Skip to content
عالعربية

User manual

HR System

Attendance, leave and advances in one system, with unpaid leave and advance installments taken off the salary automatically, so payroll comes out in one click instead of a week of collecting and checking.

Close payroll in a single day, and forget leave slips and scattered employee files.

17 tasks 7 FAQs

What the system does

  • Employee file
  • Departments and job titles
  • Daily attendance
  • Leave
  • Advances and loans
  • Payroll run
  • Accounting link

Tasks

How do I add a new employee to the system?

  1. From the side menu, go to Human resources and select Employees.
  2. Click the New employee button (or Created).
  3. In the Personal details tab, enter Name, National ID / ID number, gender, date of birth, phone, and email.
  4. In the Job and contract tab, select Department, Job title, Direct manager, hire date, and contract type (permanent, fixed-term, probation).
  5. In the User account field, you can link the employee to their system user account to let them punch attendance and submit leave requests self-service.
  6. Click Save.
Screen
Human resources › Employees · Create
Permission needed
Human resources — Employee files / Add

How do I configure an employee's basic salary and allowances?

  1. Open the employee profile in Employees and click Edit.
  2. Switch to the Salary tab (accessible only to users with payroll permissions).
  3. Enter the monthly Basic salary amount.
  4. Enter Housing allowance, Transport allowance, and Other allowances if applicable.
  5. Click Save; these values will be calculated automatically in monthly payroll runs.
Screen
Human resources › Employees · Edit
Permission needed
Human resources — Salaries and allowances / Edit

How do I record an employee's bank details and social security info?

  1. In the employee profile edit page, switch to the Bank and social security tab.
  2. Select the Bank name and enter the full IBAN number (the system validates IBAN syntax automatically).
  3. Enable Enrolled in social security if the employee is registered with social security, and enter their Social security number.
  4. Click Save.
Screen
Human resources › Employees · Edit
Permission needed
Human resources — Employee files / Edit

How does an employee clock in and out daily via self-service?

  1. The employee logs into the system with their user account and navigates to Attendance log (or taps the quick punch widget).
  2. At the start of the shift, tap Clock in to log the exact punch time.
  3. At the end of the shift, tap Clock out to calculate total daily work hours.
  4. (Punches function offline and synchronize automatically once connected).
Screen
Human resources › Attendance Log
Permission needed
Human resources — Attendance / Clock in and out

How does a supervisor monitor daily attendance for late arrivals and absences?

  1. From the side menu, select Daily attendance.
  2. The dashboard displays immediate daily statistics:
  • Present: staff present at work on time.
  • Late: staff clocked in after the grace period cutoff with delay minutes.
  • Absent: staff with no clock-in record so far.
  • On leave: staff with approved leave today.
  1. You can toggle the Late arrivals only filter to review tardiness and calculate deductions.
Screen
Human resources › Daily attendance
Permission needed
Human resources — Attendance / View

How does an employee submit a leave request?

  1. From the side menu, go to Leave requests.
  2. Click the New leave request button to open the submission form.
  3. Select the employee (defaults to the logged-in employee).
  4. Select the Leave type (annual, sick, unpaid leave, etc.).
  5. Specify start date under From date and end date under To date.
  6. The system automatically computes billable Working days excluding weekends.
  7. Enter the Reason and click Save to place the request in Pending status.
Screen
Human resources › Leave Requests
Permission needed
Human resources — Leave requests / Add

How does a manager approve or reject a leave request?

  1. The manager or HR specialist navigates to Leave requests.
  2. In the row for the Pending request, click Approve or Reject to open the decision modal.
  3. Review leave type, employee remaining balance, and reason.
  4. Click Approve to immediately deduct days from their annual balance, or click Reject with a recorded Decision note.
Screen
Human resources › Leave Requests
Permission needed
Human resources — Leave requests / Approve / reject

How do I generate and allocate annual leave balances for employees?

  1. From the side menu, select Leave balances.
  2. Click the Create balances for the year action button above the table to open the year modal.
  3. Select the desired year (e.g., 2026).
  4. Click Confirm; the system generates leave balances for each leave category for active staff based on labor law quotas (e.g., 14 days annual leave), preserving manually adjusted records.
Screen
Human resources › Leave Balances
Permission needed
Human resources — Leave balances / Edit

How do I issue a salary advance or loan to an employee with monthly deductions?

  1. From the side menu, navigate to Advances and loans.
  2. Click the New advance button to open the advance form.
  3. Select the Employee, and specify the Pay date.
  4. Enter the total Advance amount (e.g., 300 JOD).
  5. Specify the Monthly installment to deduct (e.g., 50 JOD per month).
  6. Choose the First deduction month when installments commence.
  7. Select payment source under Paid from (Cash on hand, Bank, CliQ), enter reason, and click Save.
Screen
Human resources › Advances And Loans
Permission needed
Human resources — Advances and loans / Add

How do I create a new monthly payroll run and calculate salaries automatically?

  1. From the side menu, navigate to Payroll runs.
  2. Click the New payroll run button to open the setup form.
  3. Select the Month (pick any day in the pay month) and the actual Pay date.
  4. Click Save; the payroll run is initialized in Draft status.
  5. Inside the payroll run view page, click the Calculate action button.
  6. The system aggregates salaries and allowances, deducts unpaid leaves and advance installments, and computes social security contributions accurately.
Screen
Human resources › Payroll Runs
Permission needed
Human resources — Payroll runs / Calculate

How do I add an extra bonus or deduction for an employee in a payroll run?

  1. In the calculated payroll run before approval, scroll down to the Payslips table.
  2. Locate the employee's line and click the Edit bonus and deductions button.
  3. Enter a Bonus / overtime amount to increase earnings, or enter Other deductions for disciplinary penalties or tardiness.
  4. Click Confirm; the system recalculates the payslip net wage and payroll run totals immediately.
Screen
Human resources › Payroll Runs · View
Permission needed
Human resources — Payroll runs / Calculate

How do I approve a monthly payroll run?

  1. After reviewing all employee payslips and verifying net wages and deductions.
  2. Click the Approve action button at the top of the payroll run page.
  3. A confirmation warning notes that approval locks direct edits and deducts loan installments from balances.
  4. Click Confirm; the status switches to Approved.
Screen
Human resources › Payroll Runs · View
Permission needed
Human resources — Payroll runs / Approve / reject

How do I post payroll and print payroll sheets and individual payslips?

  1. After approving the payroll run, click Post to close the month permanently and generate general ledger payroll journal entries.
  2. To print the company payroll register for banks or executive review: click Print payroll register to download an official PDF listing all employees, allowances, deductions, and net salaries.
  3. To print an individual payslip: click Payslip next to the employee name to export their detailed personal PDF slip.
Screen
Human resources › Payroll Runs · View
Permission needed
Human resources — Payroll runs / Post

How do I add a new department or job title?

  1. To add a department: go to Departments -> click Created -> enter department name and code, and click Save.
  2. To add a job title: go to Job titles -> click Created -> enter job title, and click Save.
  3. Newly created departments and job titles become available immediately in employee profile dropdowns.
Screen
Human resources › Departments
Permission needed
Human resources — Departments / Add

How do I configure official work hours and grace period minutes?

  1. From the side menu, go to HR settings.
  2. In the Work schedule section, define Work start time and Work end time.
  3. In the Grace period field, enter allowable morning arrival buffer minutes before tardiness counts (e.g., 15 minutes).
  4. Check off the company's weekly Working days.
  5. Click Save settings.
Screen
Human resources › HR settings
Permission needed
Human resources — Settings / Edit

How do I modify social security contribution rates (employee and employer share)?

  1. Navigate to HR settings.
  2. Switch to the Social security section.
  3. Adjust the Employee rate (default 7.5% in Jordan) and Employer rate (default 14.25%) in response to statutory regulatory updates.
  4. Click Save settings.
Screen
Human resources › HR settings
Permission needed
Human resources — Settings / Edit

How do I terminate an employee's service in the system?

  1. Navigate to Employees and open the employee profile by clicking Edit.
  2. Click the End employment action button to open the termination modal.
  3. Specify the effective Termination date and record termination reasons.
  4. Click Confirm; employee status turns to Terminated, and their final month payroll is prorated automatically according to actual days worked.
Screen
Human resources › Employees · Edit
Permission needed
Human resources — Employee files / Edit

Frequently asked questions

Why does the message "Insufficient balance for year..." appear when requesting leave?

The message "Insufficient balance for year X: remaining Y, requested Z" appears because requested leave days exceed the employee's available balance for that leave category in that year. Review their quota in Leave balances or choose another category such as unpaid leave.

Screen
Human resources › Leave Requests
Permission needed
Human resources — Leave requests / Add
Why does the message "Another leave request exists overlapping with this period" appear?

The system blocks concurrent or overlapping leave submissions for the same employee. If an existing request overlaps with the requested dates in approved or pending status, the new request is rejected until the dates are adjusted or the previous request cancelled.

Screen
Human resources › Leave Requests
Permission needed
Human resources — Leave requests / Add
Why can't a manager approve their own personal leave request?

In enforcement of corporate governance and segregation of duties, the system forbids employees and managers from approving their own leave requests, throwing the alert: "You cannot decide on your own leave request". The request must be approved by their superior or an HR administrator.

Screen
Human resources › Leave Requests
Permission needed
Human resources — Leave requests / Approve / reject
Why can't I cancel an employee advance?

The message "Cannot cancel an advance that has already started deductions" appears if an installment for this advance has already been processed in an approved or posted payroll run. An advance can only be cancelled if zero installments have been deducted from it via the advances schedule.

Screen
Human resources › Advances And Loans
Permission needed
Human resources — Advances and loans / Cancel
Why is a payroll run locked from editing?

When a payroll run is in Approved or Posted status, allowances, numbers, and deductions are locked to safeguard payroll integrity and audit trails. If the payroll is approved but not yet posted, click Remove approval to revert it to calculated status for adjustment, recalculation, and re-approval.

Screen
Human resources › Payroll Runs · View
Permission needed
Human resources — Payroll runs / Approve / reject
Why does the message "Employee net salary is negative. Review deductions" appear?

This message appears during payroll calculation if aggregate deductions (advance installments, unpaid leave, social security share, penalties) exceed total earnings (basic salary, allowances, overtime). You must reduce advance installment amounts or deduct less penalties until net pay equals zero or greater.

Screen
Human resources › Payroll Runs · View
Permission needed
Human resources — Payroll runs / Calculate
Why can't an employee see the Salary tab on peer profile pages?

Salary and compensation records are encrypted and protected by a dedicated permission hr.salaries.view. Even if a user has basic permission to view general employee records (hr.employees.view), the Salary and Bank tabs remain hidden unless explicitly granted salary permissions by the system administrator.

Screen
Human resources › Employees
Permission needed
Human resources — Salaries and allowances / View

Part of ready-made solutions

Back to top