HR Management System

1. Introduction

Welcome to the HR Management System (HRMS) WordPress Plugin. This comprehensive solution helps organizations manage their human resources efficiently, including employee data, attendance tracking, leave management, task assignments, and more.

Key Features

System Requirements

• WordPress 5.0 or higher
• PHP 7.4 or higher
• MySQL 5.6 or higher
• Modern web browser (Chrome, Firefox, Safari, Edge)

2. Getting Started

Installation

1. Upload the Plugin
   Navigate to Plugins → Add New → Upload Plugin in your WordPress admin panel. Select the HR Management plugin ZIP file and click "Install Now".
2. Activate the Plugin
   After installation, click "Activate Plugin". The plugin will automatically create necessary database tables and pages.
3. Access the Dashboard
   Look for "HR Management" in your WordPress admin sidebar. Click it to access the main dashboard.
4. Configure Settings
   Go to HR Management → Settings to configure notification emails, IP restrictions, and upload your company logo.

3. Admin Dashboard

The Admin Dashboard provides a quick overview of your organization's HR metrics and recent activities.

Dashboard Overview

Navigation Menu

The main navigation includes:

• Dashboard - Overview and statistics
• Employees - Manage employee records
• Attendance - View attendance records
• Daily Progress - Track daily work submissions
• Assigned Tasks - Manage task assignments
• Leave Management - Handle leave requests
• Reports - Generate various reports
• Company Policies - Manage policy documents
• Settings - Configure plugin options

4. Employee Management

Manage all employee information from a central location.

Adding a New Employee

1. Navigate to Employees
   Go to HR Management → Employees and click "Add Employee".
2. Fill Personal Information
   Enter full name, email, phone number, and date of birth.
3. Add Employment Details
   Set position, department, joining date, and monthly salary.
4. Configure Leave Settings
   Set number of allowed leaves, leave applicability, and probation period.
5. Assign Salary (Optional)
   Enter the starting salary for the employee. This can be further detailed in the Payroll module.
6. Create Login Credentials
   Enter username and password for employee portal access.
7. Upload Photo (Optional)
   Add a profile photo for the employee.
8. Save Employee
   Click "Add Employee" to save the record.

Employee Fields Reference

Editing Employee Information

To edit an employee's information:

1. Navigate to the Employees list
2. Click the "Edit" button on the employee row
3. Modify the required fields in the modal
4. Click "Update Employee" to save changes

Viewing Employee Profile

Click on an employee's name or the "View" button to see their complete profile, including:

• Personal and contact information
• Employment details
• Attendance history
• Leave records
• Assigned tasks

5. Attendance Tracking

Monitor employee attendance with real-time check-in/check-out functionality.

Viewing Attendance Records

Navigate to HR Management → Attendance to view all attendance records.

Filter Options

• Date Range - Filter by specific dates
• Employee - View specific employee's attendance
• Status - Filter by Present/Absent/Late

Attendance Status Types

IP Restriction

Configure IP restrictions in Settings to ensure employees can only check in from approved locations (e.g., office network).

6. Task Management

Assign, track, and manage tasks across your team.

Creating a New Task

1. Navigate to Tasks
   Go to HR Management → Assigned Tasks.
2. Click "Add New Task"
   Open the task creation form.
3. Fill Task Details
   
   • Title - Brief task name
   • Description - Detailed instructions
   • Assigned To - Select employee
   • Due Date - Task deadline
4. Save Task
   Click "Add Task" to create and notify the employee.

Task Statuses

Managing Tasks

• Edit - Modify task details or reassign
• Delete - Remove the task permanently
• Change Status - Update task progress

7. Leave Management

Handle employee leave requests efficiently with the leave management module.

Leave Request Workflow

1. Employee Submits Request
   Through the Employee Portal, the employee selects leave type, dates, and provides a reason.
2. Admin Reviews Request
   Admin receives notification and reviews the request in HR Management → Leave Management.
3. Approve or Reject
   Admin can approve, reject, or request more information.
4. Employee Notification
   Employee is notified of the decision via the portal.

Leave Types

Processing Leave Requests

1. Go to HR Management → Leave Management
2. Filter by "Pending" status to see new requests
3. Review the leave details and dates
4. Click "Approve" or "Reject"
5. Add optional remarks for the employee

8. Payroll Management

Manage employee salaries, allowances, and generate monthly payslips with the integrated Payroll module.

Salary Structures

Define a custom salary structure for each employee to automate payroll calculations.

1. Navigate to Salary Structures
   Go to HR Management → Payroll → Salary Structures.
2. Configure Earnings
   Add Basic Salary and various allowances (e.g., Medical, Fuel, Travel, Performance Bonus).
3. Configure Deductions
   Enter deductions like Income Tax, Health Insurance, or Provident Fund.
4. Save Structure
   Click "Save Salary Structure" to apply it to the employee.

Generating Monthly Payroll

1. Access Payroll Generation
   Go to HR Management → Payroll → Generate Payroll.
2. Select Month & Year
   Choose the period for which you want to process salaries.
3. Review Calculations
   The system automatically calculates Net Salary based on the defined structure.
4. Process Payroll
   Click "Generate Payroll" to finalize and create payslips for selected employees.

Payslips & History

9. Daily Progress Reports

Track daily work submissions from employees.

How It Works

Employees submit their daily progress through the Employee Portal, documenting:

• Tasks worked on
• Hours spent on each task
• Work descriptions and notes
• Status updates

Viewing Progress Reports

1. Navigate to HR Management → Daily Progress
2. Use filters to select date range and employees
3. Review submitted reports in the table view
4. Click on a report to see full details

Admin Comments

Administrators can add comments to progress reports for feedback or clarification. These comments are visible to the employee in their portal.

Email Notifications

Configure notification emails in Settings to receive daily summary emails of all progress reports submitted.

10. Company Policies

Manage and distribute company policies to all employees.

Creating a Policy

1. Navigate to Policies
   Go to HR Management → Company Policies.
2. Click "Add New Policy"
   Open the policy creation form.
3. Enter Policy Details
   
   • Title - Policy name
   • Category - HR, IT, Operations, etc.
   • Description - Full policy content
   • Effective Date - When it takes effect
4. Upload Attachment (Optional)
   Attach PDF or DOC files for detailed policy documents.
5. Set Status
   Choose "Published" to make it visible to employees.
6. Save Policy
   Click "Add Policy" to save and publish.

Policy Categories

• HR Policies
• IT & Security
• Operations
• Finance
• General

Employee Access

Published policies are automatically visible to all employees in their portal under the "Company Policies" section. Employees can read policies and download attachments.

11. Reports & Analytics

Generate comprehensive reports for analysis and record-keeping.

Available Reports

Generating Reports

1. Go to HR Management → Reports
2. Select the report type (Attendance, Leave, etc.)
3. Set date range and other filters
4. Click "Generate Report"
5. View results or export as needed

Exporting Data

• CSV - For spreadsheet analysis (Excel, Google Sheets)
• PDF - For printing and formal records

12. Settings & Configuration

Configure plugin options and security settings.

General Settings

Notification Emails

Enter comma-separated email addresses to receive system notifications:

• Leave request notifications
• Daily progress summaries
• System alerts

Company Logo

Upload your company logo to brand the Employee Login page and Portal header. Recommended size: 200x60 pixels.

IP Restrictions

The IP Address Configuration module allows you to restrict attendance check-ins to authorized locations only.

• Multiple IP Support: Add multiple individual IPs or entire network ranges using CIDR notation (e.g., 192.168.1.0/24).
• Location Types: Categorize each IP as Office, Branch, Remote, or VPN for better tracking.
• Quick Add: Use the "Quick Add My IP" button to instantly whitelist your current connection.
• Status Toggle: Enable or disable specific IPs without deleting their configuration.
• Reference IP: Your current connection IP is always displayed for easy troubleshooting.

Security Settings

The Security tab provides an audit log of all system activities:

• Login attempts
• Access denials
• System changes
• User activities

13. Employee Portal Guide

The Employee Portal is a self-service interface for employees to manage their work-related activities.

Accessing the Portal

1. Navigate to yoursite.com/employee-login/
2. Enter username and password provided by HR
3. Click "Sign In" to access the portal

Portal Features

Dashboard

• Welcome message with dynamic daily greeting
• Search Bar: Quickly find tasks, policies, or notifications
• Quick stats: Pending tasks, monthly working hours, and attendance rate
• Attendance check-in/check-out button with status indicator
• Recent notifications and system updates

My Tasks

• View all assigned tasks
• See task details and due dates
• Mark tasks as completed

Daily Progress

• Submit daily work reports
• Log hours for different tasks
• Add work descriptions
• View submission history

Leave Requests

• Submit new leave requests
• View leave history
• Check leave balance
• Track request status

Company Policies

• View all published company policies
• Read full policy details and terms
• Download attachments (PDF/DOC) for offline viewing

My Payroll

• View complete history of processed salaries
• Check Net Salary, Allowances, and Deductions
• Download official payslips for any month

My Profile

• View personal information
• See employment details
• Update contact information

Notifications

• View all notifications
• Task assignments
• Leave status updates
• System announcements

14. Branding & Logo Setup

Customize the plugin appearance with your company branding.

Uploading Your Company Logo

1. Navigate to Settings
   Go to HR Management → Settings → General.
2. Find Company Logo Section
   Scroll down to the "Company Logo" field.
3. Click Upload Logo
   Click the "Upload Logo" button to open the media library.
4. Select or Upload Image
   Choose an existing image or upload a new one. Click "Use this logo".
5. Save Changes
   Click "Save Changes" to apply the logo.

Logo Requirements

Where the Logo Appears

• Employee Login Page - Above the login form
• Employee Portal - In the sidebar header

Removing the Logo

To remove the logo and revert to the default text, click "Remove Logo" in the Settings page and save changes.

15. Troubleshooting & FAQs

Common Issues

❓ Employee can't log in to the portal

• Verify the username and password are correct
• Check if the employee account is created in the system
• Ensure the login page shortcode is properly placed
• Clear browser cache and try again

❓ Attendance check-in not working

• Check if IP restrictions are enabled and the user's IP is allowed
• Verify the employee has already logged in to the portal
• Check browser console for JavaScript errors

❓ Notifications not sending

• Verify notification emails are configured in Settings
• Check your server's email configuration
• Consider using an SMTP plugin for reliable email delivery

❓ Logo not displaying

• Ensure the image was saved after upload
• Check if the image URL is accessible
• Clear browser cache
• Verify image file format is supported

Frequently Asked Questions

Q: Can I import existing employee data?

A: Currently, the plugin requires manual entry. However, you can use WordPress database tools to bulk import data directly into the database tables.

Q: Is the data secure?

A: Yes, the plugin uses WordPress security best practices including nonce verification, capability checks, and data sanitization.

Q: Can employees change their passwords?

A: Currently, password changes must be done through the admin panel. Employees should contact HR to request a password change.

Q: Does the plugin work with any WordPress theme?

A: Yes, the plugin is designed to work independently of your theme. The Employee Portal uses its own styling.

Q: How do I backup my HR data?

A: Regular WordPress database backups will include all HR Management data. The plugin uses custom database tables prefixed with hrm_.

Getting Support

For additional support:

• Check the Security Log for system errors
• Enable WordPress debug mode for detailed error messages
• Contact your system administrator