Employees and logins

Adding employees

• New employee: code, name, joining date, department, designation, reporting manager, shift and leave policy. Statutory and bank details can follow later.
• Import: download the Excel template, fill it in and upload. Every row is checked first and problems are listed before anything is saved.
• The reporting manager decides who approves the person's requests and who sees them as "team".

After adding someone: the joining checklist

Open the employee: the Joining checklist at the top shows what is still needed for them to clock in, take leave, get approvals and be paid. Each line is ticked when done:

• Reporting manager: who approves their requests. Without one, requests go straight to HR.
• Shift: their own, or the default shift.
• Leave: their leave policy (or the default), and whether this year's leave is credited. Leave is credited from the joining date by itself; for someone who already has a balance, use Time & leave › Leave balances › Adjust or Upload balances.
• Login, Salary, Bank and statutory details (PAN, UAN), and the Job description when your company uses job descriptions.

Giving a login

1. Open People › Employees and the person's ⋮ More menu.
2. Give login › Email a welcome link (recommended: they choose their own password; the link works once and lasts 7 days), or Show a one-time password to hand over in person.
3. Managers get the manager role by themselves. Change roles in Settings › Logins & roles.

Forgotten passwords

Staff use Forgot password on the sign-in page. If the email does not arrive, check the email on their login, or use ⋮ More › Reset login to send a new welcome link.

Changing many people at once

1. People › Employees: tick the people (or the box at the top for the whole page).
2. Change for selected › Change shift, Change leave policy or Change reporting manager.
3. For a shift, choose From today on (their own shift) or Only for these dates (for example a night shift for one week; it goes on the Attendance › Shift roster).

Online induction (add-on)

1. People › Inductions › Start an induction a few days before someone joins: name, mobile, email, joining date, the documents to collect and what they must read and agree to.
2. The joiner gets a private link (by email, or send it on WhatsApp from Link). It opens with the last 4 digits of their mobile number.
3. On the link they fill in their details, upload each document and agree to the handbook, the induction presentation, their job description and your statements. Each agreement is recorded with the date and time.
4. Check documents: accept each one or Ask again with a reason; the link opens again for those only.
5. Schedule induction: in person, or online. Online, tick Make a Teams meeting and HR Bingo makes the meeting with its Teams link, and Outlook sends the invitation to the joiner and you (if your HR Bingo has Teams set up; otherwise paste a Teams or Zoom link). Moving it cancels the old meeting.
6. Make the employee: the employee record is made with their details and documents.
7. Their login opens by itself on the joining day. Afterwards press Joined, or Did not join to remove the record.

Announcements

People › Announcements: messages to all staff, shown in the app and on their phones.

Frequently asked questions