Frequently asked questions

Yes. As an admin, you can assign a set of employees to a scheduled training. Navigate to Control Panel → Training → +Create new. In the window that opens, fill in the training details. Under Eligible Participants, select the participants for the training. After you fill in the details, scroll down and enable Allow manager to nominate employees for training. This allows managers to nominate employees for the training session.

* Navigate to Control Panel → Settings → Notifications.

* On the page that opens, under the training section, select the check box against Trainer for the “Register Training”, “Nominate Training” and “Approve Training” options.

* An internal trainer receives the email notification on their registered email ID. An external trainer receives the email notification on the email ID entered while adding the trainer.

* You can also enter email IDs or mobile numbers in the “Email/ Mobile (comma separated)” column. Email notifications are then sent to those email IDs as well.

* Navigate to Main Panel → Training.

* The Training Calendar screen opens.

* Trainings scheduled for the current month appear in the calendar (if the admin has added them).

* Click the training title in the calendar view and enter a reason to join.

* Once the admin approves the request, the employee is eligible to attend the training.

An employee can apply for a training session only if they have the required access. Without this access, the employee can only attend the training. Whether an employee can request to join a training session depends on the type of training created, i.e. Open or Nominated.

You can view the email IDs in the suppression list from Control Panel → Settings → Notifications → Suppression list. The window that opens lists all email IDs that have been suppressed and cannot receive any email. To delete an email ID from the suppression list, click the Delete option against it. When you click Delete, an OTP is sent to the email account of the account holder deleting the email IDs.

* Navigate to Control Panel → Settings → Notification.

* The ‘Notifications’ screen opens.

* A table lists the different events for which emails are sent.

* Select (tick) the events for which you want notifications to be sent. You can manage all notifications from this page.

* In the ‘Email/Mobile(comma separated)’ column, you can add the email IDs or mobile numbers of other people you want to notify, apart from the super admin, admin and reporting managers.

* You can easily manage this according to each module’s needs.

If your screen keeps buffering after you upload expenses, your file size is greater than 2 MB.
To avoid this problem:

1. Keep the file size to 2 MB or less.

2. Upload expense proofs separately.

By default, the system is configured for two levels of approval, i.e. reporting manager and admin. Your reporting manager may have approved the expense, but your admin has not approved it yet.

If you cannot see the category, the admin has not created it.

If you exceed the expense amount limit, the system does not allow you to raise the expense.
You can view your expense limits in Main panel → Expense → Create Expenses → View limits (page navigation bar).

No, you cannot update an expense once it is submitted. We recommend that you save the expense as a draft and make your changes. Once you are sure about the expense, submit it for approval.

No, you cannot apply for an on duty punch for the whole day. An *On duty* punch is applied when you are unavailable for a certain period within office hours. If you are unavailable for the entire day, apply for "On duty" leave instead.

If it does not appear in your attendance, your reporting manager has not approved it yet. It appears only after your reporting manager approves it.

In the attendance module, hover over the "L" entry to see the type of leave applied.

You may be unable to apply for work from home for the following reasons:

1. Your admin has restricted you from taking "work from home" leave.

2. Work from home is already applied.

3. You are trying to apply for work from home on a holiday or weekend.

4. You are already marked present.

5. A leave is already applied.

No, you can apply for work from home only for a full day.

To get an email notification each time an employee requests 'on duty':

Navigate to Settings → Notification and go to the On Duty Requested option under the Leaves section. Select the recipients you want to send the email to. You can also enter another email address to which notification emails are sent.

Yes, you can change that. Use the ‘Manually Adjust’ option to edit the leave balances of a particular employee (for each leave type assigned to them).

Navigate to Control Panel → Settings → Payroll, go to the Payroll Info section and update the company's new address. Once you have updated the company/entity address, regenerate the payslips. Navigate to Control Panel → Payroll → Payrolls, select the month and the employees, click the “Bulk Action” drop-down and choose “Regenerate”. Check the status after half an hour.

* Navigate to Control panel → Analytics → Employees → Organizational chart.

* Click the “Org Chart View2” option. On the page that opens, click the “Download SVG” option in the top-right corner.

* The organization chart is downloaded.

To change the ESIC rate:

1. Navigate to Control Panel → Settings → Payroll. The page that opens shows the fields to manage payroll settings.

2. Scroll down to the Statutory Info section. Under ESIC Setting, you can find the fields to manage ESIC settings.

3. To specify the ESIC wage limit, enter the value in the ESIC wage limit field and select the check box to use it in the system.

4. Enter the Employee ESIC Rate and Employer ESIC Rate.

5. Scroll down and click Update Details to save the changes.

The system credits leaves automatically as per the leave entitlement rules defined in your HRStop portal. Go through the following points to troubleshoot the issue:

1. Credit Frequency: Leaves are credited as per the frequency defined in the leave entitlement rule, which can be Monthly, Quarterly, Annually or Once.
2. Employee profile is not updated as per the Entitlement Rule: Entitlement rules are defined on various factors such as Employment Type, Service Status, Department, Designation, Band, Location and Entity. If the employee details do not match the entitlement rule, leaves are not credited to their account.
3. Entitlement rule has an Experience Barrier: If the entitlement rule has an experience limitation, only employees with more experience than that are eligible for leave credits under that category.
4. Maximum Leave Count allowed: If the entitlement rule defines a maximum count allowed, the system stops crediting leaves to the employee's account once their leave count reaches that mark.
5. Defer Crediting: Defer Crediting accumulates the leave count in the system. Use it when you want to credit the accumulated balance (from the date of joining) to employees' accounts once they are confirmed. Selecting this check box in a leave entitlement rule stops the leave credit for all employees who fall under that entitlement rule.
6. Incorrect Balance: Check the entitled balance per annum that is credited based on the credit frequency.
7. Employee Leave Entitlement: HRStop also allows the admin to define leave entitlement rules for individual employees, and these rules take priority over group entitlement rules. In case of a wrong credit or no credit, check whether an employee leave entitlement rule has been defined for the employee concerned.

HRStop allows you to choose different calculation modes for a salary component. The following calculation modes are available in the system:

1.

At times, you might configure specific rules in the system to handle various attendance scenarios. These rules help the system determine the attendance status for the day. For example, the system might not receive attendance data in some cases:

(i) If the biometric system fails to send it
(ii) If an employee forgets to mark their attendance for a specific day
(iii) If an employee misses punches for the day.

These situations can result in unsynced attendance data, where the system only receives limited punches.

Based on the configured attendance rules, the system makes assumptions about the employee's attendance status for that day. The system marks this status accordingly, even if the complete attendance data is received later. In real-time, the system processes the attendance data for the same day.

In such cases, the system is designed to automatically recalculate the attendance within two days (T+2, where T represents today). Depending on the system load, this recalculation can occur immediately or take up to 1-2 days. The timeframe for this process is entirely dependent on the service load at that time.

If you require immediate results, such as during payroll processing or to review Loss of Pay (LOP) data, you have the option to trigger the attendance calculation. If you are an authorized administrator, you can trigger the attendance calculation by following these steps:

1. Go to the Control Panel.
2. Select Attendance.
3. Click the Import drop-down.
4. Select Calculate.

To calculate the attendance, follow this article: Calculating attendances

By following these steps, authorized administrators can ensure accurate and timely attendance calculations, even when initial data synchronization issues occur.

For now, you can import the 1 additional leave using the following path: Control Panel → Leaves → Balance → Click Manually Adjust drop-down → Import Leave Balance. (Download the CSV file, enter the values and upload it.)

To credit the leaves automatically from next year, set up the entitlement using the following path: Control Panel → Leaves → Entitlement.

Note: Once you delete employees from the system, all associated data is automatically and permanently deleted. This includes, but is not limited to, personal information, work history, performance records, payslips, and any other data stored in the system. Back up or export any necessary information before you proceed with the deletion, as this action cannot be undone.

Adding backdated holidays in HRStop is simple. Follow these steps to update your holiday calendar.

Step-by-step guide

1. Log in to HRStop
   • Sign in to your HRStop account.
   • Go to the Control Panel.
     
2. Access the Holidays module
   • In the Control Panel, click Holidays.
   • You’ll see a list of holiday calendars.
     
3. Select a Holiday Calendar
   • Choose the holiday calendar you want to update.
   • Click it to view its details.
     
4. Add Holidays
   • Click the Add Holiday button at the top-right.
   • From the dropdown, select Import.
     
5. Download CSV Template
   • Click the Download CSV File link to get the template.
     
6. Fill in Holiday Details
   • Open the CSV file.
   • Enter the holiday name, backdated date, and any other details.
   • Save the file.
     
7. Upload the CSV File
   • Return to HRStop and upload the saved CSV file.
8. Review and Confirm
   • Select the correct date format.
   • Click Review and Upload to complete the process.

Conclusion

Your backdated holidays are now added! Double-check the CSV file for accuracy before you upload it to ensure smooth updates.

1. Go to Control Panel.
2. Click Analytics.
3. Select Assets from the list.
4. Choose the specific report you want to view.

You can now see all available reports, such as Asset List, Usage and Return Tracking.

1. Navigate to Control Panel → Analytics → Assets.
2. Open any report (e.g., Asset List or Employee Usage).
3. Apply any filters or change column visibility as needed.
4. Click the CSV Export button (usually at the top-right or bottom-right of the report view).

The file downloads in .csv format, and you can open it in Excel.

1. Go to Analytics → Assets → About to Return.
2. View the list of assets nearing their return date.
3. You’ll see details such as:
   • Employee name
   • Asset assigned
   • Expected return date
4. Export this list using the CSV Export option.

This helps you follow up before due dates and plan reassignment.

1. Navigate to Analytics → Assets → Employee Usage.
2. Find the employee name or use the search.
3. Click the employee to view the assigned asset details:
   • Number of assets assigned
   • Currently in use
   • Returned
   • Average usage duration

This ensures transparency and accountability.

1. Go to Analytics → Assets → Employees Without Assets.
2. A list of employees with no assigned assets appears.
3. Use filters if needed and export the list using the CSV Export option.

This report is useful during onboarding or audits.

1. Go to Analytics → Assets → Predicted Availability.
2. This report shows when currently assigned assets are expected to be returned.
3. Use the details to plan upcoming asset requirements or redistribution.

1. Navigate to Analytics → Assets → Asset Count.
2. The system shows the number of assets in each predefined category.
3. This helps in inventory reviews and stock planning.

1. Go to Analytics → Assets → Expiring Assets.
2. You’ll see a list of assets nearing the end of their warranty based on the configured warranty duration.
3. Export this data as a CSV if you need it for vendor follow-ups or renewals.

Yes. While creating a category, you can map it to a parent category, making it a subcategory.

Steps:

• Go to Control Panel → Assets → View/Add.
• Click Asset Categories.
• Add a name and description.
• Select a Parent Category from the dropdown.

1. Go to Control Panel → Assets → Asset Categories.
2. Edit or add a category.
3. In the Code Pattern field, enter a format like HP{000} for Headphones. The system auto-generates sequential codes such as HP001 and HP002 for each new asset of that type.

Note: If 4 headphones already exist, the next one is HP005, continuing the sequence automatically.

If the number of unassigned assets exceeds the set threshold, the super admin and CC recipients receive reminders.

Steps:

• While creating or editing an asset category, enter the threshold limit.
• Tick the reminder checkbox to enable notifications accordingly.

Yes, you can edit or delete categories, but deletion may be restricted if assets are already assigned.

Steps:

• Go to Control Panel → Assets → View/Add. Click Asset Categories.
• Click Edit or Delete next to the category name.

The Super Admin and any CC (carbon copy) recipients configured during the assets notifications setup receive these notifications.

=> Make sure the checkbox is selected for reminder notifications.

No. You can make fields mandatory or optional while creating them.

Steps:

• Go to Control Panel → Assets → View/Add and click Asset Categories.
• Scroll to Additional Info during category creation.
• Add custom fields such as model number and serial number.
• Use the toggle to mark them as mandatory or optional.

On the Assets Dashboard, you can filter and view assets based on location or entity.

Steps:

• Go to Dashboard under Control Panel → Assets.
• Select from location/entity tabs to view specific information.
  
• Click Filter to get the relevant data.

Yes, you can generate and print barcodes at the time of asset creation or later.

Steps:

1. Go to Control Panel → Assets → View/Add.
2. Find the asset and click the eye icon next to the Asset Code field.
3. The system generates a barcode based on the asset code.
4. Download and print the barcode to stick on the asset.

Asset Life Stages represent the current condition or usability of the asset.

Life stages help filter assets for reporting and replacement planning.

Yes, you can assign assets during the creation process.

Steps:

1. While adding an asset (Add Asset page), scroll to the Assign To section.
2. Select the employee from the list.
3. Enter the Issue Date and Expected Return Date.
4. Add comments (optional).
5. Click Save.

This saves time by assigning assets right at the time of creation.

Releasing an asset detaches it from the currently assigned employee, making it available for reassignment. This is commonly used when:

• An employee leaves the company
• Assets are no longer needed
• Devices are collected for servicing or reallocation

To release an asset:

1. Navigate to Assets → View/Add.
2. Find the asset currently assigned.
3. Click the Release icon (usually next to the asset).
4. Enter a reason/comment if needed and confirm.

The asset’s status changes to Unassigned, and it can be reassigned or moved to a different live stage.

Yes. If the expected return date changes due to project extension or employee retention, you can update it easily.

To change the return date:

1. Go to Assets → View/Add.
2. Search for the asset in question.
3. Click the Change Return Date icon.
4. Enter the new return date and provide a reason or note (optional).
5. Click Save.

The new date is reflected in reports and reminders accordingly.

Yes, HRStop allows complete flexibility in selecting who should receive each type of asset-related email notification.

Steps to customize notification recipients

1. Go to Control Panel → Settings → Notifications.
2. Search for “Assets” in the search bar.
3. You can see different notification types, such as:
   • Asset Assigned
   • Asset Released
   • Return Date Changed
   • Warranty Expiry
4. For each notification, you can select multiple recipient roles such as:
   • Employee
   • Reporting Manager
   • HOD
   • BU Head
   • Super Admin
5. You can also add specific email addresses in the CC field.
6. Click Save to apply the settings.

This ensures that only the relevant stakeholders receive alerts tailored to each type of asset event.

Yes, you can configure automated alerts to notify users in advance of asset warranty expiry.

How to set warranty expiry alerts

1. Go to Control Panel → Settings → Notifications.
2. Search for the “Asset Warranty Expiry” notification.
3. Enter the number of days before the warranty end date you’d like the notification to be sent (e.g., 5 days before).
4. Select recipients (e.g., Super Admin, BU Head) and add any emails in CC if needed.
5. Click Save.

These alerts help prevent last-minute issues by allowing time for renewal, servicing, or replacement.

Yes, you can disable asset notifications for any event by unselecting all recipients.

To disable a notification

1. Go to Control Panel → Settings → Notifications.
2. Search for Assets.
3. Open the notification you want to disable.
4. Uncheck all roles and remove any CC email addresses.
5. Click Save.

No email is sent for that asset action until you re-enable it.

This is useful if your team prefers to manage certain updates manually or through another tool.

Yes, HRStop allows you to enable notifications when the return date of an assigned asset is updated.

Steps to enable return date change notifications

1. Navigate to Control Panel → Settings → Notifications.
2. Search for Return Date Changed under the Asset section.
3. Select the recipients (e.g., Employee, Reporting Manager, Admin).
4. Add any email addresses in CC, if required.
5. Click Save.

Every time a return date is preponed or postponed, the configured recipients are notified automatically.

Managers can receive notifications about upcoming asset returns if notifications are configured by the admin.

How it works

1. Go to Control Panel → Settings → Notifications.
2. Search for Assets.
3. Look for the "About to Return" or "Return Date Change" notifications.
4. Select Reporting Manager, HOD, or BU Head as recipients.
5. Save the settings.

If this is enabled, managers are informed by email about:

• Assets due for return
• Changes in return dates

Note: Managers don’t receive these alerts unless you enable these notifications.

By default, asset assignment and release rights are controlled by admin-level permissions. However, this may vary based on your organization’s configuration.

Typically

• Managers and HODs can view assigned assets for their teams.
• Admins or those with special permissions can:
  • Assign assets to employees
  • Release assets when they’re no longer needed

Custom permission option

Organizations using HRStop can request custom role permissions to allow certain manager roles to perform asset-related actions.

When an employee exits, any assigned assets should be returned and properly tracked during the exit clearance process.

Recommended process

1. Manager/HOD reviews the employee’s asset list via:
   • Assets → Team Assets
   • Filter by the exiting employee
2. If the asset is not yet returned:
   • The manager can request a return
   • Or ask the admin to release it manually
3. The asset’s status is updated to “Released” or “Returned” for reallocation.

Tip: Always integrate asset return checks into the offboarding checklist to avoid loss or confusion.

No, the “Mandatory Comment” setting is a global configuration.

• If enabled, it applies to all asset acknowledgments across all categories and types.
• Employees are required to enter a comment whenever they acknowledge an asset, regardless of its category.

Tip: If you want comments only for sensitive items, consider including guidance in the acknowledgment instructions or training material rather than enforcing it through the setting.

By default, asset admins have visibility into acknowledgment statuses. Depending on the notification settings, others may also receive updates:

• Reporting Managers and HODs can be configured to receive notifications when an asset is acknowledged.
• Notifications can also be CC'd to custom email addresses, such as IT teams or asset coordinators.

To configure who receives notifications:

1. Go to Control Panel → Settings → Notifications.
2. Search for "Assets".
3. Locate “Asset Acknowledgement”.
4. Select the desired recipients and add any email addresses in CC.
5. Click Save.

Admins can track acknowledgment status using two methods:

Option 1: Acknowledgment reports

1. Go to Assets → Analytics.
2. Open the report related to Assets List.
3. Look for the Acknowledgment Status column (if enabled).
4. Export the data to CSV for sorting and follow-up.

Option 2: Direct view

1. Navigate to Assets → View/Add.
2. Search or filter assets by employee or department.
3. Check the Acknowledgment field to see if it’s marked as completed or pending.

This allows admins to follow up with employees who haven’t yet acknowledged their assigned assets.

Requiring a reason for all leave applications helps maintain accountability and gives managers proper context.

Steps to Enable:

1. Go to Control Panel → Settings → Leave Section.
2. Enable “Make Leave Reason Mandatory”.
3. Click Save/Update.

Note: Employees won’t be able to submit leave requests without entering a reason once this is enabled.

For companies with non-calendar payroll cycles (e.g., 22nd–21st), it's important to split leave accurately.

Steps to Enable:

1. Go to Control Panel → Leave Section → Payroll Integration Settings.
2. Enable “Split Leave Based on Attendance Start Date”.
3. Click Update.

Why Use It:
It ensures accurate salary calculation for leaves that span multiple payroll periods.

Yes, HRStop allows leave approvals even after payroll is processed.

Steps to Enable:

1. Go to Control Panel → Leave Section → Approval Settings.
2. Enable “Allow Leave Approvals After Payroll is Processed”.
3. Click Save/Update.

Note: This helps you maintain accurate records for future payroll cycles without blocking approvals.

You can control how short or long an employee’s leave can be.

Steps to Configure:

1. Go to Control Panel → Settings → Leave Section.
2. Edit each Leave Category.
3. Set:
   • Minimum Leave Period (e.g., Half Day, Quarter Day)
   • Minimum/Maximum Days per application
4. Click Save/Update.

Tip: This helps prevent policy misuse.

• Credit Frequency: How often leave is accrued (e.g., monthly, quarterly, annually).
• Post Crediting: When the accrued leaves are actually added to balances (e.g., start or end of month).

=> Think of credit frequency as the schedule, and post crediting as the execution date.

Yes, you can! HRStop allows you to configure entitlement rules based on the employee's service status (e.g., Probation, Confirmed, or Under Notice).

Steps to configure

1. Navigate to Control Panel → Leaves → Entitlement.
2. Select the Leave Type.
3. Choose the Service Status:
   • Probation
   • Confirmed
   • Under Notice (as per your requirement)
4. Set the following parameters:
   • Credit Frequency
   • Post Crediting
   • (Optional) Deferred Crediting
5. To set rules for Confirmed employees, repeat the steps above with the corresponding service status.
6. Click Save.

The system automatically applies the relevant entitlement rules based on the employee’s current status.

With deferred crediting, leave credits are delayed until the employee is confirmed.

You can choose to:

• Start the credit from the date of joining, or
• Begin from the confirmation date.

This ensures compliance with probation policies.

You can automate leave credits by setting the system to credit leaves monthly on the 1st—no manual work needed.

Steps to configure

1. Go to Control Panel → Leaves → Entitlement.
2. Select the relevant Leave Type.
3. Set Credit Frequency to Monthly.
4. In the Credit Date column, select 1st for each month.
5. Click Save.

HRStop auto-credits leaves on the 1st of every month, keeping your leave management consistent and hands-free.

Yes.
While creating or editing a leave category, you can define eligibility based on Service Status.

Steps:

• Go to Control Panel → Settings → Leaves.
• Edit the Leave Category.
• In the Service Status section, deselect Probation, Notice, or any status you want to exclude.
• Optionally, select “Do not credit leave automatically if service status is...” and select Probation or Notice.

This ensures that only Confirmed employees can apply for or be credited with this leave type.

Yes. You can restrict applications for future calendar years and dates.

Steps:

• In the Leave Category configuration, enable the option:
  • “Restrict Future Calendar Year Applications” – prevents applying for dates in the next year.
  • You can also restrict specific future dates via calendar rules or blackout date settings.

Use Case:
Block January leave requests in December until the new year's policies are finalized.

Configuration:

• Go to Leave Category → Approval Workflow.
• Choose Single or Two-Level Approval.
• Enable Auto-Approval and set a time (e.g., auto-approve after 5 days).

Use Service Status filters and Deferred Crediting in Entitlement Rules.

Option 1: Restrict Category Access

• Deselect Probation in the Leave Category's Service Status.

Option 2: Use Deferred Crediting

• In Entitlement Rules, enable Deferred Crediting for Probation employees.
• Define a partial credit (e.g., 2 leaves), and release the rest upon confirmation.

This gives you better control of leave access and crediting by employee type.

Yes.
You can define leave expiry for categories like Comp-Off or Casual Leave.

Steps:

• Go to Control Panel → Settings → Leaves.
• In the category setup, enable Leave Expiry.
• Choose the interval:
  • Monthly, Quarterly, Half-Yearly, or Custom days (e.g., 90 days).

Use Case:
Expire Comp-Offs after 60 days to prevent carryover accumulation.

You can manage Comp-Off by creating a dedicated leave category with specific rules.

Steps:

• Create a new leave category (e.g., “Compensatory Off”).
• Enable:
  • Allow Employee to Apply for Leave Credit (for working on holidays/weekends).
  • Set Expiry (e.g., 90 days).
  • Credit Units (full day, half day, etc.).
• Define Approval Flow and Usage Restrictions.

Employees can then request credit, and managers can approve based on attendance or extra work logs.

Yes.
You can configure limits on both:

• Maximum Leave Days per Application
• Maximum Leave Instances per Year/Month

Steps:

• In the Leave Category setup, find the “Maximum Instance” and “Maximum Leave Days” fields.
• Set the cap, for example:
  • No more than 5 days in one application.
  • Only 3 instances of this leave per year.

Carry forward configuration

• In the Leave Category settings, enable Carry Forward.
• Define:
  • Maximum carry-forward limit (e.g., up to 30 days).
  • Carry-forward frequency (e.g., yearly).

Encashment configuration

• Enable the “Uncashable” option if the leave can be encashed.
• Leave categories like Earned Leave or Privilege Leave are commonly made encashable.
• Make sure you align this with payroll and final settlement policies.

Yes.
HRStop allows you to assign custom leave entitlements to an individual employee using the Employee Leave Entitlement Exception feature. This does not impact the standard entitlement rules for others.

Use Case Example:
If the company policy grants 12 annual leaves but you want to grant 15 to a specific employee, you can set this up without modifying the global rule.

The system applies the custom leave credit only to the selected employee. Other employees in the same leave category continue to receive the default entitlement as per the general entitlement rule.

The system prioritizes the employee-specific exception over the standard policy for that individual.

Yes.
HRStop provides a Bulk Import feature that allows you to upload a CSV file with leave entitlements customized per employee.

Steps:

• Download the sample CSV template from the Employee Entitlement section.
• Fill in the employee names, leave categories, credit values and frequency.
• Upload the completed file via the Import option.

This is ideal when onboarding multiple senior employees or updating contracts mid-cycle.

Yes.
You can define the number of leave credits (e.g., 15 instead of 12).

These settings apply only to the selected employee(s) and override the standard entitlement configuration for them.

To edit or remove a leave entitlement exception:

Steps:

• Go to Control Panel → Leaves → Entitlement.
• Scroll to the Employee Leave Entitlement section.
• Use the search/filter options to locate the employee.
• Click Edit to update or Delete to remove the exception.

Changes take effect immediately. If you delete an exception, the leave calculation resets to the standard rules.

Yes. HRStop allows bulk approval, rejection, or deletion of leave requests.

Steps:

1. Go to Control Panel → Leaves → Employees.
2. Select multiple requests using the checkboxes.
3. Click Actions and choose Approve, Reject, or Delete.

=> This is a quick and efficient way to manage multiple requests at once.

Yes.
When rejecting a leave request, the system prompts you to enter a rejection reason. This is a free-text field, so you can enter any explanation or note specific to the case.

Providing clear reasons helps maintain transparency and improves employee understanding.

The leave is permanently removed from the system. It:

• Will not appear in leave reports.
• Will not affect leave balances.
• Is irreversible once deleted.

Use deletion carefully—prefer rejection if you want to deny the leave but retain a record.

Yes.
You can control leave approval rights through approval roles defined in each leave category.

• Choose Single-Level or Two-Level Approval.
• Assign roles like Manager or Admin/HR for each level.
• Only the assigned roles can approve or reject leaves.

Make sure your leave approval matrix aligns with your internal HR policy.

Yes.
Admins with the appropriate access rights can apply for leave for any active employee listed in the system. This functionality is especially useful when:

• Employees are unavailable to apply themselves,
• Leaves need to be updated retrospectively,
• HR needs to apply or regularize leave entries on record.

Yes.
Admins can apply backdated leaves on behalf of employees, provided the specific leave category allows retrospective applications. If restrictions are enabled in the leave category, you may need to modify the settings or grant exceptions.

Not necessarily.
While applying a leave request, the admin can choose the leave status based on the organization's workflow:

• Approved – If the admin is the final authority.
• Pending – If the leave should still follow the standard approval workflow (e.g., manager approval).

In most cases, admins directly approve the leave to speed up the process.

If the employee has zero balance, the system prevents you from applying for leave in that category unless:

• The leave category is a Loss of Pay (LOP) type that allows negative balances, or
• You manually update the entitlement or balance before applying the leave.

Always check the available balance before submission to avoid rejection or system errors.

Yes.
If the leave category mandates documentation (e.g., for Sick Leave, Maternity Leave, etc.), the system requires the admin to upload the document during the application process.

You can upload:

• Medical certificates
• Death certificates (for Bereavement Leave)
• Any HR-required attachments based on policy

No.
You can uncheck the “Send Notification” option during the import process if:

• You are importing historical or administrative leave records
• You want to avoid email notifications for bulk uploads

This is ideal when you upload leaves silently for record-keeping or system updates.

If your CSV contains errors (e.g., invalid dates, missing fields, incorrect emails):

• The system flags the errors during the Review and Upload stage.
• You can download an error report, correct the mistakes, and re-upload the corrected file.

Always use the sample CSV template provided by HRStop to avoid formatting issues.

Only if:

• The leave status is “Approved” AND
• Your workflow requires approver tracking.

For “Pending” leave entries:

• The Approver Email field can be left blank.
• Once imported, approval follows the normal leave workflow.

Use correct email formats and valid approver IDs to avoid rejection during import.

Yes.
Admins can apply Optional Holidays on behalf of employees by following these steps:

• Go to Control Panel → Leaves → Optional Holiday.
• Choose the Employee Name.
• Select the appropriate Optional Holiday and Date.
• Click Save.

This is useful when employees face technical issues or miss self-submission deadlines.

Yes, as long as notifications are enabled in your system configuration. Employees receive email alerts or dashboard updates for:

• Leave Credit Requests
• On-Duty (OD) Applications
• Work From Home (WFH) Requests
• Optional Holiday (OH) Approvals or Rejections

Make sure notification settings are active for transparent communication.

Yes. Admins can credit leave to an employee by:

• Using the Leave Entitlement Exception section, or
• Giving manual leave credits through the Manually Adjust option.
  This is useful for awarding compensatory leaves, HR corrections, or onboarding credits.

Yes.
To deduct leave from an employee’s balance, enter a negative value in the adjustment field using the Manually Adjust option.
Example: Enter -2 to deduct 2 leave days from the selected leave type.

Negative values reduce the balance, while positive values increase it.

No.
Manual adjustments affect the current balance immediately. To credit leaves in the future, use:

• Entitlement Rules
• Deferred Crediting Options

Use standard entitlement policies for time-based leave credits.

There is no automatic undo function.
However, you can reverse the adjustment manually by entering the opposite value.
Example:

• If you mistakenly added +5 , enter -5 as a new adjustment to correct the balance.

Always add a clear comment for each adjustment to maintain traceability.

Yes, you can view an employee’s leave transactions for previous years.

To do so, follow these steps:

1. Navigate to Control Panel → Leaves → Balance.
2. Click the Employee Code of the employee whose leave history you want to review.
3. The Leave Balance page for that employee opens, showing leave details categorized by type (e.g., Casual Leave, Sick Leave).
4. Scroll to the bottom of the page, and click the “Previous” arrow option.
5. This loads the leave transactions from the previous year, including details such as:
   • Leaves credited
   • Leaves availed
   • Type of transactions (credit/debit)

You can keep switching between years using the same Previous navigation option.

Yes, but you can cancel/delete a leave only if it is still in pending status.

Steps to cancel a pending leave

1. Navigate to Leaves → View/Apply.
2. Scroll to the My Leaves section.
3. Locate the leave entry marked as Pending.
4. Click the Delete option next to it.

Note: If the leave is already Approved, you won’t be able to cancel it yourself. Contact your manager or admin if you need to cancel it.

The Optional Holiday tab is visible only if your organization has enabled this feature in the leave policy.

=> If this tab is not visible to you:

• Check with your HR/Admin to confirm whether the optional holiday module is active in your company.
• If the policy is active, you can find the tab under Leaves → Optional Holiday.

Yes, employees can apply for half-day leaves depending on the leave type and policy configured by the admin.

To apply for a half-day leave

1. Go to Leaves → View/Apply.
2. Select the Leave Type.
3. Choose the Date and specify the Duration as Half Day.
4. Enter the Reason and click Submit.

=> Note: Some leave types may not support half-day applications. Refer to the rules shown on the screen while selecting the leave type.

All applied leaves and their current statuses are visible in the My Leaves section.

To view leave status

1. Navigate to Leaves → View/Apply.
2. Go to the My Leaves tab.
3. You can see a list of leave requests along with their statuses:
   • Approved
   • Pending
   • Rejected

You can also view them on the Leaves Calendar, which uses color-coded statuses for quick reference.

You can raise a Credit Request to apply for a compensatory off if you've worked on a weekend or public holiday.

Steps to apply for compensatory off

1. Go to Leaves → View/ Apply.
2. Click the Credit Request or Compensatory Off tab.
3. Select the Credit Type (e.g., Comp Off).
4. Choose Half Day or Full Day.
5. Enter the date you worked and the reason.
6. Upload a file/proof if required.
7. Click Submit.

Once submitted, you can monitor the request status under the same section.

You should run the Leave Credit Process manually in the following situations:

• Leaves have not been credited automatically due to a system delay or misconfiguration.
• Policy changes have been made, and you need to re-credit leaves according to the updated rules.
• An employee joins mid-cycle, and you want to credit leaves on a pro-rata basis.

Running the process ensures immediate credit of leaves according to the latest settings and policies.

• Current:
  Credits leaves starting from today’s date (ideal for mid-year adjustments or immediate application).
• Beginning of Leave Year:
  Credits leaves from the start of the defined leave year (useful when you want to simulate credits as if they were granted from the beginning, especially for backdated joining or policy adjustments).

Choose based on whether you want to apply credits retroactively or from the present date forward.

Yes, the leave credit process is highly customizable.

During the credit setup

• Uncheck any leave categories you don’t want to include.
• Select only the employees you wish to credit leaves for.

This helps you target only relevant leave types or specific employee cases, such as new joiners or employees who were missed earlier.

Yes, as soon as you click the Finish button at the end of the process:

• Leaves are instantly credited to the selected employees.
• Updated leave balances are reflected in the Leave Balance section.
• A success notification confirms that the process has been executed successfully.

No additional processing is required — the update is immediate and visible to both admin and employees.

Yes, you can include them if needed.

How to include deactivated employees

• On the Year-End Process configuration screen,
• select the check box labeled “Include Deactivated Employees”.
• This ensures that even inactive employees are considered for leave carry forward or encashment based on their remaining balances.

This is useful for organizations that settle leave balances post-exit or during F&F (Full and Final) settlements.

Running payroll before the year-end process is mandatory for accurate results.

What can go wrong

• If payroll is not processed for the transaction month (e.g., December), any negative leave balance does not generate LOPs.
• These negative balances may carry forward improperly instead of being deducted through payroll.
• As a result, employees may start the new year with incorrect balances or no deductions.

Recommendation: Always complete payroll processing for the transaction month before triggering the Year-End Process.

Yes, you can fully preview and edit the balances before you complete the year-end process.

Available options

• Preview Screen: Shows carry forward and encashment values per employee per leave type.
• Manual Edit: Make direct adjustments on-screen.
• Bulk Upload: Use Import Carry Forward Balance or Import Leave Encashment Balance options to update data using CSV.

Download the template → Update → Re-upload → Save changes

This gives you maximum flexibility and accuracy before finalizing leave balances and payments.

The encashment amount depends on the method selected in the “Leave Encash Based On” setting during the process:

Encashment calculation options

• LOP (Loss of Pay):
  Encashment per leave = Value of 1 LOP day (if LOP-enabled pay components exist).
• Basic Salary:
  Encashment per leave = Value of 1 day’s Basic Pay.
• Specified:
  Encashment per leave = Fixed amount entered by the admin (e.g., ₹500 per leave).

Make sure you select the method that aligns with your organization's policy. If no LOP-enabled component exists, LOP encashment results in ₹0.

Leave types not marked as "Carry Forward" or "Encashable" in your leave settings have their balances lapsed automatically during the year-end process.

These leaves are not included in the carry forward or encashment steps, and their balances are reset to zero.

This typically applies to casual or sick leaves in companies where such balances are not meant to accumulate.

Yes, you can choose to include deactivated employees (ex-employees) in the encashment process.

How to include them

• While defining eligibility in the encashment setup, select the option “Include Deactivated Employees”.
• This is useful when processing full-and-final settlements for employees who have recently exited the organization.

Make sure the employee records are still accessible and have not been purged or anonymized in compliance with data retention policies.

It depends on your company's HR policy.

To mark encashment as taxable or non-taxable

• On the Leave Encashment form, you’ll find an option titled “Taxable”.
• Select or clear the check box based on whether leave encashment should be treated as taxable income.

Taxable: The amount is included in income for TDS calculations.
Non-taxable: The amount is added to arrears but excluded from tax computation.

Always consult your finance or payroll compliance team for clarification on statutory requirements.

Yes, HRStop allows you to include future-dated leaves in the encashment calculation.

How to include future leaves

• On the Encash Leave Balance page, you can find a checkbox labeled "Consider Future Leaves".
• Select this box to include approved future-dated leaves.
• If this box is unchecked, only the leaves available till the selected “Till Date” are considered.

Note: This is useful when you want to account for upcoming leave requests while computing the final encashment balance.

While importing leave balances, you must select a Transaction Type that defines the purpose of the balance adjustment.

Available transaction types

1. Uploaded
   Used when uploading leave balances in bulk via CSV. Typically selected for first-time imports or system migrations.
2. Manually Adjust
   Used for direct manual adjustments done through the interface (without using a CSV file).
3. Payroll Adjusted
   Used when leave balances are being synced or adjusted based on payroll calculations.

How to select it

• After uploading your CSV file, choose the appropriate Transaction Type before clicking Upload.

A leave balance upload may be rejected due to several data or formatting issues.

Steps to identify and resolve rejections

1. After uploading the file, scroll down on the Import Leave Balance page.
2. Rejected entries are displayed in a table.
3. The Reason column explains the cause (e.g., "Invalid Employee ID", "Incorrect Leave Type", "Missing Fields").

Common reasons for rejection

• Employee ID does not exist or is inactive.
• Leave Type is incorrect or not configured in the system.
• Required fields are missing in the CSV.
• CSV file structure was altered.

Fix and re-upload

1. Correct the errors in your original file.
2. Save the corrected file as .csv.
3. Repeat the import process with the updated file.

HRStop allows you to easily export holiday calendars for reporting, documentation, or external use.

Steps to export a holiday calendar

1. Log in to your HRStop account and go to the Control Panel.
2. Navigate to Control Panel → Holidays.
3. You can see a list of all holiday calendars that have been created.
4. Click the calendar you want to export. This opens the calendar view with all defined holidays.
5. In the top-right corner, click the dropdown beside “+Add Holiday”.
6. Select Export from the dropdown options.
7. The holiday calendar is downloaded to your device in CSV format.

Note

• The exported file includes holiday name, date, description, and type (mandatory/optional if enabled).
• You can open it in spreadsheet software like Excel or Google Sheets.
• Make sure you have the necessary permissions to export calendar data.

HRStop's Holidays module allows admins to assign a particular holiday calendar to specific employees, regardless of department, location, or entity. This ensures that employees are mapped to the correct calendar, even in special cases or exceptions.

Steps to assign a holiday calendar to a specific employee

1. Navigate to Control Panel → Holidays.
2. Scroll to the Calendar Assignments section.
3. Select the Calendar you want to assign from the dropdown.
4. Choose the relevant filters:
   • Department – (Optional) Select the department if applicable.
   • Location – (Optional) Choose the employee's work location.
   • Employee(s) – Select the specific employee(s) from the list.
5. Click the “+Add” button.
6. Your assignment appears instantly in the list below.
7. You can:
   • Edit the assignment using the (edit) icon.
   • Delete it using the (bin) icon.

Notes

• If you update the holiday calendar (e.g., add or modify holidays), the changes automatically reflect in the assigned employee’s holiday list.
• Holiday assignments based on employee-specific mapping override broader assignments like department or location.

The Holidays module in HRStop allows admins to assign specific holiday calendars to teams based on their department and/or location. This ensures employees receive the appropriate holiday list—including national holidays, regional festivals, birthdays, and work anniversaries.

Steps to assign a holiday calendar to a team

1. Navigate to Control Panel → Holidays.
2. Select the Holiday Calendar you want to assign from the dropdown.
3. Choose the relevant filters:
   • Department – Assign the calendar to one or more departments (optional).
   • Location – Assign the calendar based on employee location (optional).
4. Click the “+Add” button to confirm the assignment.
5. The assignment entry appears instantly in the list below.
6. You can:
   • Edit the assignment using the (edit) icon.
   • Delete the assignment using the (bin) icon.

HRStop allows admins to define how many Optional (Restricted) Holidays employees can avail within a leave calendar year. You can easily configure this limit through the Control Panel.

Steps to set or update the optional holiday limit

1. Log in to your HRStop account and go to the Control Panel.
2. Navigate to Control Panel → Settings → Modules.
3. Scroll down to locate the Miscellaneous section.
4. Find the setting labeled "Enable Restricted/Optional Holiday Module".
   • If it’s not already enabled, select the check box to activate it.
5. Below this option, you can see:
   "Optional Holidays Allowed Per Leave Calendar Year"
6. Enter or update the number of optional holidays your organization allows annually.
7. Scroll to the bottom and click the "Update" button to save your changes.

Yes, HRStop allows you to assign multiple tags to a single holiday.
To do this, enter each tag in the Tags field while creating or editing a holiday.
Press Enter or separate them with commas (,) to add more than one tag.
These tags help you filter holidays easily in the calendar view or in reports.

HRStop allows admins to unlock attendance for a specific period, enabling employees and managers to make necessary attendance-related updates such as requesting punches or applying for leaves. This flexibility helps manage attendance corrections efficiently.

Steps to unlock attendance

1. Navigate to Control Panel → Attendance → Import (dropdown) → Lock.
2. Go to the Unlock Attendance section.
3. Select the Attendance Period
   Choose the date range for which attendance needs to be unlocked.
4. Configure Access Options
   Based on your needs, enable one or more of the following:
   • Employee Unlock:
     Allows employees to:
     • Request punches
     • Apply for leaves
     • Edit their own attendance within the unlocked period
   • Manager Unlock:
     Allows managers to:
     • Request punches
     • Justify late marks
     • Apply for leaves on behalf of team members
   • Fully Unlock:
     Allows employees, managers, and admins full access to:
     • Request punches
     • Apply for leaves
     • Edit attendance data
5. Click Unlock to save and apply the changes.

Once done, the selected users can manage attendance for the specified period according to the options you’ve enabled.

To restrict expense claims on weekends or when employees are on leave, follow these steps:

1. Go to Control Panel → Settings → Modules.
2. Select the Expense module settings.
3. Find the option Restrict Expenses on Weekends/Leave.
4. Enable this option to block expense submissions on weekends and during absences.
5. Click Update to save the changes.

This prevents employees from submitting expenses on non-working days.

When an expense exceeds the allowed limit set for an employee’s band or expense category, the system displays a warning that the limit has been exceeded. It advises raising expenses only within the assigned limits to comply with company policies.

To configure these limits and related approvals:

1. Navigate to Control Panel → Settings → Expense Category Limits.
2. Set expense limits for each employee band and category as per your company’s policy.
3. Define the approval workflow for handling exceptions (e.g., additional approvals for over-limit expenses).
4. Click Save to apply the settings.

This setup helps maintain budget control and ensures expenses comply with organizational rules.

To view and download bills attached to an expense report, follow these steps:

1. Go to Control Panel → Expense → Employees.
2. Open the specific employee’s expense report you want to review.
3. Scroll to the Attachments section within the report.
4. Click Carousel Preview to open a viewer that displays all attached bills.
5. Use the navigation arrows to browse through multiple attachments.
6. From the preview, download any bill if you need it for offline access or record-keeping.

This allows you to efficiently review and manage all supporting documents linked to the expense claim.

Yes, the system supports multi-level approval workflows. To enable them:

1. Navigate to Control Panel → Settings → Modules → Expense.
2. Find the option Enable Approval Workflow and select Two-Level Approval (Manager + Admin) by choosing the Manager Approved option.
3. Click Save to apply the changes.

With this setup, expense claims are first routed to the employee’s manager for approval and then to the admin for final approval.

To show approved expense reimbursements on salary slips:

1. Navigate to Control Panel → Settings → Modules → Expense.
2. Enable the Integrate with Payroll option.
3. Click Update to save.

This syncs expense payouts with payroll, so reimbursements are visible on employees’ salary slips.

To streamline compliance management, HRStop offers a Bulk Update feature that allows administrators to update compliance details (such as PAN, Aadhaar, etc.) for multiple employees simultaneously. Here’s how to use it:

1. Log in to HRStop using your admin credentials.
2. Navigate to Control Panel → Employees → View/Add.
3. In the View/Add section, click the Import drop-down at the top-right.
4. Select the Bulk Update option.
5. Download the provided template or prepare a CSV file with the necessary employee compliance data.
6. Upload the CSV file in the Bulk Update interface.
7. Review the uploaded data to ensure it's accurate and complete.
8. Click Execute/Update to apply the changes.

Once processed, the system updates the records accordingly and displays a confirmation. This feature helps ensure efficient and error-free compliance updates across your organization.

HRStop allows administrators to deactivate (or suspend) an employee without permanently removing their details from the system. This is useful for temporary suspensions, long leaves, or other situations where the employee's data must be retained.

Steps to deactivate an employee

1. Go to Control Panel → Employees → View/Add.
2. A list of all employees is displayed.
3. Use the search bar to find the employee by name.
4. Click the Deactivate option under the Actions column for the employee you want to suspend.

Once deactivated, the employee is suspended immediately, but all of their data remains securely stored in the system.

Yes, HRStop allows the Super Admin, Admin, or any user with appropriate access rights to change an employee’s approved exit date, even after it has been initially approved.

When would this be needed?

If an employee has raised a separation request and the exit date has already been approved, the admin may later need to modify the date due to business needs, notice period adjustments, or other reasons.

How can I change the approved exit date?

Follow these steps:

1. Navigate to Control Panel → Employee → Separation Request.
2. A list of all separation requests appears.
   Click the employee’s name whose exit date you want to change.
3. A new window opens, showing the details of the separation request.
4. Locate the Approved Exit Date field and update it with the new date.
5. Save the changes.

Note: Only users with the necessary permissions can perform this action.

Yes, you can remove personal email IDs for all employees using the Bulk Update feature. Follow these steps:

1. Navigate to Control Panel → Employees.
2. Click Bulk Update from the dropdown menu.
3. Download the CSV file containing current employee data.
4. Open the CSV file and locate the column containing personal email IDs.
5. Delete the email addresses from that column (leave the cells blank).
6. Save the updated CSV file.
7. Go back to Control Panel → Employees → Bulk Update.
8. Upload the modified CSV file.

Once uploaded, the system processes the changes and removes the personal email IDs for all listed employees.

HRStop’s Employee Timeline feature allows admins to view a detailed log of all activities related to an employee's profile. To access it:

1. Navigate to Control Panel → Employees → View/Add.
2. Use the search bar to find the employee.
3. Click "View Employee Timeline" under the Actions column.
4. A new page opens, displaying the employee's profile and activity timeline.

You can use filters on the page to view specific types of activities.

Note: The timeline is read-only and cannot be edited.

Follow these steps to modify an employee's weekly off:

Steps to change the weekly off

1. Navigate to the Employee Section
   • Go to Control Panel → Employees → View/Add.
2. Find the Employee
   • Search for the employee whose weekly off needs to be updated.
   • Click Edit next to their name.
3. Update the Weekly Off
   • Scroll to the Weekly Off section.
   • From the dropdown menu, select the day to assign as the weekly off.
4. Set Frequency
   • Choose the appropriate frequency option next to the selected day:
     • Last: For the last Monday (or another specific day) of the month.
     • Alternate: For alternating weekly offs.
5. Save Changes
   • Click Update to save the changes.

Your changes are now reflected in the employee's profile and schedules.

At times, you may need to set up exceptional leave policies or leave eligibility rules for some individuals (such as CXOs). HRStop allows you to configure and manage such exceptions.

• Go to Control Panel → Leaves → Entitlement.
• Scroll down to the Employee Leave Entitlement section.
• Select the leave category and employee name from the drop-down and enter the number of leaves that the employee is entitled to.
• Click Save.

Yes. HRStop lets you bulk upload leave entitlements for employees, so you don't have to entitle leaves to employees one by one.

• Go to Control Panel → Leaves → Entitlement.
• Scroll down to the Employee Leave Entitlement section.
• Click Import.
• Download the sample CSV file, fill in the details in the supported format and upload the file.
• Click Upload.

A leave category is visible to an employee applying for leave only if they are entitled to or eligible for that leave category. Recheck your entitlement rule and edit it if required.

• Go to Control Panel → Settings → Leaves.
• Scroll down to the Categories section.
• Here you can see the list of all existing leave categories.
• Click the edit button next to the leave category that you want to edit.
• All the attributes are populated in the section just above.
• Make the necessary changes and click Update.

• Go to Control Panel → Settings → Leaves.
• Scroll down to the Categories section.
• Here you can see the list of all existing leave categories.
• Click the Delete button next to the leave category that you want to delete. Use the Delete button carefully. Once a leave category is deleted, all entitlements and employee leaves applied under this category are deleted. This action is irreversible, so use it with utmost care.

You can limit the leaves that employees can apply for as per your requirement. To allow employees a fixed number of consecutive days, follow the steps below:

• Go to Control Panel → Settings → Leaves.
• On the leaves page, scroll down to the leaves type table (below Categories), and click the edit icon for the specific leave type, located in the “Actions” column.
• Locate the setting “Maximum duration of consecutive leave application allowed by employee” and enter the number of days in the box.
• Click “Update”.

• Go to Control Panel → Settings → Leaves.
• On the page that opens, under “Add leave category”, create a leave type with the name “Marriage Anniversary or Birthday or Work anniversary leave”.
• Update the information for the leave category.
• Click More option, select the event from the drop-down next to the “Event” option and make sure you select the “Applicable To” options.
• Once all the options are selected, click Add.

• Navigate to Control Panel → Settings → Leave.
• On the screen that opens, click the edit option for the leave to which you want half-day or one-fourth-day applications to apply.
• In this section, you can define the leave period using the ‘Minimum Leave Period’ drop-down options.
• If you select “Half Day“, employees can apply for ‘First Half’/ ‘Second Half’ day leaves.
• If you select “One-Fourth Day“, employees can also apply for ‘First Quarter’ /’Second Quarter’/ ‘Third Quarter’/ ‘Fourth Quarter’ day leaves.

HRStop allows you to auto-hide old announcements from the dashboard after a defined period.

🛠️ Steps to enable archiving of old news

1. Go to Control Panel → Settings → Modules.
2. In the Miscellaneous section, find the setting:
   "Hide announcements older than X months"
3. Enter the number of months (e.g., 3, 6, or 12).
4. Select the check box next to this setting.
5. Click Update.

Result:
Announcements older than the specified number of months are no longer shown on the employee dashboard. However, admins can still access them from the News and Announcement list.

HRStop allows you to preview your email broadcast using the Test Email feature.

How to test a broadcast email

1. Navigate to Control Panel → News and Broadcast → Broadcast Email.
2. Compose your message:
   • Fill in the Subject and Message Body.
   • Add any formatting or links as needed.
3. In the Test Email field, enter a valid email address.
4. Click Test Email.

=> A copy of the email is sent to the test address, allowing you to:

• Check formatting
• Confirm spelling and grammar
• Verify link functionality

Once you are satisfied, set the recipients and click Send to broadcast the email.

Currently, HRStop does not support scheduled publishing for news announcements. You can:

• Save the announcement without selecting “Publish”.
• Return later to manually publish it when needed.

Tip: Use the draft mode to prepare announcements in advance and publish them when ready.

To permanently remove an announcement:

1. Go to Control Panel → News and Broadcast → News and Announcement.
2. Find the relevant news item (use filters if needed).
3. Click the Delete icon next to the item.
4. Confirm the action.

You can also use bulk delete:

• Select multiple announcements using the checkboxes.
• Use the Action dropdown to choose Delete.

Note: Deleted announcements cannot be recovered.

To create a custom onboarding or offboarding form:

1. Go to Control Panel → Custom Forms.
2. Click + Add.
3. Enter the Title, Type (e.g., Feedback Form, Exit Form), and Description.
4. Click Add to save the form structure.
5. Navigate to the Manage Fields tab.
6. Add fields like text inputs, ratings, or dropdowns based on your form needs.
7. Mark fields as Mandatory if required, then click + Add.

Example onboarding forms: Asset Acknowledgement, Policy Consent, Joining Survey
Example offboarding forms: Exit Interview, Departmental Clearance, Knowledge Transfer Checklist

Yes, HRStop allows you to include multiple department-specific fields in one form. You can:

• Create sections like “IT Clearance”, “Admin Approval”, “Finance Settlement” within a single custom form.
• Use Dropdowns or Yes/No fields to indicate clearance status.
• Assign different sections to the respective department managers if needed for tracking.

This ensures streamlined exit processing with centralized tracking in one place.

To download responses:

1. Go to Control Panel → Custom Forms.
2. Click the form for which you want the data (e.g., Exit Interview Form).
3. Use the Filter option to narrow down by date, employee, or department.
4. Click the dropdown next to Filter, and select Export.
5. The file downloads as a .CSV, which you can open in Excel or upload to analytics tools.

This allows for data analysis, reporting, and auditing outside the system.

Yes, while creating or editing a custom form, a live preview appears on the right side of the screen in the Manage Fields tab. This preview updates in real time as you:

• Add or edit fields
• Change field types
• Adjust mandatory settings

Use this preview to make sure your form layout and flow suit the intended use case before you assign it.

Custom Forms can significantly automate and streamline your onboarding/offboarding workflows:

Onboarding Use Cases

• Collect joining surveys
• Acknowledge receipt of assets
• Record agreement to company policies

Offboarding Use Cases

• Capture departmental clearances
• Gather feedback through exit interviews
• Record asset returns and final settlements

These forms help reduce manual tracking, improve data consistency, and ensure no step is missed in the employee lifecycle.

Only if the Admin has not made category selection mandatory.

To enforce mandatory category selection

1. Go to Control Panel → Settings → Modules.
2. Search for Helpdesk.
3. Enable the toggle for “Category Mandatory”.
4. Click Update.

Now, employees must select a category when raising a ticket.

If a ticket breaches its defined SLA (Service Level Agreement), it is escalated automatically based on the Escalation Matrix configured for the category.

To set escalation

1. Go to Control Panel → Helpdesk → Manage category.
2. Edit the category.
3. Scroll to Escalation Matrix.
4. Define when and to whom the ticket should be escalated.
5. Click Save.

This ensures timely action even if the original agent is unavailable.

Yes, you can enable the Document Mandatory setting for specific categories.

To make attachments mandatory

1. Go to Control Panel → Helpdesk → Manage Category.
2. Click Add/Edit for the relevant category.
3. Enable the toggle “Document Mandatory”.
4. Click Save.

Employees are now required to upload a document or screenshot when raising a ticket under this category.

Yes, admins and currently assigned agents can reassign tickets.

Steps to reassign a ticket

1. Go to Control Panel → Helpdesk.
2. Click Edit next to the relevant ticket.
3. In the “Assign To” dropdown, select the new agent
4. Click Update.

Use filters in the Tickets Dashboard to identify unresolved or overdue tickets.

Steps to filter tickets

1. Go to Control Panel → Helpdesk → Tickets.
2. Use filters at the top (Status → Overdue or Open).
3. Optionally filter by:
   • Category
   • Agent
   • Date Range
4. Click Export to download the filtered list in .csv format.

No, employees cannot edit ticket details once submitted.
They can:

• View ticket status and history
• Read agent responses
• Reply or add comments if the system permits it

Only admins and assigned agents can modify ticket fields.

If an Escalation Matrix is configured:

• The system automatically escalates the ticket to a secondary agent or category owner based on the overdue configuration.

This helps ensure SLA compliance and quicker resolution.

While creating or editing a ticket

1. Select or open the ticket.
2. Scroll to the “Assign To” field.
3. Choose the agent from the dropdown (only agents added to the category appear).
4. Click Update.

Make sure agents are already assigned to that category via Control Panel → Helpdesk → Manage Category.

No.
Agents can only:

• View and manage tickets under categories they are explicitly assigned to.
• They cannot see or control tickets in other categories.

Yes. You can either delete the category or deactivate its visibility.

To manage category status

1. Go to Control Panel → Helpdesk → Manage Category.
2. Find the category in the list.
3. Click Edit.
4. Either:
   • Clear all visibility settings (to hide it)
   • Or click Delete (if no longer needed)

Note: You cannot delete categories with active tickets until the tickets are resolved or reassigned.

You can use filters while setting up the survey to target only Sales employees.

Steps:

1. Go to Control Panel → Engagement → Surveys → + Add Survey.
2. Fill in the survey title, description, and format.
3. Proceed to the Participants step.
4. Under Filter by Department, select Sales.
5. Complete the scheduling and click Trigger Survey.

Only employees tagged under Sales in their profiles receive the survey.

Yes. When setting up the quiz, you can define reward rules that auto-credit points.

Steps:

1. Go to Control Panel → Engagement → Quiz → + Add.
2. Enter quiz details and set reward points for:
   • Attempting quiz
   • Correct answers
3. Once the quiz is closed, the system:
   • Auto-grades responses
   • Credits reward points based on the rules
   • Shows correct answers to participants

Admins can add or deduct reward points manually.

Steps:

1. Go to Control Panel → Engagement → Rewards → Manage Points → Adjust Points.
2. Select the Employee.
3. Choose the Reward Category.
4. Enter Points (add a minus sign to deduct).
5. Add a Reason.
6. Click Submit.

The adjustment reflects in the employee's reward balance immediately.

Yes. The Organizational Mood dashboard provides historical mood data per employee.

Steps:

1. Go to Control Panel → Analytics → Engagement → Organizational Mood.
2. Use filters:
   • Employee Name
   • Date Range
3. View mood submissions over time.
4. Click Export to download the report.

This helps identify morale trends, burnout risk, or productivity insights.

Use the Clone option to quickly recreate and modify an existing survey.

Steps:

1. Go to Control Panel → Engagement → Surveys.
2. Click Clone next to the survey.
3. Update:
   • Survey Title
   • Date range
   • Target participants
4. Click Save or Trigger Survey.

This avoids rebuilding from scratch and helps with recurring feedback loops.

Yes, HRStop allows you to trigger email reminders to non-respondents.

Steps:

1. Go to Control Panel → Engagement → Surveys → Active.
2. Click the survey title.
3. Locate and click Send Reminder.
4. Customize the message if needed, then confirm.

The system notifies only those employees who haven’t submitted responses yet.

By default, each quiz allows only one attempt per employee.

If a retake is required:

• Admins can reset the quiz attempt manually
• Or clone the quiz and share it again

Steps to clone:

1. Go to Control Panel → Engagement → Quiz.
2. Click Clone next to the quiz.
3. Adjust dates and participants.
4. Click Save and Publish.

Yes. Employees can view their reward point history from their dashboard.

Steps:

1. Go to Main Panel → Engagement → Rewards.
2. The screen shows:
   • Total Points Earned
   • Points Redeemed
   • Pending Redemption Requests
   • Point History

They can also view redemption rules and eligible redemption methods.

Yes, admins can manually close quizzes or surveys at any time.

Steps:

1. Go to Control Panel → Engagement → Surveys / Quiz.
2. Find the active item in the list.
3. Click Close under the action column.
4. Confirm your choice.

This immediately disables access for participants.

Yes, employees can fill future-dated timesheets, but only if this setting is enabled by the admin.

How to enable

1. Go to Control Panel → Settings → Modules → Timesheet Configuration.
2. Scroll to the option “Allow employees to fill future timesheet”.
3. Select the check box to enable the option.
4. Click Update to save the settings.

Once enabled, employees see upcoming dates available for selection in both Daily and Weekly Views.

When a project is marked as Closed, it becomes inactive and:

• Cannot be assigned to any employee
• Cannot appear in timesheet dropdowns
• Remains in records for reporting/history

How to check or change project status

1. Go to Control Panel → Timesheet → Manage Project.
2. Locate the project in the list.
3. Check the “Status” column.
4. To re-enable, click Edit, change the status to Active, and click Save

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. Select the check box to activate it.
4. Click Update.

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

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

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, once a timesheet is submitted, employees cannot edit it unless it is rejected by the manager or admin.

What you can do

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

Employees can view the approval status via the Summary View.

Steps

1. Log in 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)

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.

• Navigate to Control Panel → Settings → Modules.
• Scroll down to find the section labeled "Enable Time Sheet Module."
• Select the check box to enable the module.

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

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 you detect under-logged work hours, and you can filter it by department, role, or minimum leakage threshold.

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.

Yes. Use the Productivity Report to view:

• Total hours worked by project and client.
• Employee CTC, hourly cost, project revenue, and margins.
  This data helps you understand project ROI and optimize resource allocation.

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 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 Populate and proceed with document generation.

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

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 the Import Key Values button.
2. Download the sample CSV provided.
3. Open the CSV file. It contains:
   • 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 reflects the updated values in the letter.

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

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 to 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 are auto-calculated.
• You can preview and generate the letter with these values.

This eliminates manual errors and ensures consistency across salary 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. Select the check box labeled Publish.
3. Generate and save the document.

The document is then:

• Visible under the Employee Profile → Documents section.
• Available for the employee to download at any time.

Use this option when sending offer letters, appraisal letters, or any formal 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. Select this option before you click Generate.
3. The password follows 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

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

• Choose the 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.

Sometimes the signature is missing or not displayed in the final document generated from 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 make sure 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 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 is now properly embedded and appears 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).
• Make sure you save and re-test the template after updating it.

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. Select the check box to enable the feature.
4. Click Save at the bottom of the page.

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

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.

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 you maintain control over, and predictability of, work scheduling.

Yes, you can make both fields mandatory in 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 cannot submit a WFH request without filling in the reason and uploading the required document.

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 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 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.

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 — 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.

To view and manage employee bank details:

1. Navigate to Control Panel → Analytics → Employees → Bank.
2. You can 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 you apply are reflected instantly on the screen.

To access and export employee contact information:

1. Navigate to Control Panel → Analytics → Employees → Contact Details.
2. A page opens, 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 can also Print the contact details directly.

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

To access and download the counts of documents submitted by employees:

1. Go to Control Panel → Analytics → Employees → Documents.
2. The page displays:
   • 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 can also Print the document summary list directly.

=> All filters and changes are applied instantly.

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

1. Navigate to Control Panel → Analytics → Employees → List.
2. A page opens, 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 improve dashboard performance and reduce load times, HRStop now uses a caching mechanism. As a result, dashboard data is automatically refreshed every 15 minutes.

What does this mean?

When you make updates (such as clearing attendance, expenses, tickets, or timesheets), those changes are not reflected on the dashboard immediately. Instead, the dashboard shows the updated information after the next auto-refresh cycle, which occurs every 15 minutes.

How can I refresh the data manually?

To see the latest updates right away, refresh the dashboard manually by clicking the refresh icon (🔄) in the top-right corner of the dashboard, just below the blue header.

Where can I check the last updated time?

A timestamp at the top of the dashboard shows when the data was last refreshed.

Why was this change made?

This update was introduced to:

• Improve dashboard load speed
• Enhance performance, especially for users with slower internet connections
• Reduce server load from repeated real-time requests

What if the data still doesn’t update after 15 minutes?

If you continue to see outdated data after 15 minutes:

1. Click the manual refresh icon.
2. Clear your browser cache and try again.
3. If the issue persists, contact the HRStop support team with a screenshot and description.

These may be self-registered profiles submitted through the public registration link. They are placed in the Pending state and do not have access unless an admin approves them.

Yes. Self-Registration is completely optional. If you do not want employees to create profiles on their own, disable the feature by clearing the setting under:
Control Panel → Settings → Module → Enable Employee Self Registration.

Self-Registration was designed to support organizations with lean HR teams by allowing employees to initiate their own onboarding. It improves efficiency and accuracy while keeping admins in full control of who gets access.

Administrators often ask about the difference between generating and regenerating payslips in HRStop. The two processes serve different purposes.

Generating Payslips

• Happens after payroll is processed for the first time.
• Creates payslips with all salary calculations, deductions, and contributions.
• Required whenever payroll is finalized or reprocessed after deletion.
• Refer to: Publishing and Generating Payslips.

Regenerating Payslips

• Used after payslips are already generated, when only cosmetic or non-salary updates are needed.
• Does not change salary figures or recalculate payroll.
• Useful for changes such as company name, logo, address, or additional header/footer fields.
• Refer to: Regenerating Payslips.

Quick rule:

• For salary computation and first-time release → Generate.
• For branding, formatting, or non-salary updates → Regenerate.

Admins can configure Work From Home (WFH) settings to allow employees to apply for Half Day or Quarter Day WFH. This flexibility ensures better attendance tracking and helps accommodate short remote work requests.

Steps to enable

1. Log in as an admin.
   
2. Navigate to:
   Control Panel → Settings → Work From Home → Configuration.
   
   
3. Enable the Work From Home option.
   
4. Enable the Minimum WFH Period setting.
   
5. In the dropdown menu, select both Half Day and Quarter Day options.
   
6. Click Save to apply the configuration.

A Loan in HRStop is an amount lent by the employer to an employee, repayable through monthly payroll deductions over a defined or flexible period. The loan record includes the principal amount, duration, interest and repayment details.

Only Administrators with access to the Payroll module can create or approve loans on behalf of employees.

Employees can raise loan requests only if the setting Enable Loan Module Visibility for Employees is enabled under
Control Panel → Settings → Payroll.
This setting allows employees to view the Loan option under Main Panel → Compensation → Loans and submit requests for approval.

• Pending: The loan request is created but awaiting approvals.
• Approved: All required approvals (manager/admin) are complete, and the loan is ready for disbursement.
• Disbursed: The loan amount has been released to the employee, and EMI deductions begin from the defined start month.

• Flat Interest: Charged on the total loan amount throughout the repayment period.
  Example: For a ₹12,00,000 loan at 3% interest, 3% is applied on ₹12,00,000 each period.
• Reducing Interest: Charged on the outstanding balance after each EMI repayment.
  Example: If ₹1,00,000 has been repaid, interest next period applies to ₹11,00,000.

When Flexible / Not Fixed is selected, the administrator defines a fixed EMI deduction amount instead of specifying the number of repayment months. The loan continues until the entire principal plus interest is recovered.

Once a loan entry is created, employees can view their loan details and repayment history under Main Panel → Payroll → Loan in the self-service portal. They can see the amount, interest, status, and EMI transactions updated after each payroll cycle.

Upload supporting documents such as the employee’s signed loan request, internal approval note, or scanned loan agreement. This helps maintain verifiable proof of the loan request and approval.

When all EMI transactions are recorded and the total repayment equals the loan principal plus interest, HRStop automatically updates the loan status to Repaid.

Yes. Once the loan is marked Disbursed and the EMI Start Month is set, EMI deductions automatically appear in the employee’s payroll from that month onward.

You can recover the remaining loan balance in the employee’s final settlement. Administrators can also record manual transactions to close the loan before exit.

If the loan is in the Pending stage, the administrator can edit all details.
If the loan is in the Approved stage, only the EMI Start Month and Payment Details can be updated.
Once the loan is marked as Disbursed, only the EMI amount can be modified. You can also add EMI transactions at this stage. No other details can be changed.

No. Once the loan has been marked as Disbursed and the EMI Start Month has been defined, you cannot change it.

No.
If the Allow Managers to Approve Loan Request setting is not enabled under Control Panel → Settings → Payroll, managers do not have the option to review or approve loan requests.
In such cases, all loan requests — whether created by employees or by administrators on their behalf — are routed directly to the administrator or finance team for approval and disbursement.

Note: Administrators always have full approval access to the Loan module, regardless of whether manager approvals are enabled or not.

The administrator’s decision is final. Even if the manager rejects a loan, the administrator can override the decision and approve or disburse it.

Yes. Comments entered during the loan approval or rejection process are visible to all approvers in the workflow and to the employee in the loan details view. Internal Notes remain private to administrators.

No. Once a loan is marked as Disbursed, the EMI Start Month cannot be changed. To correct an incorrect EMI Start Month, contact Payroll/Finance to either reverse the disbursement or apply an adjustment (for example, add manual transactions or process a corrective entry). Do not change the loan status directly in the UI.

The EMI deductions still begin automatically from the selected EMI start month. Therefore, mark a loan as Disbursed only after you confirm payment to the employee.

After a loan is marked as Disbursed, only the EMI Amount can be modified. All other loan configuration fields, including duration, loan amount, and interest settings, become locked and cannot be changed.

Automated loan EMIs are generated automatically by the system during payroll processing after the EMI Start Month is reached.

Manual loan EMI entries are added by the administrator for repayments that occurred outside payroll, such as direct bank transfers or historical loan repayments.

No. Manual loan repayments/EMI transactions only update the loan balance and repayment record in the system. They do not impact payroll calculations.

Yes. Administrators can delete manually added loan repayments/EMI transactions if needed and re-enter them with the corrected details. However, loan EMIs generated automatically through payroll cannot be deleted directly; they are tied to payroll processing.

Only administrators and authorized finance users can view the full approval and disbursement audit trail. Employees can see only the current loan status and summary information in their self-service view.

Yes. The Loan Transaction Details page displays all repayments — both automated EMIs deducted through payroll and manual repayments added by the administrator.

To make the Loan option visible to employees, follow these steps:

1. Go to Control Panel → Settings → Payroll.
2. Scroll down to the Allow Loan section.
3. Enable the checkbox Allow Loan.
4. (Optional) Enable Allow Managers to Approve Loan Request if manager approvals are required.
5. Click Update Details to save.

Once enabled, the Loan option appears for employees under Main Panel → Compensation → Loans, allowing them to raise loan requests and view their transactions.

Note: The Loan module is always available to administrators by default. Enabling this setting only affects employee visibility.

This setting ensures that employees can apply for a loan only after completing a minimum period of service within the current organization.
Experience from previous employers is not counted.
For example, if the minimum tenure is set to 1 year and 6 months, an employee must complete that period in the company to become eligible.

Yes. Administrators can define the maximum loan amount an employee can apply for by configuring the setting Maximum Loan an Employee Can Apply For (Times of Monthly CTC) under Control Panel → Settings → Payroll → Configure Loan Settings.

The system calculates the loan limit by multiplying the employee’s Monthly CTC with the configured multiplier value.
For example, if the multiplier is set to 3 and the employee’s Monthly CTC is ₹60,000, the maximum loan amount is ₹1,80,000.

If this field is left blank, employees can apply for any loan amount, and no upper limit is enforced.

That depends on how the administrator has configured the setting Employee Must Have No Outstanding Loan under Control Panel → Settings → Payroll → Configure Loan Settings.

If this option is enabled, employees who already have an active or unpaid loan cannot submit a new loan request until the existing one is fully repaid.
If it is disabled, employees can apply for a new loan even if a previous loan is still active.

This setting defines the mandatory waiting period between the repayment of one loan and the submission of another loan request.
For example, if this value is set to 6 months, employees can apply for a new loan only six months after repaying their previous one.

That depends on how the administrator has configured the setting Document Upload Required with Loan Application:

• Optional: Employees can apply without attaching any document.
• Mandatory: A document (e.g., signed application form or internal approval proof) must be uploaded before the system allows submission.

The Interest Rate per Annum by SBI is used to calculate the taxable interest benefit (Loan Perquisite).
If a company gives a loan at a lower interest rate than the State Bank of India’s standard rate, the difference is treated as a taxable benefit under income tax computation.

Any updates saved in Configure Loan Settings are applied immediately.
All future loan requests and payroll cycles follow the updated configuration.

No separate activation is required. If your organisation is using HRStop, employees can start using the HRStop WhatsApp AI Agent directly by sending Hi to 851 008 4725.

No. The HRStop WhatsApp AI Agent is completely complimentary for all HRStop users. There is no additional charge.

The HRStop WhatsApp AI Agent verifies access using the employee’s registered mobile number available in HRStop. Only authorised employees can retrieve their own information.

Yes. Employees can use their personal WhatsApp numbers. However, access works only if that number is registered in HRStop.

The employee must make sure that their correct mobile number is updated in HRStop. Without a registered number, access to the HRStop WhatsApp AI Agent does not work.

The HRStop WhatsApp AI Agent is designed to handle routine HR queries such as leave balance, attendance, payslips and policy-related questions. For complex or exceptional cases, employees may still need assistance from the HR team.

Favourite Reports in HRStop allow administrators to mark important analytics reports with a Star icon and access them from one central location under Control Panel → Analytics → Favourites.

The Favourite Reports feature is available to administrators who have access to the Analytics section. If you can view reports under Control Panel → Analytics, you can mark them as Favourite.

To add a report to Favourite Reports:

1. Open any report under Control Panel → Analytics.
2. Click the Star icon at the top-right of the report page.

The report is automatically added to your Favourite Reports list.

To remove a report from Favourite Reports, open the report and click the Star icon again. The report is immediately removed from your Favourites list.

You can view all your Favourite Reports by navigating to:

Control Panel → Analytics → Favourites

Here, reports are organised module-wise for quick and easy access.

HRStop Connect is an in-app launcher that allows employees to access internal and external applications directly from HRStop.

Employees can open HRStop Connect from the application launcher icon located in the top navigation bar.

Yes. HRStop Connect can launch both HRStop applications and external systems by adding their URLs as application shortcuts.

No. App visibility can be configured so that only specific employees see certain apps in the launcher.

Yes. Only apps that are marked as Published will appear to employees in HRStop Connect.

You can enable HRStop Connect from Control Panel → Settings → Modules by selecting the Enable HRStop Connect checkbox.

Only users with administrative permissions can enable or configure HRStop Connect.

If the module is disabled, administrators cannot configure app shortcuts and employees will not see any apps in the HRStop Connect launcher.

Yes. Administrators can disable HRStop Connect from the Modules settings page. When disabled, apps configured in HRStop Connect will not appear to employees.

You can add an application from Control Panel → Settings → Modules → HRStop Connect → Manage App Links by entering the application details and saving the shortcut.

Administrators must provide the Title, Description, Icon, and URL of the application and decide whether the app should be published.

Yes. You can define visibility criteria while creating or editing an app shortcut to determine which employees should see the app in the HRStop Connect launcher.

If no criteria are selected, the app will not appear in HRStop Connect for any employee, even if the app is published.

An app will not appear to employees if it is not published or if the visibility criteria do not include those employees.

Yes. You can edit an existing app shortcut from the Configured Apps list by selecting the Edit option and updating the required details.

Yes. You can delete an app from the Configured Apps list. Once removed, the app will no longer appear in HRStop Connect.

Employees will only see apps that are published and match the visibility criteria configured by administrators.

Yes. You can use the Preview option in the HRStop Connect configuration page to see how the apps will appear before publishing them.

No. Preview only shows how the launcher will appear. Apps will only appear to employees after they are published.

The Policy module in HRStop allows administrators to create, publish, and manage company policies that employees can view and acknowledge directly from the HRStop portal.

Only administrators with authorized permissions can create, edit, publish, and manage policies from the Control Panel.

Employees can view all published policies that apply to them by going to Main Panel and selecting Policies. They can also view policies from the HRStop mobile app.

Yes. Administrators can define applicability using department, location, band/grade, and business unit filters.

Go to Control Panel → Forms/Policies → Policies. Click the Edit button next to the relevant policy. Scroll down to the Applicability section. Select the applicability filters described above.

If no filter is selected, the policy applies to all employees.

Policy acknowledgement is a feature that requires employees to confirm they have read a policy. When enabled, an Acknowledge Policy button appears for the employee on the policy details page.

Go to Control Panel → Forms/Policies → Policies.

Locate the policy and click the View Acknowledgements icon in the Actions column.

This opens the acknowledgement tracking screen for that policy, showing each employee's acknowledgement status.

If the Restrict System Access option is enabled for a policy, employees who have not acknowledged it will be unable to access the HRStop application until they do so.

Yes. The title is the only mandatory field when adding a policy.

Accepted formats are JPG, JPEG, PNG, GIF, PDF, CSV, XLS, XLSX, and DOC. The maximum file size is 8 MB.

It defines which employees will see the policy. If no filters are selected, the policy applies to all employees.

Yes. If the Publish option is not selected, the policy is saved as a draft and remains hidden from employees until it is published.

Yes. You can enable the Acknowledgement Required setting when adding or editing a policy. Employees will then see an Acknowledge Policy button on the policy details page.

Yes.

Go to Control Panel → Forms/Policies → Policies. Scroll down to the desired policy.

Click the Download icon in the Actions column to download the file that was uploaded for the policy.

Go to Control Panel → Forms/Policies → Policies.

Select the policies using the checkboxes and use the Actions dropdown at the top right to apply bulk publish or unpublish actions.

Yes. You can select multiple filters such as department, location, band/grade, and business unit together to expand the list of employees a policy applies to.

Yes. You can update applicability at any time using the Set Applicability icon in the Actions column on the Policies list, without having to edit the full policy.

If no filter is selected, the policy applies to all employees by default.

Yes. You can edit any existing policy and enable the Acknowledgement Required setting from the Settings section at any time.

When this option is enabled, employees who have not acknowledged the policy will be unable to access the application until they complete the acknowledgement.

No. Only employees who fall within the applicability criteria of the policy and have not yet acknowledged it will be restricted from accessing the application.

Go to Control Panel → Forms/Policies → Policies.

Locate the policy and click the View Acknowledgements icon in the Actions column. This opens the acknowledgement tracking screen for that policy, showing each employee's acknowledgement status.

Click the Send Reminder bell icon in the Actions column next to the employee on the acknowledgement tracking screen.

Yes. Go to Control Panel → Forms/Policies → Policies and click the View Acknowledgements icon for the relevant policy. On the tracking screen, select the employees using the checkboxes and click Send Bulk Reminder.

Yes. Go to Control Panel → Forms/Policies → Policies and click the View Acknowledgements icon for the relevant policy. On the acknowledgement tracking screen, click the Export button to download the list for reporting or compliance purposes.

The View Acknowledgements icon in the Actions column on the Policies list only appears for policies that have the Acknowledgement Required setting enabled.

Employees can view published policies by going to Main Panel → Policies. They can also access policies from the mobile app. Only policies that are published and applicable to the employee will appear in the list.

A policy will not appear in an employee's Policies list if it has not been published or if the employee does not fall within the applicability criteria set by the administrator for that policy.

It shows whether the employee has acknowledged the policy or not. If acknowledgement is pending, it will show Pending. If the policy has been acknowledged, it will show the date of acknowledgement.

Yes. Employees can access and view published policies that apply to them from the HRStop mobile app in addition to the Main Panel.

Go to Main Panel → Policies and click the View icon for the policy that needs to be acknowledged. On the policy details page, click the Acknowledge Policy button, add any comments if needed, and click Yes to confirm.

The Acknowledge Policy button appears on the policy details page, accessible from Main Panel → Policies → View icon. It is visible only for policies where the administrator has enabled the Acknowledgement Required setting.

Yes. When an employee clicks the Acknowledge Policy button, a confirmation window appears with an optional Comments field where the employee can add a note before confirming.

If the administrator has enabled the Restrict System Access option for the policy, the employee will not be able to access the application until the policy is acknowledged.

The Acknowledge Policy button only appears for policies where the administrator has enabled the Acknowledgement Required setting. If the button is not visible, acknowledgement is not required for that policy.

Users with authorized administrative access can create, edit, manage, and generate documents using document templates, subject to their assigned permissions.

HRStop uses placeholders configured within document templates. During document generation, these placeholders are automatically replaced with the corresponding employee information available in the system.

Document templates are reusable document formats that can be configured and used for generating employee-specific documents. Templates can be created for various HR processes such as offer letters, confirmation letters, increment letters, experience letters, relieving letters, and other employee communications.

During document generation, the system automatically populates the configured placeholders with employee information available within the system.

Yes. You can create additional custom keys and configure default values, formulas, or other logic based on business requirements.

Custom Keys (Placeholders) are values enclosed within double curly brackets ({{ }}) that are replaced with information during document generation.

If a Custom Key does not have a value available from the system, a default value, formula, or manually entered value, it may remain blank until updated during document generation.

Yes. Custom Keys can be configured using formulas to calculate values dynamically during document generation.

Check that Employee Self Registration is enabled under Control Panel → Settings → Modules.

If the feature is disabled, employees will only see the login page and will not see the Register option.

Check whether the registration request has been approved.

Navigate to Control Panel → Employees → View/Add → Pending Users.

Until the request is approved, the employee will not be able to access the account.

System Keys are predefined keys provided by the system, whereas administrator-defined Custom Keys are created by administrators to capture organization-specific information.

Yes. As an authorized administrator, you can modify template details, replace template files, update Custom Keys, and save the revised template.

No. Changes made to a document template are applied only to documents generated after the template is updated. Previously generated documents remain unchanged.

Yes. You can update Custom Keys, default values, formulas, and Supporting Custom Keys while editing a document template.

Yes. When a revised document template file is uploaded, the system identifies the Custom Keys available within the new file and allows them to be reviewed and configured before saving the template.

You can view and manage all available document templates on the Document Templates page, which serves as the central repository.

Deleting a document template removes it from the repository and prevents it from being used for future document generation. Previously generated documents remain unaffected.

Yes. As an authorized administrator, you can download document templates from the Document Templates repository.

You can download document templates for review, backup, auditing, or to create a revised version of the template.

No. Downloading a document template does not modify the template or its configuration within the system.

Generate saves the document to the employee document folder, while Generate & Download saves the document and also downloads a copy to your device.

The Download button is displayed when the option Save to Employee Document Folder is disabled. In this scenario, the document is generated and downloaded directly without being saved to employee records.

Yes. Generated documents can be published to employees when Save to Employee Document Folder is enabled.

Yes. You can enable the Convert to PDF option during document generation to generate the document in PDF format.

Yes. You can enable password protection during document generation to secure generated documents.

The Expiry Date helps track document validity and can be used to trigger expiry-related notifications for relevant stakeholders when such notifications have been configured.

Yes. You can preview a document before generation to verify employee information, placeholder values, calculations, formatting, and other document details.

Generated documents can be stored in the employee document folder when the Save to Employee Document Folder option is enabled during document generation.

No. Password protection is supported only for generated PDF documents.

Generated documents use the Payslip Password Configuration defined within the system.

Yes. Password protection can be applied during both individual and bulk document generation.

Yes. Password protection applies irrespective of whether the document is downloaded, saved to employee records, or published to the employee.

No. Password protection must be enabled before generating the document.

Bulk document generation allows administrators to generate documents for multiple employees simultaneously using a predefined document template.

Yes. Bulk document generation can be used to generate separate documents for multiple employees in a single process.

Yes. Common values such as Date Format, Issue Date, and Expiry Date can be applied to all selected employees simultaneously.

Yes. A separate document is generated for each selected employee based on the chosen template and employee-specific information.

Depending on the selected configuration, generated documents can be downloaded, saved to employee document folders, and published to employees through self-service.

An appraisal in HRStop is a salary revision event for an employee. It allows administrators to update an employee's salary components, assign a new salary template, or apply a percentage increment. Every appraisal is recorded in the system and contributes to the employee's complete salary history.

Only users with authorised payroll administrative access can trigger and manage appraisals.

Yes. As an authorised payroll administrator, you can view the complete salary journey of an employee from the date of joining, including all salary revisions, CTC growth over time, and component-wise breakup for each appraisal. Refer to: Viewing Appraisal History

Triggering an appraisal creates an appraisal entry in the system. The employee's salary is revised only when the appraisal is published, effective from the date selected during triggering. If there are any arrears due to a delayed appraisal, these need to be calculated separately and will be added to the selected payout period.

Yes. HRStop allows bulk appraisal triggering using a CSV file. Refer to: Triggering Appraisals in Bulk.

An appraisal arrear is the difference between the old and new salary for the period between the appraisal effective date and the date it was actually processed. For example, if an employee's appraisal was effective from April but processed in June, the salary difference for April and May needs to be paid as arrears. Use the Calculate Appraisal Arrears screen to calculate and disburse these amounts.

Yes. You can generate increment and appraisal letters using the Document Templates module. HRStop provides payroll-linked salary placeholders that automatically pull the employee's current and previous salary data into the letter template. Refer to: Salary Placeholders in Document Templates using HRStop Payroll Data.

Yes. Changes to appraisal settings apply to future transactions only. Existing appraisal records will not be affected.

Yes. The consolidation setting in Appraisal Settings acts as the default. You can override it on a case-by-case basis during individual arrear calculation.

Triggering creates the appraisal entry in the system. The employee's salary is revised only after the appraisal is published. Refer to: Managing Appraisals.

The Salary Update Type depends on the nature of the salary revision:

Assign New Salary Template - use this when the employee's salary structure itself needs to change. For example, when moving a trainee with a single stipend component to a full-time role with a complete salary structure including Basic, HRA, and other allowances.

Update Only Salary of Employee - use this when the salary structure remains the same but individual component values need to be revised. For example, increasing an employee's Basic and HRA values without changing the components they are mapped to.

Enter Appraisal Percentage - use this when a standard percentage increment needs to be applied across the board. For example, applying a uniform 10% increment to an employee's current salary during an annual appraisal cycle.

Yes. Under Enter Appraisal Percentage, use Do not change amount of following components to select components that should remain unchanged, and Absorb Excluded Component Increment In to specify where the excluded increment amount should be adjusted.

No. An appraisal can be triggered for an employee even if no payroll has been processed yet, as long as a salary template is assigned and salary is configured.

Component Wise import is used when individual salary component values need to be updated directly for each employee. CTC Based import is used when only the CTC needs to be entered, and the system calculates component values automatically based on the salary template assigned to each employee.

Yes. Each employee in the uploaded file can have a different salary template, as long as the template and salary are already configured for that employee in HRStop Payroll.

No. Bulk import only triggers the appraisal and creates an entry for each employee. The salary is revised only after the appraisal is published. Refer to: Managing Appraisals

Publishing an appraisal applies the revised salary to the employee's payroll, effective from the date selected during triggering.

Yes. Unpublishing a previously published appraisal rolls back the salary revision, reverting the employee's salary to its previous state. The appraisal record itself is not deleted.

Unpublishing reverts the salary revision but keeps the appraisal record in the system. Deleting permanently removes the appraisal record entirely and cannot be undone.

Yes. To publish appraisals in bulk, select multiple employee records on the Appraisals page and use the Publish action.

The Appraisal Details page shows a summary of the appraisal including designation, department, date of joining, status, effective date, new CTC, and last CTC, along with a side-by-side comparison of the employee's previous and new salary breakup.

No. The Appraisal Details page is read-only. To make changes to an appraisal, refer to: Managing Appraisals

Click the employee's name on the Appraisals list page to open their Appraisal Details page.

Click the employee's name on the Appraisals list page to open the Appraisal Details page, then click the History button on the top right.

No. Only published appraisals are reflected in the Appraisal History page.

Yes. The Appraisal History page includes a CTC growth chart along with a complete salary breakup for each appraisal applied since the employee's joining date.

Arrear Period is the set of months for which the salary difference is calculated.

Arrear Payout Period is the payroll month or months in which this arrear amount is actually disbursed to the employee. These two periods do not need to be the same.

Example:

Consider an employee whose appraisal is effective from April, but is only triggered and published in July. The employee's salary from July onwards will already reflect the new appraised amount. However, the employee is still owed the salary difference for April, May, and June, since these months were paid at the old salary. This difference is the arrear.

Arrear Period: the months for which the salary difference is calculated - in this example, April to June.

Arrear Payout Period: the payroll month(s) in which this arrear amount is actually paid to the employee - usually the current cycle, such as July.

Some organisations prefer to split the arrear amount across more than one payroll cycle instead of paying it all at once. In that case, the same arrear amount calculated for April to June could be set to an Arrear Payout Period of July to August, and the system will split and disburse the amount across both months.

No. Once arrears are submitted, the values cannot be edited. Review all values carefully before submitting.

Yes. The Arrear Payout Period can span multiple months, allowing the calculated arrear amount to be split and disbursed across one or more payroll cycles instead of being paid in a single cycle.

Some organisations prefer splitting the arrear amount across multiple payroll cycles when the appraisal arrear amount becomes large, to ensure business continuity and control overall payroll expenses.

Consider an employee whose appraisal is effective from April, but the appraisal was triggered in July. Since the employee's new salary has already become effective from July, the company needs to pay arrears for the period April, May, and June.

If this arrear amount is large, the company may decide to split the payout across multiple months, for example July and August, or even spread it further across July, August, and September if required. The Arrear Payout Period can be configured to match however many months the company chooses, and the arrear amount will be split and paid accordingly along with the respective month's salary.

Yes. The Arrear Period allows selecting a specific range of months, so a company is not required to calculate the entire pending arrear period in one go.

Some organisations prefer calculating arrears in smaller batches rather than all at once, especially when reviewing or approving large arrear amounts in stages, or when only partial data is available for the full pending period at the time of calculation.

Consider an employee whose appraisal is effective from April, but the appraisal was triggered in July. This means arrears are pending for April, May, and June.

Instead of calculating arrears for all three months together, the company can choose to calculate arrears for only April and May now, by setting the Arrear Period to April to May. The remaining June arrear can then be calculated in a separate session at a later date, by setting the Arrear Period to June when ready.

Yes. The Calculate Arrears option on the Appraisals page lets you calculate arrears together for all eligible employees who share the same appraisal effective date.

The Effective Date field acts as a filter. It identifies and includes only those employees whose appraisal was triggered with the selected effective date, so that arrears can be calculated together for this group.

Only salary components with a non-zero arrear value are displayed as columns in the results table. Components with no arrear amount for any employee are automatically excluded.

Trusted Device Verification is a security enhancement in the HRStop Mobile App that automatically registers the employee's mobile device as a trusted device after a successful login.

Update the HRStop Mobile App to the latest version, log out if you are already signed in, and log in again. Your mobile device will automatically be registered as your Trusted Device.

No. Trusted Device registration happens automatically after a successful login. No OTP, approval or additional verification is required.

No. Employees continue using the HRStop Mobile App exactly as before. Trusted Device Verification works in the background.

Yes. If an employee needs to use another mobile device due to loss, damage or replacement, the HR administrator must first clear the employee's existing Trusted Device. The employee can then log in from the new device, which will automatically become the new Trusted Device.

The HR administrator should clear the employee's existing Trusted Device. Once cleared, the employee can log in from the new mobile device, which will automatically be registered as the Trusted Device.

Yes. HR administrators can clear an employee's existing Trusted Device. After it has been cleared, the employee can log in from another mobile device, which will automatically become the new Trusted Device.

Yes. Trusted Device Verification adds an additional layer of security to mobile-based activities, including attendance, by ensuring that the employee is using their registered mobile device.

No. An employee can have only one Trusted Device associated with their HRStop account at a time.

Yes. Trusted Device Verification is available to organisations using the latest version of the HRStop Mobile App.

Navigate to Control Panel → Employees, search for the employee, open the Employee Details page, click Device Binding, and then click Reset Device.

Reset a bound device when an employee has lost, damaged, replaced, or upgraded their mobile phone and needs to log in using a different device.

Once the bound device has been reset, the employee can log in to the HRStop Mobile App using a new mobile device. The new device will automatically become the bound device.

No. Resetting a bound device only removes the association between the employee's HRStop account and the currently bound mobile device. No employee data is deleted.

No. HR can only reset the existing bound device. The employee must log in to the HRStop Mobile App from the new mobile device to bind it automatically.

Yes. If you are an authorized admin user, you can view the history. The Device Bind History section displays previously bound devices along with details such as the platform, app version, binding date, status, reset date, and the user who performed the reset.

Administrator Access allows authorized employees to access the Control Panel and manage selected modules based on the permissions assigned to them.

Only users with the necessary administrative rights to manage Security Settings can grant or modify administrator permissions.

Yes. Multiple employees can be granted administrator permissions based on business requirements.

Yes. Organizations using the applicable enterprise features can restrict administrator permissions by Location, Legal Entity, or Business Unit.

A Super User is automatically determined by the organization's reporting hierarchy and has complete administrative access by default.

An Administrator is granted administrative permissions manually and can have full or restricted access depending on the permissions assigned.

• The Super User/Super Admin cannot be deleted.
• An admin cannot edit or delete the Super Admin's details.

No. Administrator permissions and the reporting hierarchy are independent of each other. Assigning administrator permissions does not affect employee reporting relationships.

No.

There can be only one Super User/Super Admin in an account at any given time. The Super User is automatically determined by the organization's reporting hierarchy and always represents the employee at the highest level of that hierarchy.

When Administrator Access is restricted by Location, the administrator can perform the assigned administrative functions only for employees belonging to the selected Locations. Employees from other Locations will not be visible or manageable through those permissions.

Yes. An administrator can be assigned one or more Locations. They will be able to perform the permitted administrative functions for employees belonging to all the assigned Locations.

The administrator can access all the modules assigned to them, but only for employees belonging to the selected Location. They will not be able to view or manage employees from other Locations.

Yes. Organizations can assign different administrators to different Locations, allowing each administrator to manage only the employees within their assigned Locations while maintaining centralized control.

Yes. Location restrictions work together with module permissions. For example, an administrator may be given access to Employee, Leave, and Attendance modules for Locations A and B only. They will be able to manage those modules for employees in Locations A and B, but not for employees in other Locations or for modules they have not been granted access to.

When Administrator Access is restricted by Legal Entity, the administrator can perform the assigned administrative functions only for employees belonging to the selected Legal Entity or Legal Entities. Employees belonging to other Legal Entities will not be visible or manageable through those permissions.

Yes. An administrator can be assigned one or more Legal Entities and will be able to perform the permitted administrative functions for employees belonging to those Legal Entities.

The administrator can access all the modules assigned to them, but only for employees belonging to the selected Legal Entity. Employees from other Legal Entities will not be visible or manageable.

Yes. Organizations can assign different administrators to different Legal Entities, allowing each administrator to manage employees belonging only to their assigned Legal Entities.

Yes. Legal Entity restrictions work together with module permissions. For example, an administrator may be granted access to specific modules for one or more Legal Entities while remaining restricted from managing employees belonging to other Legal Entities.

When Administrator Access is restricted by Business Unit, the administrator can perform the assigned administrative functions only for employees belonging to the selected Business Unit or Business Units. Employees belonging to other Business Units will not be visible or manageable through those permissions.

Yes. An administrator can be assigned one or more Business Units and will be able to perform the permitted administrative functions for employees belonging to all the assigned Business Units.

The administrator can access all the modules assigned to them, but only for employees belonging to the selected Business Unit. Employees from other Business Units will not be visible or manageable through those permissions.

Yes. Organizations can assign different administrators to different Business Units, allowing each administrator to manage employees belonging only to their assigned Business Units.

Yes. Business Unit restrictions work together with module permissions. For example, an administrator may be granted access to specific modules for one or more Business Units while remaining restricted from managing employees belonging to other Business Units.

Yes. Organizations can create multiple Administrators and assign permissions based on their responsibilities. Administrator access can also be restricted by module, Location, Legal Entity or Business Unit.

Yes, but not by changing permissions or editing the reporting hierarchy within the application. Changes affecting the Super User can only be carried out by the HRStop support team after the necessary verification and authorization.

Since only one Super User can exist, organizations typically create a Board of Directors employee profile above the Directors in the reporting hierarchy. The Board of Directors profile becomes the Super User, while the Directors can be granted Administrator permissions as required.

Administrator access should be granted only to users who require it, with permissions limited to their responsibilities and reviewed regularly.

Restricting Administrator access ensures users can manage only the employees and data relevant to their responsibilities, improving security and reducing the risk of unintended changes.

No. Each Administrator should use their own employee account to maintain security and accountability.

Administrator permissions should be reviewed whenever roles or responsibilities change and as part of periodic access reviews.

No. As a best practice, routine administrative tasks should be performed using dedicated Administrator accounts, while the Super User account should be reserved for exceptional situations.

To enable Mobile Based Attendance, go to Control Panel → Settings → Attendance → Configure Attendance, tick the Enable Attendance Module checkbox, and leave the Disable Mobile based attendance checkbox unticked in the Mobile Attendance section.

Once Mobile Based Attendance is enabled, employees see the punch-in and punch-out option inside the HRStop mobile app.

Geo Tagging is the automatic capture of an employee's latitude and longitude at the time of a mobile attendance punch. It is available by default with Mobile Based Attendance and does not require any separate configuration.

No. Geo Tagging cannot be turned off separately. As long as Mobile Based Attendance is active, every mobile punch is automatically Geo Tagged with the employee's location.

Yes. Mobile Based Attendance can be disabled independently of Web Attendance. To do this:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section.
3. Tick the Disable Mobile based attendance checkbox.

Web Attendance and Biometric Attendance continue to work as configured.

If both Web Attendance and Mobile Based Attendance are disabled, employees cannot punch through the portal or the mobile app. Biometric Attendance continues to work if biometric machines are set up, and employees can still raise attendance regularisation or punch requests through the portal.

No. Geo Fencing is a separate add-on feature, and the support team needs to enable it before you can configure it, even after Mobile Based Attendance has been turned on.

Yes. Changes to Attendance settings take effect immediately for all employees, unless specific exceptions have been configured for individuals or groups.

Geo Tagging automatically records the location of every mobile punch and comes by default with Mobile Based Attendance. Geo Fencing is an add-on feature that restricts mobile punches to approved geographic locations, so employees can only mark attendance from within defined coordinates.

Example of Geo Tagging in action: A field sales executive marks attendance from a customer meeting. Geo Tagging captures the customer location and stores it with the punch record. There is no restriction on where the punch can be made.

Example of Geo Fencing in action: The same company sets up Geo Fencing with a 100-meter boundary around the office. Now, the sales executive cannot mark mobile attendance from the customer site, since that location falls outside the defined geo-fence. Only punches from within the boundary are accepted.

In summary, Geo Tagging is about recording location. Geo Fencing is about restricting location.

A manager can view the location of mobile punches for employees who report directly to them or fall within their reporting line.

1. Open the self-service portal and go to the Attendance section.
2. On the right, select the employee whose details you want to see.
3. The complete set of attendances for the selected duration (weekly or monthly) will appear.
4. Navigate to the date of your choice to see all the punches for that date.
5. For every mobile punch, a mobile icon appears alongside the punch.
6. Click the mobile icon to open Google Maps and view the exact location from where the punch was made.

Note: If you want to view punches for a different month, use the date filters available on the details page.

HR and administrators can view the location of mobile punches for all employees they have access to, based on the permissions assigned to them.

1. Go to Control Panel and open the Attendance section.
2. The monthly attendance view for all employees appears for the current month.
3. Click an employee's name to open the employee details page, which shows daily attendances for the entire month.
4. Scroll to the date of your choice to view all punches for that day.
5. Mobile punches are marked with a mobile icon.
6. Click the mobile icon to view the exact location on Google Maps.

Note: If you want to view punches for a different month, use the date filters available on the details page.

Web and Mobile Attendance Exceptions let administrators allow specific employees or groups to use Web Attendance, Mobile Attendance, or both, even when those channels are turned off at the company level. This makes it possible to run different attendance channel rules for different parts of the organization.

To enable Attendance Exceptions, go to Control Panel → Settings → Attendance → Configure, click any of the Configure Exception links on the page, and tick the Enable Attendance Exception checkbox at the top of the Attendance Exception page.

Group-level exceptions apply to everyone matching a selected combination of Department, Designation, Location, and Entity. Employee-level exceptions apply to individual employees and override any group-level rule that would otherwise apply to them.

Employee-level exceptions always take priority. If a specific rule exists for an employee, it applies and all group-level rules are ignored for that employee. If no employee-level rule exists, the matching group-level rule applies. If no exception rule matches, the company-level setting applies.

Entity refers to a legally registered company within a group structure. Group companies often maintain multiple legal entities under one shared account to manage HR data for each entity separately. Exception rules can be filtered independently by entity.

Location refers to any geographic bifurcation used by the organization, such as a city, an office branch, or a regional grouping. Exception rules can target specific locations to apply different channel rules across sites.

Yes. This is the primary use case for exceptions. When Mobile Attendance is disabled at the company level, an exception rule can still grant Mobile Attendance access to selected employees, departments, designations, locations, or entities.

If the Enable Attendance Exception checkbox is unticked, all configured exception rules are suspended. Only the company-level settings from the Configure Attendance page will apply until the checkbox is ticked again.

No. Unticking the checkbox does not delete existing exception rules. The rules remain saved but become inactive. They will resume applying as soon as the Enable Attendance Exception checkbox is ticked again.

All configured exceptions are visible on the Attendance Exception page. To open this page, go to Control Panel → Settings → Attendance → Configure Attendance and click any of the Configure Exception links on the page.

Group-level exceptions appear in a table under the Web/Mobile Exceptions section, and employee-level exceptions appear in a table under the Configure Web/Mobile exceptions for employees section. Each exception can be reviewed, edited, or removed from here.

Yes. When configuring an exception at either the group level or the employee level, you can tick both the Web and Mobile checkboxes to allow the employee or group to use both channels.

Yes. Exception rules take effect immediately after saving. The channel access changes reflect in the mobile app and web portal shortly after. In some cases, the affected employee may need to log out and log back in for the changes to appear.

Default Attendance Status Exceptions let administrators set a different default status (Present or Absent) for specific employees or groups, when the company-wide default does not suit that part of the workforce. This makes it possible to run different default rules for different departments, designations, locations, entities, or individuals.

The company-level default is a single status that applies to everyone in the organization who does not mark attendance for the day. Default Attendance Status Exceptions let admins override this company-level default for specific employees or groups. Exceptions are used when a single company-wide default does not work for all parts of the workforce.

Web and Mobile Attendance Exceptions control which employees can use which attendance channels (Web or Mobile). Default Attendance Status Exceptions control what status (Present or Absent) is applied to an employee if they do not punch. Both live on the same Attendance Exception page but serve different purposes.

Employee-level rules always take priority. If a specific default status rule exists for the employee, it applies. If no employee-level rule exists, the matching group-level rule applies. If no exception rule matches, the company-level default from the Configure Attendance page applies.

Marked attendance always overrides the default. If the employee punches in through Web, Mobile, or Biometric on a given day, that marked attendance is recorded for the day. The Default Attendance Status Exception only applies on days when the employee does not mark attendance.

The default status can be set to either Present or Absent. No other status options are available for default status exceptions.

Yes. Group-level rules can be configured to apply different default statuses for different combinations of Department, Designation, Location, and Entity. This allows a company to run different default rules across its workforce.

If the Deduct Salary For Absent Days setting on the Configure Attendance page is set to Yes, then days marked Absent through the default status rule will be treated the same as any other Absent day for salary processing. If the setting is No, no automatic deduction happens.

Yes. Default status exception rules take effect immediately after saving. In some cases, the affected employee may need to log out and log back in for changes to appear in their view.

To enable Attendance Exceptions, go to Control Panel → Settings → Attendance → Configure Attendance, click any of the Configure Exception links on the page, and tick the Enable Attendance Exception checkbox at the top of the Attendance Exception page. The same toggle enables both Web/Mobile Exceptions and Default Attendance Status Exceptions.

All configured exceptions are visible on the Attendance Exception page. To open this page, go to Control Panel → Settings → Attendance → Configure Attendance and click any of the Configure Exception links on the page.

The Attendance Exception page shows exceptions across two sections:

1. Web/Mobile Exceptions: channel access rules, at both group and employee level.
2. Default Attendance: default status rules, at both group and employee level.

Each section shows rules in separate tables.

To edit an existing exception rule:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Click any of the Configure Exception links on the page.
3. On the Attendance Exception page, locate the exception in the relevant table.
4. Click the edit icon in the Actions column.
5. Update the required fields in the form that appears.
6. Click Save to apply the changes.

The updated rule replaces the earlier version in the table.

To delete an existing exception rule:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Click any of the Configure Exception links on the page.
3. On the Attendance Exception page, locate the exception in the relevant table.
4. Click the delete icon in the Actions column.
5. Confirm the deletion in the prompt that appears.

Once confirmed, the rule is removed and the affected employee or group falls back to the next applicable rule in the priority order.

Once an exception is deleted, the affected employee or group immediately falls back to the next applicable rule in the priority order. This could be a group-level rule (if one exists for them), or the company-level setting from the Configure Attendance page.

No. Once an exception rule is deleted, it cannot be restored. If you need the rule again, you have to configure it afresh through the standard exception setup on the Attendance Exception page.

To search for a specific exception:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Click any of the Configure Exception links on the page.
3. Use the Search box above the relevant table to filter by employee name, department, designation, or any other visible detail.
4. Alternatively, change the entries per page dropdown to display more rows at once.

Edits and deletions take effect immediately after saving or confirmation. In some cases, the affected employee may need to log out and log back in for channel access changes to reflect in the mobile app or web portal.

This happens when the Enable Attendance Exception checkbox at the top of the Attendance Exception page is unticked. When the checkbox is off, all configured rules are suspended, even though they remain visible in the tables. To resume applying the rules, tick the checkbox again. Only the company-level settings from the Configure Attendance page apply while the checkbox stays off.

Geo Fencing is a feature that lets an organization restrict Mobile Based Attendance to specific approved geographic locations. Once configured, employees can only mark attendance from within the boundaries defined by their organization. Any punch attempted from outside these boundaries is not accepted.

Geo Fencing works by combining geographic coordinates with a boundary radius to create a virtual boundary around each approved location.

1. You define allowed locations by entering the Latitude, Longitude, and Radius (in meters) for each.
2. When an employee tries to punch through the mobile app, the app checks their current location against the defined boundaries.
3. If the location is inside an allowed boundary, the punch is accepted.
4. If the location is outside all allowed boundaries, the punch is blocked and the employee sees an error.

The punch is blocked and the employee sees an error message informing them that they are not in an allowed geographical region defined by their company. To mark attendance, the employee needs to move within one of the defined boundaries and try again.

Geo Fencing is a value-added feature that needs to be procured separately. It is not enabled by default when Mobile Based Attendance is turned on. Mobile Based Attendance itself only records the punch location through Geo Tagging, without restricting where an employee can punch from.

To enable Geo Fencing, send an email to support@hrstop.com with your Company Name and Subdomain. The support team will activate the feature for your organization once it has been procured. After activation, you can configure allowed locations from the Attendance settings.

Yes. Mobile Based Attendance must be enabled for the organization before Geo Fencing can be used, since Geo Fencing applies only to punches made through the mobile app. Web Attendance and Biometric Attendance are not affected by Geo Fencing rules.

No. There is no limit on the number of allowed locations that can be defined. Organizations with multiple offices, branches, or client sites can add each one as a separate boundary.

No. Geo Fencing applies only to punches made through the mobile app. Web Attendance and Biometric Attendance continue to work as configured, regardless of the Geo Fencing setup.

If GPS is turned off or has poor accuracy, the punch may fail or be inaccurately located. Employees should keep GPS enabled and use the app in areas with a clear signal for Geo Fencing to work reliably.

To enable Geo Fencing:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. On the Geo Fencing configuration page, tick the Enable Geo Fencing checkbox.
4. Add the Allowed Geo Coordinates (Locations) for Geo Fencing.

Geo Fencing must be procured and activated by the support team before this option is available.

To add an allowed location:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. On the Geo Fencing configuration page, ensure Enable Geo Fencing is ticked.
4. Fill in the fields: Title, Description (optional), Address, Latitude, Longitude, and Radius (in meters).
5. Click Save.

The saved location appears in the Allowed Co-ordinates table below the form.

To edit a location:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. In the Allowed Co-ordinates table, locate the row for the location.
4. Click the edit icon in the Actions column.
5. Make the necessary changes to the location.
6. Update the required fields and click Save.

To remove a location:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. In the Allowed Co-ordinates table, locate the row for the location.
4. Click the delete icon in the Actions column.
5. Confirm the deletion in the prompt that appears.

Once removed, employees can no longer punch from that location, unless another allowed location covers the same coordinates.

No. There is no restriction on the number of allowed locations. Organizations with multiple offices, branches, or client sites can add each one as a separate boundary.

We recommend using at least 7 decimal digits for both Latitude and Longitude. The system supports up to 14 decimal digits, and more decimal digits result in a more precise boundary.

The radius depends on two factors: the size of the physical location, and the GPS quality of the mobile phones your employees use.

1. Employees with newer phones and reliable GPS can work with a smaller radius.
2. Employees with older phones or weaker GPS may need a larger radius, since GPS drift can otherwise cause valid punches to fail.
3. A large corporate campus may need a wider radius. A single office room or client site may work with a tighter radius.

Test the setup with a few employees before rolling it out widely.

This can happen for a few reasons:

1. Mobile Based Attendance is not enabled at the company level, and the affected employee does not have a Mobile exception either. Geo Fencing only applies to employees who can actually punch through the mobile app.
2. The Enable Geo Fencing checkbox on the Geo Fencing configuration page is not ticked.
3. The employee's current location does not fall within any of the defined allowed boundaries.
4. The employee's mobile GPS is turned off, or the location signal is poor.

Check each of these before contacting support.

No. The Geo Fencing configuration is not deleted. All allowed locations and settings remain saved. Geo Fencing rules simply do not have any practical effect until Mobile Based Attendance is available for at least some employees, either at the company level or through Mobile exceptions.

Yes. If you need to swap the Latitude and Longitude values after entering them, click the swap icon between the two fields, and the coordinates will be exchanged.

There are four practical methods to retrieve coordinates:

1. Google Maps: Right-click the target location and copy the coordinates.
2. Employee punches from target location: Ask an employee to punch from the location and read the coordinates from their attendance record.
3. Exporting existing punch data: Export the Geo Coordinates report to see where employees have been punching from.
4. Reviewing employee-requested coordinates: Review and approve locations that employees have themselves requested through the mobile app.

To get coordinates from Google Maps:

1. Open Google Maps in a browser.
2. Search for the target address or navigate to the exact spot on the map.
3. Right-click the location. A small menu appears with the coordinates displayed at the top.
4. Click the coordinates to copy them to your clipboard.
5. Paste the values into the Latitude and Longitude fields on the Geo Fencing configuration page.

To export punch data with coordinates:

1. Go to Control Panel → Attendance.
2. Click the Import dropdown menu and select Export.
3. On the export page, choose Punches as the format and tick the Geo Coordinate checkbox.
4. Apply any necessary filters, such as date range or departments.
5. Click Download to export the report.

The exported file contains punch records along with the coordinates captured at each punch.

The Requested Coordinates page lists location requests raised by employees through the mobile app. When an employee tries to punch from a location outside the allowed boundaries, they see an error and can request that the location be added to the allowed list. Each request appears on this page with details like Latitude, Longitude, Address, and the employee who raised it. Admins can preview, approve, or reject each request.

To view requested coordinates:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. On the Geo Fencing configuration page, click the Requested Coordinates button.

The page shows all pending requests with employee details, coordinates, and action icons.

To approve a requested coordinate:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. Click the Requested Coordinates button.
4. Locate the request in the table.
5. Click the add icon in the Action column. A form opens with the Latitude, Longitude, Radius (default 50 meters), and Address prefilled.
6. Enter a Title and optionally a Description.
7. Adjust the Radius if needed.
8. Click Yes to save.

The location is added to the Allowed Coordinates list and works like any other configured Geo Fencing location.

To reject a requested coordinate:

1. Go to Control Panel → Settings → Attendance → Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. Click the Requested Coordinates button.
4. Locate the request in the table.
5. Click the delete icon in the Action column.
6. Confirm the deletion in the prompt that appears.

The request is removed from the queue.

To preview the location on Google Maps:

1. Open the Requested Coordinates page from Control Panel → Settings → Attendance → Configure Attendance → Configure Geo Fencing → Requested Coordinates.
2. Locate the request in the table.
3. Click the preview icon (globe) in the Action column.

The location opens on Google Maps, which helps confirm whether the request is valid before taking action.

The right method depends on your situation:

1. If you know the exact address of the location, Google Maps is the fastest.
2. If you want to base Geo Fencing on where employees have actually been punching from, use the export punch data method.
3. If the address is unclear or the entry point differs from the map, ask an employee to punch from the location.
4. Requested Coordinates works only after Geo Fencing is already active and employees start flagging new locations they need.

Many organizations use a combination of methods depending on the location type.

Yes. When an employee tries to punch from a location outside the allowed boundaries, the mobile app gives them an option to request that the location be added. All such requests appear on the Requested Coordinates page for admin review. Refer to How to Retrieve Geo Coordinates for Geo Fencing Setup for details on the review process.

Selfie Attendance is a verification feature that adds a selfie capture step to Mobile Based Attendance punches. When active, the front camera activates on each mobile punch, performs a face detection and a blink-based liveness check, and captures the punch only when both are successful.

No. Selfie Attendance is a value-added feature that needs to be procured separately. It is not enabled by default when Mobile Based Attendance is turned on.

To enable Selfie Attendance:

1. Ensure Mobile Based Attendance is enabled for your organization.
2. Send an email to support@hrstop.com with your Company Name and Subdomain.
3. The support team will activate the feature at the backend.

Once activated, Selfie Attendance automatically applies to all employees using Mobile Based Attendance. No admin configuration is required.

No. There is no admin configuration required after activation. The feature is enabled by the support team at the backend and automatically applies to all employees who use Mobile Based Attendance.

When the employee taps the punch button in the mobile app:

1. The front camera of the phone activates.
2. The employee positions their face in the camera view.
3. The app performs a face detection check to confirm a face is present.
4. The app asks the employee to blink for a liveness check.
5. Once both checks succeed, the selfie is captured and the punch is recorded.

The Geo Tagged coordinates continue to be captured with the punch, as with any mobile attendance.

If the checks fail (for example, the camera is blocked, the face is not detected, or the blink is not registered), the punch is not recorded. The employee must retry and complete the checks successfully for the attendance to be captured.

An employee can view their selfies by opening the self-service portal, going to the Attendance section, and navigating to the date of the punch. Each mobile punch shows a small image icon next to it. Hover over the icon to view the selfie.

Yes. Selfie Attendance and Geo Fencing are independent features and can be enabled together. When both are active, a mobile punch is accepted only when the employee is within an allowed geographic boundary and the face detection and blink checks succeed.

No. Selfie Attendance applies only to punches made through the mobile app. Web Attendance and Biometric Attendance continue to work as configured, regardless of the Selfie Attendance setup.

Yes. Mobile Based Attendance is a hard prerequisite. Selfie Attendance only applies to punches made through the mobile app, so Mobile Based Attendance must be enabled for the organization before Selfie Attendance can work.