A Complete Guide to Leave, Attendance, Payroll, and Workforce Configuration Settings

Introduction

uKnowva HRMS offers extensive configuration settings that allow organisations to tailor leave management, attendance tracking, payroll processing, workforce governance, and compliance workflows to their exact operational needs. 

These settings act as the foundation of how policies are enforced, approvals are routed, salaries are calculated, and employee data is governed across the platform.

All the configurations described in this document can be accessed within your uKnowva instance by navigating to the configuration panel. To access these settings, log in to your uKnowva account and click on your Profile Icon located at the top-right corner. From the list of menus, select uKnowva Configuration , which will open the main configuration page. From the left-side menu, click on Apps Manager to view the list of applications available in your instance. Search for HRM Lite or scroll until you locate it, and then click on it to open its configuration settings.

This document explains each configuration in detail, grouped by functional areas such as Leave Management, Attendance, Payroll, Approvals, Workforce Lifecycle, Manpower Planning, and System Controls. 

Each setting description clarifies what the configuration does, where it reflects in the system, why it is important, and how it impacts daily HR operations.

Leave Management & Policies

→ Start Month of the Year for Leave Allocation
This setting defines the starting month of the leave year used for leave allocation and leave balance calculations.

It determines whether the organisation follows a calendar year cycle (January–December) or a custom financial or policy-driven cycle such as April–March.

This configuration reflects directly in leave accrual calculations, leave balances, carry-forward logic, and leave reports. Setting the correct start month ensures that leave allocation aligns with company policy, statutory requirements, and payroll cycles rather than default calendar settings.

Key benefits for HR

• Ensures leave allocation aligns with financial or policy year

• Prevents incorrect accrual or balance calculations

• Maintains consistency in leave reports and compliance documentation

Top use cases

• Used when the organization follows a financial year-based leave policy

• Configured during leave policy setup or policy restructuring

• Important for companies managing carry-forward and annual leave encashment

→ Allow Half-Day Leaves
This setting determines whether employees are permitted to apply for half-day leave instead of a full day.

When enabled, employees can select half-day options while applying for leave, allowing for more flexible leave management. If disabled, only full-day leave applications will be accepted.

This configuration reflects in the leave application form, leave balance calculation, and attendance records. It directly impacts leave deduction logic and reporting accuracy.

Key benefits for HR

• Provides flexibility in leave management

• Ensures accurate leave deduction for partial absences

• Supports better attendance and payroll alignment

Top use cases

• Used in organizations allowing short personal leaves

• Helpful in managing medical appointments or short-duration leave

• Configured in companies with detailed attendance tracking policies

→ Apply Leave for Current Financial Year Only
This setting controls whether employees can apply for leave only within the current leave or financial year.

If enabled, employees are restricted to selecting leave dates within the active leave calendar year. If disabled, users can apply for leave for past or future years without restriction.

This configuration reflects in the leave application date selection process. It helps maintain clean leave records and prevents backdated or future-dated leave entries beyond the defined policy cycle.

Key benefits for HR

• Prevents incorrect backdated leave applications

• Maintains accurate year-wise leave reporting

• Ensures policy compliance within the defined leave cycle

Top use cases

• Used in organizations with strict leave year policies

• Helpful for maintaining clean annual leave data

• Configured to avoid cross-year reporting complications

→ Cancel Leave for Current Financial Year Only
This setting determines whether employees can cancel leave requests only within the current leave or financial year.

If enabled, leave cancellation is restricted to the active leave cycle. If disabled, employees may cancel leave from previous or future years, depending on system permissions.

This configuration reflects in the leave cancellation process and impacts leave balance recalculations and historical leave records. It ensures that leave data remains consistent and audit-ready.

Key benefits for HR

• Prevents unauthorized modification of historical leave records

• Maintains audit accuracy and compliance

• Ensures proper balance recalculations within the active leave year

Top use cases

• Used in organizations requiring strict audit control

• Helpful during statutory audits and compliance reviews

• Configured to maintain the integrity of past leave data

→ Exclude Leave Types from Financial Year

This setting allows HR to select specific leave types that should not be considered within the defined financial or leave year cycle.

If no leave types are selected, the system will include all leave types in the financial year calculations by default. When specific leave types are excluded, those leave categories will not follow the standard leave year logic for allocation, carry-forward, or reporting.

This configuration reflects in leave balance calculations, financial year reports, carry-forward processing, and leave summaries. It helps HR separate special leave categories from regular annual leave policies.

Key benefits for HR

• Enables flexible leave policy structuring

• Prevents certain leave types from affecting annual leave calculations

• Improves accuracy in financial year reporting

Top use cases

• Used for excluding maternity, sabbatical, or special leave from the annual cycle

• Helpful when certain leave types follow lifetime or tenure-based rules

• Configured during leave policy customisation

→ Auto Set End Date for Selected Leave Types

This setting allows HR to define specific leave types where the end date should automatically populate when an employee applies for leave.

Once configured, when a user selects the specified leave type during application, the system auto-fills the end date based on predefined logic (such as fixed-duration leave). This reduces manual input and prevents incorrect date selection.

This configuration reflects directly in the leave application form and ensures consistent leave duration rules for selected leave categories.

Key benefits for HR

• Reduces manual errors in leave application

• Ensures policy-driven leave duration compliance

• Speeds up the leave application process

Top use cases

• Used for fixed-duration leaves such as bereavement leave or marriage leave

• Helpful for one-day mandatory leave types

• Configured when certain leave types must follow predefined duration rules

→ Send Leave Request Notifications to Approvers via Email

This setting determines whether leave requests should also be sent to approvers through email notifications in addition to system notifications.

If enabled, approvers will receive email alerts whenever a leave request is submitted, ensuring timely action. If disabled, notifications will remain only within the system dashboard.

This configuration reflects in the approval workflow communication process and directly impacts response time and leave approval efficiency.

Key benefits for HR

• Ensures approvers do not miss leave requests

• Speeds up approval turnaround time

• Enhances communication transparency

Top use cases

• Used in organisations where managers rely heavily on email communication

• Helpful for hybrid or remote work setups

• Configured to reduce approval delays

→ Notify Users on Manual Leave Balance Changes

This setting controls whether employees should receive a notification when their leave balance is manually updated by HR.

If enabled, users are notified whenever their leave balance is changed through manual update or bulk import. If disabled, balance updates will occur silently without notifying employees.

This configuration reflects in system notifications and ensures transparency in leave balance adjustments.

Key benefits for HR

• Promotes transparency in leave management

• Reduces confusion regarding sudden balance changes

• Builds trust between HR and employees

Top use cases

• Used during leave balance corrections or policy revisions

• Helpful after bulk leave imports or migration

• Configured to maintain clear communication during audits or adjustments

→ Allow Manager/HR to Apply Leave on Behalf of Employees

This setting determines whether Managers and HR users can submit leave applications on behalf of employees.

If enabled, authorized users can create leave requests for team members directly from the system. If disabled, employees must apply for their own leave.

This configuration reflects in the leave application interface and permission controls. It supports operational flexibility, especially in cases where employees may not have system access or require administrative support.

Key benefits for HR

• Ensures leave records are maintained even if employees are unavailable

• Supports smooth leave processing during emergencies

• Provides flexibility for HR-driven leave entries

Top use cases

• Used when employees are on long leave or unable to access the system

• Helpful for factory, field, or non-desk employees

• Configured in organisations where HR centrally manages leave entries

→ Auto Approve Leaves Applied by Managers/HR on Behalf of Employees

This setting controls whether leave requests submitted by Managers or HR on behalf of employees should be automatically approved.

If enabled, such leave applications bypass the regular approval workflow and are approved instantly. If disabled, the request will follow the standard approval hierarchy defined in the system.

This configuration reflects in the leave approval workflow and directly impacts approval turnaround time and system automation.

Key benefits for HR

• Reduces approval delays for HR-initiated leave entries

• Simplifies administrative leave processing

• Maintains efficiency in urgent situations

Top use cases

• Used when HR is authorised to finalise leave decisions

• Helpful in emergency or retrospective leave entries

• Configured in organisations with centralised leave control

→ Auto Approve Leave Applications of Admins

This setting determines whether leave applications submitted by system Admin users should be automatically approved.

If enabled, Admin leave requests will not go through the regular approval chain. If disabled, even Admin leave applications will follow the defined approval process.

This configuration reflects in the approval workflow and ensures consistent governance based on organisational policy.

Key benefits for HR

• Defines clear approval authority for Admin users

• Maintains governance and transparency

• Prevents unnecessary workflow delays for senior roles

Top use cases

• Used in organizations where Admins have decision-making authority

• Helpful when Admin roles are part of senior leadership

• Configured to align leave approvals with hierarchy policies

→ Profile Fields for Conditional Holidays

This setting allows HR to define which employee profile fields (such as location, country, or branch) should be used to apply conditional holidays.

Once configured, whenever a holiday is created, the system will prompt HR to select specific field values. Only employees matching those conditions will receive the holiday in their calendar.

This configuration reflects in the holiday calendar and ensures that holidays are assigned based on employee-specific attributes rather than universally.

Key benefits for HR

• Enables location- or country-specific holiday management

• Prevents irrelevant holidays from appearing in employee calendars

• Supports compliance with regional holiday policies

Top use cases

• Used for multi-location or multinational organisations

• Helpful when different branches observe different public holidays

• Configured for state-wise or country-wise holiday allocation

→ Profile Fields for Conditional Leaves

This setting defines which employee profile fields (such as gender, location, department, etc.) will be used to apply conditions while creating leave types.

Once configured, whenever a leave type is added, the system will prompt HR to define eligible employee categories based on selected profile fields. Only employees matching those conditions can apply for that leave type.

This configuration reflects in leave eligibility rules and ensures that specific leave types are available only to relevant employee groups.

Key benefits for HR

• Enables policy-driven leave eligibility

• Prevents misuse of restricted leave types

• Supports compliance with statutory and diversity policies

Top use cases

• Used for gender-specific leaves like maternity or paternity leave

• Helpful for location-based leave policies

• Configured when certain leave types apply only to specific departments or roles

→ Max Allowed Optional Holiday Selection

This setting defines the maximum number of optional holidays an employee can select/apply for within the defined holiday calendar period.

You must enter a numeric value representing the selection limit per employee.

This configuration reflects in leave application validation and prevents users from exceeding the allowed optional holiday quota.

Key benefits for HR

• Prevents over-utilization of optional holidays

• Ensures policy compliance 

• Automates selection limit validation

Top use cases

• Used in organizations offering flexible holiday options

• Helpful when employees can choose from a list of restricted holidays 

• Configured as per company holiday policy

→ Max Allowed Optional Holidays (Approval Limit)

This setting defines the maximum number of optional holidays that a superior can approve for an employee.

You must enter a numeric value representing the approval cap.

This configuration reflects in the approval process and ensures that managers cannot approve more than the defined optional holiday limit.

Key benefits for HR

• Maintains holiday policy control

• Prevents excessive approvals 

• Ensures structured approval governance

Top use cases

• Used where optional holidays require managerial approval

• Helpful in policy-driven holiday frameworks 

• Configured to enforce approval boundaries

→ Allow Cancellation of Optional Holiday Post the Date of Holiday

This setting determines whether employees can cancel optional holidays after the holiday date has passed.

If set to Yes, employees can cancel past-dated optional holidays (subject to workflow/approval rules). If set to No, cancellation will not be allowed after the holiday date.

This configuration reflects in leave flexibility and attendance correction policies.

Key benefits for HR

• Provides flexibility in corrections

• Maintains structured leave governance 

• Prevents misuse when disabled

Top use cases

• Used in flexible HR policy environments

• Helpful when attendance corrections are common 

• Configured based on organizational leave discipline policy

→ Leave Allocation Round Off Rules

This setting determines the rounding logic applied during leave allocation.

The selected round-off rule will apply whenever leave balances are calculated or allocated to employees.

This configuration reflects in leave balance calculations and leave policy enforcement.

Key benefits for HR

• Ensures consistent leave balance calculation

• Prevents fractional leave discrepancies 

• Maintains policy compliance

Top use cases

• Used in structured leave allocation systems

• Helpful in organizations allocating monthly leave accruals 

• Configured to maintain accurate leave accounting

→ Allow Half Day Leave Same Day

This setting determines whether employees can apply for a half-day leave on the same day.

If enabled, employees can request half-day leave for the current date. If disabled, same-day half leave applications will not be allowed.

This configuration reflects in leave flexibility and attendance governance.

Key benefits for HR

• Provides flexibility to employees

• Reduces attendance correction requests 

• Improves real-time leave management

Top use cases

• Used in organizations with flexible leave policies

• Helpful in operational or shift-based roles 

• Configured to control same-day leave applications

→ Select Leave Types Not Allowed During Notice Period

This setting allows you to restrict specific leave types when an employee is serving their notice period.

If leave types are selected, employees on notice period cannot apply for those leave categories. If left blank, all leave types will remain available.

This configuration reflects in resignation policy enforcement and leave control.

Key benefits for HR

• Ensures compliance with exit policies

• Prevents excessive leave during notice period 

• Maintains workforce continuity

Top use cases

• Used in structured exit policy environments

• Helpful in controlling earned leave encashment scenarios 

• Configured during resignation policy setup

→ Select Birthday Leave

This setting allows you to select which leave type will be treated as Birthday Leave in the system.

The selected leave type will be applied whenever the organization offers birthday leave benefits to employees.

This configuration reflects in employee engagement and leave policy setup.

Key benefits for HR

• Supports employee-centric policies

• Improves engagement initiatives 

• Automates birthday leave allocation

Top use cases

• Used in organizations offering birthday leave

• Helpful in employee benefit programs 

• Configured during leave policy design

→ Allow Birthday Leave on Birthday Only

This setting determines whether Birthday Leave can be utilized strictly on the employee’s actual birthday.

If enabled, employees must apply and use the leave only on their birthday date. If disabled, the leave can be used as per other configured rules.

This configuration reflects in the strict birthday leave policy enforcement.

Key benefits for HR

• Ensures policy clarity

• Prevents misuse of birthday leave 

• Maintains structured benefit usage

Top use cases

• Used in organizations with fixed birthday leave policies

• Helpful in maintaining benefit discipline 

• Configured during leave policy setup

→ Allow Birthday Leave in Birth Month Only

This setting determines whether Birthday Leave can be utilized anytime within the employee’s birth month.

If enabled, employees can apply for birthday leave on any day within their birth month. If disabled, usage depends on other leave rules configured.

This configuration reflects flexible birthday leave governance.

Key benefits for HR

• Provides flexibility to employees

• Improves employee satisfaction 

• Reduces leave adjustment requests

Top use cases

• Used in employee-friendly leave policies

• Helpful in flexible HR environments 

• Configured during leave benefits design

→ Allow Managers to Apply Leave Encashment on Behalf of Users

This setting determines whether managers or supervisors can submit leave encashment requests for their team members.

If enabled, managers can apply on behalf of users. If disabled, employees must submit their own encashment requests.

This configuration reflects the managerial delegation and approval control.

Key benefits for HR

• Supports operational flexibility

• Improves process efficiency 

• Reduces dependency on individual users

Top use cases

• Used in centralized HR operations

• Helpful in employee absence scenarios 

• Configured during leave encashment setup

→ Allowed Leave Types to Encash

This setting allows you to select which leave types are eligible for encashment.

Any leave type selected here will become eligible for encashment, even if it was originally created as non-encashable.

This configuration reflects compensation flexibility and leaves monetization control.

Key benefits for HR

& Finance

• Provides controlled encashment eligibility

• Supports policy overrides 

• Improves financial planning

Top use cases

• Used in year-end leave settlement

• Helpful in resignation final settlement 

• Configured during leave benefit planning

→ Stop Utilization of Comp Off Leave for Backdated Dates

This setting determines whether employees can use Compensatory Off leave for dates earlier than the date they earned it.

If set to Yes, the system will restrict usage of comp off leave for dates before the earning date. If set to No, this validation will not apply.

This configuration reflects in leave policy enforcement and compliance.

Key benefits for HR

• Prevents misuse of comp off

• Ensures policy discipline 

• Maintains accurate leave tracking

Top use cases

• Used in structured attendance policies

• Helpful in shift-based work environments 

• Configured during comp off policy setup

→ Restrict Negative Leave Balance from Lapse CRON

This setting prevents an employee’s leave balance from becoming negative due to automated leave lapse CRON processing.

If set to Yes, the system will ensure that leave balance does not fall below zero during lapse calculations.

This configuration reflects in leave balance protection and policy compliance.

Key benefits for HR

• Prevents leave balance discrepancies

• Maintains accurate leave records 

• Reduces employee disputes

Top use cases

• Used in organizations with automated leave lapse policies

• Helpful in year-end leave processing 

• Configured during leave management setup

User Roles & Access Control

→ Allowed User Groups (Access to HRM)
This setting defines which user groups are permitted to access the HRM module in the system.

By selecting specific groups, administrators can control visibility and access to HR features such as employee records, leave management, payroll data, and reports.

This configuration reflects in user permissions and system navigation. Only selected groups will be able to view and operate HR-related modules, ensuring role-based access control and data security.

Key benefits for HR

• Protects sensitive employee and payroll information

• Ensures controlled access based on roles and hierarchy

• Reduces risk of unauthorised data visibility

Top use cases

• Used while setting up role-based access control

• Ideal for restricting HR data to HR teams, managers, or leadership

• Configured during onboarding of new departments or system restructuring

→ View Requests of Immediate or All Subordinates

This setting defines whether a user (such as a manager) can view leave or attendance requests of only their immediate subordinates or all levels of subordinates in the hierarchy.

If “Immediate” is selected, the manager will see requests only from direct reportees. If “All” is selected, requests from all reporting levels under that manager will be visible.

This configuration reflects in the leave and attendance approval dashboards and determines the visibility scope within the organisational hierarchy.

Key benefits for HR

• Ensures role-based visibility control

• Prevents unnecessary access to unrelated employee data

• Supports structured approval workflows

Top use cases

• Used in hierarchical organisations with multi-level reporting

• Helpful when senior managers oversee multiple reporting layers

• Configured to align system visibility with organisational structure

→ Select User Groups with HR Access

This setting allows you to select specific user groups that should have HR-level access within the system.

The selected groups will be granted permissions to perform key HR functions such as adding, editing, or deleting holidays, updating employee leave balances, and approving or rejecting leave requests if reporting managers fail to take action.

This configuration reflects the role-based access control and determines which groups can manage critical HR operations. It ensures that only authorized roles can handle sensitive HR tasks.

Key benefits for HR

• Ensures controlled delegation of HR responsibilities

• Prevents unauthorized access to sensitive leave and holiday data

• Supports backup approval authority in case of escalation

Top use cases

• Used when multiple HR team members need system access

• Helpful in large organizations with distributed HR teams

• Configured to allow senior managers limited HR override access

→ Select Users with Default HR Access

This setting allows you to assign HR access directly to specific individual users, regardless of their user group.

The selected users will have permissions to manage HR functions such as maintaining holidays, updating leave balances, and approving or rejecting employee leave requests when required.

This configuration reflects the individual-level access control and is useful when certain users require HR authority without modifying their group role.

Key benefits for HR

• Provides flexibility in assigning HR privileges

• Allows temporary or special HR access to selected users

• Ensures operational continuity during absences

Top use cases

• Used when a specific employee needs temporary HR rights

• Helpful during HR transitions or interim role changes 

• Configured for senior leadership or auditors needing HR oversight

→ Allow Managers/Supervisors to View Team Attendance

This setting determines whether managers or supervisors can view their team’s attendance records in the attendance calendar.

When enabled, superiors can access attendance data of their reporting employees directly from the calendar interface.

This configuration reflects in the Attendance Page visibility and supports transparency and monitoring at the managerial level.

Key benefits for HR

• Improves attendance visibility for managers

• Encourages accountability within teams

• Reduces dependency on HR for attendance tracking

Top use cases

• Used in organizations with decentralized attendance monitoring

• Helpful for managers tracking absenteeism or late marking

• Configured to strengthen team-level supervision

→ Allow Supervisors/Team Leaders to Add Attendance on Behalf of Employees

This setting allows managers or supervisors to add attendance entries for employees directly from the attendance calendar.

When enabled, superiors can mark attendance for team members in cases where employees are unable to do so themselves.

This configuration reflects in the Attendance Page permissions and supports operational flexibility while maintaining accurate records.

Key benefits for HR

• Ensures attendance continuity in case of employee absence

• Supports field or non-desk employees

• Reduces attendance discrepancies

Top use cases

• Used in manufacturing or field-based organisations

• Helpful during technical issues or missed punches

• Configured when supervisors manage daily attendance centrally

→ Allow HR Managers to Reset Password of Their Team

This setting determines whether HR Managers can reset passwords for employees within their team.

If set to Yes, HR Managers will have the authority to reset team members’ passwords. If set to No, password reset will remain restricted to system admins or IT.

This configuration reflects in user management permissions and impacts system access control processes.

Key benefits for HR

• Speeds up access issue resolution

• Reduces dependency on IT for basic password resets

• Improves operational efficiency

Top use cases

• Used in organizations with decentralized HR support

• Helpful during onboarding or employee login issues 

• Configured to streamline user access management

→ Show Subordinate Attendance

This setting controls whether superiors (managers/supervisors) can view attendance records of their subordinates.

If a specific option is selected, subordinate attendance will be visible as per that configuration. If set to None, superiors will not be able to view their subordinates’ attendance.

This configuration reflects in role-based access control and attendance visibility permissions.

Key benefits for HR

• Ensures controlled data visibility

• Supports hierarchical reporting structures 

• Maintains confidentiality where required

Top use cases

• Used in organizations with defined reporting hierarchies

• Helpful for managers monitoring team attendance 

• Configured to align with company privacy policies

→ Allow Managers to Access Payslips of Their Team Members

This setting determines whether managers can view payslips of their subordinates.

If a role/option is selected, managers will have access to their team’s payslips. If set to None, managers will not be able to view subordinate payslips.

This configuration reflects in the payroll confidentiality and role-based access control.

Key benefits for HR

• Supports managerial review of payroll

• Maintains transparency where required 

• Controls sensitive salary data access

Top use cases

• Used in organizations where managers validate payroll

• Helpful in structured compensation review processes 

• Configured based on company confidentiality policies

→ Assign My Manager to My Team Members

This setting determines whether the resigning employee’s manager should automatically be assigned to their team members.

If enabled, when an employee resigns, their direct manager will become the manager of their subordinates.

This configuration reflects in reporting hierarchy continuity and organizational structure management.

Key benefits for HR

• Ensures uninterrupted reporting structure

•  Prevents orphaned team members 

• Supports smooth organizational transitions

Top use cases

• Used in structured reporting hierarchies

• Helpful during managerial exits 

• Configured to maintain workflow continuity

→ Select User Group for Arrears Access

This setting allows you to select user groups that are authorized to generate arrears.

Only members of the selected user groups will have permission to process arrears in the system.

This configuration reflects in the role-based payroll control.

Key benefits for HR

& Finance

• Ensures restricted arrears access

• Maintains payroll security 

• Prevents unauthorized adjustments

Top use cases

• Used in controlled payroll environments

• Helpful in finance-approved arrears processing

• Configured to maintain payroll governance

→ Select Users for Arrears Access

This setting allows you to grant arrears generation access to specific users.

Only selected users will have the authority to generate arrears in the system.

This configuration reflects in user-level payroll permission control.

Key benefits for HR

• Allows selective access management 

• Supports exception-based permissions

• Maintains payroll security

Top use cases

• Used for HR Heads or Payroll Managers

• Helpful when access is limited to key personnel 

• Configured to manage special payroll permissions

Workflow & Notification Settings

→ CC HR on All Approval Emails

This setting determines whether HR Managers should be included (CC’d) in all approval-related email notifications such as leave approvals, attendance approvals, and similar requests.

If enabled, HR will receive copies of all approval emails for monitoring and record-keeping purposes. This works only when the approval process is not linked with the workflow engine.

This configuration reflects in email communication and ensures HR visibility into ongoing approval activities across the organisation.

Key benefits for HR

• Improves visibility into employee requests and approvals

• Supports compliance tracking and audit readiness

• Enhances communication transparency

Top use cases

• Used when HR needs oversight of all approvals

• Helpful during audits or compliance reviews

• Configured in organisations requiring centralised monitoring of requests

Employee Lifecycle & Profile Management

→ Profile Field Mapped to Date of Joining

This setting allows HR to select which profile field should be considered as the employee’s official Date of Joining (DOJ) for leave and policy calculations.

If the organisation stores DOJ in a custom profile or community field, it can be selected here. If “Creation Date” is selected, the system will treat the user account creation date as the Date of Joining.

This configuration reflects in leave eligibility calculations, leave accrual logic, probation-based rules, and tenure-based benefits. Selecting the correct field ensures that leave allocation and service-based entitlements are calculated accurately as per company policy.

Key benefits for HR

• Ensures correct leave eligibility and accrual calculation

• Prevents errors in tenure-based leave benefits

• Aligns system logic with actual employee joining records

Top use cases

• Used when DOJ is maintained in a custom employee profile field

• Helpful during system migration from another HRMS

• Configured when leave policies depend on employee tenure

→ UAN Field

This setting allows you to select the profile (community) field where the employee’s UAN (Universal Account Number) is stored.

The system will use this field for statutory reporting and payroll compliance where required.

This configuration reflects in PF compliance documentation and statutory exports.

Key benefits for HR

• Ensures statutory compliance

• Centralizes UAN record management 

• Supports PF-related reporting

Top use cases

• Used in organizations contributing to PF

• Helpful in payroll compliance reporting 

• Configured during statutory payroll setup

→ Date of Birth Field

This setting allows you to select the profile field where the employee’s Date of Birth is stored.

The system will reference this field for age-based validations, compliance checks, and HR documentation.

This configuration reflects in employee profile management and regulatory compliance processes.

Key benefits for HR

• Ensures accurate employee data mapping

• Supports statutory compliance 

• Improves profile consistency

Top use cases

• Used in HR master data configuration

• Helpful in compliance-driven reporting

•  Configured during employee data setup

→ Date of Retirement Field

This setting allows you to select the profile (community) field where the employee’s Date of Retirement is stored.

When configured along with the retirement age, the system will automatically calculate and populate the retirement date while adding a new user.

This configuration reflects in employee lifecycle management and retirement tracking.

Key benefits for HR

• Automates retirement date calculation

• Reduces manual errors 

• Ensures accurate workforce planning

Top use cases

• Used in organizations with defined retirement policies

• Helpful in long-term workforce planning 

• Configured during employee master data setup

→ Enter Retirement Age

This setting defines the retirement age applicable within the organization.

Once entered, the system will calculate the employee’s retirement date based on their Date of Birth and the specified retirement age.

This configuration reflects in automated retirement tracking and HR compliance processes.

Key benefits for HR

• Ensures policy-based retirement calculation

•  Improves compliance accuracy 

• Supports succession planning

Top use cases

• Used in organizations with statutory retirement rules

• Helpful for government or policy-driven institutions 

• Configured during HR policy setup

→ PAN Card Field

This setting allows you to select the profile field where the employee’s PAN Card number is stored.

The selected field will be used for payroll processing, statutory compliance, and reporting purposes.

This configuration reflects in tax reporting and payroll documentation.

Key benefits for HR

• Ensures tax compliance 

• Centralizes PAN record management

• Supports statutory payroll filings

Top use cases

• Used in payroll tax compliance setup

• Helpful during financial year reporting 

• Configured in statutory data mapping

→ Disable Left Employees

This setting determines whether employees should be automatically disabled after their Last Working Date (LWD).

If set to Yes, employees will be auto-disabled or blocked post their LWD. If set to No, the user account will remain active even after separation.

This configuration reflects in employee lifecycle control and system access management.

Key benefits for HR

• Ensures secure access control

• Prevents unauthorized system usage 

• Automates employee offboarding

Top use cases

• Used in organizations with strict IT security policies

• Helpful during exit management

• Configured to enforce employee deactivation rules

→ Additional Resignation Status(s) for Not to Disable Employees

This setting allows you to define specific resignation statuses (comma-separated) that should not trigger auto-disabling of users.

Employees with the listed resignation statuses will remain active despite resignation workflow progression.

This configuration reflects in conditional deactivation logic within the exit process.

Key benefits for HR

• Provides flexibility in exit workflows

• Prevents premature user deactivation 

• Supports customized resignation stages

Top use cases

• Used in multi-stage resignation processes

• Helpful when notice period extensions occur 

• Configured for controlled offboarding

→ Update LWD in Profile Post Resign

This setting determines whether the employee’s Last Working Date (LWD) should automatically update in their profile after resignation submission.

If set to Yes, the system will update the LWD in the selected profile field immediately upon resignation.

This configuration reflects in profile accuracy and exit process automation.

Key benefits for HR

• Ensures accurate employee records

• Reduces manual profile updates 

• Maintains data consistency

Top use cases

• Used in automated exit management systems

• Helpful in structured resignation workflows 

• Configured to streamline offboarding

→ Last Working Day Field

This setting allows you to select the profile field where the employee’s Last Working Date is stored.

The system will reference this field for disabling users, payroll processing, and exit management actions.

This configuration reflects in employee lifecycle tracking and access control.

Key benefits for HR

• Centralizes LWD data management

• Supports automated deactivation 

• Ensures accurate exit documentation

Top use cases

• Used in organizations with defined exit processes

• Helpful in payroll final settlement 

• Configured during employee master setup

→ Disable Employees If LWD is Set in Profile

This setting is used when the Resignation/Exit module is not in use.

If set to Yes, users whose Last Working Date (in profile) is earlier than today’s date will automatically be disabled. If using the Exit module, this setting should be set to No since the module already handles deactivation.

This configuration reflects in automated access control based on LWD.

Key benefits for HR

• Ensures timely deactivation

• Prevents dependency on exit module 

• Maintains system security

Top use cases

• Used in simplified HR setups without Exit module

• Helpful in smaller organizations 

• Configured for automated offboarding control

→ Fields for Designation Master

This setting allows you to select fields that will be used to structure the designation master plan.

The system will create and manage designation-level planning based on the selected fields.

This configuration reflects in designation hierarchy management and workforce structuring.

Key benefits for HR

• Improves designation-level planning

• Ensures structured role hierarchy 

• Supports manpower allocation at the designation level

Top use cases

• Used in organizations with structured role frameworks

• Helpful in career path and grade planning 

• Configured during designation master setup

→ Add Validation on Job Details in Designation Master

This setting determines whether fields under the Job Details tab in Designation Master should be mandatory.

If set to Yes, users must fill all required job detail fields before saving. If set to No, these fields will remain optional.

This configuration reflects in master data discipline and role structuring.

Key benefits for HR

• Ensures complete job definition

• Improves data accuracy 

• Supports structured manpower planning

Top use cases

• Used in structured hiring environments

• Helpful in compliance-based role documentation 

• Configured during designation setup

→ Add Validation on Interview Assessment in Designation Master

This setting controls whether fields under the Interview Assessment tab should be mandatory.

If enabled, users must complete assessment-related fields while creating or updating a designation.

This configuration reflects in the recruitment governance and evaluation consistency.

Key benefits for HR

• Standardizes interview criteria

• Ensures complete evaluation documentation 

• Improves hiring consistency

Top use cases

• Used in competency-based hiring

• Helpful in structured recruitment processes 

• Configured in recruitment-focused organizations

→ Add Validation on Probation Evaluation in Designation Master

This setting determines whether Probation Evaluation fields should be mandatory in Designation Master.

If enabled, users must provide probation-related evaluation details before saving.

This configuration reflects in performance tracking and employee lifecycle management.

Key benefits for HR

• Ensures structured probation reviews

• Improves performance documentation 

• Supports employee confirmation process

Top use cases

• Used in organizations with formal probation policies

• Helpful in performance-driven cultures 

• Configured during HR policy setup

→ Skill Details Required for Adding Designation

This setting specifies whether detailed skill information is mandatory while creating a new designation.

If enabled, users must enter required skill competencies before saving the designation.

This configuration reflects in the competency mapping and role clarity.

Key benefits for HR

• Ensures role-based skill alignment

•  Improves hiring accuracy 

• Supports training and development planning

Top use cases

• Used in skill-based workforce planning

• Helpful in competency framework implementation 

• Configured during designation design

→ Career Details Required for Adding Designation

This setting determines whether career progression or career-related details are mandatory when adding a new designation.

If enabled, users must define career path or growth details before saving the designation.

This configuration reflects in succession planning and career mapping.

Key benefits for HR

• Supports structured career progression

• Improves workforce planning 

• Enhances employee growth visibility

Top use cases

• Used in organizations with defined career ladders

• Helpful in succession planning initiatives 

• Configured during HR strategic planning

→ State Field

This setting allows you to select the profile field that stores the employee’s state information.

The Minimum Wages / State Bonus feature works strictly on a state basis, so mapping the correct state field is mandatory for accurate calculation.

This configuration reflects in payroll rule mapping.

Key benefits for HR

& Payroll

• Ensures correct statutory mapping

• Improves calculation accuracy

• Prevents compliance mismatch

Top use cases

• Used in state-based wage structures

• Helpful in distributed workforce setups 

• Configured during statutory mapping

→ Skill Category Field

This setting allows you to select the profile field that stores the employee’s skill category.

The Minimum Wages / State Bonus feature works based on both state and skill category, so correct mapping is required for accurate wage calculation.

This configuration reflects in the skill-based statutory wage compliance.

Key benefits for HR

• Supports category-based wage rules

• Ensures accurate payroll calculation 

• Aligns with labour law requirements

Top use cases

• Used in manufacturing or skill-graded industries

• Helpful in compliance-driven payroll environments 

• Configured during statutory wage setup

→ Default Skill Category for All Users

This setting allows you to define a default skill category.

If an employee does not have a skill category mentioned in their profile, the system will automatically consider the defined default skill category for wage calculation.

This configuration reflects in fallback wage classification logic.

Key benefits for HR

• Prevents payroll disruption

• Ensures automatic wage mapping 

• Reduces manual correction effort

Top use cases

• Used during bulk onboarding

• Helpful in incomplete employee data scenarios 

• Configured during statutory wage setup

→ Select Profile Field Type for Bulk Edit

This setting allows you to choose the type of profile fields that can be edited in bulk across multiple employee records.

Selecting a field type enables efficient mass updates within that category.

This configuration reflects in administrative efficiency and bulk data management.

Key benefits for HR

• Saves time during bulk updates

• Improves data consistency

• Reduces manual effort

Top use cases

• Used during policy updates

• Helpful in organizational restructuring 

• Configured for HR administrative control

→ Choose Profile Fields for Bulk Edit

This setting allows you to select specific profile fields that can be edited simultaneously across multiple employee profiles.

Selected fields can be modified in bulk, streamlining the editing process and improving operational efficiency.

This configuration reflects in the large-scale profile management and system flexibility controls.

Key benefits for HR

• Enables mass updates

• Improves administrative productivity 

• Ensures consistent employee data

Top use cases

• Used during salary revisions, department transfers, or policy updates

• Helpful in bulk onboarding or restructuring 

• Configured to optimize HR operations

→ Exclude Basic Fields from Bulk Update

This setting allows you to exclude basic profile fields from being edited through the bulk update feature.

When enabled, selected basic fields will not be available for mass modification, ensuring sensitive or foundational data remains protected.

This configuration reflects in data governance and administrative control.

Key benefits for HR

• Prevents accidental mass modification of critical fields

• Maintains data integrity 

• Improves system-level control

Top use cases

• Used in organizations with strict data governance

• Helpful during bulk profile edits 

• Configured to safeguard core employee data

UI & Page Customisation

→ Hide Rules Column from Leave Rules Page

This setting allows HR to hide the “Rules” column from the Leave Rules page.

When enabled, the Rules column will no longer be visible to users viewing the leave rules interface. This helps simplify the display and reduce unnecessary visibility of configuration details.

This configuration reflects in the Leave Rules page layout and impacts what information is visible to users accessing leave policy details.

Key benefits for HR

• Simplifies the leave rules interface

• Reduces visibility of backend configuration logic

• Keeps the page clean and user-friendly

Top use cases

• Used when rules are complex and not required for general visibility

• Helpful when limiting detailed policy logic to HR only 

• Configured to maintain a cleaner user interface

→ Hide Description Column from Leave Rules Page

This setting allows HR to hide the “Description” column from the Leave Rules page.

When enabled, users will not see the description details associated with leave rules, making the interface more compact and structured.

This configuration reflects in the Leave Rules page layout and controls the level of detail displayed to users.

Key benefits for HR

• Maintains a clean and minimal interface

• Prevents display of internal policy explanations

• Controls information visibility based on user role

Top use cases

• Used when descriptions are internal notes meant only for HR

• Helpful in simplifying the leave rules page for managers

• Configured to improve interface clarity

→ Skip Form Fields in Accrued Leave Balance Listing Page

This setting allows you to exclude specific form fields from appearing on the Accrued Leave Balance listing page.

Enter the form field names separated by commas. The selected fields will not be displayed on the listing page.

This configuration reflects in the UI customization and leaves reporting control.

Key benefits for HR

• Simplifies leave reports

• Improves readability 

• Removes unnecessary data fields

Top use cases

• Used in customized leave dashboards

• Helpful in organization-specific leave reporting 

• Configured during leave module customization

→ Apply the Latest UI for Leave Application Page

This setting allows you to upgrade the Leave Application page to the latest user interface.

Upon clicking the update button, the new Leave Application UI will be enabled. The updated page provides options to apply for Full Day, Half Day, and Multiple Day leave. It also displays Leave Balance and My Team Leave History widgets to help track individual and team leave records.

This configuration reflects the enhanced user experience and leaves visibility.

Key benefits for HR

& Employees

• Improves leave application experience

• Provides real-time leave balance visibility 

• Enhances team leave tracking

Top use cases

• Used during UI modernization

• Helpful in improving employee self-service 

• Configured to enhance leave module usability

→ Select Profile Fields to Display on My Team’s Page

This setting allows you to choose which employee profile fields should appear on the My Team listing page.

Selected fields will be displayed as columns in the team overview page.

This configuration reflects in manager-level data visibility customization.

Key benefits for HR

& Managers

• Improves team oversight

• Provides relevant employee information 

• Enhances decision-making visibility

Top use cases

• Used in managerial dashboards

• Helpful in performance or attendance review 

• Configured during team management setup

→ Remove Month/Year Filter from Earnings/Deductions Page

This setting controls whether Month and Year filters should appear on the Extra Earnings/Deductions page.

If set to Yes, the filters will be removed. If set to No, the default Month and Year filters will remain visible.

This configuration reflects in payroll page customization.

Key benefits for HR

• Simplifies user interface

• Reduces filtering dependency 

• Improves quick data access

Top use cases

• Used in simplified payroll setups

• Helpful in real-time earnings updates 

• Configured during UI customization

→ Show Effective Current Leave Balance on Apply Leave Page

This setting determines which leave balance should be shown on the Leave Application page.

If set to Yes, the system will show the effective balance (excluding pending leave requests). If set to No, the actual balance including pending leaves will be displayed.

This configuration reflects the leave transparency and employee awareness.

Key benefits for HR

• Reduces confusion during leave application

• Improves clarity of available balance 

• Prevents over-application of leave

Top use cases

• Used in organizations with frequent leave requests

• Helpful in reducing leave-related disputes 

• Configured during leave policy setup

Attendance Management

→ Allow Users to Add Attendance Manually

This setting determines whether employees are allowed to manually mark their attendance in the system calendar.

If enabled, users can add attendance entries directly from their attendance calendar. If disabled, attendance can only be captured through configured methods such as biometric integration or automated tracking.

This configuration reflects in the Attendance Page and directly impacts how daily presence records are maintained.

Key benefits for HR

• Provides flexibility in attendance marking

• Supports employees without biometric or device access

• Ensures attendance continuity during technical issues

Top use cases

• Used in remote or hybrid work environments

• Helpful for field employees without physical punch-in systems

• Configured as a backup option during system downtime

→ Allow Users to Apply Leave from Attendance Page

This setting controls whether the leave application option should be visible directly on the Attendance Page.

When enabled, employees will see an “Apply for Leave” tab beside the “Add Attendance” option, allowing them to quickly submit leave requests from the same interface.

This configuration reflects the Attendance Page interface and enhances user convenience by integrating leave and attendance actions in one place.

Key benefits for HR

• Improves user experience and accessibility

• Reduces missed leave entries

• Encourages proper leave recording instead of marking absence

Top use cases

• Used to streamline leave and attendance processes

• Helpful in organizations encouraging self-service HR

• Configured to minimize attendance-leave discrepancies

→ Mark Employees as Present by Default

This setting determines the system’s default attendance status for employees.

If set to Yes, all employees will automatically be marked as Present unless changed. If set to No, employees will be marked as Absent by default until attendance is recorded.

This configuration reflects in daily attendance records and impacts absence tracking, reporting, and payroll calculations. It should be aligned with the organization’s attendance capture method.

Key benefits for HR

• Aligns attendance logic with company tracking method

• Reduces manual corrections in attendance records

• Ensures accurate absence and payroll reporting

Top use cases

• Used in organizations with exception-based attendance tracking

• Helpful when biometric systems automatically capture absences

• Configured based on whether attendance is proactive or reactive

→ Mark Users Present by Default using PHP Custom Code

This setting allows administrators to define custom PHP logic to automatically mark users as Present by default in the attendance system.

To enable this, you must assign the value P to the $default_attn variable within the custom PHP code. The system provides the user’s ID through the $userid variable, allowing you to apply conditional logic if required.

This configuration reflects in daily attendance marking and overrides the standard default attendance behavior. It is useful when attendance logic needs to follow specific business rules beyond simple Yes/No settings.

Key benefits for HR

• Enables advanced and conditional attendance automation

• Allows organization-specific attendance logic

• Reduces manual intervention in daily attendance marking

Top use cases

• Used when attendance rules differ by department or role

• Helpful in organizations using customized attendance workflows

• Configured during advanced HRMS customization projects

→ Attendance Threshold (in Hours)

This setting defines the maximum number of working hours an employee can enter in the attendance calendar for a single day.

By setting a threshold, the system restricts users from adding attendance beyond the specified number of hours.

This configuration reflects in attendance entry validation and ensures realistic and policy-compliant work hour tracking.

Key benefits for HR

• Prevents incorrect or excessive hour entries

• Maintains payroll and overtime accuracy

• Supports compliance with labor regulations

Top use cases

• Used in organizations with defined daily working hour limits

• Helpful in overtime-controlled environments

• Configured to ensure payroll accuracy

→ Input Weekly Off Days

This setting allows you to define the organization’s non-working days, such as Saturday, Sunday, or any other designated weekly off.

The selected days will be treated as non-working days in attendance and payroll calculations.

This configuration reflects in attendance marking, leave deduction logic, and salary computation by excluding defined weekly offs from working day calculations.

Key benefits for HR

• Ensures accurate working day calculation

• Prevents incorrect leave or attendance deductions 

• Aligns system logic with company work schedule

Top use cases

• Used during initial attendance configuration

• Helpful in organizations with alternate weekly offs

• Configured to ensure payroll accuracy

→ Weekly Off Field

This setting allows you to select a specific community or profile field where weekly off information is stored for employees.

If weekly offs vary by employee (for example, based on department or shift), you can map that field here. The system will then consider the weekly off data from the selected field during attendance and payroll calculations.

This configuration reflects in attendance tracking and payroll processing, ensuring employee-specific weekly offs are accurately considered.

Key benefits for HR

• Supports flexible and shift-based weekly offs

• Ensures accurate attendance and salary calculation

• Reduces manual weekly off adjustments

Top use cases

• Used in shift-based or rotational work environments

• Helpful when weekly offs differ across departments

• Configured to automate employee-specific work schedules

→ Auto Save Weekly Off as per Profile Field

This setting determines whether weekly off details defined in the employee’s profile field should automatically be saved in the database.

If set to Yes, the system will store weekly off information based on the selected profile field configuration (especially when linked using a table reference field connected to the weeklyoff_master table). If set to No, weekly off data will not be auto-saved from the profile field.

This configuration reflects in attendance calculation, roster management, and payroll processing by ensuring employee-specific weekly offs are consistently recorded and applied.

Key benefits for HR

• Ensures accurate weekly off tracking

• Reduces manual intervention in roster management 

• Maintains consistency between profile configuration and attendance logic

Top use cases

• Used in organizations with employee-specific weekly offs

• Helpful in shift-based or rotational work environments

• Configured when weekly offs are managed dynamically via profile fields

→ Allow Import Weekly Off on My Team Page

This setting controls whether users (such as managers) can import weekly off schedules for their team from the My Team page.

If enabled, an “Import Weekly Off” option will appear, allowing roster-based weekly off data upload. If disabled, the import functionality will not be available.

This configuration reflects in the My Team interface and supports bulk weekly off management.

Key benefits for HR

• Simplifies roster-based weekly off management

• Reduces manual entry for large teams

• Ensures efficient schedule updates

Top use cases

• Used in organizations managing shift rosters

• Helpful for large teams with rotating weekly offs

• Configured for bulk schedule updates

→ Allow Attendance Overlap During Attendance Regularization

This setting determines whether the system should allow overlapping attendance entries during attendance regularization.

If set to Yes, the system will not check for overlapping time entries and will allow submission. If set to No, users will not be able to submit attendance if the selected time overlaps with existing records.

This configuration reflects the attendance validation rules and regularization processes.

Key benefits for HR

• Prevents duplicate or conflicting attendance entries (when disabled)

• Allows flexibility in corrections (when enabled) 

• Ensures data integrity in attendance records

Top use cases

• Used in organizations with strict attendance compliance

• Helpful when employees frequently correct attendance 

• Configured based on attendance governance policies

→ Enter Allowed Days After Payroll Cycle for Attendance/Leave Regularisation

This setting defines how many days after the payroll cycle employees are allowed to regularize their attendance or leaves.

For example, if the payroll cycle is 21st–20th and you enter 3 days, employees can regularize attendance until the 23rd.

If left blank, attendance can be regularized at any time without restriction.

This configuration reflects the attendance correction governance and payroll locking rules.

Key benefits for HR

• Prevents indefinite attendance changes

• Ensures payroll stability 

• Maintains structured regularization timeline

Top use cases

• Used in strict payroll environments

• Helpful in controlling post-payroll changes 

• Configured to enforce attendance discipline

→ Last Date for Attendance Regularization

This setting allows you to define a fixed calendar date beyond which attendance regularization will not be allowed.

Once the selected date passes, employees cannot modify or regularize attendance entries.

This configuration reflects in attendance control and compliance enforcement.

Key benefits for HR

• Provides strict deadline control

• Prevents backdated manipulation 

• Ensures payroll closure integrity

Top use cases

• Used during month-end payroll finalization

• Helpful in audit-sensitive organizations 

• Configured to lock attendance after cutoff

→ Exclude Days from Threshold Calculation for Attendance/Leave Regularisation

This setting allows you to select specific days (such as weekly offs, holidays, etc.) that should be excluded while calculating the threshold for attendance or leave regularization.

Excluded days will not be counted when determining whether a regularization request falls within the allowed time limit.

This configuration reflects the regularization validation logic and fairness in policy enforcement.

Key benefits for HR

• Ensures accurate threshold calculation 

• Prevents penalizing employees for non-working days 

• Improves fairness in attendance policies

Top use cases

• Used when regularization window excludes weekends or holidays

• Helpful in structured attendance compliance models 

• Configured for precise attendance governance

→ Threshold for Attendance/Leave Regularisation

This setting defines the maximum number of days after which an employee cannot regularize attendance or leave for a specific date.

You must enter the number of days as a threshold limit. If left blank, employees can regularize attendance at any time without restriction.

This configuration reflects the attendance validation rules and payroll control processes.

Key benefits for HR

• Prevents excessive backdated changes

• Ensures timely attendance corrections 

• Protects payroll accuracy

Top use cases

• Used in organizations with strict attendance timelines

• Helpful in payroll-controlled environments 

• Configured to enforce regularization discipline

→ Show Drop-down Options During Attendance Regularization

This setting determines whether predefined dropdown options should be shown during attendance regularization.

If set to Yes, users must select from predefined dropdown options. If set to No, users will see an open text box to enter a custom description.

This configuration reflects the attendance regularization interface and standardization of reasons.

Key benefits for HR

• Standardizes regularization reasons

• Improves reporting consistency 

• Reduces vague explanations

Top use cases

• Used when standardized attendance reasons are required

• Helpful for audit and compliance tracking 

• Configured to structure attendance justification

→ Enable Description Textarea in Add Attendance View

This setting controls whether a description text area appears when adding attendance.

If set to Yes, users can provide additional details while submitting attendance. If set to No, no description field will be shown.

This configuration reflects in attendance entry forms and data capture depth.

Key benefits for HR

• Improves documentation of attendance entries

•  Provides context for manual entries 

• Enhances audit transparency

Top use cases

• Used when detailed attendance notes are required

• Helpful in remote or field-based work environments 

• Configured to capture additional information

→ Default Attendance Regularisation Options

This setting allows you to define predefined regularization options in a comma-separated format.

These options will appear in the dropdown (if enabled) during attendance regularization.

This configuration reflects in standardized attendance correction categories.

Key benefits for HR

• Ensures consistency in regularization reasons

• Improves attendance reporting accuracy 

• Simplifies approval review process

Top use cases

• Used in structured attendance systems

• Helpful for categorizing late coming, missed punch, work from home, etc. 

• Configured to align with attendance policy

→ Attendance Regularization Minute Intervals / Steps

This setting defines the time interval (in minutes) available in the datetime picker during regularization.

For example, if set to 15, the system will allow time selection in 15-minute increments.

This configuration reflects in time selection precision during attendance correction.

Key benefits for HR

• Ensures standardized time inputs

• Prevents random minute entries 

• Improves data consistency

Top use cases

• Used in organizations tracking time-based attendance

• Helpful in shift-based environments 

• Configured for uniform time reporting

→ Allow Addition of Future Date Attendance

This setting determines whether employees can apply attendance for future dates.

If set to Yes, users can submit attendance for upcoming dates. If set to No, future attendance entry will not be allowed.

This configuration reflects the attendance flexibility and policy control.

Key benefits for HR

• Supports advance work scheduling

• Prevents misuse of pre-filled attendance 

• Maintains attendance discipline

Top use cases

• Used in organizations with planned field work

• Helpful for shift pre-allocation environments 

• Configured based on attendance governance policy

→ Allow Same Day Regularization

This setting controls whether employees can regularize attendance for the current day.

If set to Yes, users can regularize same-day attendance. If set to No, same-day regularization will not be permitted.

This configuration reflects the real-time attendance correction policies.

Key benefits for HR

• Ensures timely corrections

• Prevents last-minute attendance manipulation 

• Maintains operational discipline

Top use cases

• Used in strict punch-in/punch-out systems

• Helpful in organizations with biometric attendance 

• Configured to align with daily attendance policy

→ Allow Users to Edit Approved Attendance

This setting determines whether users can edit their already approved attendance records.

If set to Yes, users can modify approved entries. If set to No, approved attendance remains locked by default.

This configuration reflects in attendance record integrity and governance control.

Key benefits for HR

• Maintains strict attendance data control (when disabled)

• Allows flexibility for corrections (when enabled) 

• Supports transparent audit trails

Top use cases

• Used in compliance-driven environments

• Helpful when attendance errors are common 

• Configured based on company data control policy

→ Allow Multiple Days Attendance Regularization

This setting allows employees to regularize attendance for multiple days in a single request.

If set to Yes, attendance will be marked separately for each day based on the provided start and end time. If set to No, only single-day regularization will be allowed per request.

This configuration reflects the attendance correction flexibility and time-saving processes.

Key benefits for HR

• Simplifies bulk regularization

• Reduces repetitive requests 

• Improves operational efficiency

Top use cases

• Used in organizations with frequent travel or field work

• Helpful when employees miss multiple punch entries 

• Configured to streamline attendance correction process

→ Consider Attendance Pending for Approval as Present

This setting determines whether attendance entries that are pending approval should be treated as Present for reporting and payroll purposes.

If set to Yes, pending attendance will be considered as Present. If set to No, only approved attendance will be treated as Present.

This configuration reflects in attendance status calculation and payroll impact.

Key benefits for HR

• Prevents payroll delays (when enabled)

• Ensures strict approval dependency (when disabled) 

• Maintains clarity in attendance reporting

Top use cases

• Used when approval cycles take time

• Helpful in payroll-sensitive environments 

• Configured based on organizational attendance policy

→ Consider Leaves Pending for Approval as Present

This setting determines whether leave applications pending approval should be considered as Present.

If set to Yes, pending leaves will be treated as Present. If set to No, only approved leaves will be considered in attendance and payroll calculations.

This configuration reflects in theleave impact on payroll and attendance reports.

Key benefits for HR

• Prevents salary discrepancies

• Ensures strict leave validation (when disabled) 

• Improves payroll continuity

Top use cases

• Used in organizations with long leave approval cycles

• Helpful during payroll processing timelines 

• Configured as per leave governance policy

→ Allow Future Attendance Lock

This setting determines whether attendance can be calculated and locked for future months.

If set to Yes, future attendance locking is allowed. If set to No, users will not be able to lock attendance for future months.

This configuration reflects the payroll readiness and attendance control.

Key benefits for HR

• Supports advance payroll preparation

• Improves attendance control 

• Prevents unauthorized changes

Top use cases

• Used in organizations with early payroll processing 

• Helpful in pre-closing payroll cycles

• Configured to control attendance locking

→ Future Attendance Lock Before Days

This setting is applicable when Allow Future Attendance Lock is set to No.

You must enter the number of days before payroll cycle end when attendance can be locked. For example, if 2 is entered, attendance can be locked 2 days before the payroll cycle ends.

This configuration reflects the controlled attendance finalization timing.

Key benefits for HR

• Prevents premature attendance locking

• Ensures controlled payroll processing 

• Maintains timing discipline

Top use cases

• Used in organizations with fixed payroll calendars

• Helpful to avoid last-minute changes 

• Configured to manage attendance lock window

Advanced Payroll Configuration

→ Add Leaves Data in Payout Sheet

This setting determines whether leave data should be included in the payroll payout sheet.

If enabled, leave details such as paid leave, unpaid leave, or leave without pay will be reflected in the payout sheet. If disabled, leave data will not be included in payroll calculations through this sheet.

This configuration reflects the payroll processing and directly impacts salary calculations, deductions, and compliance reporting.

Key benefits for HR

• Ensures accurate payroll computation

• Aligns leave records with salary payouts

• Improves payroll transparency and reporting

Top use cases

• Used during monthly payroll processing

• Helpful in organizations where unpaid leaves impact salary

• Configured to maintain synchronization between leave and payroll modules

→ Add Salary Structure Data in Payout Sheet

This setting determines whether employees’ salary structure details should be included in the payroll payout sheet.

If enabled, salary components such as basic pay, allowances, and deductions defined in the salary structure will be reflected directly in the payout sheet. If disabled, the payout sheet will exclude structured component details.

This configuration reflects in the payroll payout report and directly impacts salary transparency, component-level visibility, and payroll reconciliation.

Key benefits for HR

• Provides detailed salary breakdown in payout reports

• Ensures alignment between salary structure and payroll output

• Simplifies payroll verification and auditing

Top use cases

• Used during monthly payroll processing

• Helpful when finance teams require component-level salary data

• Configured for detailed payroll reporting and compliance

→ Add Yearly Data in Structure Sheet

This setting controls whether yearly salary structure data should be included in the structure sheet.

If enabled, the system will display annualized salary structure figures in the structure sheet. If disabled, only current or periodic salary data will be reflected.

This configuration reflects in the salary structure sheet and supports annual salary analysis and budgeting activities.

Key benefits for HR

• Provides yearly salary overview for better planning

• Supports CTC comparison and budgeting

• Improves compensation analysis and reporting

Top use cases

• Used during annual appraisal and increment cycles

• Helpful for budgeting and compensation planning

• Configured for CTC-focused reporting requirements

→ Consider Decimal in Salary

This setting defines how many decimal places should be considered while calculating salary components.

HR must enter the number of decimal places (ideally 2 or maximum 3) to maintain consistency in salary calculations.

This configuration reflects in salary computation, payroll generation, and financial reports. It ensures that salary values are calculated and displayed accurately as per accounting standards.

Key benefits for HR

• Maintains payroll calculation accuracy

• Ensures consistency in financial reporting

• Aligns salary figures with accounting practices

Top use cases

• Used during initial payroll configuration

• Helpful for organizations following strict financial precision standards

• Configured to maintain uniform salary formatting

→ Round Off Salary Components While Generating Salary

This setting determines whether salary components should be rounded off during salary generation.

If enabled, all calculated salary components will automatically be rounded off at the time of payroll processing. If disabled, exact calculated values (including decimals) will be retained.

This configuration reflects in salary slips, payroll calculations, and payout summaries. It helps standardize salary figures and reduce fractional discrepancies.

Key benefits for HR

• Ensures clean and standardised payroll figures

• Reduces minor decimal discrepancies

• Simplifies payroll reconciliation

Top use cases

• Used in organizations preferring rounded salary figures

• Helpful when payroll systems require whole-number calculations

• Configured to maintain consistency in salary slips

→ Round Off Salary Components While Export

This setting controls whether salary components should be rounded off in exported payroll sheets.

If enabled, exported reports (such as Excel sheets) will display rounded-off salary values. If disabled, exported data will retain exact calculated figures.

This configuration reflects specifically in exported payroll reports and does not alter internal payroll calculations unless separately configured.

Key benefits for HR

• Ensures clean presentation in exported reports

• Simplifies sharing payroll data with finance teams

• Maintains consistency in official payroll documents

Top use cases

• Used when sharing payroll data externally

• Helpful for finance reconciliation and audit submissions

• Configured to standardise exported payroll reports

→ Export Hold Salaries in Salary Register

This setting determines whether employees whose salaries are on hold should also be included in the Monthly Salary Export or Salary Register.

If enabled, even held salaries will appear in the export sheet. If disabled, only processed salaries will be reflected.

This configuration reflects in the monthly salary register and directly impacts payroll visibility and financial reporting.

Key benefits for HR

• Ensures complete payroll transparency

• Supports tracking of pending or held salary cases

• Improves financial reconciliation accuracy

Top use cases

• Used when finance needs visibility into held payments

• Helpful during payroll dispute resolution

• Configured to maintain comprehensive salary records

→ Save Fields for Payroll

This setting allows you to select community fields that should be stored and considered specifically for payroll processing purposes.

Once configured, these fields become part of the payroll data structure and can be used during salary processing, reporting, or export.

This configuration reflects in payroll calculations and reports, ensuring that important employee attributes are linked to salary processing.

Key benefits for HR

• Ensures payroll-relevant data is centrally stored

• Improves payroll processing accuracy

• Supports compliance and statutory reporting

Top use cases

• Used during payroll configuration setup

• Helpful when salary depends on location, grade, or category

• Configured for structured and policy-driven payroll management

→ Select Default Salary Report Components

This setting allows you to define which salary components should be selected by default in salary reports.

You must enter the salary component names in a comma-separated format. These components will automatically appear as pre-selected whenever a salary report is generated.

This configuration reflects in payroll reports and salary exports, ensuring that commonly required components are consistently included without manual selection each time.

Key benefits for HR

• Saves time during report generation

• Ensures consistency in payroll reporting

• Reduces chances of missing critical salary components

Top use cases

• Used for monthly salary reporting

• Helpful when certain components are always required for finance review

• Configured to standardise payroll reporting format

→ Input Payroll Cycle

This setting allows you to define the attendance period that should be considered for payroll calculation.

You can select specific start and end dates for the payroll cycle. If left blank, the system will automatically calculate payroll from the 1st to the last date of the current month.

This configuration reflects in salary processing and determines which attendance data is included in payroll calculations. It ensures salary is calculated based on the correct attendance window.

Key benefits for HR

• Aligns payroll with organisational salary cycle

• Prevents attendance mismatch in payroll

• Supports custom payroll periods

Top use cases

• Used when payroll cycle differs from calendar month

• Helpful in organizations with mid-month payroll processing

• Configured to align attendance cut-off with payroll timelines

→ Generate Salary Based Only on Attendance

This setting determines whether salary should be calculated purely based on attendance data or by combining attendance with imported Paid/Unpaid days.

If set to Yes, salary will be generated strictly according to attendance records. If set to No, the system will also consider imported paid or unpaid day adjustments, which is useful when salary structures change during the month.

This configuration reflects directly in payroll calculation logic and impacts final salary computation.

Key benefits for HR

• Provides flexibility in salary calculation

• Supports mid-month salary structure changes

• Ensures accurate paid/unpaid day adjustments

Top use cases

• Used in organisations with dynamic salary revisions

• Helpful during increments or structure changes within a payroll cycle

• Configured for accurate payroll adjustments

→ Manage LWP in Existing Head or Add as New Head

This setting controls how Leave Without Pay (LWP) should be reflected during salary generation.

If set to Yes, LWP will be adjusted within existing salary heads. If set to No, the system will create a separate salary component head named LWP during payroll processing.

This configuration reflects in salary slips, payroll reports, and payout sheets, directly impacting how LWP deductions are displayed and accounted for.

Key benefits for HR

• Ensures structured LWP accounting

• Provides clarity in salary breakdown

• Supports compliance and transparent payslip presentation

Top use cases

• Used when finance requires LWP to be shown separately

• Helpful for audit-friendly salary structuring

• Configured based on payroll accounting policy

→ LWP Head Title

This setting allows you to define the display name of the salary head under which Leave Without Pay (LWP) deductions will appear.

You can enter a custom title that will be shown in salary slips, payroll reports, and payout sheets instead of the default LWP label.

This configuration reflects in salary breakdowns and ensures that LWP deductions are displayed in alignment with your organization’s payroll terminology and accounting standards.

Key benefits for HR

• Maintains consistency in payroll terminology

• Improves clarity in salary slips

• Aligns payroll display with company accounting practices

Top use cases

• Used when organizations follow customized salary head naming conventions

• Helpful during payroll standardization or restructuring

• Configured to maintain professional payslip presentation

→ Do Not Generate Salary for Users Having Zero Paid Days

This setting determines whether salary should be generated for employees who have zero paid days in the payroll cycle.

If set to Yes, users with zero paid days will not appear in the generated salary sheet. If set to No, salary will still be generated and reflected with zero paid days.

This configuration reflects in the salary generation sheet and impacts payroll processing visibility and reporting.

Key benefits for HR

• Keeps salary sheets clean and relevant

• Avoids unnecessary zero-value salary entries

• Simplifies payroll reconciliation

Top use cases

• Used when employees are on full unpaid leave or long absences

• Helpful during employee exit or inactive payroll cycles

• Configured to streamline payroll reports

→ Consider Overtime in Salary Calculations

This setting determines whether overtime (OT) hours should be included in salary computation.

If set to Yes, overtime worked by employees will be calculated and added to salary as per defined overtime rules. If set to No, overtime hours will not impact payroll calculations.

This configuration reflects directly in payroll processing and salary generation, affecting final payout amounts.

Key benefits for HR

• Ensures accurate compensation for extra work

• Aligns payroll with overtime policies 

• Improves transparency in salary breakdown

Top use cases

• Used in organizations with paid overtime policies

• Helpful in manufacturing or shift-based industries

• Configured to ensure payroll compliance with labor laws

→ Number of Salary Dispatch per Batch

This setting allows you to define how many employee salary records should be processed in one batch during salary generation or dispatch.

By default, the system generates salaries for 100 users per batch. You can modify this number based on your organization’s employee strength and server performance capacity.

This configuration reflects the payroll processing speed and system performance during salary generation. Setting an appropriate batch size ensures smooth payroll execution without system overload.

Key benefits for HR

• Improves payroll processing efficiency 

• Prevents system performance issues during bulk salary generation 

• Allows scalability based on employee count

Top use cases

• Used in organizations with large employee databases

• Helpful during monthly bulk salary processing 

• Configured to optimize payroll performance

→ Earnings/Deductions Group

This setting allows you to define group names for earnings and deductions by entering them in a comma-separated format.

These group names help categorize salary components under structured headings for better organization and reporting.

This configuration reflects in salary structure setup, payroll reports, and salary slips by grouping related components together.

Key benefits for HR

• Ensures structured salary categorization

• Improves readability of salary breakdown 

• Simplifies payroll reporting

Top use cases

• Used during salary structure configuration

• Helpful for organizing complex compensation components 

• Configured to maintain standardized payroll grouping

→ PF Heads in Salary

This setting allows you to define which salary components should be treated as Provident Fund (PF) heads.

You must enter the PF head names in a comma-separated format and ensure they are written in small cases to match system requirements.

This configuration reflects in PF calculation, statutory deductions, and compliance reporting within payroll processing.

Key benefits for HR

• Ensures accurate PF computation

• Supports statutory compliance 

• Prevents mismatch in PF-related salary components

Top use cases

• Used during payroll statutory configuration

• Helpful in organizations contributing to employee PF 

• Configured to align payroll with government regulations

→ Earnings Heads Standard

This setting allows you to define standard earnings components by entering them in a comma-separated format in small cases.

These heads will be recognized as earning components in salary structure and payroll calculations.

This configuration reflects in salary generation, salary slips, and payroll reports, ensuring consistent identification of earnings components.

Key benefits for HR

• Standardizes earning components

• Ensures consistency in payroll calculations 

• Simplifies salary structure management

Top use cases

• Used while setting up salary structures

• Helpful in maintaining uniform earning heads across employees 

• Configured during payroll implementation

→ Deductions Heads Standard

This setting allows you to define standard deduction components by entering them in a comma-separated format in small cases.

These heads will be recognized as deduction components during salary processing.

This configuration reflects in payroll calculations, salary slips, and compliance reporting by categorizing deduction elements correctly.

Key benefits for HR

• Standardises deduction components

• Ensures accurate payroll processing

• Improves clarity in salary breakdown

Top use cases

• Used during payroll setup or restructuring

• Helpful in managing statutory and non-statutory deductions 

• Configured to maintain clean payroll structure

→ Field for Salary Structure

This setting allows you to select profile fields that should be displayed on the Salary Structure page.

Selected fields can be used while creating or assigning salary structures to employees or candidates.

This configuration reflects in salary structure creation and assignment workflows.

Key benefits for HR

• Enhances salary structure customization

• Improves compensation management accuracy 

• Supports structured payroll configuration

Top use cases

• Used during compensation planning

• Helpful in grade/department-based salary structures 

• Configured for structured payroll setup

→ Input the File Name Format for System-Generated Payslips

This setting allows you to define the naming format for generated payslip files.

You can use dynamic placeholders such as:
[[name]] – Employee name
[[username]] – Username
[[month_name]] – Month name
[[month]] – Month in numeric format
[[year]] – Year

The system will generate payslips based on the defined naming convention.

This configuration reflects in file storage organization and document management.

Key benefits for HR

• Ensures structured file naming

• Improves document traceability 

• Simplifies payslip storage and retrieval

Top use cases

• Used for organized payroll documentation

• Helpful in bulk salary generation 

• Configured for audit-ready file management

→ Default Currency

This setting defines the default currency symbol that will appear in salary slips and payroll reports.

You must enter the currency symbol (e.g., ₹, $, €, etc.) to be used across payroll outputs.

This configuration reflects in salary slips, payroll exports, and compensation displays.

Key benefits for HR

• Ensures consistent payroll presentation

• Supports multi-country payroll requirements 

• Improves clarity in compensation documents

Top use cases

• Used in domestic or international payroll setups

• Helpful in organizations operating across regions 

• Configured during payroll system setup

→ Select the Letter Template Where Payslip Format is Stored

This setting allows you to select the default letter template used for payslip generation.

The selected template will define the layout, structure, and formatting of the generated payslip.

This configuration reflects in payslip appearance and payroll documentation standards.

Key benefits for HR

• Standardizes payslip format

• Ensures branding consistency

• Improves professional documentation

Top use cases

• Used during payroll implementation

• Helpful in organizations with branded salary formats

• Configured for standardized payslip generation

→ Salary Table File

This setting allows you to select the PHP file responsible for generating the salary table.

The salary table used during payroll processing will be created based on the logic defined in the selected PHP file.

This configuration reflects in salary computation structure, salary sheet format, and payroll calculations.

Key benefits for HR

& Admin

• Allows customized salary table logic

• Supports organization-specific payroll formats 

• Enables flexible salary computation models

Top use cases

• Used when customized payroll calculations are required

• Helpful in complex compensation structures 

• Configured during payroll technical setup

→ Salary Table File for Letters

This setting allows you to select the PHP file used to generate salary structures within Letter Templates (excluding payslips).

The selected file will determine how salary details appear in documents such as offer letters, increment letters, or appointment letters.

This configuration reflects in compensation breakdown formatting within HR letter templates.

Key benefits for HR

• Ensures consistency in compensation communication

• Supports customized salary presentation in letters 

• Aligns offer letters with payroll structure

Top use cases

• Used during offer letter or increment letter generation

• Helpful in organizations with structured CTC breakdown formats 

• Configured for document standardization

→ Offer Letter Rounding Off Basis

This setting defines the rounding method applied to salary figures displayed in offer letters.

You can select the preferred rounding logic (e.g., round off to nearest whole number, decimal precision, etc.).

This configuration reflects in compensation values shown in offer letters and official documentation.

Key benefits for HR

• Ensures professional and clean salary presentation

• Maintains consistency in compensation figures 

• Prevents decimal discrepancies in formal documents

Top use cases

• Used during recruitment and offer release

• Helpful in maintaining standardized salary formats 

• Configured based on company rounding policy

→ Send Payslip on Email

This setting determines whether generated payslips should also be sent to employees via email.

If set to Yes, the system will automatically trigger an email containing the payslip. If set to No, payslips will only be available on the portal.

This configuration reflects in payroll communication and employee notification processes.

Key benefits for HR

• Ensures timely payslip delivery

• Improves employee communication 

• Reduces manual sharing efforts

Top use cases

• Used in organizations with remote employees

• Helpful for monthly payroll automation 

• Configured to enhance payroll communication

→ Remove Empty Salary Heads from Payslip

This setting determines whether salary heads with zero amounts should be displayed in the payslip.

If set to Yes, salary components with zero value will be hidden from the payslip. If set to No, all heads (including zero-value components) will be displayed.

This configuration reflects in payslip formatting and clarity.

Key benefits for HR

• Provides clean and concise payslips

• Improves readability 

• Avoids confusion from unused components

Top use cases

• Used in simplified payslip formats

• Helpful in structured compensation models 

• Configured to enhance document presentation

→ Pay Employees in Different Currency

This setting enables multi-currency payroll management.

If set to Yes, each employee must have an individual currency symbol defined in their profile field (Field Code: FILED_EMPLOYMENT_CURRENCY_SYMBOL). If set to No, the system will use the default currency for all employees.

This configuration reflects in payslip generation, payroll exports, and salary displays.

Key benefits for HR

• Supports global workforce payroll

• Ensures accurate currency representation 

• Improves compliance for international operations

Top use cases

• Used in multinational organizations

• Helpful for cross-border payroll management 

• Configured in global payroll setups

→ Select the Field Where Employee Currency is Stored

This setting allows you to select the profile field that stores the employee’s currency symbol when multi-currency payroll is enabled.

The system will fetch the currency symbol from the selected field for salary processing and payslip generation.

This configuration reflects in currency mapping and payroll calculations.

Key benefits for HR

• Ensures correct currency allocation

•  Maintains payroll accuracy 

• Supports multi-region compensation models

Top use cases

• Used when multiple currencies are configured

• Helpful in international HR operations 

• Configured during multi-currency setup

→ Total Earnings Label

This setting allows you to define the label used for Total Earnings in salary sheets and salary listing views.

The entered label will replace the default “Total Earnings” text in payroll outputs.

This configuration reflects in salary sheet presentation and reporting customization.

Key benefits for HR

• Allows terminology customization

• Aligns payroll labels with company policy 

• Improves payroll presentation clarity

Top use cases

• Used in organizations with custom payroll terminology

• Helpful in branded payroll documentation 

• Configured during payroll format setup

→ Total Deductions Label

This setting allows you to define the label used for Total Deductions in salary sheets and listings.

The entered label will appear wherever total deductions are displayed in payroll outputs.

This configuration reflects in salary presentation and payroll documentation consistency.

Key benefits for HR

• Customizes payroll terminology

• Improves clarity in compensation breakdown 

• Ensures standardized reporting language

Top use cases

• Used in structured payroll formats

• Helpful in compliance reporting 

• Configured for payroll branding consistency

→ Total Salary Label

This setting allows you to define the label used for Total Salary in salary sheets and listing views.

The custom label will be displayed in payroll outputs in place of the default text.

This configuration reflects in salary summary presentation and payroll reporting.

Key benefits for HR

• Aligns terminology with company standards 

• Enhances document consistency

•  Improves clarity in final salary display

Top use cases

• Used in customized payroll environments

• Helpful in organizations with alternative compensation terminology

•  Configured during payroll formatting setup

→ Salary Head Categories

This setting allows you to define salary head categories in a comma-separated format.

These categories help organize salary components into structured classifications (e.g., earnings, deductions, reimbursements, etc.).

This configuration reflects in payroll structure management and salary reporting.

Key benefits for HR

• Improves salary component organization

• Enhances reporting clarity 

• Supports structured payroll setup

Top use cases

• Used during payroll implementation

• Helpful in complex compensation frameworks 

• Configured to standardize salary classification

→ Payroll Auto Lock Date

This setting allows you to define the date of the month on which salary will automatically get locked by the system.

Enter a specific date (e.g., 10, 15, etc.) to enable auto-locking. Enter 0 if you do not want to enable salary auto-lock. However, it is recommended to lock salary to prevent accidental reprocessing of previous months’ payroll.

Once locked, the system will not allow salary generation or modification for the locked period.

This configuration reflects payroll control and processing governance.

Key benefits for HR

& Finance

• Prevents accidental payroll reprocessing

• Ensures payroll finalization discipline 

• Improves financial control and audit compliance

Top use cases

• Used in organizations with strict payroll timelines

•  Helpful in audit-controlled payroll environments 

• Configured to avoid backdated salary errors

→ Enter Adjustment Day Head Title

This setting allows you to define the salary head title for Adjustment Days.

The entered title will be mapped when adding extra earnings for an employee under the Adjustment Days head.

This configuration reflects in payroll component structuring and earnings classification.

Key benefits for HR

& Payroll

• Standardizes adjustment-related earnings

• Improves payroll clarity 

• Ensures structured component mapping

Top use cases

• Used in payroll setups involving attendance adjustments 

• Helpful in arrears or additional pay calculations

• Configured during payroll component setup

→ Enable Import for Adjustment Days in Extra Earnings/Deductions Page

This setting determines whether Adjustment Days can be imported through the Extra Earnings/Deductions import file.

If set to Yes, headers related to Adjustment Days will appear in the sample import file. If set to No, those headers will not be available.

This configuration reflects in payroll data import automation.

Key benefits for HR

& Payroll

• Enables bulk adjustment processing

• Reduces manual entry effort 

• Improves payroll efficiency

Top use cases

• Used in organizations with large employee strength

• Helpful in month-end bulk payroll adjustments 

• Configured for automated payroll processing

→ Adjustment Days Pay Type in Salary

This setting allows you to select how Adjustment Days should be treated in salary calculation.

The selected pay type determines whether adjustment pay is processed as earnings, arrears, or component-wise additions.

This configuration reflects in payroll calculation logic and salary structuring.

Key benefits for HR

& Finance

• Ensures correct salary computation

• Improves payroll transparency 

• Aligns adjustments with salary structure

Top use cases

• Used in payroll structures involving attendance-based adjustments

• Helpful in managing arrears and extra pay 

• Configured during salary component mapping

→ Enter Adjustment Day Head Suffix

This setting allows you to define a suffix that will be appended to the Adjustment Day head title.

This is applicable only when the Adjustment Day pay type is set to “Add Adjustment As Component Wise Arrears in Salary.”

This configuration reflects in salary slip presentation and component identification.

Key benefits for HR

• Improves salary slip clarity

• Helps differentiate arrears components 

• Ensures structured payroll reporting

Top use cases

• Used in detailed payroll breakdown environments

• Helpful in audit and reconciliation processes 

• Configured when arrears are component-based

→ Arrears Pay Type in Salary

This setting allows you to define how arrears should be disbursed in salary.

The selected pay type determines whether arrears are paid as a separate component, merged into earnings, or processed under a specific structure.

This configuration reflects in arrears calculation and payroll processing logic.

Key benefits for HR

& Finance

• Ensures accurate arrears disbursement

• Improves payroll clarity 

• Supports structured compensation adjustments

Top use cases

• Used in retroactive salary revision scenarios

• Helpful in increment or correction processing 

• Configured during payroll structure design

→ Exclude Salary Heads from Arrears Calculation

This setting allows you to exclude specific salary heads from arrears calculation.

When selected, the chosen salary components will not be considered while calculating arrears during salary revisions or retroactive changes.

This configuration reflects payroll calculation control and component-level accuracy.

Key benefits for HR

& Payroll

• Prevents unnecessary arrears computation

• Ensures only eligible components are recalculated 

• Improves payroll accuracy

Top use cases

• Used during salary revision exercises

• Helpful when certain components (like reimbursements) should not be recalculated 

• Configured during payroll structure planning

→ Include Salary Heads (Show in Payslip: No) in Arrears Calculation

By default, arrears are not calculated for components marked as “Show in Payslip – No.”

If you want arrears to be calculated on specific hidden components, you can select those salary heads here.

This configuration reflects in advanced payroll component handling.

Key benefits for HR

& Finance

• Provides flexibility in arrears processing

• Allows hidden components to be considered when required 

• Ensures structured payroll adjustments

Top use cases

• Used when internal salary components need arrears calculation

• Helpful in backdated policy changes 

• Configured for complex payroll environments

→ Enter Flexi Benefit Category Title

This setting allows you to define the category title for Flexi Benefit components.

Any salary head assigned to this category will be treated as a Flexi Benefit component in the payroll structure.

This configuration reflects compensation structuring and benefits classification.

Key benefits for HR

& Finance

• Organizes flexible compensation components

• Improves salary structure clarity 

• Supports tax-optimized salary planning

Top use cases

• Used in CTC structuring

• Helpful in tax-saving benefit configurations 

• Configured during salary component setup

→ Enable State Bonus / Minimum Wages Feature

This setting allows you to enable the State Bonus or Minimum Wages functionality in the payroll system.

If set to Yes, the State Bonus / Minimum Wages field will appear in the user salary and salary structure defining page. The calculation will work based on the employee’s state. If set to No, this feature will remain disabled.

This configuration reflects statutory compliance and state-based payroll calculation.

Key benefits for HR

& Payroll

• Ensures compliance with state-specific wage laws

• Automates state-based salary validation 

• Reduces manual statutory errors

Top use cases

• Used in multi-state organizations

• Helpful in statutory wage compliance 

• Configured during payroll compliance setup

→ Enter Label for State Bonus / Minimum Wages

This setting allows you to define the system label for the State Bonus or Minimum Wages feature.

While entering the label, do not use spaces. Instead, use an underscore (_) between words. For example, use state_bonus or minimum_wages.

This configuration reflects in backend identification and structured payroll mapping.

Key benefits for HR

& IT

• Maintains standardized naming conventions

• Prevents configuration errors 

• Supports structured system setup

Top use cases

• Used during initial payroll configuration

• Helpful in custom statutory setups 

• Configured for system-level mapping

→ Enter Default State’s Name

This setting allows you to define a default state for State Bonus or Minimum Wages calculation.

The system will use this state as default if the employee’s state is not mentioned in their profile. If the user’s profile contains a state, it will override the default state.

This configuration reflects in fallback compliance handling.

Key benefits for HR

• Ensures uninterrupted payroll processing

• Prevents missing statutory mapping 

• Maintains compliance consistency

Top use cases

• Used when employee state data is incomplete

• Helpful in bulk employee data imports 

• Configured during payroll setup

→ Comma Separated Skill Category Types

This setting allows you to define the allowed skill categories for payroll wage processing.

Enter the skill categories separated by commas. Only the entered categories will appear under the payroll wages section.

This configuration reflects in payroll filtering and structured classification.

Key benefits for HR

• Ensures standardized skill categories

• Prevents unauthorized category selection 

• Improves wage classification control

Top use cases

• Used in industry-specific wage structures

• Helpful in regulated labour setups 

• Configured during payroll category design

→ Specify Number of Days for LWP Reversal After Payroll Cycle

This setting allows you to define the number of days after payroll processing during which Leave Without Pay (LWP) reversal can be considered.

Leaves applied within the specified number of days after payroll cycle completion will be evaluated for LWP reversal.

This configuration reflects in payroll adjustment and leave correction management.

Key benefits for HR

& Payroll

• Allows controlled payroll corrections

• Prevents indefinite reversals 

• Improves payroll accuracy

Top use cases

• Used in structured payroll cycles

• Helpful in post-payroll leave adjustments 

• Configured to manage LWP corrections

→ Select Leave Types for LWP Reversal

This setting allows you to select specific leave types eligible for LWP reversal.

If left empty, no LWP reversal will be applied. Only the selected leave types will be considered for reversing Leave Without Pay deductions.

This configuration reflects in controlled payroll and leave policy alignment.

Key benefits for HR

• Prevents unauthorized salary adjustments

• Ensures selective leave eligibility 

• Improves payroll governance

Top use cases

• Used when certain leave types qualify for salary restoration

• Helpful in earned leave adjustments 

• Configured during leave and payroll integration

→ Ask for Reason While Changing Salary of a User

This setting determines whether a reason should be mandatory while updating an employee’s salary structure.

If set to Yes, entering a reason becomes compulsory during salary modification. If set to No, salary changes can be made without specifying a reason.

This configuration reflects payroll governance and audit control.

Key benefits for HR

& Finance

• Maintains salary change transparency

• Supports audit tracking 

• Ensures accountability in payroll updates

Top use cases

• Used in controlled payroll environments

• Helpful during appraisal and revision cycles 

• Configured for compliance and audit purposes

→ Salary Structure Change Reasons

This setting allows you to define the list of acceptable reasons for salary structure changes.

The configured reasons will appear as selectable options whenever a salary update is performed.

This configuration reflects in standardized payroll documentation.

Key benefits for HR

• Ensures structured salary revision records

• Reduces ambiguity in payroll changes 

• Improves reporting clarity

Top use cases

• Used during annual increment cycles

• Helpful in promotion or adjustment cases 

• Configured to standardize payroll change tracking

→ Enable TDS Update via Import Post Salary Generation

This setting determines whether TDS (Tax Deducted at Source) amounts can be updated through import after salary generation.

If set to Yes, a button will appear post salary generation allowing TDS update via import file. If set to No, this feature will remain disabled.

This configuration reflects in payroll correction flexibility and tax adjustment management.

Key benefits for HR

& Finance

• Allows post-payroll tax adjustments

• Supports bulk TDS corrections 

• Improves payroll accuracy

Top use cases

• Used during tax revision updates

• Helpful in financial year-end adjustments 

• Configured in tax-compliant payroll setups

→ CRON Reimbursement Day of the Month (1–31)

This setting allows you to define the specific day of the month (1–31) when the CRON job will automatically run for reimbursement processing.

If left empty, the system will run the reimbursement CRON on the 8th day of each month by default.

This configuration reflects the automated reimbursement scheduling.

Key benefits for HR

& Finance

• Ensures timely reimbursement processing

• Automates monthly payout cycle 

• Reduces manual intervention

Top use cases

• Used in organizations with structured reimbursement cycles

• Helpful in payroll-integrated reimbursement systems 

• Configured during finance automation setup

→ Enable Reimbursement Consideration Set in Salary Structure

This setting determines whether reimbursements defined in the salary structure should be considered for monthly reimbursement processing.

If set to Yes, the system will consider salary components marked for reimbursement. Ensure that monthly reimbursements are enabled on the portal and linked with a workflow before activating this setting. If set to No, this feature will remain inactive.

This configuration reflects in payroll-reimbursement integration.

Key benefits for HR

& Finance

• Aligns reimbursements with salary structure

• Ensures workflow-based approval 

• Improves payroll accuracy

Top use cases

• Used in CTC-based reimbursement structures

• Helpful in structured compensation models

•  Configured during payroll component planning

→ Enter CTC Reimbursement Category Text

This setting allows you to define the category name under which reimbursement components are grouped in the salary structure.

For example, you may enter Reimbursements or CTC_Reimbursements. If an employee’s salary includes components under this category, they can apply for reimbursement. Once approved, the reimbursed amount will be treated as non-taxable.

This configuration reflects in compensation classification and tax management.

Key benefits for HR

& Finance

• Ensures proper reimbursement categorization

• Supports tax compliance 

• Improves clarity in salary structure

Top use cases

• Used in flexible CTC structures

• Helpful in tax-optimized salary planning 

• Configured during payroll setup

Reports & Export Configuration

→ Add Fields to Include in All Exports

This setting allows you to select specific community or profile fields that should be included in all export reports across the system.

Once configured, the selected fields will automatically appear in exported files such as Excel reports, ensuring consistency in data extraction.

This configuration reflects in all export reports generated from the system and ensures that important employee or organizational data is not missed during reporting.

Key benefits for HR

• Standardizes exported reports across modules

• Reduces manual effort of selecting fields repeatedly

• Ensures critical data is always included in exports

Top use cases

• Used when certain employee details must always be part of reports

• Helpful during compliance reporting or audits

• Configured to maintain uniform reporting standards

→ Export Profile Fields as Per New Configuration

This setting determines whether profile field data should be exported according to the customised sequence defined in the configuration.

If set to Yes, the exported data will follow the order defined in the “Select Profile Field Export Sequence” setting. If set to No, the system may export fields in its default order.

This configuration reflects in exported Excel sheets and ensures structured, organized data presentation as per business preference.

Key benefits for HR

• Maintains organized and readable export files

• Aligns exported data with internal reporting format

• Reduces post-export manual rearrangement

Top use cases

• Used when finance or management expects reports in a fixed format

• Helpful for recurring monthly MIS reporting

• Configured to standardise export structure

→ Select Profile Field Export Sequence

This setting allows you to define the order in which profile fields should appear in exported Excel reports.

By arranging fields in the required sequence, you control how employee data is structured in the final export file.

This configuration reflects directly in Excel exports and ensures data is presented in a logical and business-friendly format.

Key benefits for HR

• Improves readability of exported reports

• Saves time on rearranging columns manually

• Ensures consistency across shared reports

Top use cases

• Used for payroll or compliance exports

• Helpful for structured MIS and audit submissions

• Configured when sharing reports with external stakeholders

→ Report Name and Fields

This setting allows you to define a custom report name and select the specific fields to be included in that report.

By configuring this, you create structured reports tailored to organizational needs instead of relying on generic system reports.

This configuration reflects in the reporting module and determines how reports are displayed, generated, and exported.

Key benefits for HR

• Enables customized reporting

• Improves report clarity and purpose

• Supports department-specific data requirements

Top use cases

• Used for creating custom HR, payroll, or attendance reports

• Helpful for management dashboards and internal reviews

• Configured for periodic reporting requirements

→ Field Mapping

This setting allows you to map system fields with corresponding fields during data import or export processes.

Field mapping ensures that data from external files (such as Excel sheets) aligns correctly with system-defined fields, preventing data mismatch or incorrect uploads.

This configuration reflects during import/export operations and plays a critical role in maintaining data accuracy and integrity.

Key benefits for HR

• Prevents data upload errors

• Ensures smooth system migration or bulk updates

• Maintains consistency between system and external data formats

Top use cases

• Used during employee data import

• Helpful in payroll data migration

• Configured while integrating external systems or bulk data uploads

→ Include Additional Fields in Salary Export

This setting allows you to select additional community or profile fields that should be included specifically in the Salary Export report.

Once configured, the selected fields will appear along with standard salary components in the exported salary sheet, providing extended employee data in one consolidated report.

This configuration reflects in the monthly or periodic salary export file and ensures payroll-related reports contain all necessary supporting information.

Key benefits for HR

• Enhances salary export reports with additional employee details

• Reduces the need for multiple reports

• Improves payroll transparency and analysis

Top use cases

• Used when finance requires employee codes, department, or location in salary reports

• Helpful during payroll audits and reconciliation

• Configured for comprehensive monthly salary exports

→ Include Fields in All Leave Exports

This setting allows you to select community fields that should be included in all leave-related export reports, such as leave balance summaries and leave history reports.

Once selected, these fields will automatically appear in exported leave reports for all users.

This configuration reflects in leave export files and ensures leave data is supported with relevant employee details for reporting and compliance.

Key benefits for HR

• Standardizes leave reports across the organization

• Provides complete employee context in leave exports

• Reduces manual merging of employee data

Top use cases

• Used during leave balance audits

• Helpful for year-end leave reconciliation

• Configured for management leave reporting

→ Include Fields in Filters

This setting allows you to select community or profile fields that should be available as filtering options across reports and modules.

Once configured, these selected fields will appear in filter sections, allowing users to refine data based on those criteria.

This configuration reflects in report filters and improves the ability to generate customized and segmented reports.

Key benefits for HR

• Enhances reporting flexibility

• Enables better data segmentation

• Improves efficiency in data analysis

Top use cases

• Used for department-wise or location-wise reporting

• Helpful in payroll and leave data segmentation

• Configured to simplify MIS report generation

→ Select Attendance Sheets to Export

This setting allows you to select specific attendance sheets that should be included in the attendance export report.

Only the selected sheets will be exported. If left blank, all attendance sheets will be included in the export.

This configuration reflects in attendance export files and reporting outputs.

Key benefits for HR

• Customizes attendance reports

• Reduces unnecessary data in exports 

• Improves reporting efficiency

Top use cases

• Used when only specific attendance types need reporting

• Helpful for audit or payroll-specific exports 

• Configured to streamline data extraction

→ Display Optional Holiday Users in Daily Attendance Report

This setting determines whether optional holiday records should appear in the Daily Attendance Report.

If set to Yes, an Optional Holidays tab will be visible in the report. If set to No, it will not be displayed.

This configuration reflects in attendance reporting and export visibility.

Key benefits for HR

• Improves attendance transparency

• Ensures reporting accuracy 

• Supports audit and reconciliation

Top use cases

• Used when attendance reports are shared with management

•  Helpful during payroll reconciliation 

• Configured to enhance reporting clarity

→ Select Daily Attendance Report Sheets to Export

This setting allows you to choose specific attendance sheets to include in the Daily Attendance Report export.

Only selected sheets will be included. If left blank, all sheets will be exported.

This configuration reflects in export file customization and reporting outputs.

Key benefits for HR

• Customizes export content

• Reduces unnecessary data 

• Improves reporting efficiency

Top use cases

• Used for payroll-specific attendance exports

• Helpful during compliance reporting 

• Configured for focused data extraction

→ Skip Form Fields in Accrued Leave Balance Import / Export

This setting allows you to exclude specific fields from the Accrued Leave Balance import and export process.

Enter the form field names separated by commas. The selected fields will not appear in the import/export file.

This configuration reflects in data management and structured reporting.

Key benefits for HR

• Simplifies data files

• Reduces processing errors 

• Improves file accuracy

Top use cases

• Used during bulk leave data migration

• Helpful in streamlined reporting processes 

• Configured during leave data setup

System Configuration & Administration

→ Select IT SPOC

This setting allows you to designate a specific user as the IT Single Point of Contact (SPOC) within the system.

The selected user will be recognized as the IT contact for system-related coordination, issue resolution, or communication where IT involvement is required.

This configuration reflects in system workflows and communication processes where IT intervention or approval may be necessary.

Key benefits for HR

• Defines clear IT accountability

• Improves coordination between HR and IT

• Streamlines issue escalation and resolution

Top use cases

• Used during system implementation or integration

• Helpful when managing technical escalations

• Configured to formalize IT ownership within HRMS

→ Calculate Salary on Actual Working Days Using PHP Custom Code

This setting allows administrators to apply custom PHP logic to calculate salary based only on the actual working days of a user within a month.

To enable this, you must set the variable $calculate_salary_on_total_days to false in the custom code. The system provides the user object in $uknowva_user, allowing you to define advanced salary calculation conditions.

This configuration reflects the payroll calculation logic and overrides the default salary computation method, enabling more dynamic and policy-driven salary processing.

Key benefits for HR

• Supports advanced and customized payroll rules

• Ensures salary is calculated precisely as per company policy

• Provides flexibility beyond standard payroll settings

Top use cases

• Used when salary depends strictly on the actual worked days

• Helpful in contract-based or variable workforce models

• Configured during advanced payroll customisation

→ Share Statistics

This setting determines whether anonymized system usage statistics (such as number of leaves processed, feature usage, etc.) should be shared with uKnowva for product improvement purposes.

If enabled, selected usage data will be shared to help enhance system performance and features. If disabled, no such statistics will be shared.

This configuration reflects in system-level data sharing preferences and supports continuous product enhancement.

Key benefits for HR

• Contributes to system improvements

• Helps enhance future feature development

• Supports better product optimization

Top use cases

• Used when organizations are open to contributing to product enhancement

• Helpful in improving user experience through feedback insights

• Configured based on company data-sharing policy

→ Enable HR SPOC

This setting allows you to enable the HR SPOC (Single Point of Contact) functionality within the system.

If set to Yes, each employee must have an assigned HR representative mapped through a dedicated profile field (Field Code: EMPINFO_HRINFO). If set to No, a universal HR will apply to all employees instead of individual HR mappings.

This configuration reflects in employee-HR mapping, workflow approvals, and HR support processes.

Key benefits for HR

• Ensures clear HR ownership for each employee

• Improves accountability and communication 

• Supports structured HR operations

Top use cases

• Used in organizations with multiple HR representatives

• Helpful in large organizations with department-wise HR allocation 

• Configured to assign dedicated HR contacts per employee

→ Field for HR SPOC

This setting allows you to select the specific profile field used for mapping HR SPOCs when multiple HRs exist in the organization.

You must select the relevant HR SPOC field that stores employee-to-HR mapping information.

This configuration reflects in approval workflows, HR access control, and employee support routing.

Key benefits for HR

• Ensures correct HR assignment

• Supports structured HR hierarchy 

• Improves workflow accuracy

Top use cases

• Used when multiple HR SPOCs are configured

• Helpful in department-based HR allocation models 

• Configured during HR structure setup

→ Max Allowed Optional Holiday using PHP Custom Code (Only for Developers)

This setting allows developers to dynamically define the optional holiday limit using custom PHP logic.

You must set the value of the variable $optional_holiday_limit to a valid numeric value within the custom code. The current logged-in user’s object will be available in $cuser.

This configuration reflects in advanced holiday eligibility logic and overrides static limits when applied.

Key benefits for HR

& Admin

• Allows dynamic limit calculation

• Supports role-based or tenure-based holiday rules 

• Enables custom holiday governance

Top use cases

• Used when optional holiday limits vary by department, grade, or tenure

• Helpful in complex HR policy environments 

• Configured for customized holiday eligibility rules

→ Change Email ID After Auto Disabling User

This setting determines whether the system should automatically modify the employee’s email ID after the account is disabled.

If set to Yes, the system will update the email ID in a predefined format (e.g., exemp.emailid) to prevent duplication or reuse conflicts. If set to No, the email ID will remain unchanged even after deactivation.

This configuration reflects in user account management and data integrity controls.

Key benefits for HR

& IT

• Prevents email duplication issues

• Maintains unique email constraints 

• Improves system data hygiene

Top use cases

• Used in organizations where email must remain unique

• Helpful when rehiring employees 

• Configured for database consistency

→ Employee Listing Ordering Basis

This setting allows you to define the default sorting order of employees across various modules such as Salary, Attendance, etc.

The selected ordering basis (e.g., Employee Code, Name, Department) will determine how employee records are displayed.

This configuration reflects the UI consistency and data navigation control.

Key benefits for HR

• Improves data accessibility

•  Ensures consistent listing across modules 

• Enhances user experience

Top use cases

• Used in large organizations

• Helpful in structured employee management 

• Configured during system setup

→ Enter uKnowva Job Suggestion Data AI API URL

This setting allows you to enter the API URL for integrating uKnowva Job Suggestion AI functionality.

The system will connect to the provided API endpoint to fetch job suggestion data.

This configuration reflects in AI integration and automation capability.

Key benefits for HR

& IT

• Enables AI-powered job recommendations

• Improves recruitment efficiency 

• Supports advanced system integration

Top use cases

• Used in AI-driven recruitment environments

• Helpful in talent management systems 

• Configured during API integration setup

→ Enter uKnowva Job Suggestion Data AI API Auth Token

This setting allows you to enter the authentication token required for secure API access.

The system will use this token to authorize communication with the Job Suggestion AI API.

This configuration reflects in secure API communication and data protection.

Key benefits for HR

& IT

• Ensures secure integration

• Prevents unauthorized API access 

• Maintains system data security

Top use cases

• Used during secure AI integration

• Helpful in controlled IT environments 

• Configured during API authentication setup

Workflow, Approval & Governance Settings

→ Optional Holiday Workflow

This setting allows you to select a workflow for Optional Holiday approval.

Once a workflow is selected, the separate Optional Holiday Approval settings will not apply, as the approval process will follow the defined workflow structure.

Best practice is to use workflow-based approval to ensure structured, trackable, and rule-based processing.

Key benefits for HR

• Ensures structured approval routing

• Maintains audit trail 

• Supports multi-level approval

Top use cases

• Used in organizations with formal leave approval structures

• Helpful in multi-level managerial hierarchies 

• Configured for standardized approval governance

→ Who Would Be the Approvers for Optional Holidays?

This setting defines which roles or users will have approval rights for Optional Holidays (if workflow is not configured).

Selected users/roles will be authorized to approve optional holiday applications.

This configuration reflects in access control and leave approval authority.

Key benefits for HR

• Ensures controlled approval access

• Clarifies responsibility 

• Prevents unauthorized approvals

Top use cases

• Used when approval is role-based rather than workflow-driven

• Helpful in small or mid-sized organizations 

• Configured during leave approval setup

→ Select Default Approver for Optional Holidays

This setting allows you to assign default approving users for optional holidays.

Selected users will automatically receive approval authority, even if not part of the reporting hierarchy.

This configuration reflects the fallback approval mechanisms and ensures smooth processing.

Key benefits for HR

• Prevents approval delays

• Ensures backup approvers 

• Improves workflow continuity

Top use cases

• Used when additional HR oversight is required

• Helpful during manager absence 

• Configured to avoid approval bottlenecks

→ Select Optional Holiday Cancellation Workflow

This setting allows you to define a workflow for Optional Holiday cancellation requests.

When an employee applies for cancellation, the selected workflow will automatically trigger for approval processing.

This configuration reflects in cancellation governance and audit tracking.

Key benefits for HR

• Ensures structured cancellation process

• Maintains approval audit trail 

• Prevents unauthorized cancellations

Top use cases

• Used where holiday cancellations require approval

• Helpful in compliance-driven environments 

• Configured for better leave control

→ Require Approval on Attendance Edit

This setting defines whether edited attendance entries must go through approval again.

If set to Yes, the system will trigger an approval workflow after editing. If set to No, edited attendance will auto-approve.

This configuration reflects the attendance approval governance.

Key benefits for HR

• Ensures oversight on attendance changes

• Maintains accountability 

• Prevents unauthorized data modifications

Top use cases

• Used in organizations with structured approval hierarchies

• Helpful for maintaining audit control 

• Configured to enforce strict attendance governance

→ Attendance Regularized by Admin on Behalf of User – Require Approval?

This setting determines whether attendance regularized by an admin on behalf of a user should still require approval.

If set to Yes, approval workflow will trigger even when admin performs the regularization. If set to No, admin-regularized attendance will auto-approve.

This configuration reflects in administrative authority and approval governance rules.

Key benefits for HR

• Maintains consistent approval process

• Prevents misuse of administrative privileges 

• Ensures transparency in attendance updates

Top use cases

• Used in organizations with strong internal controls

• Helpful in audit-sensitive environments 

• Configured to maintain governance uniformity

→ Attendance Regularized by Manager on Behalf of User – Require Approval?

This setting determines whether attendance regularized by a manager on behalf of an employee should go through an approval process.

If set to Yes, approval will be required even when a manager submits or modifies attendance. If set to No, the attendance will auto-approve after submission by the manager.

This configuration reflects attendance governance and managerial authority controls.

Key benefits for HR

• Maintains structured approval flow

• Ensures transparency in managerial edits 

• Prevents unauthorized attendance modifications

Top use cases

• Used in compliance-driven organizations

• Helpful where strict approval hierarchy is required 

• Configured to ensure accountability in attendance changes

→ Reassign All Pending Requests to New Manager on Manager Change

This setting determines whether all pending requests (such as leave, attendance, approvals, etc.) should automatically be reassigned when an employee’s reporting manager is changed.

If set to Yes, all pending requests will be transferred to the newly assigned manager. If set to No, pending requests will remain with the previous manager.

This configuration reflects in workflow continuity and approval routing logic.

Key benefits for HR

• Prevents approval bottlenecks

• Ensures smooth workflow transition 

• Maintains process continuity during reporting changes

Top use cases

• Used during organizational restructuring

• Helpful when managers leave or teams are reshuffled 

• Configured to maintain uninterrupted approvals

→ Attendance Approval Workflow

This setting allows you to select the workflow that will be used for attendance approvals.

The selected workflow will define the approval hierarchy, stages, and rules for attendance requests.

This configuration reflects attendance governance and approval tracking.

Key benefits for HR

• Ensures structured approval process

•  Maintains audit trail

• Supports multi-level validation

Top use cases

• Used in organizations with formal attendance policies

• Helpful in compliance-driven environments 

• Configured during attendance governance setup

→ Leave Approval Workflow

This setting allows you to select the workflow for leave approval.

The selected workflow will determine how leave applications are reviewed and approved within the organization.

This configuration reflects in leave management processes and hierarchical approvals.

Key benefits for HR

• Ensures policy-based leave approvals

• Maintains transparency in leave processing 

• Supports multi-level managerial review

Top use cases

• Used in structured leave governance models

• Helpful in organizations with layered reporting hierarchies 

• Configured during leave management implementation

→ Leave Cancellation Workflow

This setting allows you to select the workflow for leave cancellation requests.

The selected workflow will trigger whenever an employee applies for leave cancellation.

This configuration reflects in leave reversal governance and approval controls.

Key benefits for HR

• Maintains structured cancellation process

• Ensures accountability 

• Prevents unauthorized leave modifications

Top use cases

• Used in organizations where leave cancellation requires approval

• Helpful in compliance-sensitive environments 

• Configured to control leave reversal requests

→ Notify User on Adding Extra Earnings/Deductions

This setting determines whether employees should be notified when extra earnings or deductions are added to their salary.

If enabled, the employee will receive a notification whenever such changes are made.

This configuration reflects payroll transparency and employee communication.

Key benefits for HR

• Keeps employees informed

• Reduces payroll-related queries 

• Improves trust and transparency

Top use cases

• Used in organizations promoting financial transparency

• Helpful during incentive or penalty updates 

• Configured to reduce payroll disputes

→ Notify User Via

This setting allows you to choose the mode of notification when extra earnings or deductions are added.

You can select Email, System Notification, or Both, depending on your communication preference.

This configuration reflects employee engagement and communication control.

Key benefits for HR

• Ensures timely communication

• Offers flexible notification channels 

• Improves payroll awareness

Top use cases

• Used in organizations with distributed workforce

• Helpful in remote or hybrid work environments

•  Configured during payroll communication setup

→ Leave Encashment Approval Workflow

This setting allows you to select the workflow for leave encashment (cash-in leave) approval.

The selected workflow defines approval hierarchy and rules for processing leave encashment requests.

This configuration reflects in leave monetization governance.

Key benefits for HR

• Ensures structured approval process

• Maintains financial control 

• Supports policy-based encashment

Top use cases

• Used in organizations offering leave encashment benefits

• Helpful in structured compensation frameworks 

• Configured during leave policy setup

Shift & Roster Management

→ Allow Shift Allocation For

This setting controls whether superiors (managers/supervisors) are allowed to allocate shifts to their subordinates.

If a role or option is selected, those superiors will be able to assign shifts to their team members. If set to None, superiors will not have permission to allocate shifts.

This configuration reflects in shift management permissions and role-based access control.

Key benefits for HR

• Enables decentralized shift management

• Improves operational flexibility 

• Maintains controlled access to shift allocation

Top use cases

• Used in organizations with reporting hierarchies

• Helpful in shift-based or rotational work environments 

• Configured to delegate shift planning authority

→ Backdated Shift Allocation Days

This setting defines how many past days are allowed for shift allocation.

You must enter a numeric value representing the maximum number of backdated days for which shifts can be assigned.

This configuration reflects the shift validation rules and prevents unauthorized historical shift changes beyond the defined limit.

Key benefits for HR

• Prevents excessive backdated modifications

•  Ensures data integrity in attendance records 

• Maintains compliance with payroll timelines

Top use cases

• Used when historical shift corrections are occasionally required

• Helpful in payroll-sensitive environments 

• Configured to restrict misuse of backdated entries

→ Enable Shift Roster Page

This setting determines whether the Shift Roster page will be visible on the portal.

If set to Yes, the roster page will be available for managing shift schedules. If set to No, the roster functionality will not be accessible.

This configuration reflects in system navigation and shift scheduling capabilities.

Key benefits for HR

• Centralizes shift planning

• Improves workforce scheduling visibility 

• Enhances roster management efficiency

Top use cases

• Used in organizations with shift-based operations

• Helpful for centralized shift scheduling 

• Configured during workforce planning setup

→ Allow Week Off Updation in Shift Roster Page

This setting controls whether week-off details can be updated directly from the Shift Roster page.

If set to Yes, users with access can update weekly offs within the roster. If set to No, week-off modification will not be available through the roster page.

This configuration reflects in the roster flexibility and attendance policy control.

Key benefits for HR

• Provides dynamic week-off management

• Reduces dependency on profile-level changes 

• Improves scheduling accuracy

Top use cases

• Used in rotational week-off environments

• Helpful in industries with dynamic scheduling 

• Configured for flexible roster management

→ Select the Profile Field Where Shift is Stored

This setting allows you to select the profile (community) field where employee shift information is stored.

If shifts are assigned via a profile field, the system will consider the user’s default shift as per the selected field.

This configuration reflects in attendance calculation, shift allocation logic, and payroll processing.

Key benefits for HR

• Ensures accurate default shift mapping

• Supports profile-based shift assignment 

• Maintains consistency across attendance records

Top use cases

• Used when shift is assigned through employee profile 

• Helpful in structured shift allocation systems

• Configured during shift setup implementation

Workforce Planning & Manpower Management

→ Enable Manpower Planning System

This setting activates manpower planning validation within the system.

If set to Yes, the system will check approved manpower count before adding or updating users in a department or designation. If set to No, no manpower validation will occur.

This configuration reflects in workforce planning and headcount control.

Key benefits for HR

• Prevents exceeding approved headcount

• Ensures budget compliance 

• Supports strategic workforce planning

Top use cases

• Used in structured organizations with manpower budgets

• Helpful in controlling department-wise hiring 

• Configured for headcount governance

→ Fields for Manpower Planning

This setting allows you to select fields (such as department, designation, location, etc.) on which the manpower plan will be structured.

The system will generate and validate manpower planning based on the selected fields.

This configuration reflects in manpower allocation logic and workforce structure management.

Key benefits for HR

• Enables department-wise planning

• Supports structured manpower analysis 

• Improves headcount visibility

Top use cases

• Used in organizations with department-based headcount planning 

• Helpful in strategic workforce forecasting 

• Configured during manpower planning setup

→ Allowed User Groups to Plan Manpower

This setting allows you to select user groups that are authorized to create or update manpower plans.

Only selected groups will have permission to manage manpower planning configurations.

This configuration reflects role-based access control for workforce planning.

Key benefits for HR

• Ensures restricted access to manpower planning

• Maintains governance control 

• Prevents unauthorized plan modifications

Top use cases

• Used in centralized HR planning environments

• Helpful in role-based permission structures 

• Configured to control manpower management access

→ User Groups to Exclude from Manpower Planning Check

This setting allows you to select user groups that should be excluded from manpower validation checks.

Selected groups can add or update users even if the approved manpower count is exceeded.

This configuration reflects the exception handling within manpower governance.

Key benefits for HR

• Provides flexibility for special cases

• Prevents operational delays 

• Supports emergency or strategic hiring

Top use cases

• Used for senior management or special hiring categories

• Helpful during urgent recruitment needs 

• Configured to allow controlled exceptions

→ Users to Exclude from Manpower Planning Check

This setting allows you to select specific users who should be excluded from manpower validation checks.

These users will be able to add or update employees even if the department exceeds its approved manpower limit.

This configuration reflects personalized access control within workforce planning.

Key benefits for HR

• Allows selective exception handling

• Supports administrative flexibility 

• Maintains overall manpower governance

Top use cases

• Used for HR heads or super admins

• Helpful during restructuring or urgent hiring 

• Configured to manage high-level exceptions

→ Enter Manpower Planning Number of Years Before the Current Year

This setting allows you to define how many previous years (including the current year) should be available in the manpower planning module.

The system will display a list of years counting backward from the current year based on the number entered.

This configuration reflects historical workforce planning visibility and reporting scope.

Key benefits for HR

• Enables historical manpower analysis

• Supports year-over-year comparison 

• Improves workforce trend evaluation

Top use cases

• Used for reviewing past manpower allocation

• Helpful in audit and compliance reporting 

• Configured during manpower planning setup

→ Enter Manpower Planning Number of Years After the Current Year

This setting allows you to define how many future years (including the current year) should be available in manpower planning.

The system will display upcoming years based on the number entered.

This configuration reflects in long-term workforce forecasting and budget planning.

Key benefits for HR

• Supports strategic workforce forecasting

• Enables multi-year hiring plans 

• Improves long-term manpower budgeting

Top use cases

• Used in organizations with long-term growth planning

• Helpful for expansion or scaling strategies 

• Configured during workforce planning implementation

→ Fields for Manpower Planning as per New Configuration

This setting allows you to define the fields that will be considered under the new manpower planning configuration structure.

The selected fields will determine how manpower data is categorized and validated in the system.

This configuration reflects in updated workforce planning logic and structural mapping.

Key benefits for HR

• Aligns manpower planning with new organizational structure

• Ensures accurate headcount tracking 

• Improves planning precision

Top use cases

• Used during system reconfiguration

• Helpful after restructuring departments or designations 

• Configured during manpower module upgrade

→ Fields for Manpower Planning

This setting determines the sequence of profile fields that will appear in the manpower planning Excel export.

The data will be displayed and exported in the exact order selected in this configuration.

This configuration reflects in export formatting and reporting structure.

Key benefits for HR

• Ensures structured data export

• Improves reporting consistency 

• Supports customized Excel outputs

Top use cases

• Used for workforce reporting exports

• Helpful in management presentations 

• Configured to standardize manpower reports

→ Consider Manpower Planning Count as per Financial Year

This setting determines whether manpower counts should be calculated based on the financial year or calendar year.

If set to Yes, the system will calculate actual and resigned employee counts based on the financial year. If set to No, counts will be calculated as per the calendar year.

This configuration reflects in headcount calculation logic and compliance alignment.

Key benefits for HR

• Aligns manpower planning with financial budgeting

• Improves reporting accuracy 

• Supports statutory and fiscal planning

Top use cases

• Used in organizations following financial year budgeting

• Helpful for payroll and cost planning 

• Configured to align workforce data with finance reporting

→ Show Initial Approved Count Column in Manpower Planning

This setting determines whether the Initial Approved Manpower Count column should be displayed in manpower planning.

If set to Yes, the column will appear during manpower plan creation. It cannot be edited later. If set to No, the column will not be shown.

This configuration reflects in baseline headcount tracking and approval governance.

Key benefits for HR

• Maintains original approved headcount reference

• Improves audit transparency 

• Supports manpower approval tracking

Top use cases

• Used in organizations with strict headcount approvals

• Helpful during internal audits 

• Configured to maintain approved manpower history

→ Show Raise Requisition Button in Manpower Planning

This setting allows you to define under which conditions the Raise Requisition button should appear on the manpower planning page.

The selected option determines when users can initiate recruitment requests directly from manpower planning.

This configuration reflects in recruitment workflow integration with manpower planning.

Key benefits for HR

• Links manpower gaps to hiring process

• Improves recruitment control

•  Ensures hiring is aligned with approved headcount

Top use cases

• Used in organizations with integrated recruitment modules

• Helpful in structured hiring processes 

• Configured to control recruitment initiation

Conclusion

That’s it! 

You’ve now gained a complete understanding of uKnowva HRMS global configuration settings and how each setting impacts leave management, attendance tracking, payroll processing, approvals, and workforce governance. 

By configuring these options thoughtfully, you ensure that your HR processes remain accurate, policy-driven, and aligned with your organisational structure. 

If you have any questions or need additional support while configuring these settings, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..