HR & Payroll Overview
The HR & Payroll module in JobNext manages your entire workforce across the complete employee lifecycle — from recruitment and onboarding through daily operations (attendance, timesheets, leave) to payroll processing, statutory compliance, and eventual separation. It is the central hub for all people-related data and processes in the organization.
How to Access
- Click HR in the left sidebar navigation menu
- The HR Dashboard opens showing workforce KPIs for the selected date range
- Use the From Date, To Date, Business Unit, and Region filters to refine the dashboard
- Click any sub-module name in the HR dropdown to navigate to that section
HR Dashboard KPIs
The HR main page displays real-time workforce metrics:
| KPI Card | Description |
|---|---|
| Total Employees | Total headcount for the selected period and filters |
| National | Employees who are nationals (shown with country flag) |
| Expat | Expatriate employees |
| On Leave | Employees currently on approved leave |
| On Duty | Employees currently on duty |
| Resigned | Employees who resigned during the period |
| Joined | New employees who joined during the period |
| Employer Social Security | Total employer social security contribution amount |
| Total Present Days | Aggregate present days across all employees |
| Total Leave Days | Aggregate leave days across all employees |
| Total Hours | Total working hours recorded |
| FTE | Full-Time Equivalent headcount |
Below the KPI cards, the dashboard displays three charts:
- Headcount by Business Unit — Horizontal bar chart showing employee distribution across business units
- Headcount by Region — Horizontal bar chart showing employee distribution across geographic regions
- Gender Mix — Donut chart showing male/female ratio
HR Module — Global Workflow
The following diagram shows how the major HR processes connect end-to-end. Every workflow in the HR module ultimately feeds into or depends on the Staff Directory as the master data source.
Monthly Payroll Pipeline
The following flowchart shows the step-by-step monthly payroll processing sequence. Every step must be completed in order before the next can proceed.
Sub-Modules at a Glance
The HR module is organized into 17 sub-modules, each accessible from the left navigation menu under HR:
| Sub-Module | Purpose | Key Actions |
|---|---|---|
| Staff Directory | Central employee register — master data source for all HR operations | Add Staff, Upload, Export, View 17 sub-pages per employee, Edit, Deactivate, Link User, Org Chart |
| Attendance | Record and finalize monthly employee attendance for payroll input | Upload 30 Day Attendance, Punch Manager, Finalize Attendance (locks records) |
| Leave | Leave types, entitlements, balance tracking, and request/approval workflows | Leave Request, View Leave Balance, Approve/Reject, tabs: Annual / Sick / Other |
| Payroll | Salary computation, payroll runs, statutory deductions, and salary remittance | Generate Payroll, Welfare setup, Welfare Allowances, Chapter 6 Exemptions, Loan Requests, Payroll Log |
| Time Sheet | Job-wise time tracking for project costing and optional attendance conversion | Add, Upload Timesheet, Upload 30 Day Timesheet, Convert To Attendance, Export |
| Separation | Employee exit processing including resignation, termination, and absconding | Initiate separation, track notice period, process clearance |
| Settlement | Final pay calculation including leave encashment, gratuity, and pending dues | Calculate settlement, approve payment, generate settlement letter |
| Company Phones | Tracking and assignment of company-issued mobile phones to employees | Assign phone, track device inventory, record returns |
| Air Ticket Encashment | Management of air ticket entitlements (by category & sector) and encashment requests | Configure air ticket categories (12/24 month cycles), process encashment |
| Allocation | Employee allocation to projects, sites, jobs, and business units | Mobilisation requests, staff matching, camp assignment, demobilisation |
| Requisition | Manpower requisition requests from project sites specifying required roles | Create requisition, specify count & designation, track fulfillment |
| Candidate | Recruitment pipeline tracking from application through to hiring | Add candidate, track interview stages, convert to staff |
| Expense Reports | Employee expense claim submission and multi-level approval workflows | Submit expense, attach receipts, approve/reject, reimburse |
| Passport Control | Custody and tracking of employee passports and travel documents | Record passport details, track custody status, manage renewals |
| Clearance Application Form | Employee clearance processing during transfers or separations | Initiate clearance, multi-department sign-off, track completion |
| Camp | Employee camp/accommodation management and cost allocation | Manage camps, assign beds, track occupancy, camp switching approvals |
| Training | Employee training programs, scheduling, and completion tracking | Create training programs, enroll employees, track certifications |
| Masters | Configuration data: designations, departments, cadres, leave types, holidays, regions, divisions | Add/edit master records that drive dropdowns across all HR screens |
Key Concepts
Staff Directory as the Hub
The Staff Directory is the central data source for the entire HR module. Every employee has a profile with 17 information sub-pages accessible through a right sidebar: Dashboard, Personal, Leaves, Documents, Salary, Contact, Attendance, Skills, Job History, Experience, Education, Training, Medical, Visa & Immigration, Dependents, Status History, and Fixed Assets. All other HR processes (payroll, attendance, leave, allocation) reference this master data.
Attendance → Payroll Pipeline
The primary monthly workflow follows a strict sequence: Record Attendance → Finalize Attendance → Generate Payroll → Approve Payroll → Salary Remittance. Attendance finalization is irreversible and must be verified carefully before proceeding. See the Attendance and Payroll pages for detailed step-by-step instructions.
Timesheet vs Attendance
Timesheets track job-wise hours (which job an employee worked on and for how many hours each day). Attendance tracks daily presence status (present, absent, on leave). Timesheets can be converted to attendance using the “Convert To Attendance” function, splitting hours into normal, regular OT, and holiday OT based on configuration rules.
Welfare (Payroll Heads)
Welfare is JobNext’s term for salary structure components. Each welfare head is either an Earning (adds to pay) or a Deduction (reduces pay). Examples: Basic Salary, HRA, PF, ESI, Income Tax. Welfare Allowances define the amounts per employee, assigned at four levels of precedence: Employee > Cadre > Department > Designation.
Leave Accrual
Leave entitlements are automatically accrued as part of payroll processing. When payroll is approved, the system inserts monthly accrual transactions into leave balances based on eligibility-by-designation and leave type rules. Carryover caps are enforced, and excess leave is reduced automatically.
If you’re setting up HR for the first time, follow this order: (1) Configure Masters (departments, designations, cadres, leave types), (2) Set up Welfare Heads and Allowances, (3) Add Staff with complete master data, (4) Begin recording Attendance and processing Payroll.