Setup and Configuration Guide MaxFlow HR System

Departments are used to organize the company's administrative structure, such as HR, Finance, Sales, IT, Administration and so on. Setting departments up correctly makes it easy to link each employee to the right department and simplifies data management and reporting later.

The Designation defines an employee's job title, such as Software Developer or Finance Manager. A designation is independent of the department, so the same designation can be used across more than one department.

The Shift Type defines the official start and end times of the shift, and Auto Attendance can be enabled to calculate attendance automatically from check-in and check-out records.

As soon as Enable Auto Attendance is switched on, two extra sections appear lower in the form: AUTO ATTENDANCE SETTINGS and GRACE PERIOD SETTINGS FOR AUTO ATTENDANCE, where the fine details of automatic attendance calculation are configured.

The Holiday List is used to define the company's holidays, covering both public holidays and weekly off days. This list is later used to calculate attendance and leaves accurately, since the system excludes these days from actual working days.

Some holidays do not fall on the same date every year (religious holidays, for instance), so they cannot be generated automatically the way weekly offs are. These holidays are added manually, row by row.

The Leave Type defines the type of leave and its rules, such as annual, sick or maternity leave. Each type can have its own settings, such as the maximum number of days, carry forward, leave without pay, and how the balance is calculated.

When the Is Carry Forward option is switched on, an additional CARRY FORWARD section appears, letting you define the rules for carrying an unused leave balance into the next period.

Instead of granting an employee the full annual leave balance in one go at the start of the year, you can configure Earned Leave so that the balance accrues automatically on a monthly basis.

The Days Threshold For Supporting Document field defines after how many days of sick leave a supporting document, such as a medical report, becomes mandatory.

Compensatory leave is leave granted to an employee in return for working on a holiday or a non-working day. Setting it up in the system involves three main steps: creating the leave type, submitting a compensatory leave request, and approving that request.

The Leave Policy groups the leave types your company applies into a single policy, defining the rules and entitlement for each type. Once configured, the policy can be linked to employees so that the leave settings apply to them.

The Extra Allocation option is used to increase an employee's annual leave balance once they reach a defined number of years of service. For example, if the base entitlement is 14 days per year and rises to 21 days once the employee completes 5 years of service, 7 days are added to the base balance at that point, bringing the total entitlement to 21 days per year.

The Leave Period defines the time frame (usually a full year) over which leave entitlements and balances are calculated. It is then used as a reference when setting up leave policies and allocating balances.

Once the leave period is saved, click the Grant Leaves button at the top of the page to start allocating leave to employees.

Once a leave allocation has been submitted, if you need to grant an employee extra days on an exceptional basis without creating a whole new allocation, you can use the Add Extra Leaves option from within the record itself.

The Enhanced Leave Balance report shows the leave balances of all employees on a single screen, broken down by leave type for each employee. It makes reviewing and verifying balances straightforward, without opening each employee's Leave Allocation record separately.

A Short Leave Application is used to request leave for a set number of hours within the same working day — for example leaving work briefly or arriving after the shift starts — instead of applying for a full day of leave.

A Leave Application is used to request a full day of leave or several consecutive days. The application draws on the employee's allocated leave balance (Leave Allocation), and the leave days are deducted from that balance when the application is approved, according to the system settings.

Start by creating the User account first, then use it later to link to the Employee record.

Once the User account exists, you create the Employee record and link it to that same user account. The employee record holds the core HR details, such as department, designation and joining date.

This section links the employee directly to the attendance and leave settings prepared in the previous steps.

Day Start Time Defines the start of the accounting day for attendance purposes. If every shift in the company ends within the same calendar day (for example, the last shift ends at midnight), this field does not need to be filled in.

If an employee's shift runs past midnight into the following day — an evening shift from 6 pm to 2 am, for instance — you need to set Day Start Time to a time that falls between the end of that shift and the start of the next one, such as 4 am, so the system can assign that employee's attendance to the correct day.

The Salary Details section defines how the employee receives their salary.

The rest of the employee form contains further optional sections that can be completed as your company requires. The fields they display can also be customized (adding or removing fields) to suit each company's requirements.

Employee Checkin is the record that holds employees' check-in and check-out activity. Checkin records are created automatically through the attendance recording methods enabled in the system.

Administrators can use this log to review employee activity and verify check-in and check-out times and the method used, and can also edit an existing record or create one manually when needed.

Employee Log Request is used to request the addition or correction of a check-in or check-out entry — for example when an employee forgets to record an entry or the recorded details are wrong.

The request can be submitted through the system or the employee app, and is then reviewed by the responsible officer. When first created, the request has the status Draft; once the details have been reviewed and the request approved by clicking Submit, the status changes to Submitted.

An employee can create a request to add or correct an attendance entry by clicking New and filling in the required details.

Once the details are filled in, the request is saved with the status Draft. The responsible or authorized person then reviews it and clicks Submit to approve it and move its status to Submitted.

My Attendance lets an employee review their own daily attendance record, including attendance status, check-in and check-out entries, and the working hours recorded for each day.

The Attendance Status Summary report lets an administrator review employees' attendance status over a defined period and identify the cases that need following up.

Employee Break lets an administrator track employees' break periods, including when a break started and when the employee returned to work, and review the recorded entries and their details.

BREAK IN records the start of a break, while BREAK OUT records its end and the return to work.

Attendance Clock is used to manage the approved attendance capture points and settings in the system, according to the capture method and the location or device linked to it.

The system supports four methods of recording attendance, and each is configured according to its own requirements and settings. The actual setup differs from one method to another, so the configuration and integration of each method is carried out by the MaxFlow team to ensure it works correctly and that attendance entries reach the attendance system.

Attendance is used to record and track employees' attendance status over a defined period. The attendance data and working hours recorded are used in working-time and payroll processes, according to the system settings.

The Monthly Attendance Sheet displays employees' attendance record for a given month, allowing an administrator to review attendance and absence for the month in a single report.

The Loan Type is used to define a loan and its core rules, such as the maximum loan amount, the interest rate (if any) and the repayment terms. The loan type is then reused whenever an employee submits a new loan application.

When Repay Fixed Amount per Period is selected as the default repayment method, a fixed repayment amount is set for each period, and the Default Repayment Amount field appears for entering the instalment value.

When Repay Over Number of Periods is selected, the number of repayment months is set, and the system calculates the instalment from the loan amount and the number of periods instead of the instalment being entered directly.

Once the loan type is set up, an employee can submit a loan application through the system or the employee app, specifying the loan type, the amount requested and the rest of the application details. After the application is completed and approved in line with the system settings, the actual Loan can be created.

Once the loan application is approved, the actual Loan record is created directly from within the application itself, containing the detailed repayment schedule and the related accounting details.

The Loan Application Summary report supports tracking and analysing loan applications within a defined period, with results filterable by Status — Draft, Submitted and others — which makes it easy to find applications quickly and review their status.

A Salary Component is used to define an element of an employee's salary, its type and how it is calculated. Salary components fall into two main types:

Additional options: A set of options appears on the side of the Salary Component form controlling how the component is calculated or handled. The table below explains what each option does.

Once the required details are entered, click Save to save the Salary Component. Once the salary components you need have been created, they can be used later when creating a Salary Structure and selected within the Earnings and Deductions tables.

The Salary Structure is used to group the salary components (Earnings and Deductions) previously created in Salary Component and define how they are calculated within a single salary structure. You can create more than one Salary Structure to suit different groups of employees and how their pay is calculated — for example one structure for fixed salaries and another for employees paid according to hours worked.

A Salary Structure Assignment links a Salary Structure to a specific employee, sets the date from which the structure applies to them, and defines the actual values (such as Base and Variable) the structure relies on when calculating that particular employee's pay.

The Payroll Period defines the time frame over which employee salaries are calculated, from the start date of the period to its end date.

Before calculating salaries, make sure the check-in and check-out records (Employee Checkin) have been processed and converted into actual attendance (Attendance) through Auto Attendance, so that the payroll steps that follow are based on complete and accurate attendance data.

A Payroll Entry is used to run payroll for a defined period, select the employees to be included, then generate their Salary Slips and follow through with approving and paying them.

Fetching employees and generating Salary Slips

When a Salary Slip is submitted, the salary accrual is recorded in the accounts as a Journal Entry, and that entry appears in the dashboard.