Pay your staff
Payroll in Stockovaa is a record of a payment, not a run you generate and approve. Here is what that means in practice.
4 min read
Staff and HR
Employees, attendance, leave and holidays
How a staff record differs from a login, exactly how attendance gets recorded, and what the leave screens do and do not enforce.
7 min readUpdated
All help articles
HR and payroll is a plan feature. If your sidebar does not show it, your plan does not carry it: open Billing and Subscription, then Change plan, and the screen names the plan that includes it. The pricing page compares all four plans.
A user is somebody who can sign in. An employee is a staff record with a department, a designation and pay. Somebody can be one, the other, or both.
A login can only be set up while you are adding an employee. Afterwards you change it from the User List. So decide at the point of adding them whether this person needs to sign in.
- HRM, then Departments, then Add Department. It asks for a Name.
- HRM, then Designations, then Add Designation, for job titles.
- HRM, then Shifts, then Add Shift, which asks for a Name, a Start Time, an End Time and optional Grace In and Grace Out in minutes.
- HRM, then Leave types, then Add Leave Type.
- HRM, then Employees, then Add Employee. Name, Email, Phone Number and Department are required. Tick Add User if they need a login.
Grace in is how late somebody can clock in before they are marked late. Grace out is how early they can leave before it counts.
There is no clock in button in Stockovaa and no live link to a device. There are exactly two ways attendance gets in.
By hand: HRM, then Attendance, then Add Attendance. Choose the Employee, or several at once, who all get the same times, then the Date, the CheckIn, an optional CheckOut and a Note. Press Submit.
From a device file: press Import CSV file (Device), choose the Attendance Device Date Format that matches the file your device produced, upload the file and press Save.
The device import matches every row on staff id. If one staff id is not in the system the whole file is refused and nothing is imported. Check your staff ids before the first import.
The status is worked out, not chosen. Anybody clocking in at or before the start of the working day is Present, and later than that is Late. The working day is set under Settings, then HRM settings. One line is one person on one day, and deleting a line removes every clock in and clock out for that person that day.
- Leaves: Add Leave asks for the Employee, the Leave Type, a Start Date and an End Date, and files it as Pending. Approve and Reject are actions on the list. You cannot approve your own request, and days are counted from the first day to the last, weekends and holidays included.
- Overtime: Add Overtime asks for the Employee, the Date, the Hours and the Rate per hour, and works out the Amount. It is Pending until approved from the list.
- Holidays: Add Holiday asks for a From, a To and a Note. Somebody who cannot approve sees only their own and their request stays Pending until it is granted. My Holiday shows a month calendar.
Two things are recorded but not enforced, and the screens say so. A leave type's days a year and carry forward are stored as your policy, and leave requests are not checked against them. And approved overtime is shown on the payslip but is not included in the amount paid out, so check the total on each payroll before you save it.
Approved leave is counted as leave days the next time payroll is generated. Approving after a payroll has been generated does not change a payroll that already exists.
HRM, then My HR gives a member of staff their own attendance, leave, holidays and what they sold, one month at a time. Everything on it is theirs alone.
If it says a login is not linked to a staff record, an owner or an administrator links it from the Employee List.
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