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VoxHRM Documentation

website·Indexed 30 days ago

https://docs.voxhrm.com

Comprehensive guides for managing human resources, including payroll processing, attendance tracking, leave and overtime policies, employee onboarding and exits, asset management, and project tracking.

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What's inside VoxHRM

  1. Overview of VoxHRM Platform Capabilities

    VoxHRM is a web-based Human Resource Management System (HRMS) designed to centralize and automate core HR operations. It provides tools for managing employee records, processing payroll, configuring leave and overtime policies, tracking attendance and shifts, managing holiday plans, defining roles and permissions, and generating workforce reports.

  2. Overview of Salary Component Tabs

    Salary components are the building blocks of payroll and can be reused across multiple Pay Groups and employees. They are managed via Payroll → Settings → Components, which is divided into four tabs:

    • Earnings: Positive pay items (e.g., Basic Pay, HRA, Bonus).
    • Benefits: Employer-provided benefits (e.g., Medical Allowance, Gratuity).
    • Deductions: Amounts subtracted from salary (e.g., PF, Professional Tax, TDS).
    • Reimbursements: Expense reimbursements paid with salary (e.g., Fuel, Internet).

  3. Overview of VoxHRM Dashboard components

    The VoxHRM Dashboard provides a real-time snapshot of employee activity, attendance insights, upcoming events, and workforce analytics to give users quick visibility into daily operations.

  4. Overview of VoxHRM Holiday Management workflow

    Holiday Management in VoxHRM allows organizations to define structured Holiday Plans, configure optional holidays, and sync these dates with attendance calculations to ensure accurate leave and attendance records. The standard workflow is: 1. Create a Holiday Plan; 2. Add holidays to the plan; 3. Define optional holiday rules; 4. Assign the plan to employees; 5. Allow attendance sync to automatically apply the holidays.

  5. Overview of Attendance Regularization

    Regularization is a controlled process in VoxHRM that allows employees to correct attendance entries, 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 the Attendance module

    The Attendance module provides visibility and control over employee working hours, shifts, weekly offs, and attendance regularization. It allows organizations to monitor attendance at the individual, department, business unit, or organization-wide level. Key benefits include accurate payroll calculation, transparent tracking, and reduced manual errors.

  7. Overview of Shifts in VoxHRM

    Shifts are predefined working schedules assigned to employees that define working hours, start/end times, break durations, and attendance evaluation behavior. They are critical for calculating attendance, detecting late arrivals or early exits, and validating total working hours. Every employee must be assigned to a shift for attendance tracking to function. If no specific shift is assigned, the system falls back to the Global Shift configured in App Settings.

  8. 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 areas: the Requests tab (for processing pending approvals) and the Configurations tab (for managing workflow settings). Access to these tabs is determined by user permissions and the presence of pending approvals.

  9. Track and manage inventory with the Assets Dashboard

    The Assets Dashboard provides a centralized overview of organizational asset data. It features four primary summary cards: Total Assets, Available Assets, Total Assigned Assets, and Assets Under Maintenance.

    Users can refine the asset list using the following controls:

    • Left Side Filters: Filter by Asset Category, Asset Type, Asset Location, and Asset Status.
    • Right Side Controls: Use the Search Box for specific assets or the Download Button to export the filtered asset list as a PDF.

    The Asset Table provides detailed records including Asset ID, Category, Type, Name, Location, Condition Type, Asset Status, and the person the asset is Assigned To.

  10. Understand the VoxHRM Asset Management hierarchy

    Asset Management in VoxHRM uses a four-level structured hierarchy to separate classification from physical inventory and tracking. The workflow follows this sequence: Asset Category → Asset Type → Asset → Assignment.

    1. Asset Category: The top-level grouping (e.g., Laptops, Mobile Devices, Furniture).
    2. Asset Type: A sub-classification within a category (e.g., under 'Laptops', types might include MacBook Pro, Dell Latitude, or HP EliteBook).
    3. Asset: The specific physical item owned by the organization, identified by a unique Asset ID (e.g., MacBook Pro – Asset ID: LAP-001).
    4. Asset Requests: The mechanism used to control the assignment and tracking lifecycle of the asset.

  11. Manage organizational work with the VoxHRM Projects module

    The Projects module in VoxHRM allows organizations to create and manage projects, assign project managers and members, and create structured tasks. It is primarily used to track work by project/task, monitor progress, measure time spent across teams, and organize work by priority and status.

  12. Understand how salary structures work in VoxHRM

    A salary structure defines how an employee's annual Cost to Company (CTC) is distributed 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 components previously attached to the employee's assigned Pay Group will appear in their structure.