Frequently Asked Questions

To view and manage the list of employees and their general details:

1. Navigate to Control Panel > Analytics > Employees > List.
2. A page will open showing each employee’s details, including:
   • Name, Email Address, Mobile Number
   • Department, Designation, Shift Type, etc.
3. Use the funnel icon (top-left above the table) to customize which columns are visible.
4. Apply filters to refine the list by:
   • Employee Status (Active/Inactive)
   • Department
   • Designation
   • Shift Type
5. Click the Save button to export the list in:
   • PDF
   • CSV
   • Or use the Copy option to paste data into a spreadsheet directly.

Note: Saving in formats other than PDF (e.g., CSV) may remove any leading zeros in numeric fields.

=> All filters and changes are applied instantly.

To access and download document counts submitted by employees:

1. Go to Control Panel > Analytics > Employees > Documents.
2. The page will display:
   • Total Document Count
   • Category-wise breakdown (e.g., Income Tax: 2, Job History: 2)
3. Use filters to view employees by status:
   • Active
   • Deactivated
   • Unapproved
   • Rejected
4. Click the Save button to export the data in PDF or CSV format. Note: Saving in CSV or any format other than PDF may remove leading zeros in number fields.
   
5. You may also choose to Print the document summary list directly.

=> All filters and changes are applied instantly.

To access and export employee contact information:

1. Navigate to Control Panel > Analytics > Employees > Contact Details.
2. A page will open displaying each employee's:
   • Contact Numbers
   • Work and Personal Email Addresses
   • Current and Permanent Addresses
3. Use filters to narrow the list by employee status:
   • Active
   • Deactivated
   • Unapproved
   • Rejected
4. Click the Save button to export the list in PDF or CSV format. Note: Exporting in formats other than PDF (e.g., CSV) may remove any leading zeros in number fields.
   
5. You may also choose to Print the contact details directly.

=> All changes and filter selections are applied instantly on-screen.

To view and manage employee bank details:

1. Navigate to Control Panel > Analytics > Employees > Bank.
2. You'll see a list displaying each employee's Bank Account Number, IFSC Code, PAN Number, and related bank details.
3. Use filters to:
   • Show only Active or Deactivated employees.
   • Display employees with Registered or Not Registered bank details.
4. To save the list, click the Save button and choose a format:
   • PDF (retains formatting, ideal for printing)
   • CSV (note: leading zeros in numeric fields may be removed)
5. You can also Print the list directly.

=> Any changes or filters applied will reflect instantly on the screen.

Yes — if permitted by the configuration, managers can assign WFH through shift management:

1. Go to Settings > Work from Home > Configure.
2. Enable the checkbox “Allow Managers to Change Work Mode.”
3. Click Save.

Once enabled:

• Managers can use the Schedule tab or Roster View to assign Work from Home or Office mode to their reportees for specific dates.
• The updated schedule reflects in both the employee portal and attendance system.

=> This helps decentralize control and gives line managers more flexibility to manage hybrid teams.

You can update or override work modes using the Exceptions feature:

1. Go to Settings > Work from Home > Exceptions.
2. Click Add Exception.
3. Enter the required details:
   • Attendance Date
   • Work Mode (change from WFH to Office or vice versa)
   • Employee Name, Department, Location, etc.
4. Click Save to apply.

=> For bulk updates, use the Import option to upload exception records via Excel.

Yes, you can view and manage WFH history using two modules:

Option 1: Using the Schedule Tab

1. Navigate to Settings > Work from Home > Schedule.
2. View the WFH calendar to see assigned WFH dates and shift details for each employee.

Option 2: Using the Cards Tab

1. Go to Settings > Work from Home > Cards.
2. View or download detailed shift cards with attendance, work mode, and date-wise logs.

=> These tools offer a clear overview of past WFH activity for audits or performance tracking.

This setting controls how WFH requests are reviewed and approved:

• 1-Level Approval:
  • Only one person is required to approve the request — either the Manager or the Admin (based on your setting).
• 2-Level Approval:
  • The request must first be approved by the Manager, followed by approval from the Admin.

To configure:

1. Go to Settings > Work from Home > Configure.
2. Choose your desired approval flow from the Approval Workflow section.
3. Click Save.

=> Use this setting if you require extra oversight or want to ensure dual-layer review for remote work.

Yes, you can enforce both fields as mandatory during the WFH request process:

1. Navigate to Settings > Work from Home > Configure.
2. Enable the following checkboxes:
   • “Make Reason Mandatory”
   • “Make Document Mandatory”
3. Click Save to update your policy.

=> Employees will not be able to submit a WFH request without filling in the reason and uploading the required document.

Use the restriction settings to control how far back or forward employees can request WFH:

1. Go to Settings > Work from Home > Configure.
2. Find the section labeled “Restrict WFH Request Date Range.”
3. Enter values such as:
   • Past Restriction: e.g., -2 days (employees cannot apply for dates earlier than 2 days ago).
   • Future Restriction: e.g., +3 days (employees cannot apply for dates more than 3 days in advance).
4. Click Save.

=> This helps in maintaining control and predictability of work scheduling.

Yes, you can define WFH usage limits based on time intervals:

1. Go to Settings > Work from Home > Configure.
2. Scroll to the “Allowed Count” section.
3. Set the maximum number of WFH days allowed for:
   • A week
   • A month
   • A year
4. Click Save.

=> These limits apply to eligible employees based on their role, department, or group settings.

To activate the Work from Home module so employees can start applying for remote work days:

1. Navigate to Control Panel > Settings > Work from Home > Configure.
2. Locate the option “Enable Work from Home Leave Module.”
3. Check the box to enable the feature.
4. Click Save at the bottom of the page.

=> Once enabled, employees will see a “Work from Home” tab under their Apply Leave section in the Self-Service Portal.

The signature is missing or not displayed in the final generated document created using a document template.

Possible Cause:

This issue usually occurs when the signature was copied and pasted directly from another document (such as a Word file, email, or PDF), which may lead to improper formatting or rendering errors during document generation in HRStop.

How to Fix It:

Follow these steps to ensure the signature appears correctly:

1. Do not copy-paste the signature image directly from another source (Word, web, or PDF).
2. Instead, download or save the signature image file (in PNG or JPG format) directly onto your device/system.
3. Open your Document Template in HRStop via: Control Panel → Forms and Policies → Document Template
   
4. Edit the desired template.
5. Use the Insert Image option within the editor to upload the saved signature image from your device.
6. Save the template after inserting the image.

Result:

The signature will now be properly embedded and will appear correctly in all generated documents, whether generated individually or in bulk.

Tip:

For best results:

• Use a transparent PNG signature file.
• Keep the signature dimensions optimal (around 300px wide).
• Ensure the template is saved and re-tested after updating.

HRStop allows documents to be saved and downloaded in the following formats:

• PDF (.pdf): Recommended for secure, shareable documents.
• DOCX (.docx): Ideal if further editing is needed post-generation.

Format Selection:

• You can choose the desired format during the document generation step.
• Both formats are downloadable from the employee's profile if Publish was enabled.

It's best practice to use PDF with password protection for finalized or sensitive communication.

Yes, HRStop supports password protection for PDF versions of documents.

How to Enable:

1. During document generation, locate the checkbox:
   • “Make Document Password Protected”
2. Check this option before clicking Generate.
3. The password used will follow the same rules as Payslip Password Configuration (e.g., PAN + DOB).

Password protection applies only to PDF documents, not to .docx files.

This is especially useful for sensitive documents like:

• Compensation Breakups
• Increment or Appraisal Letters
• Termination Letters

Yes, employees can view and download the documents from their HRStop profile if the document is published.

How to Publish:

1. During document generation, enter:
   • Document Title
   • Document Category
2. Check the box labeled Publish.
3. Generate and save the document.

The document will then:

• Be visible under the Employee Profile → Documents section.
• Be accessible for download at any time by the employee.

Use this option when sending offer letters, appraisal letters, or any formal communication.

Yes. HRStop allows you to set formulas for salary components like Basic, HRA, and Special Allowance based on the entered CTC.

How to Set Up Formulas:

1. Go to Document Template → Edit the template.
2. Define payroll-related keys such as:
   • CTC
   • Basic
   • HRA
   • Special_Allowance
3. For each key, click the edit icon and add a formula. Example:
   • Basic = CTC * 0.50
   • HRA = Basic * 0.40
   • Special Allowance = CTC - (Basic + HRA)
4. Save the template.

🧾 During document generation:

• Enter a base CTC (e.g., ₹4,00,000), and all components will be auto-calculated.
• You can preview and generate the letter with these values.

This eliminates manual errors and ensures consistency across salary letters.

If system-filled values (like allowances, HRA, etc.) are inaccurate or outdated, you can use the Import Key Values option to override them.

Steps to Correct Template Values:

1. During Bulk Generation, click on the Import Key Values button.
2. Download the sample CSV provided.
3. Open the CSV file – it will contain:
   • Employee names
   • Keys used in the document (e.g., Basic, HRA)
   • Auto-filled values from the system
4. Manually update the incorrect values (e.g., update Annual HRA from ₹50,000 to ₹60,000).
5. Save and upload the modified file.
6. Once uploaded, the system will reflect the updated values in the letter.

Use this method when payroll details need temporary or document-specific changes.

Yes, HRStop allows you to bulk-generate department-specific documents using the Bulk Generate feature.

Steps:

1. Go to Control Panel → Forms and Policies → Document Template.
2. Click on the Bulk Generate icon beside the relevant document template.
3. Use the dropdown filters to select:
   • Department
   • Designation
   • Bank (if applicable)
4. Select employees under the chosen filters.
5. Click on Populate and proceed with document generation.

This is especially helpful during onboarding, appraisal, or policy distribution across teams.

Absolutely. Use the Productivity Report to view:

• Total hours worked by project and client.
• Employee CTC, hourly cost, project revenue, and margins.
  This data aids in understanding project ROI and optimizing resource allocation.

Yes. Navigate to the Pending & Approved report under the Analytics section. You can filter data by:

• Not submitted within a certain number of days.
• Approved/submitted/rejected after specified delays.
• Status type (pending, approved, rejected).
  This report helps managers follow up with employees who haven't completed their entries.

You can use the Leakage Report under Control Panel → Analytics → Timesheet. This report compares attendance hours with timesheet entries and highlights the discrepancy (leakage). It helps detect under-logged work hours and can be filtered by department, role, or minimum leakage threshold.

• Once enabled, admins can define company projects and assign them to employees.
• Employees can submit details of their daily work.
• Managers can approve/reject submissions or update working hours.
• This provides insights into project time and costs.

• Navigate to Control Panel -> Settings -> Modules.
• Scroll down to find the section labeled "Enable Time Sheet Module."
• Check the box to enable the module.

Yes, if your organization has enabled mobile access for HRStop, you can submit timesheets via the mobile browser or app.

Mobile Features:

• Submit Daily or Weekly timesheets
• Select clients, projects, and tasks
• Save and Submit for Approval

Check with your HR/IT team if mobile support is available in your organization’s HRStop plan.

Employees can view the approval status via the Summary View.

Steps:

1. Login to your portal
2. Go to: Timesheet > Summary
3. For each date, you can see:
   • Status (Present, Absent)
   • Submitted Hours
   • Approval Status (Approved, Rejected, Pending)

No, once a timesheet is submitted, employees cannot edit it unless it is rejected by the manager or admin.

What You Can Do:

• Admin or Approver must reject the timesheet
• Once rejected, it reopens for the employee to make edits
• The employee must then resubmit for approval

Yes. A single client can be mapped to multiple projects in HRStop.

How to Link Clients to Projects:

1. Navigate to: Control Panel > Timesheet > Clients
2. Add or select a Client
3. While creating or editing a project:
   • Go to: Timesheet > Manage Project > Add/Edit Project
   • Choose the Client from the dropdown
4. Save the project

This setup helps with billing, client-specific exports, and report filtering.

No, it’s optional by default. However, if your organization wants employees to report time against specific tasks, you can enforce it.

How to Enforce Task Assignment:

1. Go to: Control Panel > Settings > Modules > Timesheet Configuration
2. Enable “Make all assigned tasks mandatory”
3. Click Update

Employees will then be required to select all tasks assigned to them within the project while filling out their timesheets.

Yes, you can prevent or warn employees when they log more hours than their scheduled shift.

How to Enable This Restriction:

1. Go to: Control Panel > Settings -> Modules -> Timesheet Configuration
2. Scroll to “Enable timesheet restriction based on hours”
3. Check the box to activate
4. Click Update

If enabled, employees will receive a warning message when they attempt to submit a timesheet with total hours exceeding their shift length (e.g., 9 hours).