HRMS setup wizard

How it works

1. The company head or HR opens HRMS Setup from the Settings hub, or from the banner on the dashboard.
2. Company basics: industry, time zone and locale, plus the employee code format, with a sample code shown as the choices change.
3. Organization: seed departments, designations, grades, cost centres, locations, employment types and categories from existing data, then fine-tune them in Organization Structure.
4. Leave setup: check the leave types configured for the company, such as CL, EL, SL and LWP, and open Leave Applications if something needs attention.
5. Roles and access: create the standard roles, then turn on role-based enforcement when you are ready. Until then, nothing changes for existing users.
6. Finish: a summary shows what is in place, with a Review link for any step not done, and Finish setup marks setup complete.

What you can set

• Time zone: Asia/Kolkata by default; locale: English (India) by default.
• Employee code prefix, such as EMP.
• Separator: hyphen, slash or none.
• Number length: 3 to 6 digits.
• Per branch adds a branch part to the code; Add year puts the year at the end.
• Organization masters: seven lists seeded from existing data, and seeding also adds 8 standard employment types.
• Standard roles: Company Head, HR, Finance, Payroll Admin, Manager, Employee and Auditor.
• Role-based enforcement: off until turned on, and it can be turned off again.

Why a fixed order helps

Most setup problems come from doing things out of order. Employees imported before departments exist end up with blank departments. Leave applied before leave types are settled has to be redone. Roles enforced before they are defined lock people out. The wizard puts the foundations first: how employees are numbered, how the organization is divided, which leave types exist, and who may see and do what. After that, importing people and switching on attendance rules goes smoothly.

Worked example: an Ahmedabad distributor sets up in an afternoon

A 140-person pharma distributor in Ahmedabad starts the wizard on a Monday afternoon. The HR manager, Kinjal Shah, keeps Asia/Kolkata and English (India), and sets the employee code to the prefix EMP, a hyphen and 4 digits, with the year added, so the sample code reads EMP-0001-2026. She seeds the organization masters from the data already entered for the first employees, then opens Organization Structure to add the Warehouse and Field Sales departments.

At the leave step she sees CL, EL, SL and LWP in place. At roles and access she creates the standard roles but leaves enforcement off until every branch manager has the right role. At 4:30 pm she is called into a meeting and simply closes the page. On Tuesday the dashboard banner takes her back into the wizard with her progress saved, the summary shows every step done except enforcement, and she clicks Finish setup.

After the wizard

The wizard gets the foundations right; a few settings are best made once real employees are in. Plan them for the first two weeks, in this order, so each step builds on the one before and nothing needs to be redone later.

• Import employees from Excel or CSV with Data Import, which checks every row before importing up to 10,000 rows.
• Set reporting managers, so My Team and approvals work from day one.
• Build shifts and switch on the roster where teams work in shifts.
• Fill the attendance rules from the Lenient preset and try them on last month.
• Turn on role-based enforcement once every login has the right role.

Frequently asked questions