Personnel Module User Guide

Overview

The Personnel Module in BIPO HRMS is used to manage employee lifecycle data from onboarding to exit.

This article covers:

• Employee data management
• Reporting and templates
• Bulk upload/update
• Organization structure setup
• User access and security

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Attachments

• 📎 Personnel Module User Guide V2.6.pdf

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1. Personnel Flow Overview

The Personnel Module follows a structured process including:

• Employee personal data setup
• Employment details
• Assignment (Org structure, Pay Group, etc.)
• Salary and statutory setup
• Reporting outputs

👉[Insert Flowchart Image Here – Page 10]

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2. Browse Employee

Purpose:
Retrieve employee records and export to Excel.

Menu Path:
Personnel Module > Personnel > Browse Employee

Steps:

1. Select an existing template or create a new one
2. Set As At Date
3. Apply filter:
   • All
   • Existing (active)
   • Resignees

Output:

• Export employee data to Excel

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2.1 Template

Templates define which columns appear in reports.

Key Points:

• Default template available
• Templates can be:
  • Created by user
  • Distributed by other users

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2.2 Creating a Template

Example fields:

• Employee Code
• Employee Name
• Designation
• Salary Fixed

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Steps:

1. Click ⚙ (wrench icon)
2. Click Add New
3. Enter template name
4. Add fields via dropdown
5. Save template
6. Optional: Distribute to users

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3. Flexible Employee Report

Menu Path:
Personnel Module > Report > Flexible Employee

Capabilities:

• Custom report design
• Historical employee data reporting
• Export to Excel / PDF / Spreadsheet

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Key Fields:

• As At Date – snapshot of data
• Print For – All / Existing / Resignees
• Report Type
  • Summary
  • Detailed 

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Output:

• Flexible export (Excel, PDF)

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4. Distribute Template

Purpose:
Share report templates across users. 

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Steps:

1. Click Distribute
2. Select users
3. Confirm

✅ Distributed templates appear in dropdown list

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5. Query (Filtering & Sorting)

Purpose:
Control report data range and sorting rules. 

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Use Cases:

• Filter by company
• Sort by employee code
• Restrict dataset

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Key Logic:

• Default query = all records
• Can create custom queries
• Supports operators:
  • =
  • In
  • Between
  • ≥ 

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6. Manpower Distribution Report

Menu Path:
Personnel Module > Report > Distribution > Manpower Distribution

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Purpose:

Generate attrition and headcount analytics. 

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Key Metrics:

• Beginning Headcount
• Average Headcount
• End Headcount

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Key Filters:

• Period (Monthly / Quarterly / Yearly)
• Date range
• Include resignees (optional)

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7. Bulk Employee Upload (Append Employee)

Menu Path:
Personnel Module > Utility > Append Employee

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Purpose:

Upload new employees in bulk via Excel. 

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Steps:

1. Export Excel template
2. Populate required fields
3. Upload file
4. Validate errors
5. Click Import

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Important Notes:

• Date format: DD/MM/YYYY
• File type:.xlsx
• Mandatory fields must be completed
• Templates are country-specific 

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Template Includes:

• Employee Master
• Identity Details
• Org Structure
• Salary Details
• Address
• Family / Emergency / Loan 

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8. Update Employee (Bulk Update)

Menu Path:
Personnel Module > Utility > Append Employee

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Steps:

1. Select Update from Excel
2. Export template
3. Edit records
4. Upload and import 

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9. Reference Master (Setup)

Menu Path:
Personnel Module > Reference

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Used For:

• Company setup
• Department
• Cost Centre
• Designation
• Employment Type
• Pay Group 

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Example: Company Setup Fields

• Company code
• Name
• Country/Region
• Address
• Bank information
• Statutory details 

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10. Employee Master – Key Sections

Personal Tab

• Basic employee info
• Name, nationality, contact details

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Employment Tab

• Join Date
• Exit Date
• Resignation details

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Assignment Tab

• Org Structure
• Pay Group
• Manager
• Leave Grade 

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Statutory Tab

• Government-required information 

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Salary Tab

• Bank allocation
• Salary breakdown
• Payment configuration

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Attendance Tab

• Calendar
• OT Group
• Must Clock settings

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11. User Access & Security

Menu Path:
Setup > Security

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Key Components:

• User
• User Access
• Menu Access
• Web Access

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Access Control:

• Read Access → view
• Write Access → edit

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User Types:

• Master
• Parent User
• User 

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12. Common Errors & Troubleshooting

Append Employee Errors:

• Duplicate Employee Code
• Missing mandatory fields
• Permission issues
• Invalid reference data (e.g. Department) 

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Tips:

• Always validate template before import
• Use correct country template
• Check user access permissions

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13. Personnel Module FAQ

Error Message " The first grouping field must be Company or Pay Group"

When generating a report, the following error prompt is received. 

Solution:

This message means that in your query, you have to add group by Company. This message will only appear if you happened to have made a selection at the checkbox “Company as report header”

Steps to correct:

Add into your Query conditions

Or,

Remove the tick for the mentioned checkbox “Company as Report Header”

What is Activity Log - Type: Wakeful?

Activity Log - Type: Wakeful will trigger when employee switches from other apps to BIPO Mobile App.

Access: Systems > Logs > Activity Logs

I'm getting a file upload error in ESS

File upload error whenever employee tries to attach a file will display this notification:

Make sure that the folders path are setup in System > Config > Web > File Upload

XXX is the client code.

If still getting an error, you may send an email or contact your Local Support to define the folders in the backend.

I'm getting an URL expired issue when trying to reset my password.

Some clients may be experiencing the URL expiry error when trying to reset the password.

a. Error message indicating that "URL has expired”.

b. The link is being scanned.

Solution

A system config fixed was created to address this issue. This config must be setup accordingly.

Access: System > Config > Web > Section: Portal

ForgetPasswordURLExpiry

If the Setup is "N", the URL can be opened multiple times but after changing the password, then it cannot be opened again (it will display message expired URL). 

If Setup is “Y”, some may still NOT access it for the first time. This special case happens when another system opens the URL FIRST to check the malware (virus) when the employee clicks on the URL.

In this case, the config has to be set to “N”.

ForgetPasswordURLExpiryMinutes

This sets the number of minutes before the URL expires. 

 

Is Leave Grade the setting to decide the employee leave entitlement?

Leave Grade decides an employee's Leave Entitlement for the year. You will need to set either Join Date or Join Date for Leave or Initial Join Date or First Work Date for the Service Year depends on the setting in Leave Master.

It will also respect Join Date to do the pro-rata calculation for the Earned field. 

Is it a must to set Calendar at the Attendance tab for Employee?

It is a must to add the Calendar even if the company did not subscribe to the Attendance module.
For Payroll, the Calendar will help to compute the incomplete month's working days. 

In Leave, the Calendar is important to determine which day is a working day for the employee to submit leave.

Example: Calendar: 5D-From Monday to Friday.

When an employee submits a leave application from Monday to the following Monday, the system

will know that the leave total is 6 days (Exclude the Saturday and Sunday).

If the AllWorkDay is ticked, the calendar would not be respected during leave application i.e. Monday to next Monday- the system will deduct 8 days in total.

Is manager field the menu to set who is the approving manager?

Yes but not really. The Manager field is the place can store varieties of different kinds of managers
not just to decide who is the approver but also when Line Manager checkbox been ticked in Manager Type master, it will decide which manager type can select the Role in ESS and able to see their subordinates.

 For approvers, it can be manager types or can be set in Roles for certain employees.

How do we set password for ESS?

We can set password through:

Personnel > Utility> Change password

- Individual change of password. HR will be the one to set the default password. No email notification will be received by employee that his/her password was changed.

Personnel > Utility > Global Password
- Batch sending of default passwords to employees. Default password will be received by employees in the registered email in BIPO  once Send Email checkbox is clicked. Commonly we use this before live run to send each employee their default ESS password. Default password can be:

• Numeric
• Lowercase Alphanumeric
• Uppercase Alphanumeric
• Lowercase & Uppercase Alphanumeric
• Employee Birthdate
• Last x character of Identity No
• Last x character of Mobile No

Does our system supports the E-Signature or E-Stamp in Letter Template?

Yes, we do support. We use the function called Watermark. However, please note that it only supports the PDF files.

Below are the steps of how to set up a watermark in the letter template.

Difference between Yes, No and No(OT Computed) in Employee - Must Clock

Yes - means the system will calculate the OT hours and also calculate the Lateness and Undertime as well as Absence.

No - means the system will not calculate any OT hours even with OT applications as well as the Lateness, Undertime, and Absence.

'No (OT Computed) - means the system will calculate the OT hours but the system will not calculate the Lateness, Undertime, and Absence.

Difference between Salary Arrears in Personnel and Arrears Cut-Off in Payroll

Personnel Module - The Salary Arrears setting in Personnel is set for the individual employee. The setting here requires human intervention.

Payroll Module 

The Arrears Cut-Off is meant for the whole Pay Group. Once the date is set, no human intervention is required.

Example:

Payroll > Reference > Payrun > Salary Arrears Cut off: 18 Dec

For the employees join in the following dates:

• 17 Dec 2019 - Will be paid in Dec.
• 18 Dec 2019, 19 Dec 2019 - Would not be paid in Dec

Can fields in employee profile be removed?

Yes. You may follow the steps below in removing the fields in employee profile.

1) To remove fields, you can simply follow these steps.

Click on Setup > Settings > Field Selection > select field you wish to delete or modify >click on delete to remove field

Can extra fields be added in employee profile?

User-defined fields are supported in Employee, Org Structure, Salary and Other.

1) You need to define the spare field first.

2) Add the spare field in Field Selection.

Error Message " The first grouping field must be Company or Pay Group"

Error Message

When generating a report, the following error prompt is received. 

Solution:

This message means that in your query, you have to add group by Company. This message will only appear if you happened to have made a selection at the checkbox “Company as report header”

Steps to correct:

Add into your Query conditions

Or,

Remove the tick for the mentioned checkbox “Company as Report Header”