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CloudHR Documentation

website·Indexed 31 days ago

https://docs.cloudhr.ai

Comprehensive guides for managing human resources, including payroll configuration, pay groups, tax declarations, and payslip templates. Features documentation on organization management, asset and document tracking, shift attendance, project management, and workforce reporting.

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What's inside CloudHR

  1. Overview of the Exits Module

    The Exits Module manages the complete employee exit lifecycle to ensure structured and compliant separation processes. It handles exit request approvals, workflow configuration, approval chain setup, and tracking of pending exits. The module is divided into two primary tabs: 'Requests' (for pending approvals and actions) and 'Configurations' (for managing workflow settings). Tab visibility is determined by user permissions and the presence of pending approvals.

  2. Overview of Attendance module capabilities

    The Attendance module provides visibility and control over employee working hours at the organization, department, or individual level. Key capabilities include:

    • Attendance Tracking: Monitoring check-in/out times, total working hours, break durations, and attendance statuses (Present, Absent, Late, Half Day).
    • Real-time Statistics: Tracking metrics such as on-time arrivals, late arrivals, employees on duty, and those on leave.
    • Shift & Off Management: Defining working hours, grace periods, and non-working day patterns.
    • Regularization: A workflow for employees to request corrections for missed check-ins/outs or incorrect shift mappings, subject to manager approval.

  3. Overview of Leave Types in CloudHR

    Leave Types define the categories of leave employees can take (e.g., casual, sick, or special leave). They are used to control eligibility, accrual, maximum balances, approval workflows, encashment, and allocation policies.

  4. Overview of the Login Module

    The Login Module is used by administrators and HR to manage user access and security visibility. It consists of three primary tabs (visible based on user permissions): Login Registrations, Login History, and Failed Logins. Key capabilities include inviting employees, tracking successful/failed logins, monitoring IP addresses and locations, and exporting audit reports to Excel.

  5. Overview of Attendance Regularization

    Regularization is a controlled process in CloudHR that allows employees to correct attendance entries marked as 'Irregular' or incorrectly logged. It is used to fix missed check-ins/check-outs, remove penalties from shift violations, and provide justifications for irregular attendance. Requests are evaluated based on shift configurations, regularization settings, and approval rules.

  6. Overview of CloudHR HRMS capabilities

    CloudHR is a web-based Human Resource Management System (HRMS) designed to centralize and automate core HR operations. It provides tools to manage employee records, process payroll, configure leave and overtime policies, track attendance and shifts, manage holiday plans, define roles/permissions, and generate workforce reports.

  7. Overview of CloudHR Project Management

    The Projects module in CloudHR allows organizations to manage clients, initiatives, or internal efforts. It enables the creation of structured tasks, assignment of project managers and members, and the tracking of collective time spent on tasks. Key benefits include monitoring task progress, measuring time across teams, and organizing work by priority and status.

  8. Configure the CloudHR organization structure

    Organization Management in CloudHR must be configured before creating employees, as these entities are required for job assignments, attendance and leave policies, payroll processing, and reporting. The structure consists of five key components:

    1. Legal Entities: Registered companies; every employee must be assigned to one.
    2. Business Units: Major organizational divisions (e.g., Sales, Engineering).
    3. Locations: Physical or operational office sites.
    4. Departments: Functional groups within business units.
    5. Designations: Specific employee roles or job positions.

  9. Understand how salary structures work in CloudHR

    A salary structure is the breakdown of an employee's annual Cost to Company (CTC) across earning and deduction components. Each employee has a unique salary structure, meaning two employees in the same Pay Group can have different CTC values and calculated component amounts. The system automatically calculates monthly and annual amounts for each component based on the entered Annual CTC, but only for components that have been previously attached to the employee's assigned Pay Group.

  10. Understand Pay Group functionality

    A Pay Group is a payroll configuration unit that defines a set of rules applied to a group of employees. All employees in the same Pay Group share the same pay cycle, frequency, Loss of Pay (LOP) rules, payout schedule, and salary component set. Every employee must be assigned to a Pay Group before payroll can be processed.

    Pay Groups determine:

    • Pay frequency and cycle periods
    • Attendance cutoff rules
    • Salary payout schedules
    • LOP calculation methods
    • Inclusion of holidays and weekly offs in payable days
    • Payroll approval workflows
    • Available salary components

  11. Understand Location entities in CloudHR

    Locations in CloudHR represent physical or operational offices (such as Corporate Offices, Branch Offices, Regional Offices, Remote Hubs, or Warehouses). Every employee must be assigned to a Location to ensure proper attendance tracking, timezone management, and policy configuration. All Locations must be linked to a Legal Entity.

  12. Understand Task Field definitions

    Tasks are the primary work units within a project used for tracking progress. Each task contains the following fields:

    • Project: The project the task belongs to.
    • Name: The name of the task.
    • Description: Detailed information about the task.
    • Type: Categorization (e.g., Feature, Bug, Story).
    • Status: Current state (Planning, To Do, In Progress, Completed).
    • Priority: Importance level (Low, Medium, High, depending on configuration).
    • Parent Task: Used to create a task hierarchy.
    • Estimated Time: The estimated effort required, measured in hours.
    • Assigned To: The user assigned to the task.