HR Portal help

Employees, recruitment, attendance, leave, and compliance for HR admins. Prefer the in-app Help page when you are logged in — it links straight into each screen. Page titles also have a ? tip with a short how-to.

Remember: converting a candidate to an employee never creates a portal login automatically. Granting portal access is always a separate, explicit step on the employee record.

HR concepts (short)

A few ideas that explain why the portal behaves the way it does.

Why it mattersAn 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 portalRecruitment candidates convert into employee records; employee records can then be granted portal access. Departments and business units sit independently of portal access. 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 think about it

  1. Candidate → Employee → Portal login → Portal access flags is the flow. If someone can't sign in, check which step stopped.
  2. A missing portal login is not an error — it is a deliberate gate HR controls explicitly.
  3. Departments and reporting lines are separate from what portals someone can open.
EmployeesRecruitment

Start here

Set up departments and business units, then hire or import your first employees.

Why it mattersEmployee 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 portalOrganisation 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

  1. Organisation → create departments and business units.
  2. Employees → Add Employee for people already hired outside the system, or run them through Recruitment first.
  3. On the employee record, grant portal access if they need to sign in themselves.
  4. Leave Policies → set up policy types (Casual, Sick, Earned…) before employees start applying for leave.
OrganisationEmployeesLeave Policies

Dashboard & Guided Today

Headcount snapshot, department distribution, and — on Premium — a ranked action queue.

Why it mattersA 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, stuck candidates, missing portal access, and expiring compliance items into a prioritized worklist.
In this portalThe 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 for 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.

Why it mattersThe 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 portalAdd Employee creates a record with personal details on it directly — a login is optional at creation. Set Workforce to Field / Office / Plant. Enter Gross monthly; Basic fills from Settings (Basic % of Gross) and can be overridden. The Pay tab records dated pay changes for payroll. New hires get an onboarding checklist from Settings. If an employee has no login yet, grant it from Edit → Create login. Portal access lists what is already granted, then the checkboxes to change portals and the mobile app. Certifications, training records, and documents are added on the employee profile tabs.

How to

  1. Employees → Add Employee (or arrive here via Convert to Employee from a candidate).
  2. Fill designation, department, business unit, job level, hire date — the required fields.
  3. Open the employee → if "This employee doesn't have a login yet" appears, enter an email and Create login.
  4. Share the generated temporary password with the employee directly (it is shown once).
  5. Toggle which portals they can access, and the mobile app, using the checkboxes that appear once a login exists.
EmployeesAdd Employee

Organisation

Departments, business units, and reporting structure.

Why it mattersReports, permissions, and payroll cost centers all key off department/business-unit assignment. Getting this right first avoids re-tagging every employee later.
In this portalOrganisation 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 mattersCandidates 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 portalEvery 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.

How to

  1. Create a job posting, or leave it open for general talent-pool candidates.
  2. Add candidates: Add Candidate (manual), Import from SeamlyX (shared profile), or share your public apply link — all three converge here.
  3. Work the pipeline: use the profile page's stage-advance prompt, or Extend Offer once a candidate reaches Reference Check.
  4. Once an offer is Accepted, use Convert to Employee — pre-fills personal details, but designation/department/salary/hire date need HR input.
  5. Grant portal access from the new employee record if they need to sign in.
RecruitmentAdd CandidateImport from SeamlyX

Attendance

Daily check-in/check-out records, manual entries, and per-employee history.

Why it mattersAttendance 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 portalAttendance opens as one row per person for the 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. Settings → Weekly offs / holidays decide which days count as working vs weekend vs holiday.

How to

  1. Settings → set weekly offs and holidays first, or Present/Absent/Weekend will be a guess.
  2. Attendance → scan the month summary; open a person for the calendar.
  3. Field presence also syncs from work sessions. Open an employee row for history.
AttendanceManual entry

Leave

Leave requests, approvals, balances, and the policies that govern them.

Why it mattersA leave request left PENDING doesn't just inconvenience the employee — attendance and payroll go out of sync with reality until someone decides.
In this portalLeave Management 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. 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

  1. Leave Policies → define leave types and entitlements before employees start applying.
  2. Leave Management → review PENDING requests; approve or reject with a reason.
  3. Apply for Employee lets HR file leave on someone's behalf (e.g. no self-service login yet).
Leave ManagementLeave PoliciesLeave Balances

Compliance

Expiring certifications and mandatory training completion in one dashboard.

Why it mattersA 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 portalCompliance Dashboard lists certifications expiring soon and mandatory training completion rate.

How to

  1. Add certifications and training on the employee profile — this dashboard only reads them.
  2. Open Compliance to see expiries and mandatory-training completion.
  3. Premium Guided Today repeats expiries within 30 days and overdue onboarding.
Compliance

Training catalog

Company courses assigned by role or workforce.

Why it mattersPer-employee notes will not survive GMP/GDP annual refreshers.
In this portalTraining holds the catalog. Assign copies rows onto matching employees; completions stay on the employee profile.
Training

Performance cycles

Review periods that import field Sales KPIs instead of rebuilding them.

Why it mattersField attainment already lives in Sales. HR records a rating and comments on top.
In this portalCreate a cycle, Open & import. Field reviews snapshot visits and POB for the period.
Performance

Policies

SOP / code-of-conduct library with acknowledgement.

Why it mattersPharma audits ask who read the SOP.
In this portalPublish a policy, then record acknowledgements against employees.
Policies

HR settings

Work week, holidays, onboarding, plant sites, and payroll statutory defaults.

Why it mattersWithout a calendar, Present/Absent/Weekend lies. Without PF/ESI/PT toggles, a small company gets deductions it is not eligible for.
In this portalWeekly offs and holidays classify working days. Statutory toggles and Basic % of Gross drive payroll. The onboarding checklist is copied onto each new hire. Plant sites and shift patterns are the placement list used on plant employees.
Settings

Reports

Attendance, leave, training, and performance-review reports.

Why it mattersDay-to-day screens show current state; reports show patterns over time (attendance by department, leave utilization, training compliance).
In this portalReports is a fixed set of pre-built views — attendance, leave, training compliance, performance reviews, and a real Employee 360 (picker + field Sales slice).
Reports

Payroll

Monthly salary runs from dated pay history, with optional PF/ESI/PT and a journal into Accounting.

Why it mattersPay 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 portalCreate a run for any month, Calculate (pays people who have an attendance mark that month, plus exits that month as full & final with leave encashment; uses pay in effect on the last day of that month; skips contractors; imports approved/calculated field incentives), then Post to Accounting. Statutory snapshot follows company defaults and per-employee overrides.

How to

  1. Settings → turn PF / ESI / PT on or off, and set Basic % of Gross.
  2. Employees → Pay tab → record Gross (and override Basic) with an effective date.
  3. Payroll → pick the month → Create run → Calculate → review payslips → Post to Accounting.
Payroll

Not yet available

A few areas are still being built.

In this portalBenefits 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.

First day on HR

Why: Prove the full loop — structure, then people, then access — before relying on it for real hires.

  1. Organisation → create at least one department and business unit.
  2. Leave Policies → create your core leave types.
  3. Employees → Add Employee for one real person, or run a test candidate through Recruitment.
  4. Open that employee → grant portal access → confirm they can sign in.
Convert a candidate to an employee

Why: Hiring should not require re-typing everything the candidate already gave you.

  1. On the candidate profile, work the pipeline until an offer is Accepted.
  2. Click Convert to Employee — personal details are pre-filled from the candidate.
  3. Fill designation, department, business unit, job level, and hire date (not pre-filled).
  4. Submit — the candidate is automatically marked Hired.
  5. If a duplicate is detected, you'll be offered their existing employee record instead of a second one.
Grant an employee portal access

Why: Converting a candidate never auto-creates a login — that stays a deliberate HR decision.

  1. Open the employee's edit page.
  2. If you see "This employee doesn't have a login yet," enter their login email and Create login.
  3. Copy the one-time temporary password shown and share it with the employee directly.
  4. Use the checkboxes that now appear to grant exactly the portals (and admin flags) they need, and the mobile app if they should sign in on the phone.
Clear the leave approval queue

Why: Undecided leave requests leave attendance and payroll guessing.

  1. Leave Management (defaults to PENDING).
  2. Open each request; approve or reject with a reason if rejecting.
  3. Guided Today (Premium) shows the same count on the dashboard as a reminder.
Stay ahead of compliance expiries

Why: Renewing a certification before it lapses is routine; renewing after it lapses is a finding.

  1. Compliance → review certifications expiring soon.
  2. Follow up with the employee (or their manager) to renew.
  3. Recheck mandatory training completion rate for gaps.
Set the work week before trusting attendance

Why: Without weekly offs and holidays, Present/Absent/Weekend is a guess for field Sundays and plant offs.

  1. Settings → Weekly offs: Sunday is the default paid weekly off; Field / Office / Plant can differ.
  2. Settings → Holidays: add company holidays (tick Recurs yearly for Republic Day / Diwali-style dates).
  3. Attendance and Guided Today (Premium) now classify today against that calendar.
Run monthly payroll into Accounting

Why: Payslips should come from the employee master and already-approved field incentives — not a second calculation in HR.

  1. Payroll → Create run for the month.
  2. Calculate — contractors are skipped; field incentives with status APPROVED or CALCULATED are imported.
  3. Open Payslips, click a name to review the slip (Print / Save as PDF), then Post to Accounting (writes the salary journal; does not pay the bank).

Status cheatsheet

Status usually means "whose turn is it to act?" — pending/draft states need someone to decide.

AreaValues
CandidatesApplied → Screening → Phone/Technical/Onsite Interview → Reference Check → Offer Extended → Offer Accepted → Hired (or Rejected / Withdrawn)
Leave requestsPending → Approved / Rejected (or Cancelled / Withdrawn)
AttendancePresent / Absent / Half-day / Late / On Leave / Holiday / Weekend
OffersDraft → Sent → Accepted / Declined / Withdrawn / Expired
Payroll runsDraft → 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.