FAQs

🚗 Activating and Using the Trip Feature for Employees

Empower your mobile workforce with automated trip tracking using the Trip feature. Here’s how you can activate and manage it step-by-step:

✅ Step 1: Enable Trip Feature for Employees

Navigation:
Core HR > Employee > Configuration > Mobile Settings > Mobile App Settings

• Locate “Enable Trip for Employee”

• Toggle it ON to activate trip functionality for selected employees.

This enables core trip tracking capability for the selected users in the mobile app.

👥 Step 2: Assign Employees to the Trip Feature

Still on the same page, configure who can access the Trip feature:

🔄 Upload Trip Permitted Employees

You can assign employees in two ways:

• Manually – Add employees one by one

• Bulk Upload – Use the provided template to assign multiple employees at once

Only assigned employees will be able to use the trip features in the app.

⏱️ Step 3: Enable Auto Trip Start on Clock-In

Find the setting: “Auto Start Trip on Clock-In”

• Toggle ON to enable this feature

• Assign employees to this functionality:

  • Manually

  • Via bulk upload

🔍 View Assigned Employees

Use the “View” option to check the list of employees assigned to this auto-trip feature.

⚙️ How Auto Trip Works

The Auto Trip feature allows the system to automatically start and end trips based on the employee’s clock-in and clock-out time, following the predefined shift timing and login/logout logic.

• ✔️ Trip starts when the employee clocks in

• ✔️ Trip ends when the employee clocks out

This ensures that trip duration is accurately tracked without any manual input, aligning perfectly with shift policies and attendance records.

📌 Summary

You can update On Duty settings by navigating to:
Admin > Core HR > Leave & Attendance > Shift > 3 dots (⋮) > View > More Options > Regularisation > On Duty > Edit

Admin > Core HR > Leave & Attendance > Shift > 3 dots (⋮) > View > More Options > Regularisation > On Duty > Edit

Yes, under the On Duty settings, you can configure the applicability for Holidays, Week Offs, or Weekends. Simply enable the relevant options while editing the On Duty rule.

Step 1: Assign Sub-Admin Role for Reports
Navigation:

Core HR > Employee > Roles and Permission

Select the employee.

Click the Edit (✎) icon.

Assign Sub-Admin access.

Enable the “Check Reports Rights” permission.

Step 2:

Create Report Access Group
Navigation:
Reports Module > Configuration

Create a Report Group.

Add the specific employee to this group.

Assign the desired report access rights to the employee within this group.

Path: Core HR >> Leave and Attendance >> Employee Calendar >> Select the Employee >> Click on Action >> Apply Leave

Summary:
Admins or authorized users can apply leave on behalf of employees by navigating to the Employee Calendar, selecting the specific employee, and using the Action button to submit a leave request. This is useful when employees are unable to apply themselves due to technical or emergency reasons.

Birthday emails are automatically triggered based on the employee’s date of birth recorded in the system. On the employee’s birthday, the system recognizes the date and sends an automated birthday greeting email to the employee, wishing them a happy birthday.
This is a system-generated notification and is sent without the need for manual intervention, ensuring timely and consistent engagement across the organization.

To help us identify the issue and provide the necessary assistance, kindly share the following details with your designated SPOC (Single Point of Contact):

• Employee Name

• Screenshot of the Calendar where the punches are not reflecting

• Database records showing that the punch data is stored in your system

• Biometric raw data report

• Scheduler status

Once we receive this information, we will promptly investigate the issue and work toward a resolution.

The system calculates break hours based on the functionality configured within the respective shift settings.
As shown in the attached screenshot, the user was on a break for the mentioned time duration, and the total hours are being displayed accordingly under the Break section.

Please note:

• Break hours are deducted from the total working hours.

• The remaining time is shown as the actual working hours.

• If the setting “Exclude break hours from total hours” is enabled, then break hours will be excluded from the total calculation.
  

Yes, the Hirable status can be set while taking action on an employee’s resignation request.

Please be apprised that this status is selected during the action taken on the resignation request from the ESS (Employee Self Service) side.

To assist with better understanding, we’ve shared a screen recording demonstrating the exact scenario and steps involved.

Navigation Path:
Core HR > Leave and Attendance > Leave

Step-by-Step Instructions:

1. Go to the Leave section under Leave and Attendance.

2. Locate and select the appropriate leave rule from the list.

3. Click on the three dots (⋮) next to the rule.

4. Choose Edit.

5. Under Leave Type, select Paternity Leave.

6. Click the pencil icon to edit the leave rule.

7. Update the leave rule as per your requirements:

   • Set the number of days to be distributed.

   • Configure the leave cycle and other relevant settings.

8. Click Update/Save to apply the changes.
   

To update the leaves of employees in bulk, including carry forward, balance, and other relevant fields, follow the steps below:

Direct URL:
https://zimyo.work/admin/bulk-leave-apply

📝 Steps to Follow:

1. Open the Bulk Leave Update Page
   Go to: https://zimyo.work/admin/bulk-leave-apply

2. Download the Excel Template

   • Click on the “Download Template” button.

   • This Excel file will contain predefined columns such as:

     • Employee ID / Code

     • Leave Type

     • Carry Forward Leave

     • Total Leave Allotted

     • Availed Leave

     • Remaining Balance

3. Fill in the Details

   • Enter the required leave data for each employee in the respective columns.

   • Make sure the leave types and employee identifiers exactly match what’s used in your system.

4. Upload the Filled Template

   • Return to the bulk upload page.

   • Click on “Import” or “Upload”, and select the completed Excel file.

5. Submit the Upload

   • Once the file is validated, click Submit to update the records.

   • The system will reflect the updated leave balances, including carry forward values.

✅ Note: Only users with appropriate permissions (typically Admin or HR roles) can access and perform this operation.

To update the Secondary Reporting for multiple employees in bulk, please follow the steps below:

🔁 Navigation Path:

Core HR >> Employee >> Employee Master >> Take Action >> Bulk Updation

📌 Steps to Follow:

1. Go to Core HR > Employee > Employee Master.

2. Click on Take Action at the top-right corner.

3. Select Bulk Updation.

4. Click on Configure Template.

5. Select the following fields:

   • Employee Code

   • Secondary Reporting

6. Click Proceed.

7. Download the generated Excel Template.

8. Fill in the required details (Employee Code & Secondary Reporting Manager).

9. Upload the completed Excel sheet back to the platform.

10. Submit the changes to update the records in bulk.

To take action on an Employee Probation Feedback Request, follow the steps below:

🔁 Navigation Path:
Admin Portal >> Request >> Employee >> Probation Feedback

📌 Steps to Follow:

1. Go to the Admin Portal.

2. Navigate to Request > Employee > Probation Feedback.

3. Locate and click on the Request ID of the employee whose feedback is pending.

4. The evaluation form will open.

5. Fill out the required fields in the form based on the employee’s probation performance.

6. Once completed, click Submit to save your response.

To restrict an employee from logging into the system during suspension, follow the steps below:

🔁 Navigation Path:
Core HR >> Employee Master >> Search the Employee >> Click on Three Dots (⋮) >> Suspend

📌 Steps:

1. Go to Core HR > Employee Master.

2. Search for the employee you want to suspend.

3. Click on the three dots (⋮) next to the employee’s name.

4. Select the Suspend option.

5. In the suspension window, you will see a checkbox labeled “Restrict Login”.

6. Tick the checkbox if you want to restrict the employee’s system access during the suspension period.

7. Complete the suspension process by filling in other required details and clicking Submit.

You can send the Probation Feedback Form to employees directly from the Employee Master section in the Core HR module.

🔁 Navigation Path:
Core HR >> Employee >> Employee Master >> Click on Three Dots (⋮) in Front of the Employee Name >> Probation >> Choose Probation Feedback Form >> Trigger the Same

📌 Steps:

1. Navigate to Core HR > Employee > Employee Master.

2. Locate and search for the employee whose probation feedback needs to be triggered.

3. Click on the three dots (⋮) next to the employee’s name.

4. Select the Probation option from the dropdown.

5. Choose Probation Feedback Form from the list.

6. Click on the option to trigger/send the form to the employee

The Super Admin rights are managed centrally and cannot be assigned directly from the Admin Portal by standard users.

If you want to grant or change Super Admin access for any user, please connect with your designated SPOC (Single Point of Contact) or Zimyo Support Team.

🔁 Process Overview:

1. Contact your organization’s assigned SPOC or Zimyo Implementation/Support Team.

2. Share the details of the user who needs Super Admin access (including name and email ID).

3. The SPOC will coordinate with Zimyo to grant or update Super Admin rights.

Core HR > Document > Employee Document > Identify Document Folder > Click on the Document Folder > Select the Appropriate Document > Click on View File Option > Click on Action > Edit > Edit Expiry Date

📌 Steps:

1. Go to Core HR from the main menu.

2. Click on Document, then select Employee Document.

3. Locate and identify the document folder where the required file is stored.

4. Click on the folder to open it and select the appropriate document.

5. Click on View File to preview the document.

6. Click on the Action button.

7. Choose Edit.

8. Update the Expiry Date as needed.

9. Click Save or Submit to apply the changes.

To manually update or correct punch-in and punch-out timings for an employee, follow the steps below:

🔁 Navigation Path:
Core HR > Leave & Attendance > Employee Calendar > Click on Employee Name > Employee Attendance Calendar > Click on the Date > Click on the Pencil Icon > Mark Punch In and Punch Out > Save

📌 Steps:

1. Go to Core HR from the main menu.

2. Click on Leave & Attendance, then choose Employee Calendar.

3. Search for and click on the employee’s name to open their attendance calendar.

4. In the calendar view, select the date for which you want to edit or add punch data.

5. Click the pencil icon (edit option) on that date.

6. Enter or update the Punch In and Punch Out time fields as needed.

7. Click Save to apply the changes.

✅ Note: This feature is useful for correcting missed punches or adjusting time entries based on valid justifications. Ensure appropriate permissions are in place.

🔁 Navigation Path:
Admin Portal > Request Section > Leave and Attendance > Attendance Approval > Take Action on the Pending Attendance Approval

📌 Steps:

1. Go to the Admin Portal.

2. Click on the Request Section from the left-side menu.

3. Select Leave and Attendance.

4. Click on Attendance Approval.

5. A list of pending attendance approval requests will be displayed.

6. Click Take Action next to the request you wish to review.

7. Review the attendance details and Approve or Reject the request as necessary.

Admins can process multiple employee exit (separation) requests at once using the bulk separation feature.

🔁 Navigation Path:
Advance HR > Offboarding > Exit Request > Click Bulk Separation > Download Template > Import Excel > Click Submit

📌 Steps:

1. Go to Advance HR from the main menu.

2. Click on Offboarding, then select Exit Request.

3. On the Exit Request screen, click on Bulk Separation.

4. Download the Excel Template provided.

5. Fill in the employee exit details as required in the template.

6. Return to the same page and Import the filled Excel file.

7. Click Submit to upload and process the exit requests in bulk.

✅ Note: Make sure all mandatory fields in the template are filled correctly to avoid upload errors.

The remap attendance option allows admins to reprocess or refresh attendance records for selected employees over a specified date range.

🔁 Navigation Path:
Core HR > Leave & Attendance > Employee Calendar > Select the check box in front of the employee name > Click on Action > Remap Attendance > Select the Date Range > Submit

📌 Steps:

1. Navigate to Core HR from the left-side menu.

2. Click on Leave & Attendance, then select Employee Calendar.

3. In the calendar view, select the checkbox in front of the employee(s) whose attendance needs to be remapped.

4. Click on the Action button at the top.

5. Select Remap Attendance from the dropdown.

6. Choose the appropriate Date Range for which the attendance needs to be recalculated.

7. Click Submit to complete the process.

✅ Note: Remapping attendance is useful when changes have been made to shift settings, punch corrections, or policies that affect attendance calculation.

Navigation Path:
Reports > Leave & Attendance > Download Attendance Summary Report

📌 Steps to Follow:

1. Go to the Reports module from the main menu.

2. Click on Leave & Attendance.

3. Locate the Attendance Summary Report section.

4. Click on the Download button to export the report in Excel or PDF format.

✅ Usage Tips:

• Use this report to analyze attendance patterns, calculate payroll inputs, or review shift compliance.

• The report may offer filters such as date range, employee name, department, or location to refine the data as needed.

The probation confirmation process allows HR/Admins to define probation periods, send automated reminders, and manage confirmation or extension actions for employees nearing the end of their probation.

📂 Navigation Path:
Core HR > Employee > Configuration > General Settings > Probation Settings

📌 Steps to Configure and Manage:

1. Navigate to Core HR.

2. Go to Employee > Configuration.

3. Click on General Settings, then open Probation Settings.

4. Configure the default probation period (e.g., 3 months, 6 months).

5. Set reminder timelines (e.g., send reminder 15 days before end of probation).

6. Choose if approvals are required before confirming or extending the probation.

7. Save the settings.

You can create and customize onboarding workflows tailored to your organization’s needs using the Process Flow configuration.

📂 Navigation Path:
Advance HR > Onboarding > Configuration > Click Process Flow > Click Create New > Fill Details > Click Submit

📌 Steps to Follow:

1. Navigate to Advance HR.

2. Select Onboarding > Configuration.

3. Click on Process Flow.

4. Click Create New to define a new onboarding workflow.

Navigation Path:
Core HR > Leave and Attendance > Shift > Click on View Shift under Action > Click on More Options > Enable the Selfie Attendance Setting

📌 Steps to Enable:

1. Go to Core HR.

2. Navigate to Leave and Attendance > Shift.

3. Locate the shift for which you want to enable the feature.

4. Click View Shift under the Action column.

5. Click on More Options.

6. Enable the Selfie Attendance check box.

Navigation Path:
Core HR > Leave & Attendance > Employee Calendar > Bulk Update > Attendance > Download Template > Fill the Details > Upload

📌 Steps to Bulk Update Attendance:

1. Navigate to Core HR > Leave & Attendance > Employee Calendar.

2. Click on Bulk Update.

3. Select Attendance.

4. Download the provided template.

5. Fill in the required attendance details in the template.

6. Upload the completed template back into the system.

7. Submit to update attendance records in bulk.

You can create new document templates or edit/update existing ones in the Document Library within Advance HR.

📂 Navigation Path:
Advance HR > Configuration > Manage Document Library > Click on the appropriate Document Template

📌 Steps to Manage Document Templates:

1. Navigate to Advance HR > Configuration > Manage Document Library.

2. Select the appropriate document template you want to manage.

3. To create a new template, click on Create New.

4. To update an existing template, select it and click Edit.

5. Make the necessary changes or fill in required information.

6. Save or submit the changes.

If you are facing a login issue and see the message:
“You have entered the wrong email ID or password.”

Please follow these steps:

1. Double-check your email ID and password and try again.

2. If the issue persists, reset your password using the “Forgot Password” option.

3. If you’re still unable to log in after resetting:

   • Contact your SPOC (Single Point of Contact).

   • Ask them to verify if your email ID is correctly registered in the system and referenced properly.