Frequently Asked Questions

How to Add Backdated Holidays in the HRStop Portal

Adding backdated holidays in HRStop is simple. Follow these easy steps to update your holiday calendar. <h3>Step-by-Step Guide</h3> <ol><li>Log into HRStop<ul><li>Sign in to your HRStop account.</li><li>Go to the Control Panel. </li></ul></li><li>Access Holiday Module<ul><li>In the Control Panel, click on Holidays.</li><li>You’ll see a list of holiday calendars. </li></ul></li><li>Select a Holiday Calendar<ul><li>Choose the holiday calendar you want to update.</li><li>Click on it to view its details. </li></ul></li><li>Add Holidays<ul><li>Click the Add Holiday button at the top right.</li><li>From the dropdown, select Import. </li></ul></li><li>Download CSV Template<ul><li>Click the Download CSV File link to get the template. </li></ul></li><li>Fill in Holiday Details<ul><li>Open the CSV file.</li><li>Enter the holiday name, backdated date, and any other details.</li><li>Save the file. </li></ul></li><li>Upload the CSV File<ul><li>Return to HRStop and upload the saved CSV file.</li></ul></li><li>Review and Confirm<ul><li>Select the correct date format.</li><li>Click Review and Upload to complete the process.</li></ul></li></ol> <h3>Conclusion</h3> Your backdated holidays are now added! Double-check the CSV file for accuracy before uploading to ensure smooth updates.

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.

Please guide on how to increase the celebration leave credit by 1 day for all employees. The category is created with 2 leaves allowed, but we want to change it to 3.

Please note that you can import the 1 more leaves for now, by referring to the following path: Control Panel -> Leaves -> Balance -> Click on Manually Adjust Drop Down -> Import Leave Balance. (By downloading the CSV file you can put the input and upload it) For auto crediting from next year, you can entitle the leaves by referring to the following path: Control Panel -> Leaves -> Entitlement.

Why is it attendance showing as LOP or Half Day even has the employee has worked for full day or present??

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. Above 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: <ol><li>Go to the Control Panel.</li><li>Select Attendance.</li><li>Click on the Import Drop Down.</li><li>Select Calculate.</li></ol> To calculate the attendance, please follow this attached article: <a href="https://hawkhr.thedocs.in/84/Calculating-attendances">https://hawkhr.thedocs.in/84/Calculating-attendances</a> <ol></ol> By following these steps, authorized administrators can ensure accurate and timely attendance calculations, even when initial data synchronization issues occur.

Different Calculation mode available in Salary Template

Hawk HR allows an user to opt for different calculation mode against Salary component. Please refer to the following calculation mode available in the system: 1.

My leaves are not getting credited. What is the reason and how to troubleshoot this?

Leaves are credited automatically by the system as per the Leaves entitlement rules one has defined in their Hawk HR portal. Kindly go through the following points to trouble shoot the same: 1. **Credit Frequency**: Leaves are credited as per the frequency defined in the Leave Entitlement rule which can be Monthly, Quaterly , Annually and Once. 2. **Employee profile is not updated as per the Entitlement Rule**: Entitlement rules are defined on various factor such as Employment Type, Service Status,Department, Designation,Band, Location, Entity etc. If the the employee details do not matches that of the entitlement rule, leaves will not be credited into their account. 3. **Entitlement rule has an Experience Barrier**: If the Entitlement rule has an experience limitation then only the employees having more experience than that will be eligible for leave credits under that category. 4. **Maximum Leave Count allowed**: If the entitlement rule has Maximum count allowed defined in it , then the system will stop crediting the leaves in employee account once their leave count reaches that mark. 5. **Defer Crediting**: Defer Crediting allows the leave count accumulation in the system which is used when you wish to credit the accumulated balance (from their date of joining) in employees account once they are confirmed. Checking this box in Leave entitlement rule will stop the leave credit for all the employees who falls under their entitlement rule. 6. **Incorrect Balance**: Please check the entitled balance per annum that will be credited based on the credit frequency. 7. **Employee Leave Entitlement**: Please note that Hawk HR allows the Admin to define the Leave Entitlement rule on employee basis as well and this rules are given priority over the group Entitlement rules. In case of wrong credit or non credit, please check if a employee leave entitlement rule has been defined for the concerned employee.

How to change ESIC rate?

To change esic rate: 1. Navigate to: **Control Panel -> Settings -> Payroll**, the newly opened page shows fields to manage payroll settings. 2. Downscroll the page to come to the section of **Statutory Info**, under **ESIC Setting**, different fields are given to manage esic settings. 3. To specify the esic wage limit, enter the value against the field **ESIC wage limit**, also mark the check box to use this in the system. 4. Also enter the **Employee ESIC Rate** and **Employer ESIC Rate** respectively. 5. Downscroll the page to click on **Update Details** button, to save the changes.

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.

How to update the new company address and reflect in the payslips?

Navigate to: **Control Panel -> Settings -> Payroll**, come to the section of **Payroll Info** and update the new company's address. Next, once the company/entity address has been updated, you will have to regenerate the payslips. Navigate to **Control Panel -> Payroll -> Payrolls**, select the month, select the employees and click on drop down of ?Ç£Bulk Action?Ç¥ and choose, ?Ç£Regenerate?Ç¥ and check the status after half an hour.

I uploaded the leave balances of employees and by mistake uploaded wrong balances for some employees. How can I change that? Is there an option to edit the leave balance of a particular employee?

Yes, you change that. There is an option using which you can edit/ manipulate the leave balance of a particular employee. Using the ?ÇÿManually Adjust?ÇÖ option you can change the leave balances of an employee (of each leave type assigned to him).

I want email to be followed each time an employee requests 'on duty'?

For getting notified by email each time an employee requests 'on duty': Navigate to: **Settings -> Notification**, come to the option of **On Duty Requested** under section of **Leaves**, check the options to whom you want to send the mail, you can also enter an another email, on which notification mails will also be sent.

Can I apply work from home for half day?

No, work from home can be only applied for full day.

I am unable to apply work from home?

You are unable to apply for work from home because of the following reasons: 1. Your admin has restricted you from taking "work from home" leaves 2. If work from home is already applied 3. If you are trying to apply work from home on a holiday or weekend 4. If employee is already present 5. Or may be a leave is already applied

I have applied on duty for my employee but it is showing "L" in attendance, how do I ensure the type of leave?

In the attendance module, hover over the "L" entry, it shows the type of leave applied.

I have applied On duty leave, it is still in reflecting in my attendance module?

If it is not appeared in your attendance, that means your reporting manager has still not approved it. It will be only shown after his/ her approval.

Can I apply on duty punch for the whole day?

No, you cannot apply on duty punch for whole day. *On duty* punch is applied when the employee is not available for a certain period of time, within office hours. If he/ she is not available for the entire day, then "On duty" leave is applied.

Can I update an already submitted expense?

No, once an expense is submitted, you cannot update it. It is prescribed to create a draft of expense and save the changes, once the employee is sure about the expense, he can submit it for approval.

The system is not allowing me to raise the expense?

If you are exceeding the limit of amount of expense raised, the system will not allow you to raise the expense. You can view the limit of expense in **Main panel -> Expense -> Create Expenses -> View limits (page navigation bar)**

I am unable to view the category in which i want to raise the expense?

If you are not able to view the category, that means the admin has not created that category.

Even though my reporting manager has approved my expense, it is still not showing in my approved expenses list?

By default, the system is configured for two levels of approval i.e- Reporting manager, Admin. Even though your reporting manager may have approved it, but your admin hasn't approved it.

I am not able to upload my expenses (screen is keep buffering after uploading)?

If after uploading the expenses, you screen keep on buffering, this problem arises if your file size is greater than 2 MB. You can avoid this problem by: 1. Keeping the file size not more than 2 MB 2. Uploading segregated expense proofs

How to set notifications setting for events? Or How to manage email alerts for various events?

* Navigate to: **Control Panel -> Settings -> Notification** * A new screen will open with header ?ÇÿNotifications?ÇÖ. * Here a table is given. Now different is given for which emails are sent. * Select (tick/check) those for which you want notifications to be sent. You can manage it from this page. * And there is a column ?ÇÿEmail/Mobile(comma separated)?ÇÖ, in these fields you can add email ids/ mobile numbers of people you want to be notified as well apart from the super admin/admin/reporting managers etc. * This can be managed according to each module?ÇÖs need easily.

How to view/delete the email ids in Suppression list?

The email ids present in the suppression list can be viewed from **Control Panel -> Settings -> Notifications -> Suppression list**. A new window opens up, where the list of all the email ids which have been suppressed and are not able to receive any email is available. You can also delete the email ids in the suppression list by clicking on the delete option available against each email id. Clicking on the Delete option would send the OTP to the email account of the account holder through which the email ids are being deleted.

Can an employee schedule training sessions?

An employee can only apply for the training session in case the employee has the access/authority. If the employee does not have the access then the employee can only attend the training. The access to the employee to request for training session joining depends on the type of training created, i.e Open / Nominated.

How can an employee apply to attend training?

* Navigate to: **Main Panel -> Training** * A screen with header **Training Calendar** will open. * The training scheduled for the current month will appear in the calendar (if added by admin). * Click on the training title in the calendar view with a reason to join. * Once the request is approved by the admin, the employee will be eligible to attend the training.

How to enable the necessary emails to be triggered off for the training scheduled for the Internal / External trainer:

* Navigate to **Control Panel -> Settings -> Notifications** * A new page opens up where under the training head, enable the check box against the Trainer for "Register Training", "Nominate Training", and ?Ç£Approve Training?Ç¥ option. * The trainer if internal will receive the email notification on the registered email id and the trainer if external will receive the email notification updated while adding the trainer. * You can also update the ?Ç£Email/ Mobile (comma separated)?Ç¥ and enter the email/ mobile number in the column and accordingly the email notifications will be triggered off to the respective email ids updated.

Can I assign training to only a set of employees?

The admin can assign a set of employees to the training scheduled. Navigate to: **Control Panel -> Training -> +Create new**. A new window opens wherein you have to fill in the details about the training. There is an option **Eligible Participants**, select the desired participants for the training. Scroll down after you fill in the details and enable the **Allow manager to nominate employees for training**. This will allow the managers to nominate the employees for the training session.

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