Running your team on the SG HRM Portal

Everyone signs in through the same door. What you see next depends on your role.

Signing in

1. Open the portal's login page and enter your email or username and password. New staff usually log in with their employee code (e.g. EMP004) unless HR set a different username.
2. Click Login. Admins and HR land on the Dashboard; everyone else lands on My Dashboard, their personal home screen.
3. First time in? Go to your name in the top-right corner and choose Change Password to set something only you know.

Changing your password

Anyone signed in can change their own password at any time:

1. Click your name in the top-right corner and select Change Password.
2. Enter your current password, then your new one twice to confirm.
3. Passwords need at least 6 characters. Once saved, use the new password next time you sign in.

The portal has four account types. Admin and HR see the same full dashboard; Managers and Employees see a lighter, self-service view.

Staff clock in and out from their phone or computer. The portal checks their GPS position against the worksite you've defined, and flags lateness automatically.

Setting up a worksite (Admin/HR)

Before anyone can clock in, define at least one geofenced worksite:

1. Go to Settings → Worksites → Add Worksite.
2. Give it a name and either type in its latitude/longitude or click Get My Current Location while standing there.
3. Set a radius in metres — how far from that point an employee may clock in from. 200–300m suits most single-building sites.
4. Assign the worksite to each employee from their Edit Employee page.

Clocking in and out (Employee)

1. From My Dashboard, click Clock In / Out.
2. The page shows your assigned shift and worksite. Click CLOCK IN and allow location access when your browser asks.
3. If you're outside the worksite radius, the portal blocks the clock-in and tells you how far away you are.
4. At the end of the day, return to the same page and click CLOCK OUT. Your hours worked are calculated automatically.

Daily reports & re-validation (Admin/HR)

Attendance → Report lists everyone's clock times for a chosen date range, with a link to their GPS location on the map. If you change the late grace period in Settings after the fact, use Re-validate Statuses to recalculate historical Late/Half Day flags against the new rule instead of editing records by hand.

Leave balances are calculated automatically from each employee's employment type, and every request is tracked through a two-stage approval.

Applying for leave (Employee)

1. From My Dashboard, click Apply Leave. Your current balances for every leave type are shown at the top.
2. Choose a Leave Type, a Duration (Full Day, Half Day, or a 2-hour Permission), and your dates.
3. Add a reason and submit. The days are immediately marked pending against your balance so you can't accidentally double-book them.

Approving leave (Manager, then HR)

Managers see their stage under Manage Team Leaves; Admin/HR see theirs under Leaves → Manage. Either stage can reject a request — doing so releases the pending days straight back to the employee's balance.

Leave policy & types (Admin)

Under Settings → Leave Policies, set how many days per year each employment type (Full-time, Part-time, Contract) earns for each leave type. New employees are entitled automatically the moment they're added — no manual setup needed per person. Leave types themselves (Annual, Sick, Hospitalisation, No Pay, or custom ones you add) live under Leaves → Types.

Encashment

An employee can request to cash out unused leave from the Encash Leave button on My Leaves. HR approves or rejects the request under Leaves → Manage Encashment; approving it deducts the days from the employee's balance immediately.

Most overtime is detected automatically the moment someone clocks out. Employees can also submit a manual request for hours the system didn't catch.

How auto-overtime is worked out

• Normal weekday: hours clocked beyond the employee's shift length count as OT.
• Rest day (Sunday by default): every hour worked counts as OT.
• Public holiday: every hour worked counts as OT, at the higher public-holiday rate.

Each type has its own multiplier, set under Settings → OT Settings — for example 1.5× on a normal day, 2× on a rest day, 3× on a public holiday. Add your public holiday calendar there too, so the system knows which dates qualify.

Requesting overtime manually (Employee)

1. Go to Overtime History → Request OT.
2. Pick the date, the OT type, and the number of hours, with a short note on why.
3. It appears in HR's approval queue as Pending until actioned.

Approved OT — whether auto-detected or manually requested — flows straight into that employee's next payroll run.

The employee record is the single source of truth the rest of the system reads from — salary, CPF eligibility, shift, worksite and bank details all live here.

Adding an employee

1. Go to Employees → Add Employee. The employee ID (e.g. EMP004) is generated for you.
2. Fill in personal details, job details, and a starting Basic Salary — this drives every payroll calculation later.
3. Assign a Default Shift and Worksite so attendance and lateness rules apply from day one.
4. Under Bank & Statutory, tick CPF Eligible and PR/Citizen as they apply — see the callout below, this pair decides whether CPF is deducted at all.
5. Leave the password blank to default it to the employee's ID code, or set one yourself. Click Add Employee — this also creates their login account and starting leave balances in one step.

Editing, viewing, and resetting a password

Open any employee from the list and click Edit to update their details, upload NRIC or contract documents, or change their status to Resigned/Terminated. The same screen has a Reset Password field — leave it blank to keep their current password, or fill it in to set a new one on their behalf.

Employees can view their own record — but only their own — from View Profile on their dashboard.

Define shift patterns once, then assign them to individuals, whole departments, or specific dates for rotational rosters.

Creating a shift

Under Shifts → Add New Shift, set a name, start and end time, and a break duration in minutes — the break is automatically deducted when calculating hours worked and lateness.

Three ways to assign a shift

• Individual, fixed: becomes that employee's everyday default shift until changed.
• By department: assigns the same shift to every employee in a department in one action.
• Custom / rotational: pick specific days of the week within a date range (e.g. only Saturdays and Sundays) — useful for rest-day rotations or temporary schedule changes. This overrides the default shift only on the days selected.

The Current Assignments tab shows a day-by-day roster for the date range you choose, marking each entry Default or Custom so you can see at a glance who's on their usual pattern.

Payroll pulls together basic salary, approved overtime, salary components, commission, unpaid leave and loan deductions, then applies CPF and SDL automatically.

What goes into a payslip

Salary components & loans

Recurring or one-off pay items — a transport allowance, a bonus, a salary deduction — are set up once under Payroll → Earnings/Deductions as a master list, then assigned to individual employees with an amount and (optionally) a specific month. Staff loans work the same way: record the loan amount and monthly instalment once, and payroll deducts it automatically each run until it's paid off.

Running payroll

1. Go to Payroll → Run Payroll, choose the employee and month, then click Calculate Preview.
2. Review the breakdown — earnings, deductions, CPF (employee and employer share), and SDL are all shown before anything is saved.
3. Click Proceed & Process Payment to save it. This also updates any active loan balances.

CPF, at a glance

These rates, plus the CPF Ordinary Wage ceiling and the attendance late-grace-period, all live under Settings → CPF Policies and Attendance Settings — update them there if MOM rates change, and every future payroll run picks up the new numbers automatically.

Payslips, IR8A, and bank export

• Payslips — each processed run gets a printable payslip, reachable from Payroll → Payslip. Employees can only open their own.
• IR8A — Payroll → IR8A Report totals each employee's gross pay, allowances and CPF for the year, ready for annual tax filing.
• GIRO export — download a CSV of everyone's net pay and bank details for a given month to submit for bulk bank transfer.

Outdoor-service bookings and Thachanai Tray collections feed into staff commission, which then folds into that month's payroll automatically.

Assigning commission on a booking

1. Under Sales Commission → Pending Receipts, filter by date range and service type to find unprocessed bookings.
2. Click View & Commission on a receipt, choose the employee(s) involved, an amount each, and which payroll month it should land in.
3. Click Save Commissions — the receipt moves to Processed Receipts and won't show up as pending again. Made a mistake? Reset on the processed list undoes it.

Thachanai Tray distribution

For collections split across the team rather than tied to one booking:

1. Under Thachanai Tray, pick a date range and click Fetch Tray Amount to total the collection for that period.
2. The system suggests a split based on each employee's present days and permissions in that range — adjust any amount by hand if needed.
3. The Save button only unlocks once the amounts add up exactly to the tray total, so a split can never be saved out of balance.

One place to set the details that appear on every payslip.

1. Go to Settings → Company Settings.
2. Enter your Company Name and an Address / Tagline line — this is what employees see at the top of their payslip.
3. Click Save Settings. The change applies to every payslip generated from that point on, including ones already issued if reopened.