HR Portal help
Not just clicks — each topic explains why the HR concept exists, how Seamlyx implements it, and then the steps. Page titles also have a ? tip.
HR concepts (short)
A few ideas that explain why the portal behaves the way it does.
Why it matters
An employee record and a portal login are two different things. The employee master (designation, salary, documents, dates) is HR data. The login (company_users) is what lets that person sign into a Seamlyx portal. A person can exist as an employee with no login at all — common right after hiring — until someone deliberately grants access.
In this portal
Recruitment candidates convert into employee records; employee records can then be granted portal access. Departments and business units sit independently of portal access — a person can be assigned to Sales department but still have no HR/Sales portal login until access is granted. Guided Today (Premium) surfaces exactly these gaps — pending approvals, stuck candidates, employees missing login — as an action queue instead of leaving HR to notice them by accident.
How to
- Candidate → Employee → Portal login → Portal access flags is the flow. If someone can't sign in, check which step stopped.
- A missing portal login is not an error — it is a deliberate gate HR controls explicitly.
- Departments and reporting lines are separate from what portals someone can open.
Start here
Set up departments and business units, then hire or import your first employees.
Why it matters
Employee records reference a department, business unit, and (optionally) a company role. Creating people before that structure exists means going back to fix every record individually.
In this portal
Organisation holds departments, business units, and company roles. Employees can be added directly (Add Employee) or converted from a recruitment candidate. Either path ends at the same employee master and the same portal-access step.
How to
- Organisation → create departments and business units.
- Employees → Add Employee for people already hired outside the system, or run them through Recruitment first.
- On the employee record, grant portal access if they need to sign in themselves.
- Leave Policies → set up policy types (Casual, Sick, Earned…) before employees start applying for leave.
Dashboard & Guided Today
Headcount snapshot, department distribution, and — on Premium — a ranked action queue.
Why it matters
A stats dashboard tells you where things stand; it does not tell you what to do next. Guided Today closes that gap by turning open leave requests, unmarked working days, overdue onboarding, stuck candidates, missing portal access, and expiring compliance items into a prioritized worklist.
In this portal
The dashboard shows employee/leave/recruitment counts and department distribution for everyone. Premium companies additionally see Guided Today in a side column: severity-ranked cards (Blocking → High → Medium → Low), each with why it matters, what happens if ignored, and a direct link to act. Toggle Company vs My team to see company-wide work or only your direct reports. The same signals also appear as inline cues on Recruitment, Leave, Attendance, and Employees. Premium also flags unmarked working days, absences without leave, and overdue onboarding.
Employees
The HR master record — personal details, role, compensation, and portal access. Defaults to Active employees and remembers your filters. Portal-only Admin logins stay in Admin. Rehire is on exited profiles.
Why it matters
The employee record is the system of record for who works here, in what role, at what cost, and since when — independent of whether they can log in anywhere.
In this portal
Add Employee creates a company_employees row with personal details denormalized directly on it (name, email, phone) — a company_users login is optional at creation. Set Workforce to Field / Office / Plant (territory mapping for field; site, shift, and staff vs contractor for plant). Enter Gross monthly; Basic fills from Settings → Basic % of Gross and can be overridden. The Pay tab records dated pay changes — payroll uses the row in effect on the last day of the pay month. New hires get an onboarding checklist from Settings; complete it on the employee profile Onboarding tab. If an employee has no login yet, the Portal Access panel on their edit page is replaced by a "Create login" form: enter their email, and HR gets a one-time temporary password to share. Once a login exists, that same panel lists what is already granted (portals, portal admin, company admin, mobile app), then the checkboxes to change it (CRM/HR/Accounting/Research/BI + admin flag per portal, and a Mobile app switch). The app switch takes one of the company's app seats. Certifications, training, and documents are added on the employee profile tabs.
How to
- Employees → Add Employee (or arrive here via Convert to Employee from a candidate).
- Fill designation, department, business unit, job level, hire date, and Gross monthly.
- Open the employee → if "This employee doesn't have a login yet" appears, enter an email and Create login.
- Share the generated temporary password with the employee directly (it is shown once).
- Toggle which portals they can access, and the mobile app, using the checkboxes that appear once a login exists.
- On a resigned, terminated, or suspended profile, use Rehire and set the new hire date.
- When marking Terminated or Resigned, set Last working day — that month’s payroll Calculate writes the full & final slip.
Organisation
Departments, business units, and reporting structure.
Why it matters
Reports, permissions, and payroll cost centers all key off department/business-unit assignment. Getting this right first avoids re-tagging every employee later.
In this portal
Organisation manages departments and business units used everywhere else in HR (employee forms, filters, reports).
Recruitment
Job postings, candidates from three intake sources, and the hire pipeline through to Convert to Employee.
Why it matters
Candidates can reach you three ways — HR adds them directly (or imports a SeamlyX shared profile), a candidate applies through the Seamlyx mobile app (Personal mode), or someone applies through your public job-post link. All three land in the same pipeline so nobody falls through a gap depending on how they applied.
In this portal
Every candidate carries a source (SeamlyX Import, manually added, Job Board / app, or Company Website) and moves through the same status pipeline: Applied → Screening → Phone/Technical/Onsite Interview → Reference Check → Offer Extended/Accepted → Hired (or Rejected/Withdrawn). The candidate profile shows a "Move to [next stage]" prompt so nobody has to guess the next step, and a "Convert to Employee" action once an offer is accepted — this creates the employee record but deliberately does not create a portal login; that is a separate, explicit action on the employee record (see Employees).
How to
- Create a job posting, or leave it open for general talent-pool candidates.
- Add candidates: Add Candidate (manual), Import from SeamlyX (shared profile), or share your public apply link — all three converge here.
- Work the pipeline: use the profile page's stage-advance prompt, or Extend Offer once a candidate reaches Reference Check.
- Once an offer is Accepted, use Convert to Employee — pre-fills personal details, but designation/department/salary/hire date need HR input.
- Grant portal access from the new employee record if they need to sign in.
Attendance
Month summary by person, then a calendar for each employee.
Why it matters
Attendance status (Present/Absent/Half-day/Late/On Leave/Holiday/Weekend) feeds payroll and leave reconciliation — it needs to be accurate, not just logged.
In this portal
Attendance lists people who have a mark that month. Present is days they were in (full day and late count as 1, half day as 0.5); Half, Late, Leave, and Absent sit beside that total. Click a name for their calendar. Mark or edit a day from there. Days before the hire date show as Not joined, and days after the last working day as Left, so they are not Unmarked. Each day shows its status under the date, plus any remark. Payroll Calculate uses this same set. Settings → Weekly offs / holidays decide which days count as working vs weekend vs holiday.
How to
- Settings → set weekly offs and holidays first, or Present/Absent/Weekend will be a guess.
- Attendance → scan the month summary; open a person for the calendar.
- Field presence also syncs from work sessions. Use Manual entry when someone cannot self check-in.
Leave
Leave requests, approvals, balances, and the policies that govern them.
Why it matters
A leave request left PENDING doesn't just inconvenience the employee — attendance and payroll go out of sync with reality until someone decides.
In this portal
Leave Requests lists requests (defaults to PENDING) with approve/reject actions. The reporting manager is the first approver; HR in this portal can override. Leave Policies defines the leave types and entitlement rules those requests draw from, and assigning a policy is what creates an employee's balance — until then they have no row on Leave Balances. Field employees with a login apply from the mobile app. Guided Today surfaces the PENDING count directly so it doesn't require a separate check.
How to
- Leave Policies → define leave types and entitlements, then assign them so balances exist.
- Leave Requests → review PENDING requests; approve or reject with a reason.
- Leave Balances → check allocated, used and remaining days for any employee.
- Record Leave for Employee lets HR file leave on someone's behalf (e.g. no self-service login yet).
Compliance
Expiring certifications and mandatory training completion in one dashboard.
Why it matters
A lapsed certification is invisible until someone asks for it — usually during an audit. Surfacing expiries ahead of time turns a compliance failure into a routine renewal.
In this portal
Compliance Dashboard lists certifications expiring soon and mandatory training completion rate.
How to
- Add certifications and training on the employee profile — this dashboard only reads them.
- Open Compliance to see expiries and mandatory-training completion.
- Premium Guided Today repeats expiries within 30 days and overdue onboarding.
Training catalog
Company courses assigned by role or workforce.
Why it matters
Per-employee notes will not survive GMP/GDP annual refreshers.
In this portal
Training holds the catalog. Assign copies rows onto matching employees; completions stay on the employee profile.
Performance cycles
Review periods that import field Sales KPIs instead of rebuilding them.
Why it matters
Field attainment already lives in Sales. HR records a rating and comments on top.
In this portal
Create a cycle, Open & import. Field reviews snapshot visits and POB for the period.
Policies
SOP / code-of-conduct library with acknowledgement.
Why it matters
Pharma audits ask who read the SOP.
In this portal
Publish a policy, then record acknowledgements against employees.
HR settings
Work week, holidays, onboarding, plant sites, and payroll statutory defaults.
Why it matters
Without a calendar, Present/Absent/Weekend lies. Without PF/ESI/PT toggles, a small company gets deductions it is not eligible for.
In this portal
Weekly offs and holidays classify working days. Use Holiday calendar for the year view; Settings still holds the holiday list plus sandwich rules, statutory toggles, and Basic % of Gross. The onboarding checklist is copied onto each new hire. Plant sites and shift patterns are the placement list used on plant employees.
Reports
Attendance, leave, training, and performance-review reports.
Why it matters
Day-to-day screens show current state; reports show patterns over time (attendance by department, leave utilization, training compliance).
In this portal
Reports is a fixed set of pre-built views — attendance, leave, training compliance, performance reviews, and a real Employee 360 (picker + field Sales slice).
Payroll
Monthly salary runs from dated pay history, with optional PF/ESI/PT and a journal into Accounting.
Why it matters
Pay changes over time. A backdated month must use that month’s Gross/Basic. Small companies need PF/ESI/PT Off until they are eligible.
In this portal
Create a run for any month, Calculate (pays people who have an attendance mark that month, plus anyone whose last working day falls in the month as full & final with leave encashment; uses pay in effect on the last day of that month; Days is days on roll; Present is days worked plus paid weekends/holidays; salary is Gross ÷ Days × Present; skips contractors and portal-only Admin logins; imports approved/calculated field incentives), then Post to Accounting. Statutory snapshot follows company defaults and per-employee overrides. Not a full TDS or gratuity engine.
How to
- Settings → turn PF / ESI / PT on or off, and set Basic % of Gross.
- Employees → Pay tab → record Gross (and override Basic) with an effective date.
- Payroll → pick the month → Create run → Calculate → review payslips → Post to Accounting.
Not yet available
A few areas are still being built.
In this portal
Benefits enrollments are a later epic. Bookmarks to /benefits still open an explanation page.
Playbooks
Common tasks with the reason you run them, then the steps.
Why: Prove the full loop — structure, then people, then access — before relying on it for real hires.
- Organisation → create at least one department and business unit.
- Leave Policies → create your core leave types.
- Employees → Add Employee for one real person, or run a test candidate through Recruitment.
- Open that employee → grant portal access → confirm they can sign in.
Status cheatsheet
Status usually means "whose turn is it to act?" — pending/draft states need someone to decide.
- Candidates
Applied → Screening → Phone/Technical/Onsite Interview → Reference Check → Offer Extended → Offer Accepted → Hired (or Rejected / Withdrawn) - Leave requests
Pending → Approved / Rejected (or Cancelled / Withdrawn) - Attendance
Present / Absent / Half-day / Late / On Leave / Holiday / Weekend - Offers
Draft → Sent → Accepted / Declined / Withdrawn / Expired - Payroll runs
Draft → Calculated → Posted
FAQ
- A candidate accepted an offer — why doesn't Convert to Employee create their login too?
- It's deliberate. Creating the employee record and creating a portal login are two separate decisions — HR grants access explicitly from the employee record, on its own timeline, rather than every hire automatically getting a login the moment they're converted.
- Why can't I pick "Interviewing" or "Offer" as a candidate status anymore?
- Those were never real statuses — the dropdown offered values the database didn't accept, which failed silently or with a confusing error. The real interview stages are Phone/Technical/Onsite Interview, and the real offer stages are Offer Extended/Accepted.
- The same person applied twice — why do I see two candidate records?
- If they applied to two different job postings, that's currently expected — each posting gets its own candidate row. If they were added twice to the general talent pool (no job posting) with the same email, that's now blocked as a duplicate.
- What does the Premium badge control?
- One company-wide subscription flag. When on, Guided Today and inline attention cues appear across the portal. When off, all core HR functionality (employees, leave, attendance, recruitment) works exactly the same — you just don't get the ranked action queue.
- Where do candidates from the public job-post link end up?
- The same Recruitment pipeline as everyone else, tagged with source "Website." No separate inbox to check.
- Where do I find how to use a screen?
- Click the ? next to the page title for a short tip, then Open full help guide for the playbook. Help in the header opens the searchable guide for every module.