If an employee’s email address changes, or if the company assigns a new email address, you can update the email address in Employee details > User Access > Change User.  Steps to Update an Employees’ Email Address: Go to Core > Employee.  Under Employee Maintenance, click Employee. Locate the employee and click the pencil icon next to the employee’s name. Under Employee Details, select User Access Change User. Click the pencil icon to edit. Enter or update the employee’s login email address. Click Save.  Refer to User Access for detailed instructions. Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260107)

Yes, you may delete a resigned employee’s account. However, doing so will permanently remove the employee’s records from the system, which may affect reporting accuracy—such as employee turnover summaries and historical payroll or leave records. Instead of deleting the employee, we recommend marking the employee as Inactive. This preserves historical data while ensuring the employee is excluded from future payroll and HR processes. Steps to Mark a Resigned Employee as Inactive: 1. Go to Core > Employee. 2. Under Employee Maintenance, select Employee. 3. Locate the employee and click the pencil icon to open the Employee Profile. 4. Under Employee Details, go to Personal Info and click the pencil icon.  5. Untick Active, then click Save.  6. The employee will now be marked as inactive and will no longer appear in payroll processing or active employee lists, while historical records remain intact. Written by: Teah Rui Harn (20251230) Reviewed by: Tek Ee Lin (20260107)

You can upload your company’s logo to AutoCount HRMS at Company > Company Info > Basic Details. The company logo added can be used for report template customisation. Steps to Add your Company’s Logo: 1. Go to Core > Company. 2. Under Company Profile, select Company Info. Click the pencil icon next to Basic Detail to enter edit mode.  3. Place your cursor in the logo/image section and click the camera icon. 4. Select your company logo file, then click Open. 5. Click Save once the logo is displayed. Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260108)

A Manager Role refers to an employee’s job title or organisational position. However, it does not automatically grant approval rights in the system. An employee’s email address has to be added as a user before they can be assigned as leave approvers.   The following shows how to update an employee’s job title as manager and how to add an employee as a user. Steps to Update Manager Role (Job Title):  Go to Core > Employee. Locate the employee you want to update and click the pencil icon. Under Employee Details, go to Personal Info. Scroll down and click the pencil icon next to Job Info.  Enter or update the Job Title, then click Save. For detailed field explanations, refer to Personal Info – Job Info. Steps to Add Employee as Employee User:  Method 1: Include the employee's email address in the User Access Email column when importing employee details via Excel Import (Employee template)  Method 2: Add the employee's email address in User Access for the existing employee record (Core > Employee > locate the employee and click pencil icon). Method 3: Add the employee's email address in User Maintenance (Core > User Maintenance) Once the employee is added as a user, you may assign them as a leave approver.  Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260108)

You may manage employees’ confirmation and/or resignation date details at Employee Details > Personal Info > Job Info.   Steps to Update an Employees’ Confirmation or Resignation Date: Go to Core > Employee. Under Employee Maintenance, select Employee.  Locate the employee and click the pencil icon next to their name to open the Employee Profile. Navigate to Personal Info and scroll down to the Job Info section. Click the pencil icon next to Job Info. Select the Confirmation Date and/or Resignation Date using the calendar icon. Click Save to apply the changes.  For full instructions and other Personal Info settings, refer to Personal Info.  Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260107)

You may manage employees’ bank account details at Employee > Pay Details > Bank Info. Steps to Manage an Employees’ Bank Account: Go to Core > Employee. Under Employee Maintenance, click Employee. Click the pencil icon beside the employee’s name whose information you wish to update. Click Pay Details and scroll down to the Bank Info section. Click the pencil icon next to Bank Info. Enter or update the details. Click Save. For complete guide and other Pay Details settings, refer to Employee Pay Details.  Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260108)

You can record and manage an employee’s salary increment in Employee Details > Pay Details. Once an increment is added, the system will automatically calculate and apply the new salary on the effective period.  Steps to Maintain Employee Increment: Go to Core > Employee. Under Employee Maintenance, click Employee. Locate the employee and click the pencil icon next to the employee’s name. Navigate to Pay Details and scroll to Salary Info. Click New Increment next to Salary History. Enter the increment value, effective period, a short remark and review the calculated New Salary. Click Save to apply the increment. Refer to Employee Pay Details for full instructions and other Pay Details settings’ guide. Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260107)

You can control the leave types an employee is allowed to apply for by assigning employees to the appropriate Entitlement Group. This can be done directly from the Employee Profile > Entitlement.  Steps to Update an Employees’ Entitlement via Core: Go to Core > Employee.  Under Employee Maintenance, click Employee. Locate the employee and click the pencil icon beside the employee’s name. Under Employee Details, select Entitlement. Click the pencil icon to edit entitlement details. Select the appropriate Entitlement Group from the drop-down list. Click the setting icon if you would like to update entitlement group options. Alternatively, you may update the entitlement group in E-Leave > Setting > Entitlement Group.  Click Save.  Refer to Entitlement for detailed explanations. Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260108)

You can control what functions each user can access in HRMS—such as assigning leave approver or payroll management permissions—through User Maintenance in the Core module.  Steps to Update an Employee’s Access Rights: Go to Core > User Maintenance. Locate the employee and click the pencil icon to edit the user. Select to update the User Type as required: Employee User – Access to ESS (Employee Self Service) module and can be assigned as Leave Approver. Payroll User – Access to some or all system modules depending on user role and can be assigned as Leave Approver.  Click Save to apply the changes. Refer to User Maintenance for detailed explanations.  Written by: Teah Rui Harn (20251231) Reviewed by: Tek Ee Lin (20260108)

Fixed payroll items are managed at Employee Details > Payroll > Payroll Items.  Steps to Add a Fixed Payroll Item: Go to Core > Employee. Under Employee Maintenance, go to Employee. Click the pencil icon beside the employee’s name. Under Employee Details, go to Payroll Items. Select Additionor Deduction Items. Click the downward arrow icon to expand an item. Click Add (+) Item. Enter the Start and/or End Period (optional) and value accordingly. Click Save.  For more detailed explanations, refer to Employee Payroll Items. Written by: Teah Rui Harn (20251230) Reviewed by: Tek Ee Lin (20260107)