The Face Recognition feature allows you to upload an employee's photo for identity verification during attendance recording. The system compares the employee's face against the registered image when performing clock-in and clock-out activities. For accurate recognition, ensure the employee's photo is clear and up to date. Steps to Setup an Employee’s Face Recognition Feature: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee’s name. Ensure Face Recognition is enabled at the Employee tab. Go to the Face Recognition tab. Click on Click to upload. Select a photo from your device and click Open. Click Save changes to apply. ℹ️ Tip:  Click Clear Photos to remove all uploaded images. Ensure the uploaded photo clearly shows the employee’s face for accurate recognition.  Avoid blurry or obstructed images to improve detection accuracy.

The Other Information tab is used to maintain additional employee details that are not covered in other sections of Employee Maintenance. This information serves as a reference for HR records, employee profiling, and internal documentation.  Steps to Maintain Employee’s Other Information: Go to Payroll > Employee Maintenance. Click on the pencil icon next to the employee’s name. Go to the Other Information tab. Enter the available fields: Education – Enter the employee’s education background (e.g., university, qualifications) Working Experience – Enter employee’s previous employment history (e.g., companies worked for). Note – Add any additional remark of the employee. Employee is Deceased – Check this option only if the employee passed away. This will stop further payroll processes. Click Save changes to apply and store the updates.

The Batch Edit feature allows users to update specific employee settings for multiple employees simultaneously. This helps ensure consistency across employee records, reduces manual effort, and saves time when making bulk changes.  Steps to Batch Edit Employee Settings: Go to Payroll > Employee Maintenance. Click Batch Edit. Click the Column Chooser icon and select the field you want to update (e.g., Overtime, Calendar, or Entitlement Group).  Tick the employee(s) to be included in the batch update.  Select the settings relevant to one of the selected employees. Right click and select Apply this value to selected rows. The details will be updated.  Click Save to apply the changes. ℹ️ Note: Click the corresponding field in the detail column to modify the settings individually if required. Click Save to apply the changes for individual employees.  Written by: HanYang 250725 Reviewed by: Azirah 250731

Employees who have resigned or become inactive cannot be deleted from the system, as their payroll, leave, claims, attendance, and statutory records must be retained for audit and reference purposes. To simplify employee management, you can filter the employee list to display only active employees or only inactive employees. The filter selections are: True – Show active employees. False – Show inactive employees. Steps to Hide Inactive employee in Employee Maintenance: Go to Payroll > Employee Maintenance. Click the filter icon next to Search. Under the Status column, select True from the list. The Inactive staff will be hidden from the list.

The Bulk Invite feature allows administrators to invite multiple employees to AutoCount HRMS at the same time. This streamlines the onboarding process and reduces manual effort, especially when setting up new companies or onboarding a large number of employees.  Note: Employees must have a valid email address and an employee record in the system before they can be invited.  Steps to Bulk Invite Employees: Go to Tools > Access Management. Click Invite User. Click Uninvited Employees to download the Excel template. The template contains a list of employees who have not yet been invited to the system.  Update the Excel details: Enter each employee’s Email. Assign User Type. Assign Access Group Title. Save the excel file after completing the details. Return to the Invite User page and click Select File. Select the updated excel file and click Open. Review the uploaded details, then click Send Invitation. Employees will receive an email invitation. They must accept the invitation before accessing the system.

The Remark feature allows users to add employee-specific notes during payroll processing. These remarks can be used to display payroll-related messages, explanations, or other relevant information on the employee's payslip.  Steps to Maintain Employee’s Remark: Go to Payroll > Process Payroll. Click Run Payroll. Select the Payroll Type, Payroll Period, Leave Cut-Off Day and Description (Optional). Select the employees to be included in this payroll run.  Click Next. Click Preview. Click Process. Expand the employee and enter a remark at the Note column. Click Commit.  Click Yes to confirm. Editing will be restricted after commit.

The Copy From feature allows users to create a new Entitlement Group by duplicating an existing one. This helps save time by reusing existing leave and claim entitlement settings instead of configuring a new entitlement group from scratch.  Steps to Create an Entitlement Group via Copy From: Go to Tools > Entitlement Group. Click Add New. Click Copy From. Select an existing Entitlement Group from the dropdown list.  The entitlement details from the selected entitlement group will appear.  Enter the Title. Make necessary adjustments and select the users entitled to this entitlement group at the Users in this Entitlement Group column. Click Save. ℹ️ Note: Refer to Leave Entitlement and Claim Entitlement for detailed information on configuring entitlement rules and limits. 

The Employee Inquiry feature provides a quick and convenient way to view an employee's records in a single location. It allows users to review payroll, leave, claims, attendance, and loan information without navigating through multiple modules. This feature is useful for answering employee enquiries, reviewing historical records, and verifying employee-related transactions. Steps to Inquire an Employee: Go to Payroll > Employee Inquiry. Select the employee you wish to preview. Select the Inquiry Type:  Payroll Information Adhoc Item Claim Approval, Claim Balance, Claim Transaction Leave Approvals, Leave Balance, Leave Transaction Time Attendance Approval, Time Attendance Transaction Loan Scroll down to preview the information.