Human Resources (HR)

The Human Resources (HR) module in Softhash helps you manage employee records, track attendance, handle payroll, and streamline your HR processes. This guide overviews key features to help HR teams organize and simplify employee management.

1. Employee Management

Centralize employee data with Softhash’s Employee Management tools, making storing and updating information easy.

1.1 Adding a New Employee

  1. Navigate to HR > Employees > Add New Employee.

  2. Fill in the employee details:

    • Personal Information: Name, address, contact details, and date of birth.
    • Job Details: Job title, department, manager, and employment type (e.g., full-time, part-time, contractor).
    • Employee ID: Assign a unique identifier for easy tracking.
    • Start Date: Set the official start date for onboarding records.

  3. Save the profile to add the employee to your records. Each employee profile includes personal, job, and employment history data for easy reference.

1.2 Organizing Employee Data

Organize employees by:

  • Departments: Group employees by departments, such as Sales, Marketing, or Engineering.
  • Roles and Permissions: Assign role-based access to HR features, ensuring sensitive data is protected and visible only to authorized users.

These categorizations simplify navigation and ensure data security across the organization.

2. Attendance and Leave Management

Track employee attendance and manage leave requests efficiently with the built-in attendance tools.

2.1 Recording Attendance

  1. Navigate to HR > Attendance.
  2. Employees can check in and out directly through the portal, or managers can log attendance manually.
  3. Attendance Status: Monitor each employee’s daily status (e.g., Present, Absent, Remote).

This feature provides an overview of attendance patterns, helping HR managers ensure compliance with work schedules.

2.2 Leave Management

Set up leave policies and manage employee requests for different types of leave:

  1. Leave Types: Define leave types such as Vacation, Sick Leave, and Maternity Leave in HR > Leave Settings.
  2. Leave Requests: Employees can submit leave requests via the employee portal. Managers receive notifications to review and approve or deny requests.
  3. Leave Balances: Track each employee’s leave balance to ensure accurate time off records.

2.3 Leave Calendar

View approved and pending leaves on a shared Leave Calendar, making it easy for managers to plan team schedules without conflicts.

Note: Leave policies and accrual rules can be customized to fit your company’s guidelines.

3. Payroll Management

Automate payroll calculations and manage pay runs accurately, saving time and reducing errors in payroll processing.

3.1 Setting Up Payroll

To set up payroll, go to HR > Payroll Settings:

  1. Salary Components: Define salary components like base pay, bonuses, overtime, and deductions (e.g., taxes, benefits).
  2. Pay Schedule: Set the pay frequency (e.g., weekly, bi-weekly, monthly).
  3. Tax and Compliance: Configure tax withholding settings based on regional requirements.

3.2 Processing Payroll

  1. Run Payroll: Go to HR > Payroll > New Payroll Run.

  2. Review employee hours, apply any bonuses or deductions, and preview total amounts.

  3. Generate Payslips: Softhash generates payslips for each employee, including details like net pay, taxes, and deductions.

  4. Payroll Reports: Access payroll summaries and export them to CSV or PDF for further analysis and compliance reporting.

Tip: Regular payroll reports help maintain financial accuracy and simplify tax reporting.

4. Performance Management

Softhash’s performance management tools enable you to set goals, conduct appraisals, and monitor employee progress.

4.1 Goal Setting

  1. Go to HR > Performance > Set Goals.
  2. Define goals for employees, either individually or as part of a team, and align them with department or company objectives.
  3. Set timelines and key performance indicators (KPIs) to measure success.

Regular goal tracking helps employees stay focused and motivated while providing clear criteria for performance reviews.

4.2 Conducting Performance Appraisals

  1. In HR > Performance Appraisals, select the employees scheduled for review.
  2. Enter feedback, rate performance against predefined criteria, and provide recommendations for improvement or career development.
  3. Store appraisal results in each employee’s profile for reference in future reviews.

Note: Performance appraisals can be scheduled periodically or conducted on-demand, depending on the review cycle.

4.3 Feedback and Recognition

Encourage continuous feedback and recognition:

  • Peer Feedback: Allow team members to provide feedback on colleagues, fostering a culture of support.
  • Recognition Badges: Award badges for achievements, such as Employee of the Month or Top Performer.

These features support a positive work culture and employee engagement.

5. Employee Self-Service Portal

Softhash provides an Employee Self-Service Portal where employees can access their personal information, request time off, view payslips, and track performance goals.

5.1 Accessing the Portal

  1. Employees log into the portal via My Profile.
  2. Features available in the portal:
    • Leave Requests: Submit and track time-off requests.
    • Payslip History: View and download payslips for payroll records.
    • Personal Information: Update personal contact information or emergency contacts.
    • Performance Goals: Track progress on goals set by managers.

Allowing employees to manage basic tasks independently frees up HR resources and improves overall efficiency.

6. Compliance and Document Management

Manage employee documentation and ensure compliance with labor laws and company policies using Softhash’s document management tools.

6.1 Storing Employee Documents

  1. Go to HR > Documents and upload important employee documents (e.g., contracts, ID copies, tax forms).
  2. Attach documents directly to employee profiles, ensuring quick access and secure storage.
  3. Set Document Expiration Alerts for documents that need periodic renewal, such as certifications or work permits.

6.2 Compliance Tracking

Softhash enables you to stay compliant by tracking requirements for each employee:

  • Training Records: Log completed training for compliance and certification purposes.
  • Policy Acknowledgments: Track employee acknowledgments of company policies, such as anti-harassment training or code of conduct.

Staying organized with compliance records helps your business avoid legal risks and ensures all staff members meet necessary requirements.

7. HR Analytics and Reporting

Softhash provides analytics to help HR teams track performance, identify trends, and make data-driven decisions.

7.1 Key HR Reports

  • Employee Headcount: Monitor the number of active, terminated, and newly hired employees.
  • Attendance Reports: Analyze attendance trends, including absences and punctuality.
  • Payroll Summary: Review total payroll expenses over a period, categorized by departments or roles.
  • Leave Utilization: Track leave balances and usage rates to manage workforce availability.

7.2 Generating Reports

  1. Go to Reports > HR Reports.
  2. Select the report type and apply filters, such as date range, department, or employee role.
  3. Generate the report to gain insights into HR metrics and export data for further analysis.

Regularly reviewing HR analytics helps you make informed decisions about hiring, workforce planning, and employee development.