Staff records and pay settings

Use Staff for employment details and, when HR is enabled, attendance and pay settings. Viewing, adding and editing staff require the corresponding user permissions. Roles and branch access are managed on Users.

Add or edit a staff member

1. Open Staff and select Add staff, or open an existing person for editing.
2. On Personal, enter Full name and a unique Email. Staff code is the short name printed on bills. Add mobile, department, employment type and Started on where relevant.
3. Check Working here now. The start date affects which attendance days and salary periods are relevant.
4. For a new person, set Password with at least six characters. Send login details by SMS is available when creating; check the mobile number before choosing it. Delivery depends on the business’s SMS service. When editing, leave New password empty to keep the password.
5. Complete any HR tabs that apply, then select Add staff or Save. Check all tabs with validation errors if saving is refused.

An optional photo must be an image no larger than 2 MB. Device capture and upload are available in the photo section.

Set working hours

On Work hours, choose Record this person’s attendance. When it is off, attendance does not reduce the person’s full salary.

• Leave both Starts at and Ends at empty to use shop hours, or fill both for this person. An end time earlier than the start can represent the following day.
• Set start and end grace in minutes, or leave them empty to inherit the shop setting. These affect late arrival and early departure.
• Use the shop working week or choose full, half and off days. A half day needs half the work hours; an off day is not an absence.
• Use the shop break or add named breaks. The screen shows office time less allowed breaks as working time.
• Link a device associates the person with a fingerprint device. Device user ID must contain digits and cannot belong to another person on that device. Each device can appear only once for a person.

Set salary and allowances

On Salary, choose monthly, daily or hourly pay and enter the applicable amount. Review working days a month, Salary date, overtime pay, overtime grace and Late is charged. These settings change salary calculations; confirm them against your business’s pay arrangements.

EPF and ETF switches and rates control the software calculation. If the business has configured a minimum basic salary for EPF, a monthly basic salary below that minimum is rejected when EPF is enabled.

On Allowances, add each allowance type once, set its amount and effective dates, and choose whether to pay it. A zero amount is accepted but contributes no money.

Leave and holidays

On Leave & holidays, set annual, casual and sick leave allowances and the available leave types. Holidays this person works selects holidays on which this person is expected to work; other holidays are days off. Manage holidays opens the shared holiday list.

Check attendance and the next open salary month after changing these settings. Previously approved or paid payroll keeps its recorded figures.