Manage Submodule

Introduction to Manage Submodule

The Manage Submodule provides access to essential tools for managing employee information, schedules, and records within a single centralized platform. This submodule is designed to efficiently oversee key HR-related processes, including the maintenance of employee profiles, management of leave applications, tracking of entitlements, and organization of work schedules. It also enables the generation of certificates of employment and the monitoring of company loans, promoting a streamlined and organized HR workflow.

Definition of Term

Defined in this section are the available pages under the Payroll submodule as follows:

• Employees Page. This page displays and manages all employee records, including personal details, employment information, and current status.
• Leaves Page. This page allows users to view, request, and manage employee leave applications, balances, and approval statuses.
• Employee Entitlements Page. This page shows the entitlements assigned to each employee, such as leave credits and attendance types.
• Employee Schedule Page. This page is used to set, view, and manage employee work schedules, including shift assignments and working hours.
• Certificate of Employment. This page enables the generation of Certificates of Employment, confirming an employee’s job title, employment period, and work status.
• Company Loan. This page tracks and manages loans provided by the company to employees, including loan amounts, payment schedules, and balances.

Roles and Permissions

Introduction to Employees Page

This page manages the list of employees within the company. It serves as a centralized repository of employee information and provides an overview of the workforce.

The overall function of this page is to manage employee information such as personal details, employment status, job title, department, salary history, and reporting structure.

To access this page, navigate to the Human Resources Module by selecting 'Employees' under the Manage Submodule, as shown in the image below.

The snip below provides a high-level view of the Employees page along with its built-in features.

Summary Table

The summary table displays the list of employees with the following columns:

• Item number “#”
• Employee No.
• Name
• Contact Number
• Date Hired
• Position
• Department
• Employee Type
• Status
• Actions
  • user-times End Employment
  • pen Edit Employee
  • eye View Employee

Search Employee by Employee No.

To search for a particular employee by Employee No., enter the Employee No. in the search bar as shown in the snip below:

Search Employee by Employee Name

To search for a particular Employee by Name, key in the Employee first name or last name in the Search Bar as shown in the snip below:

How to Filter Employees by Employment Status

This feature gives the option to filter Employees by Employments Status.

• Trainee. This temporary position indicates that the employee is currently undergoing a training period.
• Probationary. This is a temporary employment arrangement in which an employee is hired on a trial basis to assess their suitability for the job. During this period, the employee's performance is measured and evaluated.
• Regular. This is a permanent employment status, and an employee who has this status is entitled to the rights and benefits associated with regular employment.
• Contractual. This is a fixed-term or project-based employment arrangement, where an employee is hired for a specific duration or task as defined by company policy or applicable labor regulations.

How to Filter Employees by Status

This feature gives the option to filter employees by status.

• Active. This green-colored status indicates employees who are currently active in the system. The "Active" option can be selected from the status drop-down filter to display records of employees with active employment status.
• Inactive. This red-colored status indicates employees who are no longer active in the system. The "Inactive" option is available in the status drop-down filter to display records of employees with inactive employment status.
• Resigned Employees. This dark blue-colored status displays a list of all employees who have voluntarily resigned from their positions. To view these records, select "Resigned Employees" from the "Filter by Status" drop-down menu.
• Resigned Employees (Company Initiated). This light blue-colored status represents employees whose resignations were initiated by the company. It indicates that the organization has requested or required the employee to resign from their position, resulting in the termination of their employment. The corresponding records can be viewed by selecting this status from the drop-down filter.
• Dismissed (Employment Terminated). This yellow-colored status represents employees whose employment was terminated by the company. It indicates that the affected individuals either failed to meet job expectations or were dismissed due to misconduct. Records associated with this status can be viewed by selecting the corresponding option from the drop-down filter.
• Dismissed (Others). This orange-colored status represents employees whose employment was terminated for various reasons not directly related to performance issues, misconduct, or redundancy. Records associated with this status can be accessed by selecting the corresponding option from the drop-down filter.

How to Create List of Employee

1. Click the plus Create button.
2. Fill in Employee details.
   

   Basic Information

   • First Name
   • Middle Name
   • Last Name
   • Gender
   • Marital Status
   • Nationality
   • Date of Birth
   • Contact Number
   • Address

   Employment Details

   • Employment Status
   • Pay Type
   • Date Hired

   Government IDs

   • TIN
   • SSS
   • PhilHealth
   • PAGIBIG
   • Driver’s License Number
   • Driver’s License Expiry Date

   Bank/E-wallet Account

   • Bank/E-wallet
   • Account No.

   Other Details

   • User
   • Account Email
   • Personal Email
   • Biometric ID
   • Custom Employee Number
   

   exclamation-circle Note

   Fields with (*) are required.

3. Click the Create button.
4. A successful notification will show.
   Employee successfully created
5. Step 3 will successfully create new employee otherwise, proceed to Step 6.
6. Click the Cancel button to cancel the creation of Employee.
7. The screen closes the modal.
8. The system will not create nor save the employee information.

How to Edit Employee Information

1. Click the pen Edit button.
2. Fill in Employee details.
   

   Basic Information

   • First Name
   • Middle Name
   • Last Name
   • Gender
   • Marital Status
   • Nationality
   • Date of Birth
   • Contact Number
   • Address

   Employment Details

   • Employment Status
   • Pay Type
   • Date Hired

   Government IDs

   • TIN
   • SSS
   • PhilHealth
   • PAGIBIG
   • Driver’s License Number
   • Driver’s License Expiry Date

   Bank/E-wallet Account

   • Bank/E-wallet
   • Account No.

   Other Details

   • User
   • Account Email
   • Personal Email
   • Biometric ID
   • Custom Employee Number
   

   exclamation-circle Note

   Fields with (*) are required.

3. Click the Update button.
4. A successful notification will show:
   Employee successfully updated
5. Step 3 will successfully update Employee information otherwise, proceed to Step 6.
6. Click the Cancel button to cancel updating Employee information.
7. The screen closes the modal.
8. The system will not create nor save the employee information. In Edit Employee, users can also add the following information below:
   • Locations
   • Emergency Contacts
   • Positions
   • Supervisors
   • Compensations
   • Files
     • View Schedules

How to Import Multiple Employee Information

1. Click the upload Import button.
2. The screen displays a modal below to begin importing multiple employees' information.
3. In the import modal, click the plus Add button and select the file to be imported.
4. Click the Import button to successfully import the file.
5. A successful notification message will show:
   Employees successfully imported
6. Step 4 will successfully import the file otherwise, proceed to Step 7.
7. Click the Cancel button to cancel the import of Employees.
8. The screen closes the modal.
9. The system will not continue uploading the import file.

How to Download List of Employees

1. Click the download Export button.
2. Downloading of the csv file will begin shortly.

How to View Employee Information

1. Click the eye View button.
2. The screen displays a modal below that shows the Employee Information:
   • Personal Details
   • Employment Details
   • Government IDs
   • Banks
   • Other Details
   • Contacts
   • Positions
   • Reports To
   • Salary
   • Work Schedule
   • Files
   

How to End Employment

1. Click the user-times End Employment button.
2. Fill in the required details
   • End Employment Cause
   • End of Employment Date
   
3. Click the End button.
4. A successful notification message will show:
   Employee's employment has successfully ended

Positions

1. To view positions, click bookmark-user.
2. To create positions, click plus button.
3. Fill in the required details.
4. A modal will show.

Job Position Ranks

1. To view Job Position Ranks, click user-star.
2. To create a position rank, click plus button.
3. Fill in the required details.
4. A modal will show.

How to Load More Employees

To verify if there are more than 20 Employees per status or per employment type, click the Load More button to display other Employees since the default item number displayed on the screen is from count 1 to 20.

Introduction to Leaves Page

This page manages the leave-related information and activities of employees within the company. It serves as a centralized platform for configuring leave policies and handling employee leave applications.

The overall function of this page is to manage holidays, define leave types, and process leave requests. It also allows users to apply for leaves on behalf of employees, ensuring efficient and organized leave tracking across the organization.

To access this page, navigate to the Human Resources Module by selecting 'Leaves' under the Manage Submodule, as shown in the image below.

Leave Applications Summary Table

The Applications Summary Table displays all applied leaves, whether they are VL, SL, or EL, along with their status. The summary table contains the following columns:

• Item number “#”
• Request Title
• Date of Leave
• Date Submitted
• Sent By
• Approver
• Actions
  • like Approve Leave
  • eye View Leave
  • ban Cancel Leave
  • pen Edit Leave

Viewing Details of Applied Leave

To view the details of an applied Leave, follow the procedures below:

1. Click the eye View Leave button to display the View Leave modal as shown in the snip below:
2. The View Leave modal displays the following information:
   • Requested By. Displays the name of the requestor
   • Date Requested. Displays the date from when the requestor shall be on Leave
   • Date Submitted. Displays the date from when the requestor submitted the Leave request
   • Request Title. Title of Leave request
   • No. of Days. Leave number of days
   • Leave Type. Vacation Leave, Sick Leave, and others.
   • Approvers. The role of the approver(s) assigned is displayed here.
   • Additional Approver. The name of the approver is displayed here. (Name of Supervisor or Manager)
   • Additional Details. Displays further details about the applied Leave such as Time, Reason, and others.

Leave For Approvals Summary Table

The For Approval Summary Table displays all created leaves needing approval. The summary table contains the following columns:

• Item number “#”
• Request Title
• Date of Leave
• Date Submitted
• Sent By
• Approver
• Actions
  • like Approve Leave
  • eye View Leave
  • ban Cancel Leave

Viewing Details of Leave Request

To view the details of a Leave needing approval, follow the procedures below:

1. Click the eye View Leave button to display the View Leave modal as shown in the snip below:
2. The View Leave modal displays the following information:
   • Requested By. Displays the name of the requestor
   • Date Requested. Displays the date from when the requestor shall be on Leave
   • Date Submitted. Displays the date from when the requestor submitted the Leave request
   • Request Title. Title of Leave request
   • No. of Days. Leave number of days
   • Leave Type. Vacation Leave, Sick Leave, and others.
   • Approvers. The role of the approver/s assigned is displayed here.
   • Additional Approver. The name of the approver is displayed here. (Name of Supervisor or Manager)
   • Additional Details. Displays further details about the applied Leave such as Time, Reason, and others.

Searching Records of Leaves

To search for a leave, follow the steps below:

1. Key in the name of the leave record in the Search Bar as shown in the snip below:
2. The Summary Table will display the searched leave title.

Filtering Leaves by Employee Name

This feature is to filter Leaves by employee name.

Filtering Leaves by Status

This feature is to filter Leaves by status.

• Saved. This gray-colored status shows all saved Leave requests. Leaves with this status are still editable for submission. To display all saved Leaves, click the filter by status drop-down and select “Saved”.
• Cancelled. This yellow-colored status shows all cancelled leaves. To display all cancelled Leaves, click the filter by status drop-down and select “Cancelled”.
• Submitted. This blue-colored status shows all submitted Leaves. Submitted Leaves are not editable unlike saved Leaves. To display all submitted Leaves, click the filter by status drop-down and select “Submitted”.
• Partially Approved. This light-green-colored status shows all partially approved Leaves. This Leave status indicates that one of the Approvers had already approved the Leave request. To display all partially approved Leaves, click the filter by status drop-down and select “Partially Approved”.
• Approved. This green-colored status shows all Approved Leaves. These Leaves indicate that all the Approvers approved the Leave request. To display all approved Leaves, click the filter-by-status drop-down and select “Approved”.
• Rejected. This orange-colored status shows all rejected Leaves. These leaves are rejected by one of the Approvers. Click the filter-by-status drop-down and select “Rejected” to display all rejected Leaves.
• Void. This dark-red-colored status shows all applied Leaves voided by one of the Approvers. To display Leaves with void status, click the filter-by-status drop-down and select “Void”.

Filtering Leaves by Date Range

This feature enables users to refine leave records based on a specified period. By setting the Start Date and End Date, it allows for focused tracking and review of leave applications submitted within the selected timeframe.

Applying for Leave

Follow the systematic guide below to apply/file for Leave.

1. Click the plus Apply button to begin filing for Leave.

   Key in the necessary information asked in the modal indicated with an asterisk (*) as follows:

   • Date. The date of Leave.
   • No. Of Days. Days off-duty for Leave.
   • Leave Type. The type of Leave e.g., Vacation Leave, Sick Leave, Emergency Leave, and others.
   • Available. This field is system generated. Refer to the sample Assigning Leave Entitlements steps 4 and 5.
   • Request Title. Key in here the approved and standard title format when applying for leave that is applicable in the organization.
   • Approvers. This is a pre-populated field. The role of the approver(s) assigned is displayed here.
   • Additional Approver. This is a pre-populated field. The name of the approver is displayed here. (Name of Supervisor or Manager)
   • Additional Details. Type additional details of Leave such as Time, Reason, and others.

   exclamation-circle Note

   Required (*) fields should not be empty.

2. Submitting Leave Application

   Click the Submit Application button after providing correct information in the fields mentioned above.

   exclamation-circle Note

   Application is final and unchangeable after clicking the button.

   1. Success notification message will show.
      Leave successfully submitted
   2. “Submitted” status displays for successful submitted Leave request/s.
   3. Submitted Leaves display on the Applications tab summary table.
   4. Otherwise, an error notification message will show.
      Please fill the required fields

3. Saving Leave Application

   Click the Save button to edit and submit the leave request later.
   1. Success notification message will show.
      Leave successfully saved
   2. “Saved” status displays for successfully saved Leave request/s.
   3. Saved Leave requests display on the Applications tab summary table.
   4. pen Edit button will be displayed.
   5. Otherwise, an error notification message will show.
      Please fill the required fields

4. Cancelling Leave Application

   Click the Cancel button to cancel the leave request.
   1. “Cancel” status will be displayed for cancelled Leave requests/s.
   2. Cancelled Leave requests display on the Applications tab summary table.

Apply Leave on Behalf

Applying leave on behalf of the employee following the procedures as follows:

1. Click the user-times button.
2. Fill in the necessary fields displayed in the modal.

   exclamation-circle Note

   Required (*) fields should not be empty.

3. Click the Apply on Behalf button.
   • Success notification message will show.
     Leave applied on behalf of [Employee Name]

Editing Applied Leaves

The edit function will be available when a user saves a Leave request.

1. Click the pen Edit button to begin editing a Leave. Upon clicking the pen Edit button, a modal will display (see snip below).

   Key in the necessary information asked in the modal indicated with an asterisk (*) as follows:

   • Date. The date of Leave.
   • No. Of Days. Days off-duty for Leave.
   • Leave Type. The type of Leave e.g., Vacation Leave, Sick Leave, Emergency Leave, and others.
   • Available. This field is system-generated. Refer to the sample computation from section 6.5.2.4 Assigning Leave Entitlements Steps D through E.
   • Request Title. key-in here the approved and standard title format when applying for leave that is applicable in the organization.
   • Approvers. This is a pre-populated field. The role of the approver(s) assigned is displayed here.
   • Additional Approver. This is a pre-populated field. The name of the approver is displayed here. (Name of Supervisor or Manager)
   • Additional Details. Type additional details of Leave such as Time, Reason, and others.

   exclamation-circle Note

   Required (*) fields should not be empty.

2. Submitting Leave Application

   Click the Submit Application button after providing correct information in the fields mentioned above. Application is final and unchangeable after clicking the button.
   1. Success notification message will show.
      Leave successfully submitted
   2. “Submitted” status displays for successful submitted Leave request/s.
   3. Submitted Leaves display on the Applications tab summary table.
   4. Otherwise, an error notification message will show.
      Please fill the required fields

3. Updating Leave Application

   Click the Update button to edit and update Leave request.
   1. Success notification message will show.
      Leave successfully updated
   2. “Saved” status displays for successfully saved Leave request/s.
   3. Saved Leave requests display on the Applications tab summary table.
   4. pen Edit button will be displayed.
   5. Otherwise, an error notification message will show.
      Please fill the required fields

4. Cancelling Leave Application

   Click the Cancel Request button to cancel Leave request.
   1. “Cancel” status will be displayed for cancelled Leave requests.
   2. Cancelled Leave requests display on the Applications tab summary table.

Cancelling Leave Requests

To cancel a leave that has already been applied for any reason, please follow these steps:

1. Click the ban Cancel button to open a confirmation modal.
2. Click the Yes button to confirm.
   • Success notification message will show.
     Leave successfully cancelled
   • Leave status will update to “Cancelled”

To prevent leave from being cancelled, click the No button.

Approval of Leaves

Approve Leave requests by following the guide below:

1. To show Leaves for review and approval, see the counter beside the For Approvals tab found on the Leaves summary table.
2. If the counter looks like this [see snip below], it means that leave/s is/are for review and approval.
3. Click the For Approvals tab to view all Leaves that need review and approval.
4. To view Leave details, click the eye View button.
5. Click the like Approve button, a modal will display the Leave details as shown in the snip below:
   • To approve the applied Leave, click the Approve button.
     • Success notification message will show.
       Leave successfully approved
     • Leave status will become “Approved”
     • For Approval counter will update.
     • ban Cancel button will appear
     • Otherwise, an error notification message will show.
       Please fill the required fields
   • To proceed without approving the applied Leave, click the Cancel button.

How to Void Leave Requests

To void a leave that has already been applied for any reason, please follow these steps:

1. Click the ban Cancel button to open a confirmation modal. Yes button to confirm.
   • Success notification message will show.
     Leave successfully voided
   • Leave status will update to “Void”

To prevent leave from being cancelled, click the No button.

Rejecting Leave Requests

To reject the applied Leave, click the Reject button.

1. Success notification message will show.
   Leave successfully rejected
2. Leave status will update to “Rejected”
3. Otherwise, an error notification message will show.
   Please fill the required fields
4. To proceed without rejecting the applied Leave, click the Cancel button.

How to Load More Employee Leave under Applications

If there are more than 20 leave requests on the list, click theLoad More button to display other leaves since the default item number displayed on the screen is from count 1 to 20.

How to Load More Employee Leaves under For Approvals

If there are more than 20 leave requests on the list, click the Load More button to display other leaves since the default item number displayed on the screen is from count 1 to 20.

To View Holidays

1. Click the calendar-star button.
2. The summary table displays the list of created holidays with the following columns:
   • Item number “#”
   • Holiday Name
   • Date of Holiday
   • Pay Rate Multiplier (%)
   • Holiday Type
   • Status
   • Actions
     • pen Edit Holiday
     • power-off Activate/Deactivate Holiday

Searching Holidays

To search for a holiday, follow the steps below:

1. Key in the name of holiday in the Search Bar as shown in the snip below:
2. The Holidays Summary Table will display the searched holiday.

Filtering Holidays by Status

This feature is to filter Holidays by status.

• Created. This gray-colored status shows the newly created Holiday. Click the filter-by-status drop-down and select “Created”.
• Active. This green-colored status shows the active Leave Types. Click the filter-by-status drop-down and select “Active”.
• Inactive. This red-colored status shows the inactive Leave Types. Click the filter-by-status drop-down and select “Inactive”.

Filtering Holidays by Date Range

This feature allows users to filter the list of holidays based on a specified start and end date. It helps streamline holiday management by displaying only the holidays that fall within the selected date range.

Creating Holidays

Create a record of Holidays by following the procedures as follows:

1. Click the plus Create button. A modal will display to begin creation of holidays.
2. Fill in the necessary fields displayed in the modal.
   • Holiday Name
   • Holiday Type
     • Regular Holiday
     • Special Non-Working Holiday
     • Special Working Holiday

     exclamation-circle Note

     Customize more holiday types according to the company’s preference or holiday types that are applicable in the organization.

   • Date of Holiday
   • Pay Rate
     • Regular Holiday (x2)
     • Special Non-Working Holiday (x1.3)
     • Special Working Holiday (x1)

     exclamation-circle Note

     Customize holiday rates according to the company’s preference or rates that are applicable in the organization.

   exclamation-circle Note

   Required (*) fields should not be empty.

3. Click the Create button to create the holiday.
   • A successful notification message will show:
     Holiday successfully added
   • If one of the required fields is empty or creation is unsuccessful, an error message will show:
     Please fill the required fields

To cancel the creation of Holiday, follow the procedures below:

1. Click the Cancel button.
2. Create Holiday modal will close.

Editing Holidays

1. Click the pen Edit button. This will show the Edit Holiday modal.
2. Fill in the necessary fields displayed in the modal.
   • Holiday Name
   • Holiday Type
     • Regular Holiday
     • Special Non-Working Holiday
     • Special Working Holiday

     exclamation-circle Note

     Customize more holiday types according to the company’s preference or holiday types that are applicable in the organization.

   • Date of Holiday
   • Pay Rate
     • Regular Holiday (x2)
     • Special Non-Working Holiday (x1.3)
     • Special Working Holiday (x1)

     exclamation-circle Note

     Customize holiday rates according to the company’s preference or rates that are applicable in the organization.

   exclamation-circle Note

   Required (*) fields should not be empty.

3. Click the Update button to update the holiday.
   • A successful notification message will show:
     Holiday successfully updated
   • If one of the required fields is empty or creation is unsuccessful, an error message will show:
     Please fill the required fields

To cancel updating the Holiday, follow the procedures below:

1. Click the Cancel button.
2. Edit Holiday modal will close.

Activating Holidays

1. Click the power-off Activate button to activate the holiday type. This will show a confirmation modal.
2. From the modal, click Yes to successfully activate the holiday type, otherwise, click No button.
3. Activation success message will show.
   Holiday successfully activated

Deactivating Holidays

1. Click the power-off Deactivate button to deactivate the holiday type. This will show a confirmation modal.
2. From the modal, click Yes to successfully deactivate the holiday type, otherwise, click No button.
3. Deactivation success message will show.
   Holiday successfully deactivated

How to Load More Holidays

If there are more than 20 holidays on the list, click the Load More button to display other holidays since the default item number displayed on the screen is from count 1 to 20.

To View Leave Types

1. Click the user-times button.
2. The summary table displays the list of created leave types with the following columns:
   • Item number “#”
   • Leave Type
   • Default Credit
   • Date Updated
   • Status
   • Actions
     • pen Edit Leave Type
     • power-off Activate/Deactivate Leave Type

Searching Leave Types

1. Key in the name of the Leave Type in the Search Bar to look for a particular Leave Type.
2. The Leave Type Summary Table will display the searched Leave Type.

Filtering Leave Types by Status

1. This feature is to filter Leave types by status.
   • Active. This status shows the active Leave Types. Click the filter by status drop-down and select “Active”.
   • Inactive. This status shows the inactive Leave Types. Click the filter by status drop-down and select “Inactive”.

Creating Leave Types

Create Leave Types by following the procedures as follows:

1. Click the plus Create button. A modal will display to begin creation of leave type.
2. Fill in the necessary fields displayed in the modal.
   • Name
   • Leave Type
   • Leave Type
     • With Pay
     • Without Pay
   • Default Credit
   

   exclamation-circle Note

   Required (*) fields should not be empty.

3. Click the Add Type button to create Leave Type.
4. A successful notification message will show:
   Leave type added
5. Created leave type will be added to the list of Leave Types in the Summary Table.

   exclamation-circle Note

   Default status for newly created Leave Types is ”Active”.

To cancel the creation of Leave Types, follow the procedures below:

1. Click the Cancel button to cancel the creation of Leave Type.
2. The screen closes the modal.
3. System will not proceed creating and saving a Leave Type.

Editing Leave Types

Edit and modify Leave Types by following the steps below:

1. Click the pen Edit button to modify Leave Type.
2. The screen displays a modal below to key in the updates in the following fields:
   • Leave Type Name
   • Type
     • With Pay
     • Without Pay
   • Default Leave Credit
   

   exclamation-circle Note

   Required (*) fields should not be empty.

3. Click the Update button to update the Leave Type.
4. A successful notification message will show:
   Leave type successfully updated
5. Saves the applied changes.

To cancel the update of Leave Types, follow the procedure/s below:

1. Click the Cancel button to cancel the update of Leave Type.
2. The screen closes the modal.
3. System will not proceed updating and saving a Leave Type.

Deactivating Leave Types

1. To deactivate a Leave Type, click power-off deactivate button.
2. Successful deactivation will show a notification message:
   Leave type successfully deactivated

Activating Leave Types

1. To activate a Leave Type, click power-off activate button.
2. Successful activation will show a notification message:
   Leave type successfully activated

How to Load More Leave Types

If there are more than twenty (20) Leave Types on the list, click the Load More button to display other Leave Types since the default item number displayed on the screen is from count 1 to 20.

Introduction to Employee Entitlements Page

This page assigns leave benefits and other entitlements applicable in the company. This software version currently offers two (2) types of entitlements assignment:

• Assigning Attendance Entitlements
• Assigning Leave Entitlements

Assign Entitlements to employees to help manage leaves and attendance entries. To access this page, navigate to the Human Resources Module and click "Employee Entitlements” under Manage Submodule as shown in the image below:

The screen redirects to the Entitlements page, showing several features to use that will be discussed in the next section.

Features in Employee Entitlements Page

The snip below is the high-level view of the Entitlements page along with its built-in features.

Entitlements Summary Table

The summary table displays the list of active employees with the following columns:

• Item number “#”
• Employee No.
• Employee Name
• Employee Position
• Status
• Actions
  • star-square Assign Attendance Entitlements
  • times-square Assign Leave Entitlements
  • power-off Activate/Deactivate Entitlements

Searching Employee Name or ID

To search for an employee, follow the steps below:

1. Key in the name or ID of the employee in the Search Bar as shown in the snip below:
2. The Entitlements Summary Table will display the searched employee name or ID.

Filtering Employee Entitlements by Status

This feature is to filter Employee Entitlements by status.

• Active. This green-colored status shows the active Employee Entitlements. Click the filter-by-status drop-down and select “Active.”
• Inactive. This red-colored status shows the inactive Employee Entitlements. Click the filter-by-status drop-down and select “Inactive.”

Assigning Attendance Entitlements

Assign Attendance Entitlements to employees by following the procedures as follows:

1. Begin the procedure by clicking the star-square Assign Attendance Entitlement button to display the Assign Attendance Entitlement modal as shown below:
2. Select an attendance type by clicking this field.
3. Click the plus Add button to add the attendance entitlement.
4. Review the details as shown in the table below:
   • Column 1 represents the item list number.
   • Column 2 displays the selected attendance type.
   • Column 3 shows the total number of attendance entitlement filed by an employee based on the employee's DTR.
5. To remove the entitlement type, simply click the trash Delete button to remove the assigned entitlement type.
6. Repeat steps 1-4 to assign more Attendance Entitlements to employee, otherwise proceed to Step 7.
7. Click the Close button on the bottom right or times Close button on the top right of the modal to close the Assign Attendance Entitlement modal.

Assigning Leave Entitlements

Follow the procedures below to assign Leave Entitlements to employees.

1. Begin this procedure by clicking the times-square Assign Leave Entitlement button to display the Assign Leave Entitlement modal as shown below:
2. Select a Leave type on this field.
3. Input the number of Leaves available for an employee.
4. Leave Credits automatically computes accrued leave.

   Sample computation for accrued VL with pay per month.

   Leave Type	No. of Leaves to Earn Annually	No. of Months per Annum	Monthly Leave Credits
   Vacation Leave	10	12	0.83

5. If Leave Credits are not accrued per month, set the Leave Credits field value to Zero (0) and disregard the auto-computed value for leave credits as shown in the table below:

   Leave Type	No. of Leaves	Leave Credits
   Vacation Leave	10	0

6. Click the plus Add button to add the leave entitlement type.
7. Review the details as shown in the table below:
   • Column 1 represents the item list number.
   • Column 2 displays the selected attendance type.
   • Column 3 displays the number of leaves.
   • Column 4 displays the leave credits.
   • Column 5 displays the total available leaves of an employee.
     • The default value for accrued leaves is zero (0). Leave credits will accumulate every 1st day of the month through a system job.
     • For non-accrued leave types, the total number of leave days shall be equal to the total number of available leave credits as shown in the image below:
8. To remove the entitlement type, simply click the trash delete button to remove the assigned entitlement type.
9. Repeat steps 1-7 to assign more Leave Entitlements to employee, otherwise proceed to Step 10.
10. Click the Close button on the bottom right or times close button on the top right of the modal to close the Assign Leaves Entitlement modal.

Deactivating and Activating Employee Entitlements

Follow the procedures below to deactivate and activate Employee Entitlements.

• To Deactivate Employee Entitlements. Select the entitlement you wish to deactivate and click the power-off Deactivate button. A modal will show for confirmation, and once confirmed, the status will update to “Inactive.”
• To Activate Employee Entitlements. Select the entitlement you wish to activate and click the power-off “Activate” button. A modal will show for confirmation, and once confirmed, the status will update to “Active.”

How to Load More Entitlements

If there are more than twenty (20) employees on the list (active employees only), click the Load More button to display other employee names since the default item number displayed on the screen is from count 1 to 20.

Introduction to Employee Schedules Page

This page manages and maintain information related to the work schedules of employees within the company. It is designed to assist in the effective scheduling and tracking of employee working hours, shifts, and availability.

To access this page, navigate to the Human Resources Module by selecting 'Employee Schedules' under the Manage submodule, as shown in the image below.

Features in Employee Schedules Page

The snip below is the high-level view of the employees schedule page along with its built-in features.

Summary Table

The summary table displays the list of Schedule with the following columns:

• Item number “#”
• Name
• Description
• Start Time
• End Time
• Total Hours
• Required Hours
• Action
  • pen Edit Schedule
  • user-edit Assign Schedule

Create Employee Schedule

1. Click the plus Create button.
2. Fill in Schedule details.
   • Name
   • Working Days
   • Start Time
   • End Time
   • Description
   

   exclamation-circle Note

   Fields with (*) are required.

3. Click the Create button.
4. A successful notification will show:
   Schedule successfully created
5. Step 3 will successfully create a new schedule otherwise, proceed to Step 6.
6. Click the Cancel button to cancel the creation of new schedule.
7. The screen closes the modal.
8. The system will not proceed on creation of new employees schedule.

Edit Employee Schedule

1. Click the pen Edit button.
2. Update Schedule details.
   • Name
   • Working Days
   • Start Time
   • End Time
   • Description
   

   exclamation-circle Note

   Fields with (*) are required.

3. Click the Update button.
4. A successful notification will show:
   Schedule successfully updated
5. Step 3 will successfully update schedule details otherwise, proceed to Step 6.
6. Click the Cancel button to cancel updating the work schedule.
7. The screen closes the modal.
8. The system will not proceed with updating the work schedule.

Assign Employees Schedule

1. Click the user-edit Assign button.
2. On the Employee dropdown select the name of the Employee to be added to the schedule.
3. Fill-in the Effectivity Date.
4. Click the plus Add button.
5. A successful notification will show:
   Employee Schedule successfully added
6. Step 3 will successfully add the scheduled to the selected employee otherwise, proceed to Step 6.
7. Click the Cancel button to cancel assigning a work schedule.
8. The screen closes the modal.
9. System will not proceed on assigning work schedule to employee.

Load More Employee Schedules

To verify if there are more than 20 Work Schedule created, click the Load More button to display other schedule since the default item number displayed on the screen is from count 1 to 20.