Hawk HR

Employee FAQs

13 FAQs
How to download the Organization chart?
* Follow the path: Control panel -> Analytics -> Employees -> Organizational chart. * Click on the option ?Ç£Org Chart View2?Ç£, a new page opens up, where click on ?Ç£Download SVG?Ç¥ option on the top right corner. * This will help you download the organization chart.

Employee

Please let us know the steps to delete the employee data of the year 2022. We want to keep the salary slips of the left employees.

Please note that once you delete employees from the system, all associated data will be 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. Ensure you have backed up or exported any necessary information before proceeding with the deletion, as this action cannot be undone.

Employee

How can I bulk update compliance information for employees in HRStop?

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. Login 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 will update the records accordingly and display a confirmation. This feature helps ensure efficient and error-free compliance updates across your organization.

Employee

How can I deactivate an employee in HRStop?

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 will be 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 will be suspended immediately, but all of their data will remain securely stored in the system.

Employee

Can I change an approved exit date for an employee in HRStop?

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 will appear.
    Click on the employee’s name whose exit date you want to change.
  3. A new window will open 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 will be able to perform this action.

Employee Offboarding

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 on 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 the Control Panel → Employees → Bulk Update.
  8. Upload the modified CSV file.

Once uploaded, the system will process the changes and remove the personal email IDs for all listed employees.

Employee

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 desired employee.
  3. Click on "View Employee Timeline" under the Actions column.
  4. A new page will open, displaying the employee's profile and activity timeline.

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

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

Employee

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

Steps to Change 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 on Edit next to their name.
  3. Update the Weekly Off
    • Scroll to the Weekly Off section.
    • From the dropdown menu, select the desired 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 will now be reflected in the employee's profile and schedules.

Employee Attendance

To view and manage employee bank details:

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

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

Employee Analytics

To access and download document counts submitted by employees:

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

=> All filters and changes are applied instantly.

Employee

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

Employee

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

Employee

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.

Employee

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