Creating and maintaining employee records is essential for efficient HR and payroll management. AutoCount HRMS provides two methods to add employees, depending on the amount of information available during setup: Express Create – Create an employee using only the mandatory information. New Employee – Create a complete employee profile with access to all employee details and settings.  Steps to Create a New Employee via Express Create: Go to Payroll > Employee Maintenance. Click Express Create. Enter the following details: Full Name – Enter the employee’s full name as per their IC or passport. IC / Passport – Enter the IC number (local employee) or passport number (foreign employee). Marital Status – Select Single, Married, Divorced, or Widowed. Is Spouse Working – Check this option if the employee’s spouse is currently employed. Department – Select the assigned department (maintained at Tools > Organisation > Department). Wages Type – Select Monthly, Daily, Hourly, or Piece Rate based on the employee’s pay structure. Pay Frequency – Select Monthly or Fortnightly. Payment By – Select Bank Transfer, Cash, or Cheque. Entitlement Group – Select the applicable group (maintained at Tools > Entitlement Group, refer to Leave Entitlement and Claim Entitlement). Join Date – Enter the employee’s start date. This will be auto-filled by default, amend if necessary. Basic Rate – Enter the employee’s base salary or wage rate. Deductible Child Relief Point – Enter the applicable child tax relief points for tax calculation. Click Save. Steps to Create a New Employee: Go to Payroll > Employee Maintenance. Click New Employee. Enter the employee’s information. Mandatory information includes: Employee Employee Code – Enter the employee’s code. Keep NEW to auto-generate based on the default format Employee Name – Enter the employee’s full name as per their IC or passport. Personal Information IC Number – Enter the IC number of the employee. Marital Status – Select Single, Married, Divorced, or Widowed. Employment Details Department – Select the assigned department (maintained at Tools > Organisation > Department). Wages Type – Select Monthly, Daily, Hourly, or Piece Rate based on the employee’s pay structure. Pay Frequency – Select Monthly or Fortnightly. Payment By – Select Bank Transfer, Cash, or Cheque. Entitlement Group – Select the applicable group (maintained at Tools > Entitlement Group, refer to Leave Entitlement and Claim Entitlement). Join Date – Enter the employee’s start date. This will be auto-filled by default, amend if necessary. Click Create Employee. ℹ️ Note： You are required to complete all mandatory fields before saving or proceeding to other tabs (e.g., Addition & Deduction, Bank Accounts) for the employee. Refer to the articles below for detailed guides on each tab: Personal Information Spouse Information Employment Details Statutory Requirement Addition & Deduction Bank Accounts Employee Attachment Face Recognition Other Information

The Personal Information tab is used to maintain employees' personal details for payroll processing, statutory contributions, tax reporting, and document generation.  Step to Maintain Employee’s Personal Information: Go to Payroll > Employee Maintenance. Click the pencil icon next to the employee’s name. Go to the Personal Information tab. The Personal Information tab consists of the following sections:  Identification Demographics Contact & Address A) Identification Available fields:  IC Number – Enter employee’s national identification number. Passport Number – Enter employee’s passport number. Passport Expiry Date – Enter the expiry date of the passport. Old IC – Enter previous identification number if applicable. B) Demographics Gender – Select the Female or Male. Date Of Birth – Auto filled according to the IC number entered. Age – Auto filled according to the IC number entered. Race – Select Malay, Chinese, Indian or Others. Religion – Select Islam, Buddhist, Hindu, Christian, Sikhism, Taoism or Others. Marital Status – Select Married, Single, Divorced, or Widowed. Immigration Number – Enter the immigration number of the foreign employee. Email Address – Enter the employee’s primary email address. C) Contact & Address Phone Number – Enter employee’s contact number. Mobile Number – Enter employee’s contact number. Address – Enter the residential address. City – Enter the city of residence. Postal Code – Enter the postal or zip code. Country – Select the country of residence. State – Select the state or region. Nationality – Select employee’s nationality. D) Emergency Contact Contact Name – Enter the name of the emergency contact person. Contact Phone – Enter the contact number of the emergency contact. Relationship – Enter the relationship with the employee (e.g., parent, spouse).

Maintaining accurate spouse and dependent information is important for payroll processing, statutory reporting, tax relief calculations, benefits administration, and employee record management.  Steps to Maintain Spouse Information: Go to Payroll > Employee Maintenance. Click on the pencil icon next to the employee’s name. Go to the Spouse Information tab. The Spouse Information tab consists of the following sections:  Spouse Information Child Relief A) Spouse Information Stores basic spouse details for HR and statutory use. Spouse Name – Enter the name of employee’s spouse Spouse IC No – Enter employee’s spouse’s IC number. Spouse is Working – Tick if the employee’s spouse is employed. Spouse is Disabled – Tick if the employee’s spouse is disabled. Spouse Phone No – Enter employee’s spouse’s contact number. Spouse Mobile No – Enter employee’s spouse’s mobile contact number. Spouse Address – Enter residential address of the employee’s spouse. B) Child Relief Used for tax relief calculation under PCB (Pay As You Earn / Monthly Tax Deduction). No. of Tax Deductible Child – Enter the number of children eligible for tax relief under tax regulations. Deductible Child Relief Point (2024 and before) – Enter the applicable child relief points for tax calculation up to 2024. Deductible Child Relief Point (2025 and later) – Enter the updated child relief points applicable from 2025 onwards, based on current tax rules.

The Invite User feature allows employers to invite employees to access AutoCount HRMS and Employee Self Service (ESS). Once invited, employees will receive an email invitation to activate their account and log in.  Note: This feature is only available for Premium Plan subscriptions.  Steps to Invite User: Go to Payroll > Employee Maintenance. Click on the pencil icon next to the employee’s name. Go to the Invite User tab. Enable the Invite User option. Enter the employee's Email Address. Select the appropriate Access Group. Access Groups can be maintained at  Tools > Access Management > Access Group. Click Save changes.

Maintaining accurate employment details is essential for payroll processing, employee management, attendance tracking, and reporting. These settings determine how employees are paid, assigned within the organisation, and managed throughout their employment lifecycle.  Steps to Maintain Employment Details: Go to Payroll > Employee Maintenance.  Click on the pencil icon next to the employee’s name. Go to the Employment Details tab. The Employment Details tab consists of the following sections:  Wages Information Job & Assignment Role Compensation Location & Rules Employment Dates A) Wages Information This section manages the employee's salary information and salary adjustments.  Basic Rate – Employee’s initial salary Current Rate – Employee’s current salary Add Increment – Maintain employee’s salary increment rate. Refer to Increment for detailed steps. B) Role This section defines the employee's role and reporting structure within the organisation.  Job Title – Enter the employee’s position or designation. Department – Select the department the employee belongs to (maintained at Tools > Organisation > Department). Superior – Select the employee’s reporting manager. Employee Type – Select the employee’s classification (maintained at Tools > Classification > Employee Type). C) Compensation This section controls how the employee is paid.  Wages Type – Select Monthly, Daily, Hourly, or Piece Rate based on the employee’s pay structure. Pay Frequency – Select Monthly or Fortnightly. Payment By – Select Bank Transfer, Cash, or Cheque. Bank Payout – Select the bank payout method. Director Fee – Enter the director fee amount. C) Location & Rules This section specifies the employee's workplace assignment and applicable HR or payroll rules.  Branch – Select the assigned workplace or office location (maintained at Tools > Organisation > Branch) Project – Select the assigned project (maintained at Tools > Organisation > Project) Calendar – Select the assigned work calendar (maintained at Tools > Calendar) Overtime – Select the assigned overtime rule (maintained at Tools > Payroll Items > Overtime) Default Rule – Select the standard payroll rule set applied (maintained at Human Resource > Shift & Rule) Entitlement Group – Select the applicable group (maintained at Tools > Entitlement Group, refer to Leave Entitlement and Claim Entitlement). Working Permit Expiry – Enter the expiry date of the employee’s work permit if applicable. D) Employment Dates This section records key employment milestones for tracking and reporting purposes.  Join Date – Enter the employee’s start date.  Confirm Date – Enter the date the employee is confirmed after probation. Resign Date – Enter the date the employee resigns. End of Contract – Enter the contract end date (for contract staff). Retirement Date – Enter the planned retirement date. Employee Status – Select Management, Permanent, Contract, Part Time, Interns or Others. E) Previous Employment History  This section stores the employee's previous employment records for reference and payroll history purposes.  For detailed instructions, refer to Past Employment Entry.

The Wages Type setting determines how an employee's salary is calculated during payroll processing. The selected wages type defines the calculation method and the corresponding rate that must be maintained for the employee. The available wages types are: Hourly – Salary is calculated based on the number of hours worked.  Daily – Salary is calculated based on the number of days worked. Monthly – Salary is calculated based on a fixed monthly amount. Piece Rate – Salary is calculated based on the quantity of work or units completed.  Steps to Maintain Wages Type: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee. Under Employment Details, select the appropriate Wages Type. Click Save changes to apply.

Pay Frequency determines how often an employee receives salary payments. It controls the payroll schedule and how salary is distributed throughout the payroll period. The available options are: Monthly – Salary is paid once per month. Fortnightly – Salary is split into two payments within the month (e.g., first half and month-end). Steps to Maintain Employee’s Pay Frequency: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee. Under Employment Details, select the appropriate Pay Frequency. Click Save changes to apply.

The Working Permit Expiry and End of Contract fields are used to manage non-permanent employees, such as foreign workers and contract staff. By maintaining these dates, the system can automatically stop including the employee in payroll processing once the specified date has been reached, helping to prevent unintended salary payments and ensuring accurate employee management. Steps to Maintain Wages Type: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee. Under Employment Details, select the respective date at the Working Permit Expiry or End Of Contract field. Click Save changes to apply.  

The Past Employment Entry feature allows users to record an employee's previous employment income and statutory contributions before joining the company. This information is important for accurate PCB (Monthly Tax Deduction) calculations, especially when an employee joins the company partway through the year. Previous employment income, PCB paid, EPF contributions, and other remuneration may need to be considered when calculating the employee's tax liability for the current year. Steps to Maintain an Employee’s Past Employment Entry: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee. Go to Employment Details.  Click Previous Employment History. Enter the employee’s past employment and payment details, then click Save. Click Save changes to apply.

The Default Overtime Setting allows users to assign a predefined overtime rule to an employee. The assigned overtime rule will be used when calculating overtime pay, ensuring overtime is processed consistently according to company policy.  Steps to Maintain Default Overtime Settings: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee. Go to Employment Details. Select the appropriate Overtime rule. Overtime rules are maintained under Tools > Payroll Items > Overtime. Click Save changes to apply.