails will: - Automatically appear in the recipients field - Receive notifications when Work Journals are submitted Notification settings Configure when notifications are sent by selecting the appropriate options: Notify recipients when an EOD, EOW or EOM is submitted - Sends notifications to configured recipients when employees submit their Work Journal Notify recipients when an EOD, EOW or EOM is pending - Sends notifications to recipients when journal entries are overdue Remind user when an EOD, EOW or EOM is pending - Sends reminder notifications directly to employees with pending entries Weekly summarisedz report to recipients when an EOD, EOW or EOM is missed - Sends weekly summaries to recipients listing employees who missed journal submissions Job title settings Configure Work Journal requirements based on employee job titles. This determines which types of journals (EOD, EOW, EOM) are required for each role. 1. Use the search field to quickly find specific job titles 2. Check the appropriate boxes for EOD Required, EOW Required, or EOM Required 3. Use filters to view job titles with specific journal requirements Important: Each employee must have a valid job title assigned in their profile for these settings to take effect. Manage job titles by navigating to System > Organization > Profile. User settings Override job title settings for individual users to provide more granular control over Work Journal requirements. Add users to override settings 1. Use the search field to find users by name (minimum 3 characters) 2. Click on the user's name from the dropdown 3. Click the + (plus) button to add them to the configuration list 4. Configure their specific EOD, EOW, and EOM requirements Remove users from Work Journal submissions To exclude a user from Work Journal submissions entirely: 1. Add them to the User Settings list 2. Uncheck all three options: EOD Required, EOW Required, and EOM Required This allows users to save entries privately without submitting them to recipients.

Last updated on Sep 07, 2025

Work Journal Module Guide - Part 2

Submitting work journals EOD (End of Day) journals When permitted to submit EOD entries, an EOD card appears in your Work Journal section. Manual entry 1. Add a descriptive title for your entry 2. Enter detailed notes about your work activities 3. Ensure both title and notes contain meaningful content before submitting Desktop time tracking integration If you use the Desktop Application for time tracking, the system automatically populates: - Project names in the Title field - Total tracked time in the Time field - Multiple projects as separate title entries with respective tracked times Add manual time entries To log additional work not tracked through the desktop app: 1. Click Add Time 2. Enter Start Time and End Time manually Retrieve recent tracked time Click the Refresh button to pull the most recent tracked time from your Activity log. File attachments Attach relevant files to your Work Journal entries. Supported formats include: - Images: .png, .jpg, .jpeg - Documents: .pdf, .txt, .doc, .xlsx, .xls, .ppt, .pptx - Data: .csv Submission options After completing your entry, choose from three submission options: Submit EOD: Immediately submit the journal entry Schedule Send: Schedule the entry for automatic submission later Save as Draft: Save without submitting (no notifications sent) Scheduling submissions When scheduling an entry: 1. Select a date and time within the configured submission window 2. The system displays "EOD Scheduled" status 3. Hover over the status to view the scheduled submission time EOW and EOM journals End of Week and End of Month journals follow the same process as EOD entries, with submission deadlines based on your configured windows. Create new journal entries by clicking: - New EOD for daily entries - New EOW for weekly entries - New EOM for monthly entries The visibility of these buttons depends on your configuration settings in Job Title Settings or User Settings. Managing submitted journals Modify submitted entries You can modify submitted journals within the configured Modification Window. After this period expires, entries become read-only. Notifications The system sends notifications via both the Notification Centre and email: - User notifications: Confirmation of successful submissions - Recipient notifications: Alerts when entries are submitted - Draft entries: No notifications are sent for saved drafts Creating additional entries Use the New EOD, New EOW, or New EOM buttons at the bottom of the Work Journal page to create additional entries as needed. Overview and tracking Journal overview The Overview section provides a comprehensive view of your Work Journal activity with colour-coded status indicators: - Green icon: Journal submitted successfully - Yellow icon: Journal pending submission - Red icon: Journal submission missed Navigation and filtering Switch between journal types Use the radio buttons at the top to toggle between EOD, EOW, and EOM views. Radio buttons only appear when data exists for that journal type. Search and filter options Search field: Filter entries by typing keywords from Title or Notes fields Advanced filters: Refine results using: - Recipients - Project - Journal Date After applying filters, use the Clear button to reset. Active filters are indicated by a red dot on the filter icon. Work Journal reporting Access comprehensive reporting features to monitor team productivity and submission compliance. Report access Work Journal Report is available only to users with appropriate permissions through Roles and Permissions. Users without the required permissions will not see the report section. Report overview The reporting dashboard provides metrics for: - Daily submissions: Number of submitted, pending, and missed EODs - Weekly submissions: EOW submission statistics - Monthly submissions: EOM submission statistics - Leave tracking: Days taken as leave within the EOD section Report features Team member details Each record includes: - Member name - Team assignment - Manager name - Supervisor name - Shift schedule - Current status Filtering and controls 1. Report type: Select EOD, EOW, or EOM views 2. Teams dropdown: Filter by specific teams 3. Status dropdown: Filter by Submitted, Pending, or Missed status 4. Date picker: View reports for specific datesNavigation buttons: Move between dates 5. Settings icon: Export report data 6. Refresh button: Reset filters and reload data Detailed views and exports Individual journal details Click any green Submitted icon to open a modal with complete Work Journal details for that user. Export individual reports Download specific member work journal reports using the Download icon within the detail modal. Note: Only submitted work journals are visible in the detailed view modal. Troubleshooting Common issues Work Journal module not visible: Verify Pro subscription status and proper module installation Permission errors: Check user permissions through Roles and Permissions settings Missing submission buttons: Verify EOD, EOW, or EOM requirements are enabled in Job Title Settings or User Settings Notification issues: Review notification settings in Journal Settings configuration Time tracking not populating: Ensure Desktop Application time tracking is active and properly configured Next steps - Review the Roles and Permissions User Guide for access management - Consult the Marketplace Installation Guide for module troubleshooting - Explore System > Organization > Profile for job title management - Configure notification preferences based on organizational workflows

Last updated on Sep 07, 2025

Biometric Module Guide

The Biometric module helps you track and manage employee attendance through automated punch-in and punch-out data collection. This comprehensive guide covers installation, configuration, and reporting features. Note: The Biometric module is a premium feature that requires a Pro subscription. Prerequisites - Pro subscription to Simplified HR - Access to admin privileges for configuration - Biometric device provider credentials (API details) - Device IDs and location information Installing the Biometric module Step 1: Install from Marketplace 1. Navigate to Marketplace in your Simplified HR application 2. Search for and select the Biometric plugin 3. Click Install to add the module to your account For detailed installation instructions, refer to the Marketplace Installation Guide. Step 2: Access the module Once installed, you can access the Biometric module from multiple locations: - My Library > Biometric - My Apps > Biometric - Control Centre > Biometric (admin users only) Configuring the Biometric module Admin users can customise the Biometric module to match your organization's specific requirements. Accessing configuration settings 1. Navigate to one of the following: - My Apps > Biometric - My Library > Biometric - Control Centre > Biometric 2. Click the Configuration tab Provider setup Select your biometric provider - Choose your provider from the dropdown menu - Currently, Matrix's COSEC VYOM is integrated - Contact support for integration with other providers Device connection details Enter the following information provided by your biometric service provider: - API URL: The endpoint for your biometric service - Username: Authentication username - Password: Authentication password Important: Verify all details are correct to ensure a successful connection with your biometric devices. Device mapping Add and configure biometric devices based on their physical locations: 1. Enter the device's physical location name 2. Assign the corresponding device ID 3. Repeat for each device in your organisation Access card information Configure how the system retrieves employee access card data: 1. Select the field containing access card information 2. Optionally, create a custom field if needed. To add a custom field, navigate to: System > Module Setting > My Profile > Custom Field. Setting up Tracked Time Grace Period The Tracked Time Grace Period allows you to set an acceptable variance between desktop application tracking and biometric system data. How it works When the difference between tracked time and biometric data exceeds your configured threshold, a yellow indicator appears in reports, signalling potential discrepancies. Configuring the grace period 1. Check Track differences between logged time and PunchIt duration 2. Enter the allowable difference percentage in the field 3. Click Save to apply your settings Using Biometric reports The Biometric Report provides comprehensive attendance data, including punch-in/out activities, locations, durations, and discrepancy identification. Accessing reports Prerequisites: You must have appropriate report permissions assigned. 1. Go to Control Center > Reports 1. Select My Apps > Biometric Daily reports Overview section The overview section of the Punchit report shows the number of members who have punched in and punched out for the selected day. It provides a quick snapshot of attendance activity for that specific date. Summary section Shows detailed punch data for each member: - Member Name - Punch Location - First Punch Time - Last Punch Time - Total Duration (calculated between first and last punch) Viewing detailed punch events Click the down arrow next to any member's record to expand and view: - All punch events with timestamps - Associated access points - Colour-coded status indicators Status indicators Each punch record includes a colored dot showing data accuracy: - Green Dot: No discrepancies detected; proper punch-in/out process followed - Yellow Dot: Discrepancy between biometric duration and activity tracker time - Red Dot: Punch-in/out discrepancy detected; improper process followed Weekly reports Overview section Shows overall activity match percentage, highlighting the ratio of matched vs. non-matched activities for the selected week. Summary section Displays weekly data for each member: - Member name - Location counts - Total tracked time - Total duration Viewing detailed weekly data Click the down arrow to expand and see day-wise information: - Biometric location - First punch time - Last punch time - Tracked time - Duration Report management options Filtering and navigation 1. View Type: Switch between daily and weekly reports using the dropdown 2. Location Filter: View data for specific locations only 3. Date Selection: Use the date picker or navigation buttons to change dates 4. Member Search: Find specific members by name or email ID Exporting data Click Export To CSV to download attendance data as a CSV file for further analysis or record-keeping. Clearing searches Use the Clear button next to the search field to reset member name or email searches. Biometric Activity Today The Biometric Activity card, available in the My Activity section at the user’s end, displays all biometric events for the current day. It shows punch-in and punch-out statuses along with their timestamps and biometric locations. Users can refresh this data by clicking on the Refresh button, which pulls the latest events that may not yet be synced. The refresh action can be performed at a 10-minute interval between two pulls. Troubleshooting Common issues and solutions Connection problems - Verify API URL, username, and password are correct - Ensure your biometric provider's system is accessible - Contact support if using a provider other than Matrix's COSEC VYOM Missing punch data - Check device mapping configuration - Verify access card information settings - Ensure devices are properly connected and functioning Discrepancy indicators - Review Tracked Time Grace Period settings - Compare desktop app tracking with biometric system data - Investigate the yellow and red dot indicators for specific members Next steps - Set up automated attendance reports for managers - Configure notifications for attendance discrepancies - Review [User Permissions Guide] for report access management - Explore [Desktop Application Integration] for comprehensive time tracking

Last updated on Aug 28, 2025

MailerLite

MailerLite is an email marketing platform and website builder designed for businesses of all shapes and sizes. MailerLite can be seamlessly integrated into simplified HR applications to enhance communication workflows, automate employee messaging, and streamline HR processes. This integration combines MailerLite's powerful email marketing and automation capabilities with HR management systems to create more efficient people operations. MailerLite Version In 2022, a brand new version of MailerLite was released that features both an updated interface and an infrastructure designed to support advanced features. All accounts created after March 2022 will be using the new version. Accounts created before this date will use our previous version, which we have renamed MailerLite Classic.   For more information refer the document Mailerlite Account Version Prerequisites Before you can begin using the Mailerlite functionality, ensure you have the following requirements in place: Admin role access in the Simplified HR platform Active Simplified HR account with marketplace access privileges Understanding of your organization's Mailerlite nature requirements and compliance policies Proper permissions to install and configure new modules for your team Important: Only users with admin roles can configure Mailerlite for the team and manage settings across the organization. This restriction ensures proper governance and control over Mailerlite processes. For comprehensive details about roles, permissions, and access controls, refer to the Roles and Permissions documentation. For roles and permissions refer the document Roles and Permission How To Get Mailterlite module The Mailterlite module must be installed from the Simplified HR marketplace before you can access any Mailterlite functionality. This marketplace-based approach ensures you always have access to the latest features and security updates. Refer the document Marketplace After completing the installation, you can immediately begin creating professional email marketing for your organization. Once installed, the Mailerlite will appear in both the My Library section of the Marketplace and the My Apps section of the app. The admin users can also access the Mailerlite from the Control Centre page. Admin can get the app info from the Mailerlite > App Info section Mailerlite Configuration: Admin users can configure the Mailerlite module based on their organization’s requirements. How to Access Configuration Settings 1. Navigate to My Apps > Mailerlite or My Library > Mailerlite or Control Centre > Mailerlite. 2. Click on the Configuration tab. To set up the configuration you need to provide the account version as  1. Latest  2. Classic MailerLite Latest vs Legacy V2 Version: MailerLite operates two distinct platforms: the Latest Version (New MailerLite) launched in March 2022, and the Legacy V2 Version (MailerLite Classic) which serves accounts created before March 2022. Understanding these versions is crucial for users navigating MailerLite's ecosystem. For more information refer the document Mailerlite Account Version After you select the account version, you need to provide a valid API key The user can use the syncing process to sync the API key by using Sync now button  The user can use the syncing process to sync the API key automatically by using Sync automatically checkbox User can add the mailerlite group by clicking the Add Group button The user can add the group by using valid group ID  To update the Mailerlite automatically when a new user is created, you need to check the highlighted checkbox To update the Mailerlite automatically when a user is removed/deactivated, you need to check the highlighted checkbox Click on Save button to save any changes you made in the configuration In order to properly sync your email information, map your Mailerlite Merge Tags with the associated email tokens You can add additional tags by clicking Add Merge Tag button Click on Save button to save any changes you made in mapping

Last updated on Aug 28, 2025

Signature Maker - Digital signature creation and management - Part 1

The Signature Maker is a specialized solution designed and integrated into the Simplified HR platform to enable comprehensive digital or electronic signatures for all your HR documents and workflows. This powerful tool transforms how your organization handles document approvals by providing a seamless, paperless alternative to traditional signature processes. Benefits of digital signatures By implementing digital signatures through the Signature Maker, you can: - Accelerate document processing: Reduce approval times from days to minutes - Enhance security: Digital signatures provide better authentication than handwritten signatures - Improve compliance: Maintain detailed audit trails for all signed documents - Reduce costs: Eliminate printing, scanning, and physical document storage needs - Enable remote workflows: Allow team members to sign documents from anywhere The solution integrates seamlessly with your existing HR workflows, supporting everything from employment contracts and policy acknowledgments to performance reviews and benefits enrollment forms. Prerequisites Before you can begin using the Signature Maker functionality, ensure you have the following requirements in place: - Admin role access in the Simplified HR platform - Active Simplified HR account with marketplace access privileges - Understanding of your organization's signature requirements and compliance policies - Proper permissions to install and configure new modules for your team Important: Only users with admin roles can configure signatures for the team and manage signature settings across the organization. This restriction ensures proper governance and control over signature processes. For comprehensive details about roles, permissions, and access controls, refer to the Roles and Permissions documentation. System requirements for signature generation Team-based access control The admin who is generating signatures, or whoever is performing this action, should be assigned to the team members. This ensures that when someone generates signatures for a specific team, the system verifies whether all members are properly assigned to that team or not. Access levels: - Team-wise access: Users can view or use signatures only for their assigned team(s) - All-team access: If someone has access to all teams, they can view or use signatures for all teams Key points: - Assignment verification: Before signature generation, check if the person generating has proper team assignments - Access control: Signatures should be accessible based on team membership - Scope management: Different access levels (single team vs. all teams) should determine signature visibility and usage permissions This describes a role-based access control system where signature generation and usage are restricted based on team assignments and administrative privileges. Custom field functionality There is an option to choose custom fields. Besides some predefined fields, if someone selects from the custom dropdown, they will be able to set their own custom value according to their preference. Key features: - Predefined options: The system includes standard/predefined field options that users can select from - Custom dropdown flexibility: Users have access to dropdown menus with preset choices - Custom value input: When users interact with the custom dropdown, they can enter their own custom values instead of being limited to only the predefined options - User autonomy: Users can set values according to their specific needs/preferences Template management categories Two categories for signature/template management Created by Admin: Admin or whoever is generating signatures for the team members Created by Me: Users can use the admin's template and customize or modify it according to their own needs, then use that customized version Key distinctions: - Admin-Created: Signatures/templates are generated and managed centrally by administrators for team members to use - User-Customized: Users have the flexibility to take admin-provided templates as a starting point, make their own modifications or customizations, and then utilize their personalized version Deletion behavior for template management If "Created by Me" is deleted, the user-specific template will be deleted, but the "Created by Admin" and main template will remain intact. Key functionality: - User-specific deletion: When a user deletes their customized template (Created by Me), only their personalized version is removed from the system - Admin template protection: The original admin-created template and main template remain untouched and continue to be available - Selective removal: The deletion operation is scoped to only affect the user's custom modifications, not the organizational base templates How to get the Signature module The Signature Maker module must be installed from the Simplified HR marketplace before you can access any signature functionality. This marketplace-based approach ensures you always have access to the latest features and security updates. Refer to the Marketplace documentation for installation instructions. After completing the installation, you can immediately begin creating professional email signatures for your organization. When you first open the Signature Maker module, the system will prompt you to create your first signature directly from the home page. Initial signature creation 1. Access the Signature Maker from your main dashboard navigation 2. Review the welcome screen which provides an overview of signature creation capabilities 3. Click "Create My Signature" to launch the signature builder and begin the setup process Template selection process The template selection process provides you with professionally designed options that can be customized to match your organization's branding and communication standards. After clicking the "Create My Signature" button, the system displays several professionally designed email signature templates. These templates serve as the foundation for your organization's signature standards and can be customized extensively to meet your specific needs. The sample templates will look like below: After selecting the template click on continue to customize the email signature. Customizing email signatures for your team Template configuration Provide the template name and the teams selected who will be using the email signature template. The Signature Maker enables sophisticated team management capabilities, allowing you to create targeted signature templates for different organizational units. You can generate distinct signature templates for different teams within your organization: - Sales team signatures: Include specific contact information, social media links, and promotional elements - Management team signatures: Feature executive titles, direct contact methods, and corporate governance information - IT support team signatures: Incorporate technical support channels, help desk information, and service availability Editing permissions Check the "Allow editing" checkbox to enable team members to modify their individual signatures within the template framework. Configure editing permissions to determine which signature elements users can customize. Image configuration Use the zoom controls (+ and - buttons) to adjust image size for optimal display. You can zoom in, zoom out and rotate the profile picture by clicking on the + - button and apply rotation using the rotate button to achieve perfect alignment. Signature fields configuration You can set the signature fields and as per the field the signature will be updated in the template. Examples of signature fields When you select "Job Title" as a signature field, the system automatically displays each employee's current position. Selecting "Location" as a signature field shows the employee's assigned work location. The "Employment Type" field displays whether employees are full-time, part-time, contract, or consultant status. Footer configuration You can set the footer and as per the footer field the signature will be updated in the template. For example: Selecting "Team" as the footer field displays the employee's department or team designation. If we select the footer as work email it will reflect the work email in the footer of the signature field. Social media integration The Signature Maker supports comprehensive social media integration, allowing you to include up to three different social network links in each signature. Social Network 1 You can set the social network 1 and as per the field the signature will be updated in the template. For example: Select "Telegram" to display your organization's or individual's Telegram contact. Choose "Facebook" to link to your company's official Facebook page or professional profile. Social Network 2 You can set the social network 2 and as per the field the signature will be updated in the template. For example: Select "Twitter" to showcase your organization's Twitter presence. Choose "Instagram" to highlight visual content and company culture. Social Network 3 You can set the social network 3 and as per the field the signature will be updated in the template. For example: Select "LinkedIn" to connect with recipients on the premier professional networking platform. Choose "MS Teams" to facilitate direct collaboration and communication. You can show/hide every fields from here.

Last updated on Sep 07, 2025

Signature Maker - Digital signature creation and management - Part 2

Allow user selection Allow User Selection Checkbox: When enabled, this feature permits individual users to customize certain signature elements after the template has been configured. This approach balances organizational control with personal customization needs. Line Text configuration You can set the Link Text 1 and as per the field the signature will be updated in the template. For example: Configure "Work Email" as Link Text 1 to provide a clickable email contact method. Select "Employment Type" to provide context about employee status and availability. You can set the Link Text 2 and as per the field the signature will be updated in the template. For example: Choose "Location" to provide clickable links to office addresses, maps, or location-specific information. Configure additional "Work Email" options for employees with multiple email addresses. Visual customization You can adjust several key visual elements: - Font selection: Choose from professional typefaces that render consistently across email clients - Height settings: Configure signature dimensions for optimal display - Name formatting: Customize how employee names appear in signatures - Subtitle styling: Configure job titles and department designations - Line text appearance: Adjust spacing and alignment for signature elements - Footer text formatting: Ensure consistent styling for footer information Icon Color Customization: Modify icon colors to match your organizational brand guidelines, ensuring visual consistency across all signatures and maintaining professional appearance standards. Template availability after saving After saving your template, the signature becomes available in the My Email Signature section for users who are assigned to the appropriate team. This automatic assignment ensures that: - Team members see only relevant signature templates - Organizational structure is maintained in signature deployment - Administrative overhead is minimized through automated assignment Team Email Signature is also displayed for the team members. Like this way, you can create new signature. Preview functionality The Signature Maker includes comprehensive preview functionality to ensure your signatures appear correctly across different email clients and devices. Preview capabilities - Click the preview option to display a sample template with realistic data - Review the signature appearance across different screen sizes and formats - Test visual elements including images, colors, and text formatting - Verify link functionality and social media integration Copy and download options You can copy the template from copy to clipboard option. You can download the template in HTML/PNG format: - HTML format: For email clients that support rich HTML signatures - PNG format: For platforms that require image-based signatures or backup display options Close Preview: Click the cross (X) button to exit the preview modal and return to the template management interface. Editing existing templates Edit Button Functionality: Users can modify existing templates through the dedicated edit button, which opens the comprehensive template editor. Last Modified Tracking: The system displays the last edited date for each template, providing visibility into when signatures were most recently updated. Click "Save Changes" to apply your modifications and update the template. Select "Cancel" if you want to discard your changes and return to the previous version. Update Automatically Checkbox: Enable this feature to save template changes automatically without requiring manual save actions. Team email signatures can be edited using the same comprehensive process available for individual templates, ensuring consistent management approaches across all signature types. For team email signature also you can edit the template in same way. Deleting signatures Click the delete button for the template you want to remove. Review the confirmation dialog that appears to prevent accidental deletions. Click "Delete" to confirm removal and permanently delete the template. Select "Cancel" to abort the deletion process and retain the template.

Last updated on Sep 07, 2025

Setting up and configuring Easybook - Part 1

Easybook is a comprehensive seat booking system in Simplified HR that provides an interactive interface for reserving seats across your entire organization. This guide covers the complete setup process, from initial installation to advanced configuration options. This article is designed for administrators, owners, and users with similar roles who need to configure and manage the Easybook system for their organization. Prerequisites - You must have Owner, Admin, or equivalent role permissions - Your organization must have active locations configured in Simplified HR - The Marketplace must be accessible in your system - A paid plan is required as Easybook is a pro feature. - You should understand your organization's seating and booking requirements Installing and enabling Easybook Installing the app 1. Navigate to the Marketplace in your Simplified HR system 2. Locate the Easybook app and click Install 3. Wait for the installation confirmation For detailed installation instructions, refer to the Marketplace Installation Guide. Assigning proper permissions Ensure relevant roles have the required permissions to access and use Easybook. Configure these through your Roles and Permissions settings. Important: Owner, Admin, or similar role members can override most restrictions set up in the configuration. Accessing Easybook For administrators and owners You can access Easybook through multiple entry points: - Marketplace > Home or Marketplace > My Library (click Open) - My Apps in the navigation menu - Control Center page For general users Access Easybook through My Apps in the navigation menu. Accessing configuration settings 1. Navigate to Easybook through any of the access methods above 2. Click the Start Booking button (if this is your first time) 3. On the Booking System page, click the Settings icon 4. Click the Settings tab on the configuration page Configuring general settings Booking features By default, Seat Booking is enabled and cannot be disabled. This is the primary feature of Easybook. Managing spaces Spaces are different seating area types in your organization that define which areas members can access and book. Default spaces Easybook comes with these pre-configured spaces: - Hot Desk - Pods - Limit 1 per Day - Meeting Pods - Meeting Rooms - Dedicated Desk - Limit 1 per Day - Private Office - Limit 1 per Day Creating custom spaces 1. Click Create Space 2. Add a custom space name 3. Select a color from the palette or enter a hex code 4. To add multiple spaces, click Add Another and repeat steps 2-3 5. Click Create Understanding space limits Space limits restrict how often users can book specific space types: - No limit: Allows unlimited bookings in the space - Limited: Set restrictions using per day, per week, or per month Example: "1 per day for Pods" means a member can book only one Pods seat per day, regardless of location. Modifying spaces 1. Click the edit button next to any existing space 2. Update the name, color, or limit as needed 3. Click Update 4. Confirmation message validates the changes Note: Changes affect future bookings and visual displays immediately. Restoring default spaces Click Restore defaults to reset space names, colors, and limits to original values. This only affects default spaces, not custom ones. Deleting spaces Only custom spaces can be deleted: 1. Click the Delete button next to a custom space 2. Confirm deletion in the modal 3. Success message confirms removal Configuring booking settings Allow users to book outside their assigned location A configuration which streamlines the flow when an employee wants to book their seats outside their assigned work location. Choose between two approval workflows: - Auto Approve: Bookings outside assigned locations are automatically approved - Requires Approval: Bookings outside assigned locations require administrator approval Note: Bookings within assigned locations are always auto-approved for any users. Future booking restrictions Set how far in advance users can create bookings: 1. Enter a numeric value 2. Select the time period: Day, Week, or Month 3. Scroll down and click Save Example: "30 days" means users can book up to 30 days in advance. Advance seat booking Configure when specific spaces can be booked: Space on Demand Members can book seats in these spaces at any time. 1. Click Add Space and select a space 2. Choose On Demand 3. Click Save Space in Advance Members must book a specified time before their intended use. 1. Click Add Space and select a space 2. Choose In Advance 3. Enter the advance time requirement 4. Select: Hour(s), Day(s), or Week(s) 5. Click Save Examples: - "1 hour for Pods": Book 1 hour before the intended slot time - "1 day for Pods": Book 1 day before the intended date - "1 week for Pods": Book 1 week before the intended date Booking duration Set minimum and maximum duration limits for time-slot bookings: Configure specific spaces to require time-slot selections rather than all-day bookings. Setting booking restrictions User restrictions Blacklist specific members from making any bookings: 1. Type the first 3 letters of a member's name 2. Select the member from the search results 3. Add multiple members if needed 4. Click Save Default booking credits Set organization-wide booking limits: Daily credits Set Credits per Day to limit daily bookings per member. Monthly credits Set Credits per Month to limit monthly bookings per member. Custom credit groups 1. Click Add Group 2. Set credit amount (daily or monthly) 3. Select specific members for custom limits 4. Click Save Notes: - Each booking consumes 1 credit - Modifying booking dates also consumes credits - Modifying spaces, floor and room in an existing booking does not consume credits. - Empty fields mean unlimited credits - Admin roles bypass credit restrictions Credit refund settings Configure what happens when bookings are cancelled: Refund credits option Set conditions for credit refunds: - Specify hours before shift time for refund eligibility - Set maximum number of refunds allowed No refund option Select Do not Refund Credits to never return consumed credits. Credit-enabled spaces Specify which spaces consume and refund credits: If no space is selected, then booking in active spaces will consume credit.   1. Select one or more spaces for credit system 2. Click Save Notification settings Configure automated communications for booking events. Booking reminders Set reminder timing for users with upcoming bookings: Enter hours before shift time to send reminder emails. These reminders include check-in and cancellation options for Easybook. Note: Before setting this configuration, the administrative team must confirm that all the members in the organization have updated and approved shift time in My Profile > Work Profile > Availability Role-based notifications Choose which roles receive booking notifications: - All Roles: Admins, managers, and supervisors receive all booking notifications - Admin: Only administrators receive notifications - Manager: Managers receive notifications for their subordinates' bookings - Supervisor: Supervisors receive notifications for their subordinates' bookings Team notifications Select specific teams to receive booking notifications: Choose from default and custom teams in your organization. Additional recipients Add external email addresses for booking notifications: Enter one or more external email addresses to receive booking updates. Summary reporting Enable automated booking summaries for managers and supervisors: Reports are sent: - 1 hour before shift starts (if availability data exists) with respect to timezone. - At 9:00 AM static time according to timezone of the assigned work location (if no availability data) User-specific notifications Configure specific users to receive all organizational booking notifications: This overcomes restrictions on sending notifications to all administrators. Managing booking locations Configure physical locations where seat booking is available. Accessing location management 1. Follow the Easybook access steps above 2. Click the Settings icon 3. Click Add Booking Location on the locations page Adding new booking locations Prerequisites - At least one active organization location must exist - Previously added locations won't appear in the selection list Configuration steps 1. Upload location image: Add jpeg, jpg, png, or similar format 2. Select organization location: Choose from available locations 3. Set location name: Auto-populated but can be customized 4. Define seat capacity: Must match configured seat count 5. Configure restrictions: - Enable Restrict booking on Weekends to block weekend reservations - Enable Restrict booking on Holidays to block holiday bookings 6. Set team permissions: Choose "All Teams" or select specific teams 7. Configure building type: Single floor or multiple floors Single floor configuration - Select at least one booking view type - Configure spaces and rooms for the floor Multiple floor configuration - Configure booking view and spaces for each floor - Set up rooms within each floor's spaces Floor availability management Disable specific floors when needed: 1. Edit the location 2. Navigate to the specific floor 3. Toggle off Booking Availability Note: Disabled floor spaces and rooms won't appear in booking options. Configuring spaces and rooms Adding spaces to locations 1. Click Add Space 2. Select space type from active spaces 3. Choose booking types: - Groups: Allow organization-wide member inclusion - Teams: Allow team member inclusion only - Individual: Allow booking owner only 4. Set job title restrictions: - All job titles: No restrictions - Specific job titles: Limit to selected job title or designation. Adding rooms to spaces Rooms can be added in two ways: Method 1: Expand existing space 1. Click the expand button on an added space 2. Click Add room 3. Configure room settings: - Room name or Zone ID - Number of seats - Availability type (Slot or All day) - Shared booking settings - Job title restrictions Method 2: Direct room addition 1. Click Add Rooms 2. Select the target space 3. Configure room details using the same process as Method 1 Room management options Pausing rooms: Temporarily disable rooms from booking 1. Edit the location 2. Navigate to the specific room 3. Click the pause button Note: Paused rooms display as unavailable: Deleting rooms: Permanently remove rooms 1. Edit the location 2. Navigate to the specific room 3. Click the delete button Booking view configuration Choose how users interact with room selection: Image gallery - Add images for each room grouped by space - Include room information and descriptions - Display space, room name, and seat count Zoomable image - Upload high-quality PNG or PDF seat arrangement plans - Provide detailed visual booking interface Booking only - No visual booking interface - Users book through dashboard list only Location management operations Modifying locations 1. Hover over the target location 2. Click the modify icon 3. Update settings as needed 4. Click Save Pausing locations 1. Hover over the target location 2. Click the pause icon 3. Confirm the action Effects of pausing: - Past bookings remain unchanged - Current date bookings remain but can't be modified - Future bookings are automatically cancelled Deleting locations 1. Hover over the target location 2. Click the delete icon 3. Confirm deletion in the modal Troubleshooting Common configuration issues - Spaces not appearing: Ensure spaces are properly saved and active - Room configuration errors: Verify seat counts match capacity settings - Credit system not working: Check credit-enabled spaces configuration - Notifications not sending: Verify email settings and recipient configurations - Location access issues: Review team permissions and job title restrictions Getting help If you encounter issues not covered in this guide: - Review your organization's specific requirements - Check user permissions and role assignments - Contact system support for advanced configuration needs Next steps - Set up your first booking location using the configuration steps above - Configure notification preferences for your organization - Train users on the booking process and available features - Monitor booking patterns and adjust restrictions as needed - Explore advanced reporting and analytics features

Last updated on Sep 14, 2025

Managing bookings in Easybook - Part 2

The Manage Bookings feature in Easybook allows administrators to oversee all organizational bookings and create new bookings on behalf of team members. This comprehensive interface provides tools for approving, rejecting, modifying, and tracking seat reservations across your organization. This guide is designed for administrators, owners, and users with similar roles who need to manage organizational bookings. Prerequisites - You must have Owner, Admin, or equivalent role permissions - Easybook app must be installed in your organization - Booking locations and spaces must be configured - Organization members must be active in the system Accessing Manage Bookings 1. Navigate to Easybook through one of these paths: - My Apps > Easybook - Marketplace > My Library > Easybook - Control Centre > Easybook 1. If accessing for the first time, click Start Booking. 2. On the Booking System page, click the Settings icon, or from the Booking Dashboard, click Manage Booking. 3. On the Booking locations page, click Manage Booking. Seat booking management The Seat Booking section displays all organizational bookings in a comprehensive table format, allowing you to manage existing reservations. Understanding booking information Each booking entry displays the following details: - Booking Date: The date for which the booking was made. - Booking Owner: The person who created or applied for the booking. - Booking Type: Individual, Team and Group booking - Room/Space: The specific location reserved - Teams: Associated team members included in the booking - Invited: Additional invitees if applicable - Title: Custom booking title (if added) - Booking Status: Current status (Approved, Rejected, or Cancelled) - Actions: Available management options for the booking Interface features - Default view: Current week bookings for the first alphabetical location - Navigation: Use forward and backward buttons to view different weeks - Search: Find bookings by member name or work email - Reset: Clear all applied filters and search terms - Export: Download booking data for organizational purposes - Filters: Sort by booking type, spaces, rooms, or booking status Approving and rejecting bookings When Requires Approval is enabled in booking settings, non-admin bookings outside assigned work locations need approval. Approving bookings 1. Click the green tick button next to the booking requiring approval. 1. The booking status updates to Approved. 1. Notification and email confirmations are sent automatically. Rejecting bookings 1. Click the red cross button next to the booking. 2. Enter the rejection reason in the modal dialog. 3. Click Reject to confirm. 4. The booking status updates to Rejected. 5. Notification and email with rejection reasons are sent automatically. Important notes - Seat availability count updates after approval or rejection - Modified approved bookings require re-approval if booking date, space, or room changes. - Pending bookings appear in the Pending Approval card on member dashboards - Approved bookings display in the member's booking calendar. Modifying bookings You can modify any booking, whether pending approval or already approved. Admin modifications are automatically approved. How to modify a booking 1. Click the three-dot menu next to the booking. 2. Select Modify. 3. Make the necessary changes in the booking form. 4. Click Modify booking. 5. A success message confirms the modification. Adding notes to bookings Add administrative notes to specific bookings for internal reference. Multiple notes can be added to a single booking. How to add notes 1. Click the three-dot menu next to the booking. 2. Select Notes. 3. Enter your note information. 4. Click Add. Viewing notes - Access notes through the three-dot menu > Notes - Click the note icon in the Title column for quick access Cancelling bookings Cancel any organizational booking with automatic notifications to affected members. How to cancel a booking 1. Click the three-dot menu next to the booking. 2. Select Cancel. 1. Provide a cancellation reason. 2. Click Delete. 3. The booking status updates to Cancelled. Viewing booking details Access comprehensive booking information including all associated members and spaces. How to view details 1. Click the three-dot menu next to the booking. 2. Select View details. Booking Availability The Booking Availability section allows you to create new bookings for organizational members and view real-time space availability. Understanding availability data The availability table displays: - Space name: All configured spaces for the selected location - Room ID: Room identifiers or names - Booking Type: Allowed booking types (Individual, Teams, Groups) - Seat availability: Dynamic count of available seats - Status: Current availability status - Availability: All-day or slot-based booking options Status indicators - All seats available (All day): - All seats available (Slot type): - Partially available/booked (Slot type): - Fully booked: Interface specifications - Default location: First alphabetical location with current date view - Date navigation: View past and future availability - Filtering: Filter by location and spaces - Export option: Download availability data - Special permissions: Book paused rooms, locations, and holiday/weekend slots Creating new bookings Create bookings for any organizational member with administrative override capabilities. How to create a booking 1. Click Create Booking in the Booking Availability section. 2. Select the booking type (Individual, Team, or Group). 3. Add a booking title (optional). 4. Select the booking owner from active organizational members. 5. Choose the required date (defaults to current or last navigated date). 6. Select spaces and rooms: - Individual: One space and one room only - Team/Group: Multiple spaces and rooms with invitee assignments 1. Click Confirm Booking. 2. A success modal confirms the booking creation. Note: All location restrictions and settings are overridden for administrative bookings and will be considered as active booking without any manual confirmation. Editing spaces Modify space and room configurations directly from the availability interface. How to edit spaces 1. Click Edit space next to the desired space. 2. The system navigates to the booking location configuration page. 3. Make necessary changes to the location settings. 4. Save the configuration. 5. A confirmation message validates the updates. Troubleshooting - Cannot see bookings: Verify your role permissions and ensure the correct week/location is selected - Approval options missing: Check that "Requires Approval" is enabled in booking settings - Export not working: Ensure you have appropriate permissions and try refreshing the page - Space modifications not saving: Verify you have location configuration permissions Next steps - Learn about configuring booking locations and spaces - Set up booking approval workflows - Explore automated notification settings - Review booking analytics and reporting features

Last updated on Sep 14, 2025

Using the Easybook Dashboard - Part 3

The Easybook Dashboard is your central interface for booking seats within your organization. This comprehensive and interactive platform allows all team members - including non-admin members, owners, administrators, and users with various role permissions - to create, manage, and track seat reservations. This guide covers how to use the dashboard for booking seats, managing your reservations, and understanding the different booking workflows based on your organization's settings. Prerequisites - You must have access to the Easybook app in your organization - Your user account must have appropriate permissions for seat booking - Booking locations and spaces must be configured by your administrator - You should understand your organization's booking approval workflow Understanding booking types Before creating bookings, familiarize yourself with the three available booking types: Individual/Myself Book a single seat for yourself only. You can reserve one seat at a time using this option. Team Book seats for multiple members from your associated team. You can include team members as invitees in your reservation. Group Book seats for any members across your organization. This option allows you to invite any active organizational member. Key concepts Booking owner The primary person for whom the booking is created: - Dashboard bookings: When you create a booking from the Easybook Dashboard, you automatically become the booking owner - Admin-created bookings: When administrators create bookings through Manage Booking, they can assign or select the booking owner Invitees Additional members added to Team or Group bookings who will share the reserved space. Note: - If Team or Group booking is done by a non admin booking owner, then booking acceptance is required from the invitee(s) end either taking action from accept/reject email or from booking dashboard. - If Team or Group booking is done by organization owner, admin or similar role booking owner, then no acceptance is required from the invitee(s) end as booking will be auto accepted and confirmed . Exploring My Locations The My Locations section displays all available booking locations in an easy-to-browse thumbnail format. Location information Each location displays: - Location image: Visual representation of the space - Location name: Facility title and address - Available seats: Color-coded availability status: - Green: All configured seats available (shows "Open") - Yellow: Some seats booked (shows "Open") or location paused (shows "Booking paused") - Red: All seats reserved (shows "Fully Booked") - Amenities: Current booking options (typically "Seat booking now") Filtering and navigation - Country filter: Filter locations by country (configured during location setup) - Date navigator: Check availability for current and future dates (defaults to current date) Creating a new seat booking Seat can be booked with a simple Booking modal experience and also from a visual booking interface. Simple Booking modal Starting your booking 1. Locate the Book now button on your desired location. 2. Hover over the button and click Book Seats. 3. Select your booking type: Individual, Team, or Group. Booking form completion 1. Add booking title (optional): Enter a descriptive name for your reservation. 2. Booking owner confirmation: You are automatically set as the booking owner for dashboard-created bookings. 3. Select date: Choose your reservation date (defaults to current date or last navigated date). 4. Choose spaces: Select from available options based on your booking type. Visual booking interface The visual booking interface (View UI) in EasyBook provides an enhanced booking experience when administrators have configured visual elements such as spaces, rooms, and floor plans. This interface allows you to see the physical layout of your workplace while making seat reservations. This guide explains how to create bookings using the visual interface, which offers the same booking functionality as the standard dashboard but with additional visual context. Benefits of the visual interface 1. Enhanced location awareness - See exact room locations within your workspace - Understand proximity to amenities and colleagues - Make informed decisions about seating preferences 2. Improved booking accuracy - Visual confirmation of selected spaces and rooms - Clear understanding of space layouts and capacity - Reduced booking errors through visual feedback 3. Better user experience - Intuitive interface that matches physical workspace - Easy navigation between different floors or areas - Visual context for booking decisions Interface navigation Changing floors or levels - Use the level selector to switch between different floors - Each level displays its configured spaces and rooms - Availability updates automatically when changing levels Viewing room details - Click on individual rooms to see capacity and availability. - Room information includes space type, seat count, and current status. - Booking restrictions and amenities are displayed when relevant Understanding credit-enabled spaces When selecting credit-enabled spaces, the system displays your available credit balance. Credits reset based on your administrator's configuration (daily or monthly). Example configurations: - Monthly credits: "10 per month" for Dedicated desk and Hot desk spaces - Daily credits: "2 per day" for specific space types Note: Credit restrictions don't apply to owners, administrators, or similar roles. Space selection by booking type Individual bookings - Select one space and one room only - Simple, streamlined selection process Team and Group bookings - Select multiple spaces and rooms simultaneously - Search and select specific spaces/rooms - Add invitees and assign them to specific spaces/rooms - Use search functionality to find invitees quickly For Group bookings, filter invitees by: - Location - Team - Job title - Date of joining range Completing your booking 1. Click Confirm Booking after making all selections. 2. A success modal confirms your reservation. 3. Notifications and emails are sent to all involved members. Understanding booking restrictions Your booking access depends on several factors: - Location access: You can only book locations configured for your team - Team bookings: You can only add members from your associated team - Group bookings: You can invite any active organizational member - Paused locations: Booking is restricted for all members from the dashboard Booking approval workflows Your booking approval process depends on your organization's settings: Auto Approve enabled Individual bookings (non-admin users): - Booking is automatically approved - Immediately appears in your booking calendar Team/Group bookings (non-admin users): - Booking owner sees approved booking in calendar - Invitees must accept to see their confirmed booking in the calendar or reject the invitation as per choice. - Past-date bookings cannot be accepted by invitees Admin bookings: - All booking types are automatically approved - No additional approval required from admin or invitees Requires Approval enabled Non-admin bookings outside assigned locations: - Individual, Team, or Group bookings appear in Pending Approval - Requires administrator approval before appearing in calendar - Invitees see bookings in Pending Approval until they accept/reject Admin bookings: - Automatically approved regardless of location - Immediately available in booking calendar Viewing your bookings Access your booking details from two locations: 1. Booking calendar view. Click the view/eye icon on any booking in the list view. 2. Pending approval card. Click View details to see booking information. Modifying seat bookings You can modify both approved and pending bookings, with access from different locations based on booking status. How to modify a booking 1. From booking calendar (approved bookings): Click the edit/modify icon 2. From pending approval card (pending bookings): Click the modify option 3. Update required information in the booking form 4. Click Modify booking 5. Confirmation message validates the update Important modification notes - Only booking owners can modify reservations - Invitees cannot update bookings created by others - Credit logic applies when modifying configured spaces - Modifications to date, space, or rooms may require re-approval - Team/Group booking changes require invitee re-acceptance - Admin modifications don't require additional approvals - Past-dated bookings cannot be modified Cancelling seat bookings Remove bookings from either your calendar or pending approval card. How to cancel a booking 1. From booking calendar: Click the delete booking icon 2. From pending approval card: Click the delete option 3. Confirm deletion in the modal dialog 4. Click Delete 5. Success message confirms cancellation Cancellation policies - Past bookings: Cannot be deleted by any user - Credit refunds: Applied for configured spaces based on admin settings - Team/Group bookings: - Booking owner cancellation removes entire booking - Invitee cancellation removes only their portion - Notifications: All involved parties receive cancellation notices Using the Booking Calendar The Booking Calendar displays all your approved reservations and provides management tools for your bookings. Calendar features - Persistent view: Remembers your last visited view (List or Calendar) - Booking actions: View, modify, and delete options for each reservation - Permission-based access: Modify options only appear for booking owners - Historical data: View past and cancelled bookings - Export functionality: Download your booking data when needed Type of views List view Displays bookings as individual thumbnail cards for easy access. This view will show the upcoming 10 days booking from the current date. To see booking beyond 10 days, one needs to switch to Month view. Calendar view Shows bookings in traditional calendar format with two display options: Month view: Overview of entire month with all bookings visible Week view: Detailed weekly schedule with expanded booking information Calendar navigation - Show cancelled bookings: Toggle to view cancelled reservations - Month/week navigator: Browse past and future bookings - Export function: Download all booking data for your records Troubleshooting Common issues and solutions - Cannot see booking locations: Verify your team assignment and location permissions - Cannot see future bookings: Switch to Month view - Authorization restriction while booking: Check whether your job title is allowed to book the specific room. - Booking limit has reached while booking: Check space limit with admin and also check whether you have a booking on the same date. - Credit balance not updating: Check if spaces are credit-enabled and review your allocation - Booking stuck in pending: Contact your administrator about approval workflows - Cannot modify booking: Ensure you're the booking owner and the booking isn't past-dated - Invitee not receiving notifications: Verify their email settings and active status Getting help If you encounter issues not covered here: - Contact your system administrator - Review your organization's booking policies - Check your role permissions and team assignments Next steps - Learn about advanced booking features and automation - Explore booking analytics and reporting options - Review your organization's credit and approval policies - Set up personal booking preferences and notifications

Last updated on Sep 14, 2025

Organization chart

The Organization Chart provides a visual representation of your company's hierarchy and reporting structure. This free feature helps you quickly understand team alignment, managerial relationships, and reporting chains within your organization. What you'll learn - How to access and navigate the Organization Chart - How to search and filter employees - How to use different view modes and controls - How to view detailed employee information Accessing the organization chart The Organization Chart is available as a free feature under the People tab. 1. Click the People tab in your navigation menu 2. The Organization Chart page opens, displaying your company's hierarchy The Organization Chart showing company hierarchy with employee cards The chart displays employees in a hierarchical structure based on the supervisor roles assigned in your system. Each employee appears as a card showing their name, position, and reporting relationships. Using search and filter You can quickly find specific employees using the search functionality: 1. Use the search box at the top of the page 2. Enter an employee's name or email address 3. The chart filters to show relevant results Search functionality filtering employees by name or email Viewing options The Organization Chart offers two distinct viewing modes to suit your preferences: Tree view Displays employees in a traditional organizational tree structure, showing clear hierarchical relationships. Card view Shows employees as individual cards with more detailed information visible at a glance. Navigation controls Use the chart controls to adjust your view: - Zoom In (+): Enlarge the chart for better detail visibility - Zoom Out (-): Reduce the chart size to see more of the hierarchy - Reset: Return the chart to its default zoom level - Center: Center the chart in your viewing area These controls help you navigate large organizational structures efficiently. Viewing employee details Click on any employee card to access detailed information about that person: Detailed employee information panel showing comprehensive profile data The employee detail panel includes: - Name: Full employee name - Job Title: Current position or role - Reports To: Direct supervisor name - Team: Department or team assignments - Reportees: Direct reports (if any) - Location: Office or work location - Availability: Work schedule and shift times - Work Email: Professional email address - Personal Email: Personal contact information (if provided) Understanding the hierarchy The Organization Chart automatically builds your company structure based on: - Supervisor relationships defined in employee profiles - Reporting chains established in your HR system - Team assignments and departmental structures This ensures the chart always reflects your current organizational setup without manual updates. Tips for effective use - Regular reviews: Use the chart to identify reporting gaps or structural issues - Team planning: Visualize team sizes and distribution across departments - Onboarding: Help new employees understand company structure and their place within it - Reorganization: Plan structural changes by visualizing current relationships The Organization Chart provides an always up-to-date view of your company structure, making it easier to understand relationships and plan organizational changes effectively.

Last updated on Sep 20, 2025

Request

Requests/Ticket Management is the pro feature of Simplified HR where members can raise tickets for any query, support and requirements to any teams and get resolve in the organization. Default Teams added in the organization are auto available for Request. The teams are: - Human Resource - Management - IT Support - Sales Prerequisites for Request Configuration - Requests can only be raised to teams, so while adding new teams Add team to request category must be checked to add new Request Category. Note: Follow Teams Knowledge Base for more information about adding teams. - Each team available for Request must have team members added. The request to a specific team can be accessed and managed by its associated team members. - Each team available for Request must have request categories configured according to the team or department. How to Enable the Request Module Assign Proper Permissions Ensure the relevant and required roles have been granted the required permissions to access and use the Request. For detailed instructions, please refer to the Roles and Permissions User Guide. Enabling and Disabling Request Module By default the request module is auto enabled for all the members in the organisation. To disable the request module: The owner, administrator or any similar role member must disable the feature from Module settings to make the Request feature unavailable for all the members in the organization. Here is how: 1. From the Control center page, hover on System 2. Click on Module Settings 3. On Module Settings Home, scroll down to the Navigation menu card 4. Check in/out to enable/disable Request

Last updated on Sep 22, 2025

Setting up and configuring Request

Request settings can only be configured by owner, administrator or similar role members in the organization. To access setup and configuration, navigate as mentioned below: Control Center > System > Module Settings > Request Or Control Center > Module Settings card > Request General Settings Chat Features - Enable Private Notes: While checked in, Members can add private notes to their requests. These notes are hidden to others and only visible to the requester or responder who adds a private note. - Enable Team Notes: While checked in, Members can add team notes to their requests. These notes are only visible to all the associate team members of the responder. For example: If a member from the IT team adds a team note, then any member from the same team will be able to see the added team note. Request Automations - Automatically Close Resolved Requests: A setup which determines after what time a request gets auto closed if the request is in a Resolved state for a while. It allows you to enter a count with Days/Week/Month as per the requirements. - Automatically Close Resolved Requests: A setup which determines after what time a request gets auto archived if the request is in a closed state for a while. It allows you to enter a count with Days/Week/Month as per the requirements. Category Setup Specifications Here each request team is allowed to configure reasons and manage team members according to organization requirements. - Default added teams for requests come with some by default reasons configured. However they can be modified and deleted accordingly. - Default added teams for requests come with one by default team member configured(ie. Owner account). View the Added or Available Category in the Request Team To view the added or available categories, one has to click on each team to expand. Adding New Category to a Request Team 1. Click on Plus(+) button on the required request team 2. Add Request label 3. Toggle on Configure custom field, if the field requires customisation such as text field, text area, numerical field, drop down(single and multi select), currency, date range and date 4. Toggle off Configure custom field will behave as a normal text field 5. Click on Save 6. A new category or reason will be added under the required request team Modifying and Deleting Any Category Modifying and deleting any categories in a specific request team is possible while clicking on modify and delete options accordingly. Managing Members in Request Teams Each team available for Request will automatically add its members from the team. However from Request category setup, one or more team members can be removed if not required in request. To manage members owner, admin or similar role member have to: 1. Click on the people icon on the required team 2. Add or Remove the member 3. Click on Save Note: - Removed members are only ignored in the Request Team not from the actual team. - Available team members are allowed to access the request, but an assigned team member will only be allowed to take actions of the request. Request Status Setup Status of request plays an important role to track the requests in the organization. It determines the current standings of the request whether the request is new, in progress, on hold or closed. There are some default status available for request, but there is also a provision available to add status customly. Note: Each default status will come with a different tag color for better identification. However default status tag color can be changed according to organization requirements. The Default Status Available - Closed: A request is closed when the required purpose of opening the request is resolved. - On Hold: A request is set On Hold when the required purpose requires any administrative discussion or for any other reason. - Open: A newly created request is set Open by default. - Reopened: A request is reopened when not resolved but closed. However a request can be reopened by the owner of the organization. - Solved: A solved status is provided when the purpose is resolved. - New Reply(can be disabled if not required): New Reply status adds an add-on status in the request life cycle flow if any reply is made to the request. - Submitted(can be disabled if not required): Submitted status adds an add-on status in the request life cycle flow if any kind of submission is done in the request. Adding Custom Status To add custom status one has to: 1. Click on New Status 2. On the new status modal, add Status name, Status type, Text and Tag color 3. Click on Save 4. It will now add custom status Note: - Default status can be modified but can not be deleted. - Custom status can be modified and deleted.

Last updated on Sep 22, 2025

Using Request

Request or opening a ticket is possible from this interface where any member in the organization can raise a request. Prerequisites for Using Request Feature - To raise a request at least default teams or categories must be configured. - Proper Roles and permissions should be available to access and raise requests. - The request feature must be enabled by the administrator for usage. Request Specifications - Requests can be created or raised from the New Request button. - All the requests sections will have the option to search requests with ticket ID or Subject. - All the requests sections will have 2 common filters such as filter by team and filter by request status. - My Request allows two additional filters by providing date range and by Request Age. - All requests allows multiple additional filters by providing: - Request Type: Request can be filtered using request types or reasons depending on the selected team. Request types are some pre-defined reasons configured according to the team or department. - Date Range: Requests can also be filtered by selecting a date range. A selected date range will filter and show the requests which are created and updated within the range. - Request age: Requests can also be filtered by some defined ages. A selected age will filter and sow the request which exactly matches age. Ex: 3 days- Will show those requests which were created exactly 3 days ago. - Assignee: Request can be filtered using Assignee. Assignee is a responsible member who will take actions on the raised request once request is assigned. - Requester: The member who raises a request is considered a Requester. - Tags: Tags are basically keywords which are optional to add in request. Tags can be added by any member who has access to a specific request. - Urgency level: Requests are raised with urgency level which determines priority or severity level of resolving requests. - Assigned Request also allows multiple filters as available in All Requests. - A reset option is available in all the request tabs which will clear search and applied filters. Note: Search keyword and applied filters will not clear on page refresh and relogin, until members resets manually. This will keep the usage history till not cleared manually. An export option is also available to export the requests. Will export requests according to the current navigated request tab. Accessing Request Request can be accessed in two ways: Method 1: Side Menu Access The request menu is available as a side menu bar. Clicking on it will redirect to the Request homepage. The request feature has 4 tabs where requests are organized and shown accordingly. Each request will show in tabular form with information ticket id, Subject, Team, Request Type, Urgency level, Last updated date and Request status. - My Request: My Request will enlist all those requests which are raised by the current logged in member. - All Requests: All Requests will enlist all the requests raised in the organization. Important Note: - The owner, administrator or any similar role member can see requests of any team or departments. - Non admin members can see requests of their associated teams if requests are raised to any one of their associated teams. - Non admin members can also see the request in All Request, if any requester or responder adds them in share with and followed by. - Assigned Request: Assigned Request will enlist all those requests which are assigned to the current logged in member. - Offboarding Request: This tab appears conditionally and is dependent on the Simplified Offboarding feature. Method 2: User Details Access Requests can also be monitored and managed from user details by Owner, admin or similar role members in the organization using the flow Control Center > Users > View Profile > Request Tab Adding New Request Requests can be raised by clicking on the New Request Button in Request Homepage. How to Raise a Request 1. Click on New Request 2. A modal will open which requires some input to be provided. 3. Select a relevant team from the drop down where a request will be raised. It's mandatory while raising a request. Ex: If there is any issue, query or request related to HR dept, then need to select Human Resource from the drop down menu. 4. Request types need to be selected depending on the team or category selection to make the request more specific. Request types are some pre-defined reasons configured according to the team or department. It's mandatory while raising a request. 5. Need to select urgency level which determines priority or severity level of resolving requests. It's mandatory while raising a request. 6. Request subject line or title need to be added as its mandatory to raise a request 7. The request description box will allow you to describe the reason in detailed and elaborated content. It's mandatory to raise a request 8. A share with field will allow you to select any relevant member to the request if needed. It's an optional field. Note: Members showing in Share with, are the members active in the organization but not the members of the current selected request team. 9. File attachments can also be added as proof of request verification. It's an optional field. 10. Click on Submit 11. A toast message will then confirm that the request has been raised. Updating or Modifying the Request To update or modify a request, one has to click on View Request or directly click on the required Request. All updates and actions of the request can be made from this UI. Adding Comments, Notes and Add Attachments to the Request Specifications - Adding Comments, Public and private notes and adding attachments to the Request is possible from the requester end. - Adding Comments, Public and private notes and adding attachments to the Request is possible also from the owner, admin or similar role members. - Adding Comments, Public and private notes and adding attachments to the Request is also possible from the assignee. - Adding Comments, Public and private notes and adding attachments to the Request is also possible from the team members where the request has been raised. - Adding Comments, Public and private notes and adding attachments to the Request is also possible from the non admin share with members.Need discussion How to Add Comment or Note with Attachments to the Request Add Public Note Public notes added will be visible to all the relevant members of the request. To Add Public note: 1. Provide the required note 2. Also if required, add attachments by clicking on the attachment button 3. Click on the Send Note button 4. Note will be added to the request with attachments(if any selected. Max 5 attachments are allowed with a note) 5. Relevant members will be notified for adding notes Add Private Note Private notes added will only be visible to members who add private notes in the request. To Add Private note: 1. Provide the required note 2. Also if required, add attachments by clicking on the attachment button 3. Click on the Send Note drop down button to select Private Note 4. Private Note will be added to the request with attachments(if any selected. Max 5 attachments are allowed with a note) Add Team Note Team notes will only be added and visible to Request Team members. To Add Team note: 1. Provide the required note 2. Also if required, add attachments by clicking on the attachment button 3. Click on the Send Note drop down button to select Team Note 4. Note will be added to the request with attachments(if any selected. Max 5 attachments are allowed with a note) 5. Relevant members will be notified for adding notes Changing Status of the Request Specifications - Non-admin Requesters can only open and close the request. - Admin Requesters can take any actions to their own request. - Owner, admin or similar role member, assignee and Request team members can update the status such as Resolve, On hold, Close, New Reply and other custom statuses. - Once a request is closed, it can only be reopened by the owner of the organization. How to Update Status of the Request 1. Select the required status from the Status drop down in the Status card 2. Request status will be updated Updating or Changing Team of Any Request Specifications - Changing the team of any request is possible by the Request team members. - Changing the team of any request is possible by Owner, Admin or similar role members in the organization. - Requesters can also change the team of their request, if the requester belongs to the requested team. - While changing the team, it is required to fill up the required information of the new request team. - While changing a team, one can update the assignee as well. - On updating the team, the requester and new team and its members will also be notified along with the assignee if selected. How to Change the Team of Request 1. In the Request details card, Click on edit option beside team 2. Now select a new team as per requirement and also select the reason and other required details 3. A new assignee can also be selected here as per new selected request team 4. Click on the Reassign button to update the team Note: - As the team gets updated, the updater of the previous request team won't be able to see the request any more in their view. However they can still see the same request if they also belong to the new Request team member or hold owner, admin, or similar role and permission in the organization. - A short details will be added about the previous team/request category, request type and other info as well. Updating Share With Members in Request Members added in Share with, are the members active in the organization but not the members of the current requested team. Specifications - Requested team members will not be available in Share with. - Updating Share with members on request is allowed to Requester. - Updating Share with members on request is allowed to owner, admin or similar role members. - Share with members can also add comments and notes, change status and change team as well if and only if Share With member holds admin or similar role. - Share with members will also get notified for the relevant requests. - Added Share with members will not be available to add in Followed By. How to Add Share With Members in Request On Share with card, search and select the required members. Updating Followed By Members in Request Specifications - Requested team members will not be available in Followed By. - Added Followed By members will only be able to look over the request. Any kind of action to the request is prohibited. - For a request, added Followed by members will not be available in Share with. - Followed by members will also get notification for the specifically added request. How to Add Followed By Members in Request On Share with card, search and select the required members. Shared With vs Followed By There is only one difference between Shared with and Followed By members where: Share With members can add comments to the request but Followed By members can only see the request. Updating Tags in Request Tags are basically keywords which are optional to add in request. Updating Tags in request will help other relevant members to get more idea about the request type or genre. Tags can be added by Requester, Assignee, Request Team members, owner, admin or similar role members. How to Add Followed By Members in Request On the Tags card, type the relevant text which will easily set the genre of the request and also will be filtered easily. Activity Log of a Request A Request activity can be tracked, as it will show: - When the request is raised? The latest activity will be showing on top. - Who and when the comment is added? - Who assigned whom at what time? - Who changed the existing team to what new team and when? - Who added whom as followed by at what time? - Who added whom in shared with at what time? - Who updated what status at what time? Note: Activity data gets auto added when any of the above actions are made. Taking Print of the Request A print feature is available for each request which will allow exporting the details of request including all the added comments. Note: Any relevant member who have access to the specific Request can take print by clicking on the Actions > Print Archiving a Request Archiving a Request, will hide or archive the request only from the archiver's list view. Other relevant members of the request will be able to see the Request as usual in the List. An archiver of the request may be a Requester, Owner, Administrator or similar role member, Request Team members and Assignee. How to Archive a Request Click on the vertical dot option of any required Request and choose to Archive. Exporting Requests Request allows the data to be exported for the organizational requirements. Certain permissions are required to have this feature available. Specifications Requests can be exported by scheduling one time or repetitive manner. One time Scheduling includes: - Immediately - One time- Requires a date to schedule. Repetitive Scheduling includes: - Daily- Requires a fixed time when the request will be scheduled. - Weekly- Requires a fixed day when the request will be scheduled. - Monthly- Requires a fixed period when the request will be scheduled. Ex: Start/middle/end of the month - Quarterly- Requires to select Start of the period by default. - Half Yearly- Requires to select Start of the period by default. - Yearly- Requires to select Start of the period by default. - Requests can be exported to any active members in the organization. - Requests will be exported as per active request tab. For ex: If a member is in the All Request tab, then all requests will be exported. - Request export allows you to export the list with and without an applied filter. - Request can be exported in the following format such as CSV, XLS, XLSX - If exported data has huge data, then files are exported as part files. How to Export 1. Members who have access to request export will click on Action > Export from any of the 3 tabs of the request 2. Members will now be required to enter the export name. By default active request tab name will be populated 3. Members will now select what type of export is required. ie All records or Applied filters 4. On the next step, members will search and select the member whom to export 5. Timezone needs to be selected while exporting which will convert and export the request as per requirement 6. Schedule type needs to be selected 7. Export file type needs to be selected 8. Click on Save

Last updated on Sep 23, 2025

Report of Request

Organizations using the Request feature, will also get a graphical and statistical representation of various Request information such as Request Type, Request team and also with their current status. Prerequisites of Request Report - Proper permission is required to access the report of the Request. - At least one request available to show data in the report. Accessing the Request Report With proper permissions, one can navigate the following for accessing Request Report: Control Center page > Report Card > General > Request Or Control Center menu > Report > General > Request Specifications Overview Daily Overview will show how much request is Created, Open, On Hold and Closed on the current date if the Daily report is selected. The default date selected will be the current date, however one can navigate to the previous dates as per requirement. Weekly Overview will show how much request is Created, Open, On Hold and Closed on the current week or previous weeks if the Weekly report is selected. The default week selected will be the current week, however one can navigate to the previous weeks as per requirement. Monthly Overview will show how much request is Created, Open, On Hold and Closed on the current month or previous months if the Weekly report is selected. The default month selected will be the current month, however one can navigate to the previous months as per requirement. Requests by Team This section will show what amount of request is raised to what team/department or request category based on Daily/Weekly/Monthly basis. Requests Created Per Day This section will show the request count raised per day when Weekly and Monthly Report is selected. Requests by Urgency Level This section will show the request with urgency level information. What urgency level has what amount of requests raised. Available in both Daily and Monthly reports. Requests by Assignee This section will show which assignee has what count of requests assigned. Available in all Daily/Weekly/Monthly request reports but will show according to the created date of the request not the updated date. Avg. Requests Created Per Hour This section will show request count created per hour in a day/week or month. Available for all Daily/Weekly/Monthly views. Avg. Handling Time Per Request The average duration it takes to resolve a user request, starting from the moment it is assigned until it is successfully resolved. It will show with each request type. Available only for monthly reports and data is generated once the request is closed. Common Request Types This section shows which requests types are raised commonly in the organization. Available for daily/weekly/monthly reports. Avg. TAT Per Request Type The average turnaround time for a new request to be assigned to a person or reassigned to another team. The data will be generated once the request has been closed. Avg. Handling Time by Assignee This section will visualize how much time taken by each assignee to resolve requests after getting assigned. Also each assignee will be shown with assigned request count. Troubleshooting - If requests or teams are missing, confirm categories and members are properly configured. - Permission errors: Check role assignments and module settings. - Export problems: Ensure export permissions are granted and choose the correct format (CSV, XLS, XLSX).

Last updated on Sep 22, 2025

Asset Register

The Asset Register module is a comprehensive paid feature that enables organizations to create, track, and maintain asset records throughout their lifecycle. This guide covers both the module configuration and day-to-day asset management operations. Prerequisites - Admin permissions: You must have either the Admin role or custom permissions granted via the Roles and Permissions module - Module activation: The Asset Register module must be enabled for your organization - Basic understanding: Familiarity with your organization's asset management workflow Module Configuration Accessing Module Settings To configure the Asset Register module: 1. Navigate to System > Module Settings > Asset Register 2. Click the Settings icon on the Asset Register module page General Settings Configure notification preferences to automate maintenance reminders: 1. In the General section, locate the Maintenance Reminder option 2. Select or clear the checkbox to enable or disable automatic device maintenance reminders 3. When enabled, the system automatically sends maintenance reminders to assigned users Asset Categories Organize your assets by configuring three key classification types: - Brand: Manufacturer or brand names (e.g., Apple, Dell, HP) - Category: Asset types (e.g., Laptop, Desktop, Mobile) - Supplier: Vendor or supplier information Managing Categories For each classification type, you can: Add New Entries 1. Click the + (Add) button next to the desired category type 2. Enter the new category name 3. Save your changes Edit Existing Entries 1. Select the Edit option next to any existing entry 2. Modify the details as needed 3. Save your changes Delete Entries 1. Select the Delete option next to the entry you want to remove 2. Confirm the deletion Important: Deleting categories may impact assets already linked to them. Review dependencies carefully before deletion. Status Management Asset statuses help track the current state and lifecycle stage of your assets. Default Statuses The system includes predefined statuses: - Available: Asset is ready for assignment - In Use: Asset is currently assigned to a user - Closed: Asset is no longer in service - Maintenance: Asset is undergoing maintenance - Temporary: Asset is temporarily assigned - Under Repair: Asset is being repaired Customizing Statuses Edit Existing Statuses 1. Click on any predefined status 2. Modify the status text, tag color, or text color 3. Save your changes Create Custom Statuses 1. Add new statuses that will appear under Custom Status 2. Configure text and color preferences 3. Delete custom statuses when no longer needed Managing Status Visibility Control which statuses appear in your Asset Register: 1. Use the toggle button next to each status to enable or disable visibility 2. Disabled statuses will hide assets with that status from the main Asset Register view 3. Re-enable toggles anytime to restore visibility Asset Management Accessing the Asset Register 1. Navigate to Control Center > Asset Register 2. The dashboard displays all existing assets with their current status and allocation details Creating New Assets To add a new asset to your register: 1. Click the Add Asset button in the Asset Register module 2. Complete the required asset information: - Brand: Select from configured brands - Category: Choose the appropriate asset category - Asset Type: Specify hardware or software - Serial Number: Enter unique identifier - Description: Add relevant details - Supplier: Select the vendor - Status: Set initial status - Purchase Date: Record acquisition date - Quantity: Specify number of units 3. Optional: Attach supporting documents such as: - Purchase invoices - Warranty cards - User manuals 4. Click Save to create the asset Managing Existing Assets The Asset Register dashboard provides comprehensive asset information and management options: Edit Asset Details 1. Locate the asset in the dashboard 2. Click Edit from the action menu 3. Update any asset information as needed 4. Reassign the asset to different users 5. Add multiple assignees if quantity allows 6. Save your changes Change Asset Status Update asset status to reflect current lifecycle stage: 1. Select Change Status from the asset's action menu 2. Choose the new status from the dropdown 3. Click Update to confirm the change View Asset Information Access comprehensive asset details: 1. Click Asset Information from the action menu 2. Review complete asset details including: - Brand, category, and type information - Serial number and allocation details - Attached documents and purchase information - Current status and assigned users Track Asset History Monitor complete asset lifecycle: 1. Select Asset History from the asset's action menu 2. View chronological activity log including: - Assignment and unassignment events with timestamps - Status changes and updates - Reallocation details - Maintenance timelines Reallocate Assets Transfer assets between users: 1. Click Reallocate from the asset's action menu 2. Select new assignees from available users 3. Configure allocation based on asset quantity 4. Confirm the reallocation All reallocation activities are automatically tracked in the asset history. Delete Assets Remove assets that are no longer required: 1. Select Delete from the asset's action menu 2. Confirm the deletion when prompted 3. The asset will be permanently removed from the register Filtering and Searching Efficiently locate and organize asset data using multiple filter options: Search Functionality Use the search box to find assets by name, serial number, or other details Filter Options - Status: View assets by lifecycle status - Brand: Filter by manufacturer or brand - Category: Filter by asset type - Advanced filters: Use additional criteria for precise data refinement Data Management Importing Asset Data Bulk import existing asset data instead of adding assets individually: 1. Go to Actions > Import 2. Download the Sample Template to ensure correct data format 3. Prepare your asset data following the template structure 4. Supported file formats: - .csv - .xls - .xlsx 5. Upload your prepared file and click Import Important: Files must strictly follow the sample template format, otherwise the import will fail. Exporting Asset Data Generate reports and maintain records by exporting asset data: 1. Navigate to the Export option in the Asset Register module 2. Configure export settings: - Export Type: - Current Applied Filter: Exports filtered data only - All Records: Exports complete Asset Register - Recipients: Add email addresses for automatic delivery - Time Zone: Set appropriate timezone - Schedule: Configure automated export intervals - Format: Choose from CSV, XLS, or XLSX 3. Click Save to process the export Scheduled Exports - View all scheduled exports in the Scheduled Export list - Delete scheduled exports when no longer required - Modify export parameters as needed User Asset View Viewing Assigned Assets Users can easily track their allocated assets: 1. Navigate to My Profile > Asset Section 2. Review assigned assets including: - Asset names and categories - Serial numbers and identifiers - Assignment dates - Current asset status This personal view helps users maintain awareness of their asset responsibilities and current allocations. Best Practices - Regular maintenance: Use maintenance reminders to ensure asset longevity - Accurate categorization: Maintain consistent brand, category, and supplier classifications - Status updates: Keep asset statuses current to reflect actual conditions - Documentation: Attach relevant documents during asset creation - History tracking: Regularly review asset history for lifecycle insights - Export scheduling: Set up automated exports for regular reporting Troubleshooting Import Failures - Verify your data file matches the sample template format exactly - Check that all required fields are populated - Ensure file format is supported (.csv, .xls, .xlsx) Missing Assets in Dashboard - Check status visibility toggles in module settings - Verify applied filters aren't hiding assets - Confirm user permissions for asset access Assignment Issues - Verify asset quantity allows additional assignments - Check user permissions for asset reallocation - Ensure target users have active accounts Next Steps - Advanced reporting: Explore export options for detailed asset analytics - Integration setup: Configure maintenance reminder notifications - User training: Share asset management workflows with your team - Regular audits: Schedule periodic asset status reviews and updates For additional support with asset management workflows, consult your system administrator or refer to the user permissions documentation.

Last updated on Sep 23, 2025

Teams

This guide explains how to manage teams within your organization using the Teams feature. You will learn how to create, edit, rename, and delete teams, as well as efficiently manage team members. Accessing Teams Navigate to Control Center > Users > Teams to access the Teams feature. Creating a New Team 1. Click the New team button 2. A pop-up dialog opens where you enter the team details New Team Dialog Fields Profile Placeholder A circular placeholder with an image icon represents the team avatar. You can add or change the team profile picture by following these steps: 1. Hover over the camera icon in the profile placeholder circle during team creation 2. Click the camera icon to open the file chooser dialog 3. Select a PNG or JPG image file from your computer 4. Click Open to proceed 5. Adjust the size and crop the image to fit the circle in the editing pop-up window 6. Click OK to save the changes 7. The selected image replaces the placeholder circle as the team avatar Team Name (Required) Enter a unique and descriptive team name (e.g., "Marketing Team" or "QA Automation"). This field is mandatory and cannot be left blank. Additional Role (Optional) Assign an additional role to the team beyond the default roles. Select from the dropdown or leave empty if not needed. For example, assign "Admin" privileges to all team members. Additional Permission Group (Optional) Choose a permission group to grant extra access to the team. Leave empty for default permissions. For example, grant access to "Reports" sections. Recipient Email (Optional) Enter one or more email addresses separated by commas to notify or invite users regarding the team. Recipients will be notified if the team is added to request categories or leave notifications. Hover over the "?" icon for formatting help. Add Team to Request Category (Checkbox) Check this box to make the team a selectable category when submitting internal requests or tickets. Team Member Selection Use the search bar to find members by name or email. Filter members using: - All Teams dropdown: filter by existing teams - All Roles dropdown: filter by roles such as User, Owner, Supervisor Role badges display colored circles with initials representing members' current teams if no avatar is added (e.g., HR, ST, IS). The member list shows user photos (if available), names, roles, and checkboxes to select members. Check the box beside each member's name to include them in the team. Save and Cancel Buttons - Save: Creates the team with the entered details and selected members. (This is enabled only once the required team name is provided.) - Cancel: Closes the dialog and discards all input. Note: For help with roles and groups, please refer to the "Roles and Permission groups" article. Managing Teams Team Listing Overview Teams are displayed with: - Team name (e.g., Test Team, Human Resources) - Team code icon (e.g., TT, HR) - Member count (e.g., 4 Members) - Profile photos of team members - The vertical ellipsis ("...") menu offers management options: Edit, Rename, Delete Use the search bar at the top right to filter teams by name with real-time results. Click the New team button (top right, red) to open the new team creation dialog. Team Options Menu Actions Click the vertical ellipsis ("...") next to any team to select one of the following: - Edit team: Update members, details, or avatar - Rename: Change the team name - Delete: Remove the team from the list Editing a Team 1. Select the Edit team from the options menu 2. Modify the fields as needed: - Team name (required) - Avatar (add or update) - Role (optional, select from dropdown) - Permission group (optional, select from dropdown) - Recipient email(s) (enter as comma-separated emails) - Add to request category (checkbox) 3. Click Save to apply changes or Cancel to discard Renaming a Team 1. Select Rename from the team options 2. Enter the new team name 3. Click Rename to apply or Cancel to abort Deleting a Team 1. Select Delete from the team options 2. Confirm that deleting the team will leave members unassigned unless reassigned To Reassign Members 1. Check Assign members to another team 2. Select the target team from the dropdown 3. Click Delete to remove the team or Cancel to exit without changes Team Details and Member Management Team Details Page Click a team name to view its details. - View the team name and total member count at the top - See a list of members showing: - Full name - Designation - Profile photo Navigation and Controls - Go back: Returns to the teams list - Edit team: Opens the team edit pop-up to modify fields as needed - Search bar: Filter members by name or role - Add member: Opens a dialog to add new members Managing Team Members via Member Options Menu Hovering over any team member shows a vertical ellipsis ("...") menu with these options: View Profile Opens the user profile detail page. Change Team Move a member to a different team: 1. Select a new team from the list 2. Remove the member from their existing team if needed by deselecting it 3. Click Update to apply changes Change Permission Update the role by selecting a new role from the dropdown. Similarly, update the permission group by selecting a new permission group from the dropdown. Click Update to save the changes. Remove 1. Click Remove and confirm removal in the pop-up 2. Optionally assign the member to a different team by checking Assign to another team and selecting the team 3. Click Delete to confirm or Cancel to abort Adding Members to a Team 1. Click Add member on the team details page 2. Use the search box to filter users quickly by name 3. Select one or more members by ticking their checkboxes 4. (Optional) Tick Show members from other teams to include users from other teams. If it is unchecked then only members who do not belong to any team will be shown 5. Click Confirm to add members or Cancel to discard

Last updated on Oct 01, 2025