Overview

DIGITZ HR-Payroll manages the complete employee lifecycle — from the employee record and the documents that must stay valid, through shifts, biometric attendance and leave, to the salary that results from all of it.

The defining characteristic is that payroll is calculated from attendance, not entered alongside it. A salary slip is built from the units an employee actually worked, the leave they took and the nature of that leave, the holidays they worked, the overtime they earned, and any loan instalment due — every one of which is a record elsewhere in the system rather than a figure typed into the slip.

The cycle runs:

1. Workforce — employee records, documents, departments and designations
2. Time — shifts define expected working time; shift allocation assigns it per person per day
3. Capture — biometric devices record check-ins, which are reconciled into attendance under human review
4. Leave — policies allocate entitlement; applications consume it and mark attendance
5. Payroll — a payroll entry reads all of the above and produces salary slips

Oversight sits across the whole cycle through the HR Dashboard, which measures not just who was present but how much attendance still needs human intervention.

Employee

The Employee record is the master every other part of the module refers to.

Purpose

To hold one record per person — identity, position, reporting line, employment status, and the links to their pay and system access.

How It Works

Employees are named automatically in the series E-#### and additionally carry an Employee Code, which is the identifier biometric devices report against.

Position is described by Department, Designation and a Reporting To link to another employee, which builds the reporting hierarchy. Employee Type distinguishes Staff from Outsourced.

Employment progresses through a six-stage Status: On Boarding, On Training, On Probation, On Job, Resigned, Terminated. This status is what the employee listing filters on and what the dashboard uses to decide who counts as active.

For pay, the employee is linked to a Salary Group and carries an Overtime Applicable flag that governs whether overtime is earned at all. An ERP User link connects the person to their system login, and Higher Authority marks approvers.

Key Fields

• Employee Name and Employee Code - Identity, and the code biometric devices report.
• Employee Type - Staff or Outsourced.
• Department / Designation / Reporting To - Position and reporting line.
• Status - Employment stage, from On Boarding through to Terminated.
• Date of Joining and Qualification - Employment history details.
• Overtime Applicable - Whether the employee earns overtime.
• Salary Group - Grouping used when running payroll.
• ERP User - The system login belonging to this person.
• Higher Authority - Marks the employee as an approver.
• Company Email / Mobile and Personal Email / Mobile - Kept separately.
• Address and Permanent Address - Current and home addresses.
• Documents - Table of identity and contract documents with their expiry.

Employee Documents

Employee Documents track the papers that must stay valid for a person to keep working.

Purpose

To hold each document against the employee it belongs to, record when it expires, and track the renewal through to completion — so an expiry is noticed before it becomes a compliance problem.

How It Works

Documents are recorded on the employee as a table. Each row names the document and classifies it as Passport, Visa, Emirates Id, Labour Contract, Insurance or Other, and the file itself is attached to the row.

Validity is expressed as a Validity In Months and a Next Expiry Date, and the row carries a Status of Active or Expired. Renewal is tracked separately through Renewal Action Status — Not Started, Processing, Completed — so a document that has expired but is already being renewed is distinguishable from one nobody has picked up.

The Employee Documents Report lists documents across all employees and can be filtered by status, which is how upcoming and lapsed expiries are reviewed.

Key Fields

• Document Name and Document Type - What the document is.
• Validity In Months - How long the document is valid for.
• Next Expiry Date - When it next needs renewing.
• Status - Active or Expired.
• Renewal Action Status - Not Started, Processing or Completed.
• Document - The attached file.

Departments and Designations

Departments and Designations organise the workforce and drive several behaviours beyond simple grouping.

How It Works

Each employee belongs to a Department and holds a Designation. Both are simple masters, but they are used as operating dimensions across the module:

• Salary Structures are defined against a designation, and the structure's Get Employees action pulls in everyone holding it.
• Leave Policy Assignments are rolled out by designation for a leave period.
• The Employee Attendance Tool filters by department and designation when marking attendance in bulk.
• Attendance records carry the department, so attendance reporting can be grouped without joining back to the employee.
• Two reports — Department wise Employee Report and Designation wise Employee Report — present the workforce along each dimension.

Because of this, designation is worth treating as a payroll-relevant field rather than a job title: changing it affects which salary structure and leave policy an employee is picked up by.

Shift

A Shift defines what a working day is expected to look like, and what overtime beyond it is worth.

Purpose

To state the expected start, end, break and working hours for a pattern of work, together with the overtime rules that apply once that pattern is exceeded.

How It Works

A shift records Start Time, End Time, Break In Minutes and Pickup Time In Minutes, from which the Standard Working Hours for the day follow. Output is also expressed as No Of Units Per Day against a Shift Payment Unit — the unit pay is calculated in, such as HRS.

Overtime is configured on the shift itself:

• Overtime Applicable - whether the shift earns overtime at all
• Overtime 1 Slab - the threshold at which the first overtime band starts
• Overtime Rate Percentage and Overtime 2 Rate Percentage - the uplift for each band
• Holiday Overtime Percentage - the uplift for overtime worked on a holiday

A shift is a submittable document, so a pattern in use cannot be altered casually. HR Settings nominates a Default Shift for employees with no specific allocation, holds equivalent company-wide overtime slabs and percentages, and can make shift allocation mandatory.

Key Fields

• Shift Name and Shift Owner - Identity and the employee responsible.
• Start Time / End Time / Break In Minutes - The working pattern.
• Standard Working Hours - Expected hours for the day.
• Shift Payment Unit and No Of Units Per Day - The unit pay is measured in, and how many are expected.
• Overtime Applicable, Overtime 1 Slab, Overtime and Overtime 2 Rate Percentage - Overtime bands and uplifts.
• Holiday Overtime Percentage - Uplift for overtime on a holiday.
• Disabled - Retires a shift without removing history.

Shift Allocation

Shift Allocation assigns a shift to an employee for a specific date — the roster that attendance is later measured against.

Purpose

To state, per person per day, which pattern of work applies, what is expected of it, and what overtime is anticipated.

How It Works

An allocation names the Employee, the Shift Date and the Shift. From the shift it carries forward the start time, break, payment unit and expected end time, and records what is expected of the day: Expected OT, Payment Units Per Day, Expected No Of Units, and Standard No Of Units Per Holiday.

OT Applicable is held both from the employee and on the allocation, so overtime can be authorised for a particular day rather than as a standing arrangement.

Where Shift Allocation Mandatory is set in HR Settings, an employee must have an allocation for the day before their attendance can be processed. Where it is not, the Default Shift from HR Settings applies.

The HR Dashboard reports how many active employees currently have no shift information, since an unallocated employee cannot have their attendance measured correctly.

Key Fields

• Employee and Shift Date - Who, and for which day.
• Shift - The pattern being applied.
• Expected End Time - Including any pickup time.
• Expected OT - Overtime anticipated for the day.
• Payment Units Per Day / Expected No Of Units - What the day should produce.
• Standard No Of Units Per Holiday - The equivalent when the day is a holiday.
• OT Applicable - Whether overtime is authorised for this allocation.

Devices and Employee Check-in

Devices and Employee Check-ins are the raw record of who was physically present, before any interpretation is applied.

Purpose

To capture punches from biometric readers as unedited facts, so that the attendance derived from them can always be traced back to what the device actually reported.

How It Works

Each reader is registered as a Device with its Device ID, Location and the Company it belongs to. A device no longer in service is disabled rather than deleted.

Every punch becomes an Employee Checkin recording the employee, the Log Type (IN or OUT), the exact Time, the Shift in force, and the Device with its location. Check-ins are never edited into attendance directly — they are inputs to reconciliation.

Because each device carries a company, a punch made on a device belonging to a different company to the employee is identifiable. The HR Dashboard reports these as inter-company employee days, which matters where staff move between entities in the same group.

Key Fields

• Employee - Matched from the code the device reported.
• Log Type - IN or OUT.
• Time - Exact timestamp of the punch.
• Shift - The shift in force at the time.
• Device and Device Location - Which reader recorded it and where.

Check-in Reconciliation

Check-in Reconciliation turns raw punches into attendance under human review. It is the operational heart of the module.

Purpose

Biometric data is never clean — punches are missed, doubled, made on the wrong reader, or made outside the shift. Reconciliation exposes each day's raw punches, proposes an outcome, and requires a person to accept or override it before any attendance is created.

How It Works

The process runs in stages, driven from the Employee Checkin Approval page:

1. Preview — the raw check-ins for a date range are assembled per employee per day, filtered by company, department, designation or individual, before anything is committed.
2. Generate — an Employee Checkin Reconciliation record is created per employee per day, holding the check-ins it was built from.
3. Review — each record is inspected and a decision recorded.
4. Submit — approved records are submitted.
5. Process — submitted records are converted into Attendance.

Each reconciliation record computes Worked Hours, Late Entry Hours, Required Hours and Satisfied Hours, and marks itself Valid or Error. The proposed outcome follows a fixed rule:

• worked hours at or above required hours → Present
• worked hours at or above half the required hours → Half Day
• otherwise → Absent

Required hours come from the shift — explicitly where the shift states them, otherwise computed from its start and end times. Shifts that run past midnight are handled: an end time earlier than the start rolls into the following day rather than producing a negative span.

A reviewer can override the proposal through Approved Attendance, and the record is flagged User Reconciled so that manual intervention stays visible afterwards. The HR Dashboard reports manually reconciled days and days still pending reconciliation as distinct measures.

Key Fields

• Employee and Date - The employee-day being reconciled.
• Shift - The pattern the day is measured against.
• Worked Hours / Required Hours / Satisfied Hours - The measurement.
• Late Entry Hours - Lateness against the shift start.
• Status - Valid or Error.
• Approved Attendance - The outcome: Present, Half Day or Absent.
• User Reconciled - Records that a person intervened.
• Checkin Details - The raw check-ins this record was built from.

Attendance

Attendance is the settled record of a working day, and the input payroll reads.

Purpose

To state, for one employee on one date, what happened — present, absent, on leave or partly so — together with the hours and units that determine pay.

How It Works

Attendance is a submittable document carrying an Attendance Status of Present, Absent, Leave, Half Day Morning, Half Day Afternoon or Work From Home.

Beyond the status it records the measurement that payroll depends on: Worked Hours, Actual No Of Units and Effective No Of Units against the Standard No Of Units expected, plus Attendance OT for overtime earned. Late Entry and Early Exit are flagged, and Is A Holiday marks a day worked on a holiday, which is paid differently.

Attendance is created three ways, and keeps a link back to its origin in each case:

• from Check-in Reconciliation, through the Checkin Recon Record link
• from an approved Leave Application, through the Leave Record link, with Created Via Leave set
• manually, including in bulk through the Employee Attendance Tool

Key Fields

• Employee, Attendance Date and Shift - The employee-day and the pattern applied.
• Attendance Status - The outcome for the day.
• Attendance Start / End Time and Worked Hours - When and how long.
• Actual and Effective No Of Units against Standard No Of Units - What payroll measures.
• Attendance OT - Overtime earned on the day.
• Late Entry / Early Exit - Exceptions against the shift.
• Is A Holiday - Marks a holiday worked, paid at the holiday rate.
• Leave Record / Checkin Recon Record - Where the record came from.

Holiday List and Exceptions

Holiday Lists state which days are not working days, and Holiday Exceptions authorise an individual to work one anyway.

Purpose

To define the non-working calendar per leave period, assign it to employees, and handle the case where someone works a holiday — which is paid on a different basis to an ordinary day.

How It Works

A Holiday List is a submittable document covering a Leave Period between two dates. Holidays are added individually, and a Weekly Off generator adds every occurrence of a chosen weekday across the period in one action. One list can be marked Default For The Leave Period.

Employee Holiday List assigns a specific list to an employee for a leave period, so different groups can follow different calendars in the same business.

An Employee Holiday Exception authorises one employee to work one specific holiday. It carries its own Overtime Applicable flag and a Status of Pending or Approved, so working a holiday is a deliberate, approved act rather than an accident of a punch.

Holidays affect leave as well as pay: a leave type can be set to count holidays falling inside a leave as leave, or to exclude them, and a leave application reports how many holidays fell within the period applied for.

Key Fields

• Holiday List Name, Leave Period, From and To Date - The calendar and its span.
• Weekly Off - Generates every occurrence of a weekday across the period.
• Default For The Leave Period - The list used when no other is assigned.
• Holidays - The dated entries themselves.
• Employee Holiday List - Assigns a list to an individual for a period.
• Employee Holiday Exception - Authorises one employee to work one holiday, with its own overtime flag and approval.

Leave Types and Policies

Leave Types define the rules of each kind of leave, and Leave Policies allocate entitlement against them.

Purpose

To express how each kind of leave behaves — how much is allowed, when it may be taken, and crucially how it is paid — so that payroll can later value a day of leave without being told.

How It Works

A Leave Type carries the rules:

• Max Leaves Allowed - the ceiling for the type
• Applicable After - a qualifying period before the type may be used
• Maximum Consecutive Leaves Allowed - a limit on an unbroken run
• Is Leave Without Pay - the day is unpaid
• Is Partially Paid Leave with Fraction Of Salary - the day is paid at a stated fraction
• Is Compensatory Leave - the day is paid in full as compensation for time already given
• Count Holidays In Leaves As Leaves - whether holidays inside a leave consume entitlement

A Leave Policy is a submittable document listing an Annual Allocation per leave type. A Leave Policy Assignment then rolls a policy out to a Leave Period for everyone holding a given Designation, listing the employees it covers.

The payment behaviour set here is what the salary calculation reads. A day of leave is not valued by payroll directly — it is valued by the nature of the leave type it was taken under.

Key Fields

• Leave Type Name - The kind of leave.
• Max Leaves Allowed / Applicable After / Maximum Consecutive - The limits.
• Is Leave Without Pay / Is Partially Paid Leave / Fraction Of Salary / Is Compensatory Leave - How the day is paid.
• Count Holidays In Leaves As Leaves - Whether holidays consume entitlement.
• Leave Policy with Annual Allocation per type - The entitlement.
• Leave Policy Assignment - Rolls the policy out by designation and period.

Leave Application

The Leave Application records a request for leave, checks it against entitlement, and produces the records that attendance and payroll consume.

Purpose

To take a request, confirm the employee is entitled to it, and turn approval into the day-by-day records that mark attendance and value the salary.

How It Works

An application names the employee, the Leave Type, and a From and To date. Leave Duration supports a full day or a half day, and where a half day is taken the application can mark attendance for the other half of the day, so the working half is not left unrecorded.

Before approval the system checks the request against the employee's entitlement under their assigned leave policy for the period, and reports the balance on the application. It also counts holidays falling within the period applied for, since whether those consume entitlement depends on the leave type.

Leave Status moves from Applied to Approved. On approval each day becomes an Employee Leave Record, and it is this record — not the application — that carries the day's nature forward: whether it was without pay, partially paid and at what fraction, or compensatory. Attendance for the day is created with Created Via Leave set and linked to that record.

This is what allows payroll to value leave correctly without any further input: it reads the leave record attached to the day.

Key Fields

• Employee and Leave Type - Who, and what kind of leave.
• Leave From Date / Leave To Date - The span requested.
• Leave Duration - Full day, or half day morning or afternoon.
• Mark Attendance For The Other Half Of The Day - Records the working half.
• Leave Status - Applied or Approved.
• No Of Leaves and No Of Holidays During Leave Period - What was consumed.
• Leave Balances - Entitlement checked at the time of application.
• Employee Leave Record - One per day, carrying how the day is paid.

Salary Components and Structure

The Salary Structure states what an employee is paid, built from reusable Salary Components.

Purpose

To define earnings and deductions once, per designation, and assign them to employees with the individual rates that overtime and holiday working are paid at.

How It Works

A Salary Component is a named earning or deduction with an abbreviation. A component can be marked Use For Additional Salary, which makes it available for one-off payments outside the standard structure.

A Salary Structure is a submittable document holding an Earnings table and a Deductions table, effective from a stated date and defined against a Designation. It totals to a net salary, and its Get Employees action pulls in everyone holding that designation.

Crucially the structure carries an Overtime Rate and a Holiday Rate, and its Salary Structure Assignment table repeats both per employee — so an individual can be assigned the structure while being paid a different rate for overtime or for holiday working than their peers.

A Salary Structure Template holds a reusable set of earnings and deductions that a new structure can be created from, so common arrangements do not have to be rebuilt each time.

Key Fields

• Structure Name and Designation - What it is and who it applies to.
• From Date - When the structure takes effect.
• Earnings / Deductions - The components and their amounts.
• Overtime Rate / Holiday Rate - Defaults for the structure.
• Salary Structure Assignment - Per-employee assignment, with individual overtime and holiday rates.
• Fetch From A Template - Builds the structure from a saved template.

Payroll Entry and Salary Slip

The Payroll Entry runs payroll for a period, and the Salary Slip is the result for one employee.

Purpose

To generate salary slips for a whole period in one action, with a review step that exposes problems before anything is committed.

How It Works

A Payroll Entry covers a Start Date to End Date with a posting date, and creates salary slips for the employees in scope. Before generating, a review step reports missing attendances — employee-days in the period with no attendance record — since a missing day would otherwise silently reduce someone's pay.

Each Salary Slip is a submittable document for one employee covering Salary From Date to Salary To Date. It holds the earnings and deductions that were actually applied, the Salary Payable Amount, and the settlement: Salary Payment Status of Unpaid or Paid, the Salary Paid Date, and whether it was Paid Through Cash or Bank Transfer.

Alongside the slip a Salary Report Record stores the full working for the month — basic salary, deductions for leave, overtime trips, rate and amount, holiday days, rate, salary, overtime and deductions, shutdown and other categories, gross salary, advance deduction, total deductions and net salary. This is what the Salary Detailed Report and Salary Register present.

Key Fields

• Start Date / End Date / Posting Date - The payroll period.
• Missing Attendances - Employee-days with no attendance, surfaced before generating.
• Salary From / To Date - The period a slip covers.
• Earnings And Deductions - What was actually applied.
• Salary Payable Amount - The net result.
• Salary Payment Status / Salary Paid Date / Paid Through - Settlement.
• Salary Report Record - The month's full working, per employee.

How Salary Is Calculated

Salary is derived from attendance, not entered. This section describes what the calculation reads and how each element is valued.

The unit basis

Attendance records Effective No Of Units against the Standard No Of Units expected for the day. The comparison between the two is what drives pay: a day that delivered its standard units is paid in full, and a shortfall is deducted proportionately.

Leave

A day of leave is valued by the nature of the leave type it was taken under, read from the Employee Leave Record attached to the day:

• Leave without pay — the day is deducted
• Partially paid leave — the day is deducted in proportion to the leave type's Fraction Of Salary
• Compensatory leave — no deduction

Where attendance is marked as a half day, the calculation looks for a leave record covering the other half and reports a warning if none is found — so a half day that was never accounted for does not pass silently.

Holidays worked

A day flagged as a holiday is paid at the Holiday Rate rather than the ordinary rate, and the units matter:

• units delivered equal the standard → the holiday rate is paid in full
• units delivered fall short → the holiday rate is still paid, with a proportionate holiday deduction recorded separately
• units delivered exceed the standard → the excess is paid as holiday overtime at the overtime rate

Overtime

Overtime accumulated on attendance is valued at the Overtime Rate from the employee's salary structure assignment, which may differ from the structure default. Whether overtime is earned at all depends on the flags on the employee, the shift and the shift allocation.

Additions and recoveries

Additional Salary entries in the period are added, valued either as a lump sum or as quantity multiplied by rate. The earliest pending loan instalment due on or after the payroll date is taken as a recovery deduction.

What this means in practice

Because every input is a record rather than a figure, a salary can be explained back to the days that produced it — and correcting attendance or a leave record and re-running payroll produces the corrected result.

Additional Salary

Additional Salary records a one-off payment outside the standard salary structure.

Purpose

To pay something that is not part of the recurring structure — an allowance, a bonus, a reimbursement — without altering the structure itself.

How It Works

An Additional Salary Component nominates a salary component and states how it is valued: Lumpsum, or Qty and Rate. Only components marked Use For Additional Salary are available here.

An Additional Salary entry is a submittable document naming the employee, the date, the component, and either the lump sum or the quantity and rate that produce the Amount. Its Status moves from Pending to Processed once payroll has taken it up.

When a payroll entry runs, additional salary entries falling within the payroll period are read and added to the employee's pay. Additional Salary Enabled in HR Settings controls whether the mechanism is in use at all.

Key Fields

• Employee and Date - Who is being paid, and when it falls.
• Additional Salary Component - The component and its valuation basis.
• Qty / Rate / Amount - The value, entered as a lump sum or as quantity by rate.
• Status - Pending until payroll processes it.
• Note / Remarks - Why the payment was made.

Employee Loan

Employee Loan records an advance to an employee and recovers it through payroll.

Purpose

To lend against future salary and have the repayment happen automatically, so recovery is not tracked outside the system or forgotten.

How It Works

A loan is a submittable document recording the Loan Amount, the Loan Date, a Recovery Start Date, a Monthly Deduction Amount and the No Of Instalments For Recovery. From these a schedule of Deduction Records is held, each with its own date and a status of Pending or Deducted.

The loan tracks its own progress through Total Deducted Amount and Balance To Be Deducted, and moves through a Loan Status of Requested, Approved and On Going.

When payroll runs, the earliest pending deduction record dated on or after the payroll date is taken for that employee and applied as an advance deduction against the salary — but only for loans that are submitted and either approved or on going. The deduction is recorded on the Salary Report Record as Advance Deduction.

The salary component used for the recovery is nominated in HR Settings as the Loan Deduction Salary Component.

Key Fields

• Employee and Loan Amount - Who, and how much.
• Loan Date / Recovery Start Date - When it was given and when recovery begins.
• Monthly Deduction Amount / No Of Instalments - The repayment schedule.
• Deduction Records - Each instalment with its date and status.
• Total Deducted Amount / Balance To Be Deducted - Progress.
• Loan Status - Requested, Approved or On Going.

HR Dashboard

The HR Dashboard is the oversight screen for the module — and it measures the quality of the attendance data, not just the headcount.

Purpose

To show, for a chosen period, how much of the workforce is accounted for, where the exceptions are, and what administrative gaps would distort payroll if left alone.

How It Works

The dashboard is organised into sections:

• Workforce Summary — active employees, and how many have a salary structure assigned and a current shift allocation, expressed as coverage
• Workforce Disposition — every employee-day in the period classified as Present, Exception, Approved Leave, Applied Leave, Unauthorised Absence or Leave Conflict
• Attendance & Leave — check-in days, reconciliation days, attendance posted, and leave applied against leave approved
• Exception Breakdown — the exceptions behind those numbers, including late entry, early exit and inter-company days
• Leave Overview — applied, approved and conflicting leave
• Alerts — graded findings that need attention
• Quick Actions — direct routes to Employees, Attendance, Leave Applications and Salary Slips
• Administration Actions — specific gaps to close, such as employees with no shift information

What makes it useful

Two of its measures are about the process rather than the people: manually reconciled days and reconciliation pending days. Together they show how much attendance still required human intervention and how much has not been settled at all — which is the real indicator of whether payroll can be run for the period.

Pages and Tools

Beyond the standard forms, the module provides purpose-built screens for the tasks that would otherwise be slow.

Employee Checkin Approval

The screen the reconciliation process is run from. It previews raw check-ins for a date range — filtered by company, department, designation or individual — generates reconciliation records, lets a reviewer set the outcome per employee-day, submits the approved records and processes them into attendance. This is where the daily attendance exceptions are worked through.

Employee List

A filtered listing of the workforce with tabs by employment stage: On Job, On Boarding, On Probation, Resigning (covering both resigned and terminated) and Other, which catches anyone whose status falls outside the known set.

Employee Directory

A browsable directory view of employees.

Employee Attendance Tool

Marks attendance for many employees at once for a chosen date, filtered by department and designation — used for days that do not come from biometric capture, such as an office closure or a site-wide event.

HR Dashboard

The oversight screen described in the previous section.

HR and Payroll Reports

The module's reports cover the workforce, its attendance and leave, and the resulting pay.

Workforce

Department wise Employee Report and Designation wise Employee Report present the workforce along each organisational dimension.

Employee Documents Report lists documents across all employees with their next expiry date, renewal action status and whether they are active or expired — filterable by status, which is how upcoming and lapsed expiries are reviewed.

Attendance and leave

Attendance Report presents attendance across employees and dates.

Employee Leave Report presents leave taken, against the entitlement it was drawn from.

Payroll

Salary Register presents the payroll for a period across employees — the summary view of what was paid.

Salary Detailed Report presents the full working behind each employee's pay, drawn from the Salary Report Record: basic, leave deductions, overtime, holiday pay and deductions, other categories, gross, advance deduction and net.