EasyHR User Manual
Author: Christian Jake Aliser
Version: Gamma.008.001
Section I: Introduction
Overview
- EasyHR is a cloud-based payroll software solution that provides automated features for handling essential payroll tasks, including the calculation and automation of statutory payroll deductions such as BIR, HDMF, SSS, and Philhealth. It also streamlines the computation of DTR (Daily Time Record) for tardiness, absences, undertime, overtime, holidays, and various leave types, simplifying manual and repetitive tasks such as report preparation for the BIR, HDMF, SSS, and PhilHealth.
Purpose of this User Manual
- The EasyHr user manual is designed with the primary objective of delivering clear and comprehensive guidance to users on the effective and safe utilization of the product, system, or service.
Our core aim in creating this user manual is to furnish users with detailed, step-by-step instructions pertaining to the operation, assembly, installation, and utilization of the product or system. This equips users with the knowledge necessary to optimize the utilization of the product’s features and functionalities.
Moreover, this manual functions as a readily accessible reference document, allowing users to swiftly access information concerning specific functions, settings, or maintenance procedures.
This user manual offers a meticulously structured and easily understandable guide, effectively augmenting the user experience and increasing the probability that users will proficiently engage with the product or service, ultimately resulting in heightened user satisfaction.
Who should use this manual
- Primary users within the EasyHR system are typically employees or staff members of an organization. These individuals consult the EasyHR user manual to access guidance, information, and instructions pertaining to HR-related policies, procedures, and practices.
- The EasyHR user manual functions as an all-encompassing reference resource for anyone within the organization seeking to gain insights, implement, or adhere to HR-related policies and procedures. Its purpose is to promote consistency, transparency, and alignment of HR practices with the organization’s overarching goals and values.
Best Practices
By following these best practices, an organization can streamline its HR processes, enhance employee engagement, and better manage its workforce, leading to improved productivity and compliance.
Setting up the master files
- EasyHR offers two master files setup features: one for manual adding and another for bulk uploads. Master files on EasyHR include: Employee, Users, DTR and Payroll. Keep the following guidelines in mind to ensure successful entry when setting up the master file(s):
Employee
- Among the employee detail fields listed below, we’ve set a validation to prevent the use of special characters, with the only exceptions of(- ‘Ññ‘.).
- Select Position
- Select Payroll Group
- Contact Tel No.
- Contact Mobile No.
- Address
- Select City
- Select Date of Birth
- Select Religion
- Select Zip Code
- Place of Birth
- Select Civil Status
- Select Sex
- Select Citizenship
- Height
- Weight
- Blood Type
- These are the special characters that were restricted: ~ ` ! @ # $ % ^ & * ( ) _ + = { } [ ] | \ / : ; ” < > , ? À Á Â Ã Ä Å Æ Ç È É Ê Ë Ì Í Î Ï Ð Ò Ó Ô Õ Ö × Ø Ù Ú Û Ü Ý Þ ß:
- Please ensure the avoidance of duplicate ID Number, as they must be unique to prevent any errors when users upload employee master files.
- Please ensure the avoidance of duplicate Biometric ID Number, as they must be unique to prevent any errors when users upload employee master files.
- Make sure all fields in the master file have a value or data to prevent any errors when uploading the employee master file.
Users
- The users uploading the master file should be unique and all fields should have a value to prevent any errors when uploading the Users credentials master file.
- Username
- Passwords (Note: Must contain uppercase, lowercase, number and special character. Special characters such as [<>?/:;’{}|\-_=+()] are NOT allowed)
- FullName
- Employee ID number (Note: Must be the same ID number as the employee)
DTR
- The users uploading the master file should follow the template of the system to prevent any errors when uploading the DTR master file.
- Essential fields must contain valid values for importing DTR.
- Employee ID
- Employee Name (Note: Same as Employee ID)
- Att_Time (Note: The format should be ‘9/16/2023 8:00:14 AM)
Payroll
- The users uploading the master file should follow the template of the system to prevent any errors when uploading the Payroll master file.
- Essential fields must contain valid values for importing DTR.
- Employee ID
- Employee Name
- Regular Working Day
Internet Connection
- To ensure a smooth experience with EasyHR and to avoid unexpected issues when uploading new master files or updating existing ones, it’s important to have reliable internet connection. Here are some best practices to consider:
- Use a Secure Network: Connect to a secure and trusted Wi-Fi network or wired connection.
- Minimum Upload Speed: For efficient uploading of new master files and updates, your internet connection should have a minimum speed of at least 25 Mbps.
Device Shutdown
- To maintain the condition of your device and ensure consistent access to the EasyFS cloud system, it’s essential to follow these best practices for proper device shutdown:
- Regular Device Shutdown: Shut down your computer or mobile devices regularly to prevent overheating and extend hardware lifespan.
- Graceful Closure: Before shutting down your computer, ensure all applications, including EasyFS, are closed properly. Saving any unsaved work is essential.
- Close EasyFS: Specifically, close EasyFS and log out of your EasyFS account before shutting down your device. This ensures that any ongoing tasks are saved and that EasyFS is in a stable state.
- Update Software: Keep your device’s operating system and EasyFS software up to date. Updates often include bug fixes and security enhancements that can prevent hardware-related issues.
- Battery Maintenance: If you’re using a laptop or mobile device, manage your device’s battery health by following the manufacturer’s recommendations for charging and discharging cycles.
- Uninterruptible Power Supply (UPS): If possible, use a UPS to provide backup power during brief outages, ensuring that your device has enough time to shut down gracefully.
Section II: Getting Started
Introduction
The EasyHR system is a powerful and comprehensive software solution that has been implemented to enhance and simplify the management of human resources within our organization. Designed to meet the evolving needs of modern businesses, our EasyHR system is a vital component of our strategic approach to workforce management. It facilitates the efficient and effective handling of various HR functions, ensuring a more organized, compliant, and productive work environment.
How to Access EasyHR System
Logging In
- Open your web browser: Launch your preferred web browser. We recommend using the latest version of popular web browsers like Google Chrome, Mozilla Firefox, Safari, or Microsoft Edge.
- Visit the system’s web address: In the address bar of your web browser, enter the URL for EasyHR. The web address may look like”https://demo.easycloudhr.com/security/login”.
- Enter your credentials: You will be redirected to the login page. Here, enter your username and password. Make sure to use the correct credentials associated with your EasyHR account. If you have no account yet, better inform the system’s Administrator to create you an account.
- Click “Login”: Once you’ve done entering your credentials, click the Login button.
Forgot Password
- If you’ve forgotten your password, no need to worry. Simply click the “Forgot Password” link on the login page. You’ll receive instructions on how to reset your password via your registered email address.
(Note: You are required to provide your username in the event that you select the “forgot password” option)
