How to Use Employee Self-Service in CrmLeaf
All editions. Attendance, leave and profile self-service are core features. Viewing payslips requires the Payroll add-on module to be enabled for your account. The CrmLeaf mobile app for Android and iOS…
Availability: All editions. Attendance, leave and profile self-service are core features. Viewing payslips requires the Payroll add-on module to be enabled for your account. The CrmLeaf mobile app for Android and iOS provides the same self-service actions in the field.
Overview
Employee self-service lets you handle your own routine HR tasks without going through an Administrator: clock in and out, apply for leave, view your payslips, and submit travel reimbursement. The same actions are available in the CrmLeaf mobile app, and push notifications keep you informed when something needs your attention or an approval has been actioned.
How It Works
Self-service records go into the same system Administrators work in, so your clock-in becomes attendance, your leave request goes to your approver, and your approved travel claim becomes a reimbursement.
Clock in → Apply for leave → Submit travel reimbursement → Approver actions it → View payslip
- Clock-in and clock-out records your attendance against your assigned shift, and can include location.
- Leave requests go to your approver, who approves or rejects with a reason; approved leave reduces your balance.
- Leave can be applied for as a full day, a half day, by the hour where your organisation has enabled hourly leave, or across multiple days.
- Payslips become visible once payroll for your department and period has been processed.
- Travel reimbursement is submitted from the mobile app and follows your organisation's approval process.
- Push notifications on the mobile app follow your email notification preferences and open the relevant screen.
Who Can Use This Feature?
User
- Clock in and clock out.
- View their own attendance.
- Apply for leave and track its status.
- View their own payslips.
- Submit travel reimbursement from the mobile app.
- Update their own profile details.
Access depends on the modules and role assigned by your Administrator. Configuration of shifts, leave types, salary and payroll remains with Administrators.
Prerequisites
- An employee account in CrmLeaf, with your role assigned by your Administrator.
- A shift assigned to you, so attendance is recorded against the correct working hours.
- Leave types and quotas configured by your Administrator.
- For payslips, the Payroll module enabled and payroll processed for your department and period.
- For mobile self-service, the CrmLeaf mobile app installed and signed in.
For Users
Step 1: Clock in and clock out
Clock in at the start of your working day and clock out at the end. Attendance is recorded against your assigned shift and can include your location. If your organisation uses biometric devices and requires clock-in at a device, use the device instead.
Step 2: Apply for leave
Select Add, choose the leave type and the duration, add a reason and any supporting attachment, then Submit. Your request is checked against the leave calendar and your existing leave, and is sent to your approver. Where hourly leave is enabled, you can request a specific window within your shift; the deduction from your balance is a fraction of a day proportional to your shift length.
Step 3: Track your leave status
Check the status of your requests, which move from pending to approved or rejected. A rejection carries a reason from your approver. Your leave balance is reduced when leave is approved.
Step 4: View your payslips
Open your payslips to review the earnings, deductions and net pay for each processed period. Payslips appear once your Administrator has processed payroll for your department and period. Payslips are also available in the mobile app.
Step 5: Submit travel reimbursement
Open the travel reimbursement screen in the CrmLeaf mobile app and submit your claim with the details your organisation requires. The claim follows your organisation's approval process before reimbursement.
Step 6: Manage your notifications
Review your own notification preferences. Mobile push notifications follow your email notification preferences, and selecting a push notification opens the screen it relates to.
Expected Result
Your attendance is recorded, your leave requests are submitted and tracked to a decision, your payslips for processed periods are visible, and travel reimbursement claims are submitted for approval.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Payslip access requires the Payroll add-on module. If you cannot see payslips, ask your Administrator whether the module is enabled for your account.
- Attendance and approved leave affect what you are paid, so record attendance daily and submit leave before your organisation's payroll cut-off.
- Statutory deductions shown on your payslip are calculated from rates and thresholds set by government authorities, which change over time. If you have questions about your personal tax position, consult a qualified advisor. Your employer configures these values.
- Raise a payslip query with your HR or payroll Administrator, quoting the period and the figure. Payslip values are produced from your salary structure and the period's attendance, leave and approved overtime.
Common Scenarios
Example: a field engineer's day. An engineer clocks in from the mobile app on arrival at a site, submits a travel reimbursement claim for the journey, and later that month views the payslip that reflects the days worked.
Example: a two-hour medical appointment. Where the organisation has enabled hourly leave, the employee applies for leave for a specific two-hour window instead of taking a half day, and the balance is reduced by the proportional fraction of a day.
Example: a missing payslip. An employee cannot see the current month's payslip because payroll for their department has not yet been processed. They check again after the organisation's payroll date.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| You cannot clock in | No shift is assigned, or your organisation requires clock-in at a biometric device | Ask your Administrator to confirm your shift and your organisation's clock-in method. |
| Your leave request is rejected as an overlap | The dates clash with existing leave | Check your leave calendar and submit for available dates. |
| An hourly leave request is not accepted | The requested window falls outside your assigned shift, or exceeds the shift length | Request a window inside your shift, or apply for a half day or full day. |
| No payslips are visible | The Payroll module is not enabled, or payroll has not been processed for your department and period | Ask your Administrator whether payroll has been processed for your department. |
| You receive no push notifications | Mobile push follows your email notification preferences | Review your notification preferences and confirm you are signed in to the app. |
Frequently Asked Questions
Can I see my salary structure?
You see your payslips, which show your earnings and deductions for each processed period. Salary structure configuration is held by Administrators.
Can I apply for leave for part of a day?
Yes, where your Administrator has enabled it. Leave can be a full day, a half day, hourly, or across multiple days.
Can I correct my own attendance?
Attendance corrections are made by an Administrator or manager. Contact them with the dates concerned.
Do I need the mobile app?
Self-service is available in CrmLeaf, and the mobile app additionally supports clock-in with face and location verification and travel reimbursement in the field.
Who do I contact about a payslip query?
Your HR or payroll Administrator. Quote the payroll period and the specific figure you are querying.
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