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FAQs

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REGISTRATION AND ENROLLMENT

Post enrollment, you will receive an application setup link with verification code on your registered email id. Once you login to Empxtrack, complete the initial setup of the application in just a few minutes. Upload your company logo, Setup new password, Add Employees and Start using the product.

Once all the steps are completed, click on Login to the portal and go live with the application.
Once you login to the application, you will get a free downloadable Product Guide to help you familiarize with the product features. You can also access Video tutorials and Online help with step-by-step instructions to use Empxtrack.
Paid version of Empxtrack allows integration with other applications. It also supports API integration.
Empxtrack Free products are compatible across all browsers (Internet Explorer, Mozilla Firefox, Google Chrome, Apple Safari) and no additional hardware is required to use the application. It is recommended that you upgrade your browsers to the latest version for full security and availability of latest features. You would only require a reliable internet connection and a browser to run the application.
There are no hidden charges involved. You won’t have to pay a single penny unless you wish to buy additional employee licenses or purchase additional products.
During the application setup, you can click on the Request support link and send your query to us. Post application setup, click on Communicate on the Homepage and click Request support . Send your query and we would be happy to help you.
Empxtrack is serving thousands of customers across the world including large global organizations, governments, financial institutions and many SMBs.

Empxtrack is committed to protecting the complete privacy and security of your employee data. We take full precautions in managing your data and follow stringent security guidelines in accessing data. It does not matter whether you are using Empxtrack Free products or an advanced purchased edition. We take the same level of care in managing your data.

Refer to the following:

Privacy Policy    Terms of Service
Empxtrack is sold in 2 different ways.

  1. Self services: Purchased version of free trial to get additional licenses, advanced features and additional paid products
  2. Through sales teams
In self services, you can pay by credit card and manage the product configurations yourself, add or change functionality as your needs evolve and also buy support and implementation hours as required.

In the second option, you get an enterprise level HR product with a dedicated team, project manager and options for significant customizations.

Note: ADP customers can purchase Empxtrack from ADP marketplace by following the procedure mentioned here.
We support multiple payment options for our clients such as RazorPay and Stripe. For enterprise purchase products, we also offer invoicing based payment.
After your purchase, you will be able to personalise the application as per your needs.

Empxtrack will provide you full customer support. A dedicated account manager will be provided to you who will look into the implementation process and assist you thereafter.
It will take only a couple of minutes to set up the application by completing a few initial steps. Once the setup is complete, you can instantly start using the application.
Empxtrack is a multi-tenant cloud based solution. We use open source technologies such as Linux, Java, MySQL to manage our applications. To read more about the technology go to Empxtrack Technical Architecture and Technology details.
Currently, our servers are based out of data centers in the US and India.
Make sure you are using a valid email id to enroll for our product. If you still face any issue, please submit your information on the Contact Us page with your company details. We will contact you within one business day.

GENERAL

Post initial setup, either go to the application Homepage or click Role and Features menu icon given on the top under Quick access icons. Then click on the Product Configurations.

Under the General Settings section, click on the Company Settings link. Now add the company logo, currency, address and phone number. Some of this information may be required in reports.

Note: The default size supported for the logo is 125 x 60 pixels and gif, jpeg and png files formats are supported. The maximum size allowed for the company logo is 1024 kb.

Learn more about setup company information
You can modify time information using Time Settings functionality.

This functionality allows users to set all application parameters related to time and date. Specify the date format, starting date for week, time zone, financial year, time period and holiday or leave period.

Financial year is useful for activities such as payroll, expenses, travel, joining and exits and time period is important for all other activities such as Performance Management, Goal sheets, Timesheets, Training calendar, Manpower planning and various reports and filters.

Learn more about time settings
Empxtrack provides a Search feature allowing users to quickly access product functionalities. Type an employee name or a keyword related to the functionality that you want to access and hit the search icon. The relevant options appear and you can click on any of them to perform a specific task.
Empxtrack allows you to navigate the application in two ways -

  • Through tabs given on the homepage: Click on a specific tab to perform a required task.
  • Through Role and features menu: Click on the current role or Role and features menu from Quick access icons. View the menu that appears with multiple options and click on any link to carry out a specific task.
The person who takes the enrollment is assigned the HR Manager/ HR Admin privileges.

To update the HR manager, you need to use the Configure groups and roles functionality.

Groups are a collection of employees in one common set, such that these groups can be assigned roles for access authorizations.

Role specific groups allow you to create roles such as HR Manager or CEO and assign them to appropriate employees.

Notes:
1. This functionality is available only in the paid edition.
2. To change the HR Admin/Manager, go to Product Configurations. Under Employee Management, click the Setup HR admin link. Specify the name of the employee whom you want to provide HR admin rights and click Select employee.

Learn more about configure groups and roles
Masquerade functionality allows HR to login as another employee to perform a task or to resolve a problem, when the employee is not available.

HR doesn’t need to ask the employee for their password, but instead can login by using the Masquerade functionality.

Either type “masquerade” on the search bar or go to Add, edit employee tab on the Homepage. Type name of the employee whose portal you want to access and click Masquerade.

Alternatively, click Product Configurations icon on the Homepage and go to Employee Management section. Click Masquerade link and perform the required action.

All actions performed by the HR admin are put on an audit trail for security.

Once HR is done they can click (x) sign on the Masquerade link and will be logged back into their login.

Watch a short video on how to masquerade as another employee
Significant design thinking has gone behind the creation of the products with ease-of-use and experience being the primary drivers.

Empxtrack navigation is based on the Main menu, Search bar, Quick access icons, Employee menu, Product configurations icon, User role change option, Help, Widget menu, Table menu and Data Filter. These sections make it easy for the users to complete their tasks and navigate the application smoothly.

The engaging, user-friendly home page design of the various applications enables the user to quickly start using the product. One click access to most of the functionality reduces the turnaround time and speeds up the processes.

Learn more about navigation in Empxtrack
Empxtrack has pre-configured email templates for you. Watch a video on how to setup, view and edit email templates in Empxtrack.

You can configure emails, once you complete the application setup by following the path: On the Homepage, click Product Configurations icon and click Employee Communication in the Employee Management section.

Send email to employees page appears. For the Select template field, select the option as Blank template. Write a customized message in the Email Content field, and click Preview email to view the format. Click Send.
If employees are not added in Empxtrack
  • Go to the HR admin Homepage and click Add, edit employee tab.
  • Click Add an employee and specify personal details of the employee.
  • Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information.
  • A notification will be received by the employee with login credentials.
If employees are already added in Empxtrack
  • Go to the HR admin Homepage and click View employees tab.
  • Under Portal Options, click Send emails on the left side.
  • Select Welcome email from the Select template dropdown. Email will be sent to the employee with login credentials to access Empxtrack.
To explore employee functionalities, you need to change your role to that of an Employee.In the Free Payroll mode, go to the Homepage and click View as… dropdown. Select Employee as current role. Alternatively, click on Role and features menu from Quick access icons bar. Change the role from View functionality for dropdown, select Employee and click Go. Now you are in the Employee role, ready to explore employee functionalities.Role once selected remains the same till it is changed explicitly.

Running Payroll

With Empxtrack, you can process free payroll for upto 25 employees every month with complete security and privacy of your data.

The free offering includes Employee database (HRIS), India Payroll, Attendance, Leave, Workflows and Configurable reports. The functionalities are available for employees and HR Admin. You also get a self services portal with employee login, company directory, company policy documents, calendar and social feeds. Some of the features are :

  • Quick and easy setup
  • Employee database
  • Multiple salary structures for different employee groups
  • Configurable salary heads
  • Investment declaration based on new and old tax regime
  • Availability of ESIC, PF, PT, LWF
  • Downloadable calculated salary
  • Multiple statutory reports and payslip formats
  • Comprehensive, configurable payroll reports
  • Arrear and full & final calculation for accurate salary disbursal
  • Availability of bank reports
  • Configuration options to configure payroll, attendance and leave rules etc
  • Leave and attendance dashboards for quick analysis
  • Ready-to-use email templates

Note: Upgrade your free application to process payroll for more than 25 employees and get advanced features with multiple configuration options. You also get additional free and paid products.

Enterprise product offers a completely customizable Payroll software

Learn more about Payroll Management using Empxtrack
Post enrollment, you will receive an application setup link with verification code on your registered email id. Once you login to Empxtrack, complete the initial setup of the application in just a few minutes:

  • Upload company logo - Upload your company’s logo and answer a few questions.
  • Setup Basic Settings - Setup new password and specify the time period.
  • Add Employees - Fill in the employee information to create an employee profile.
  • Select More Products - Choose more products of your choice at no cost to build your own HR software.
Once all the steps are completed, click on Login to the portal and go live with the application.

A pay period is the duration for which you pay a salary. Pay periods are typically Monthly, Fortnightly or Weekly. In India most companies pay salaries on a Monthly basis.

Empxtrack allows automatic generation of pay periods for each financial year once you specify the start date of the first pay period.

Note: Empxtrack Free Payroll offers only Monthly pay periods. Advanced versions of empxtrack allow weekly and biweekly pay periods as well.

Learn More about Pay Periods

Once an employee profile is created, it cannot be deleted. You can mark an employee as “Exited” in the application.
HR can create an employee profile by clicking Add, edit employee tab on the Homepage. Click Add an employee and specify personal, employment and salary details of the employee. Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information.

Once the employee profile is created with basic details, employee is notified and they can fill in the remaining details.
An HR Admin can configure Leave rules as per company requirements. On the Homepage, click Product configurations icon >> Employee Self Services >> Leave configurations >> Change rules on the Leave Configuration page and click Update values to save the changes.

Setting employee salaries is very easy in Empxtrack. On the Homepage, click on View employees tab and then click the employee name or photograph. Click View profile, go to Employment history section and Assign or modify salary.

Alternatively, you can go to the Payroll tab >> click Setup salaries for employees >> click Assign salary to employees under Actions dropdown. Specify monthly or annual salary for an employee. You can simultaneously set salaries for multiple employees by using Upload salary details for employees functionality on the page.

For ease of use and reporting, salaries are based on salary structures and the paid version of Empxtrack supports multiple salary structures with editable heads and capabilities to assign formula to salary heads.

Setup Salary Structure

Assign Salary to Employees

Watch a video on how to setup Empxtrack Free Payroll for your organization

Empxtrack Free Payroll uses the following steps while calculating employee salary

Days workedAttendance rules and daily hours logged identifies the number of days an employee has worked Holidays, weekends and Leave are counted as paid days. Percentage of Salary to be Paid = Days Worked / Total days in month
Out of salary paymentsAny out of salary payments (such as commissions, arrears, loan returns etc.) are input by HR
Eligible salaryEligible salary = Percentage of salary to be paid * Employee monthly Salary + Out of salary payments
DeductionsDeductions such as ESI, PF, TDS, Professional taxes are identified on the basis of location, investment declarations, and taxation rules
Net salary calculationsEligible salary - Deductions

Paid and advanced version of empxtrack allows multiple configuration options, different rules for different kinds of employees and integrations with other modules for seamless calculation of Net salary.

Empxtrack free payroll process has been streamlined around 3 simple steps that help in easing the pains associated with payroll processingEach of these steps offers significant configurability and options based on the Empxtrack version being used. Read more about different steps related to payroll processing in the following help sections
Payroll Management using EmpxtrackUpdate and Verify Employee Data for Payroll Run
Regularize AttendanceHow to Import Days Worked
Update Out of Payroll PaymentsCalculate Deductions
Payroll ReportsView Pay Slip and Salary Details
Share Payslips with Employees

Watch the video on Running Payroll for the First Time

On the Homepage, click the Product Configurations icon . Then, Under Employee Management, click the Setup HR admin link. Specify the name of the employee whom you want to provide HR admin rights and click Select employee.

Empxtrack Free Payroll offers all the necessary statutory reports that are required for payroll reporting and statutory compliance in India. You can read more about these reports with the associated help links.

Report NameHelp URL
ESIC + PF

ESIC is Employees state insurance corporation. The benefits given by the ESIC are in line with the conventions of Conventions of International Labor organization. It includes benefits like medical, sickness, diablement, benefits, etc.

An employer deducts ESIC and PF contribution from employee’s income every month to meet statutory compliance.

Each of these social security schemes has a specific percentage of contribution from employees and employer.

Generate ESIC

Form 24Q

Each employer is responsible to submit Form 24Q, a quarterly statement, to the income tax department. Form 24Q is used for preparing eTDS returns for TDS deducted on salary.

This form is expected to be submitted on a quarterly basis with complete details on salaries paid to the employees and their tax deduction details for each month.

Generate Form 24Q

Form 16

Form 16 is generated to certify details regarding an employee’s salary earned throughout the year and the deductions made. The deductions are paid to the government by the employer. Tax payers ought to use Form 16 for filing tax returns at the end of the financial year.

Generate Form 16

Empxtrack allows storage of exemptions and deductions mapping to the relevant sections of the Indian Income tax. These help in accurate calculations of Taxes deducted at source - a key responsibility of every employer.

The product also supports a workflow to allow HR to verify the employee declarations. Paid version of Empxtrack supports new and old income tax regimes.

Watch the video on how to configure payroll and setup investment declarations

Declare Investments

Setup Investment Declarations

Note: Empxtrack Free Payroll and HR software only allows HR to edit or modify declaration information.

All versions of Empxtrack support ESIC and PF deductions.

ESIC Deduction Rule: If an employer has more than 10 employees, the company must deduct ESIC from their employees’ salary based on the ESIC salary rules explained below. Deduction of ESIC is not mandatory for an employer with less than 10 employees.

Exception - Employers in Chandigarh and Maharashtra should have a minimum count of 20 employees instead of 10.

An employee having a monthly gross salary greater than and equal to Rs 21,000 is eligible for ESIC. Ideally, the ESIC deduction from employee salary is made on this formula Gross salary x 0.75/ 100. Employer contribution is Gross x 3.25/ 100.

PF Deduction Rule: If an employer has more than 10 employees, the company must deduct PF from their employees’ salary. Employee and employer contribution for provident fund is 12% of wages.

You can configure Company information to enable / disable PF and ESIC. Furthermore, Payroll >> employee preferences allows you to override ESIC and PF rules for individual employees.

Employee profile data contains a section called documents and Ids. A number of predefined ids such as bank account, PAN no, PF No, UAN No etc are available and you can specify details against these for each employee.

This data should be setup prior to running the payroll since these IDs are used in statutory reports and bank reports.

You can specify company bank account(s) details and for each employee specify IFSC code, account number and linked company bank account. This will allow you to generate bank reports for each company account and allow electronic transfers.

Learn more about setting employee’s bank information

Company policy documents can be associated with specific employee groups. This functionality is available in the advanced versions of Empxtrack. Upgrade your application to avail this feature.
Login to the portal as an Employee >> Click Leave tab on the Homepage >> On My Leave page under Actions dropdown, click Apply for any leave type >> Select Ends on first half or Starts from second half checkbox when applying for leave.

Watch a short video on how to apply for leave as an employee
A leave can be cancelled at any point of time. Leave can even be cancelled post approval. The leave transaction cannot be deleted.
Past leave records cannot be deleted. You can filter the leave records based on the financial period.
To explore employee functionalities, you need to change your role to that of an Employee.In the Free Payroll mode, go to the Homepage and click View as… dropdown. Select Employee as current role . Alternatively, click on Role and features menu from Quick access icons bar. Change the role from View functionality for dropdown, select Employee and click Go. Now you are in the Employee role, ready to explore employee functionalities.Role once selected remains the same till it is changed explicitly.
If employees are not added in Empxtrack 

  • Go to the HR admin Homepage and click Add, edit employee tab.
  • Click Add an employee and specify personal details of the employee.
  • Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information. 
  •  A notification will be received by the employee with login credentials. 
If employees are already added in Empxtrack  

  • Go to the HR admin Homepage and click View employees tab.
  • Under Portal Options, click Send emails on the left side.
  •  Select Welcome email from the Select template dropdown. Email will be sent to the employee with login credentials to access Empxtrack.
Empxtrack has pre-configured email templates for you. Watch a video on how to setup, view and edit email templates in Empxtrack.

You can configure emails, once you complete the application setup by following the path: On the Homepage, click Product Configurations icon and click Employee Communication in the Employee Management section.

Send email to employees page appears. For the Select template field, select the option as Blank template. Write a customized message in the Email Content field, and click Preview email to view the format. Click Send.
Yes, we have a Product Guide that you can download once you are in the Setup mode of application. The product guide has step by step instructions to setup and use Empxtrack Free Payroll.

You can also access Online help to get instructions.
Empxtrack Payroll can be used for up to 25 employees without any constraint on usage and access. For more than 25 employees, you can buy additional employee licenses. Empxtrack allows you to upgrade to a paid version and get additional licenses, advanced features and free trials of additional products (such as Appraisal, 360 Feedback, Exit Management, Recruitment and more).
You don’t have to be a payroll expert to use the software. The application is very simple to use and you can access Online help and FAQs to learn more. You can also watch Video Tutorials and download the Product Guide available in the application itself. Click on Help and Videos icon on the Homepage to access helpful resources.
Paid version of Empxtrack allows easy import of past payroll and employee data.
During the application setup, you can click on the Request support link and send your query to us. Post application setup, click on the Communicate icon on the Homepage and click Request support  icon. Send your query and we would be happy to help you.
Yes, you can upgrade to the paid version of Empxtrack to get additional employee licenses, advanced features and free trials of other Empxtrack products (such as Appraisal, 360 Feedback, Exit Management, Recruitment and more). Watch a short video on how to upgrade Empxtrack Free Payroll software in just a few clicks.



Learn more about Moving from Free payroll to Paid Edition
You can sign-up anytime and start using the Empxtrack Payroll software for up to 25 employees.
On the Homepage, click on the Product configurations tab and then click Company settings. Upload or change the company logo, input address and other contact details of the company to personalize the application.

Setup basic company information

Setup Empxtrack Free Payroll for Your Company
Empxtrack has two user roles - HR manager and Employee. The person who enrolls for the product is given HR privileges.

When you are in the Free Payroll and logged in as HR

  • Configure the application by providing all information
  • Once done, you are in the Empxtrack Free Payroll edition

Setup Empxtrack Free Payroll for Your Company

When you are using Empxtrack Free Payroll
  • Click on the Upgrade button
  • View free trials for additional products, buy additional employee licenses or advanced Payroll features
  • Provide your credit card information. We capture payment information through RazorPayand Stripe, a globally acceptable and secure payment processor.
  • Once purchase is verified, the system will automatically be upgraded to the purchased Empxtrack version
  • Empxtrack team will provide required support to configure the product as per your needs
Empxtrack offers a comprehensive list of paid products for the customers. Upgrade to process payroll for more than 25 employees or get advanced features.

Some of the advanced features include support of formulae in salary structures, custom workflows for salary approval, custom payslip, unlimited API calls and webhooks, customization for tax calculations and arrears, option for varying weekends, auto leave credit mechanism, unlimited leave types, options to manage payments outside payroll and other income, payroll dashboards, additional statutory reports, and a lot more.

Besides, Empxtrack allows you to start using additional Empxtrack products such as Performance Appraisal, Exit management, 360 Feedback, Recruitment, Timesheet and more.

Employee management

HR Manager/ HR Admin can add employees in 2 ways:

  • Add one employee at a time - On the Homepage, click Add, edit employee tab and then click Add an employee button. Specify the basic personal, employment and salary details in the specified format. Once the employee profile is created, remaining details can be filled later by employee or HR.


  • Upload employee data using spreadsheet - On the Homepage, click Product Configurations icon and click Employee data under Uploads section. On the Upload employee data page, download the sheet to identify the upload format. Fill in the employee data and upload the file. Map the fields for error free data upload and make sure you don’t change the columns of the downloaded file or the first row.


Notes: You can create 25 employee records in the free trial product. Upgrade your free trial to increase employee count beyond 25 employees

Watch the video to add employees in Empxtrack using both the methods
Upload mass employee data at once
Add employees one by one

Employees, HR and other roles can view and update employee data based on visibility, edit rights, role permissions and workflows.

To modify employee data, the user needs to access the Employee profile. Update the photograph, personal details (dependent, beneficiary, hobbies, languages and other information), employment details, contact details (address and phone number), education and certifications, experience, documents and IDs, and more.

Learn more about changing employee data by accessing employee profile

Paid versions of Empxtrack support configurable rules and permissions to give visibility and edit rights to different roles.

Employee data - This refers to the personal data of employees and includes details such as dependents, address, experience, hobbies and languages known, documents and IDs and more. This information is typically accessed and modified by the employee or HR.

Empxtrack maintains a full audit-trail of all changes to employee data. Employee can view changes made to their profile once they are updated.

Career profile - This contains details of all transactions related to employees such as Leave, Manager notes, Promotions and Salary changes, Timesheets, Appraisals, Goalsheets, Trainings, Rewards, Disciplinary cases, Manager notes and so on.

Career profile of an employee is visible to various roles such as Manager, Head of department, Management and HR.

Empxtrack paid versions allow granular configurability in terms of visibility and access rights for each area of employee data and career profile.
If an employee quits, HR can mark the employee exited and specify the exit date. Click on the View employees tab on the Homepage. Click on the View full profile of the concerned employee and mark the employee exited by clicking on the Mark employee exited icon. Exited employees are not included in reports, payroll processing and cannot login to the system.
In Empxtrack, you cannot make an employee active once the employee is marked exited from the system. Hence, it is important to mark an employee exited carefully.

To add an exited employee in the system, go to the application Homepage and click Add, edit employee tab. Click Add an employee button and again add basic details of the employee to create their profile again.

To get rejoin functionality, you can start using Exit Management that offers upto 2 free exits every year. Enroll and upgrade the application. The Enterprise version of Empxtrack gives you the option to rejoin the exited employee easily.

Empxtrack allows the HR and Managers to configure, run, download and save more than 100 reports. Multiple reports are available based on the product you are using. In addition, Empxtrack provides customizable reports and dashboards to map client requirements.

Some important considerations:

  • The data available in a report is based on the selected role. For instance, a Manager will have access to a fewer number of employees in comparison to the Head of the department. An employee may have both these roles and based on the role selected, the data will change.
  • An employee can have multiple roles. Refer to Empxtrack Navigation structure to understand how you can change a role. Employee visibility rules may also be dependent on roles and company policy.
  • Each report may contain different parameters. Specify these parameters to generate reports with the correct data.

We restrict the amount of data displayed or downloaded while generating reports. You may need to apply filters to get the full data.

Empxtrack allows a directory view of employee data that displays all the employees in the organization with basic details (such as name, email, designation, location, mobile number and more, along with an option to view profile). Employees can quickly search for their colleagues by specifying their name in the search box.

This feature is available in all versions of Empxtrack, but configuration of company directory fields is supported in Paid versions only.

Learn more about company directory


Attendance

Empxtrack supports multiple mechanisms to capture attendance and some of these are available in advanced versions only. The different options include

  • Mark attendance, regularize attendance: Employees can mark their attendance daily by logging into empxtrack and capturing their start time and end time. Employees can regularize their attendance for a past day as well. Available in all versions of empxtrack. HR can also mark attendance for employees on a daily basis. Watch the video on how to mark and regularize attendance as an employee
  • Upload of attendance data through CSV files: Available in paid version
  • Integration with attendance devices: Automatic reading of attendance device input and integration. Paid version of Empxtrack supports integration. We support data from multiple devices
  • API based integration: Enterprise version of empxtrack

Based on the attendance rules, holiday calendar, employee leave details, the attendance data translates to different kinds of statuses such as Present, Overtime, MisPunch, Undertime, Holiday, Leave and this is used in payroll processing.

Paid version of empxtrack supports significant customization and configuration options in comparison to the Empxtrack Free Trial version.

 

Empxtrack allows you to set up a holiday calendar and weekends for a given financial year. Watch the video to view stepwise instructions to setup weekend and holiday calendar

View the Self Services settings as HR Manager and select Set Weekends and Holiday calendar option. You can import pre-existing holidays for a region or set your own days.

On the attendance dashboard for an employee, you can mark a day as a holiday if the day is reserved as a holiday on the holiday calendar.

It is important to define holidays for a period prior to employees applying for leave or marking attendance since holidays are automatically copied over to the employee attendance.

Set up holiday calendar and configure weekends

Note: Advanced version of empxtrack allows holidays and weekends based on employee groups.

Employees can mark their own attendance or HR can mark their attendance. HR can go to the attendance dashboard for an employee and for a specific date Clear attendance, Mark holiday, Mark weekend, regularize attendance.

Based on the version of empxtrack you are using, there are many other options for marking attendance including API integration, attendance device integration and CSV file upload.

Watch a short video on how to mark and regularize attendance as an employee

Empxtrack gives flexibility to setup undertime calculation rules. On the application Homepage, click on the Product configurations tab. Then click on the Attendance leave configuration link under the Employee Self Services section. HR manager/ HR admin can map the attendance hours to the percentage of day worked. Eg. 0 - 3 hours can be marked as 0 percent day worked, 3 - 5 hours can mark the employee day worked as 50 percent (or 0.5 day).

If an employee works for 4 hours in a day and applies for half-day leave, they will be paid for the full day. If they do not apply for leave, the day worked will be 0.5 days and they will be paid for half a day.

Empxtrack uses days worked as a mechanism to calculate the effective salary of an employee.This helps in identification of half day, full day overtime and undertime work by the employee and helps in payroll preparation accordingly.

For mid period joinings and exits, the system automatically excludes the days prior to the joining date or the days after the exit date respectively.

The HR manager prior to processing the payroll can update attendance to accurately reflect the days worked.

Learn more about undertime calculation rules 
Yes, you can use the Attendance Regularization option to correct previous attendance records for accurate payroll processing.

Login to the system as an Employee and click Attendance from Homepage. Now click on the date for which you want to correct attendance and then on the Regularize attendance link. Input correct in-and-out time in the dialog box and submit it for approval.

Leave

Most organizations give a certain number of days to each employee for which they are paid even when they do not attend office. Such days are called Paid leave days.

Empxtrack allows employees to apply for leave and post approval, such days are counted as paid days.

Empxtrack allows unlimited leave types. Select the leave types applicable to your organization and set up rules for each leave type. Employees can apply for leave from the portal and these will come to HR admin for approval. HR can manually credit leave to employees or change the rules for both these leave types.

Enterprise product offers a completely customizable Leave management system.

Learn More about Leave Module 

 

HR managers can credit leave days to employees for different leave types. The leave days can be credited on monthly, quarterly, yearly basis i.e in the beginning of the month, quarter or year as per the policy of the organization.

HR managers can manually credit leave days to the employees or upload the leave credits. Watch the video on how to credit leave balance to employees in just a few clicks.

Schedulers are available to auto-credit leave to employees. Employees can avail Work from Home and Compensatory Off leave types.

Note: Upload leave credits, scheduler functionality and custom credit rules are available in the paid edition of the application.

Credit Leave to Employees Manually

Upload Leave Credits

Sometimes change in the leave policy of the organization for different leave types may lead the HR manager to make changes in respective leave rules. The “Configure leave rules” functionality is available to meet this purpose.

An HR Admin can configure Leave rules as per company requirements. On the application, under Product configurations, leave rules can be updated by the HR Admin.

Configure Leave Rules

 

  • Employee

    Employees can raise leave requests for leave types applicable to them. Based on rules, employees can apply for a leave type based on the availability of leave balance. Watch the video on how to apply for leave as an employee

    Leave application undergoes a pre-defined approval process, wherein the supervisor/ manager or HR manager approves the leave request. The leave approval process is defined in the configuration of each leave type.

    Manager/ HR gives leave approval based on the availability. Once the leave is finalized by the HR manager attendance gets updated and the employee is eligible for a paid day on the day of the leave.

    Learn More about Apply for Leave

Yes, Empxtrack free versions allows unlimited leave types and you can set up rules for each leave type.
  • Employees cannot apply for leave for a period for which payroll processing has started
  • HR cannot apply for leave for an employee whose payroll calculation have been done
  • Payroll processing cannot start if an employee has pending leave requests.

Based on leave configurations, leave applications may depend on minimum and maximum days, leave balance etc.

Identify the leave balance for employees by running the leave credit report. Go to manually credit leave and enter a negative value of the leave balance for each employee.

Example: If an employee has 10 days of leave credit, enter -10 for leave credit to make the balance 0

Yes, Empxtrack support work from home and compensatory off leave types to map your company needs.

360 Degree Feedback

Empxtrack allows you to conduct feedback for upto 2 employees at absolutely no cost. You also get a self services portal with employee login, company directory, company policy documents, calendar and social feeds. Some of the features are:

  • Quick access and setup
  • 360 feedback with 10 reviewers (1 self review, 3 seniors, 3 peers, 3 subordinates) at absolutely no cost
  • Multiple workflows for reviewer list creation and approval
  • Configurable questions and form attributes
  • Configurable rating scale
  • Employee self review to maintain transparency and awareness
  • Multiple reviewers for a holistic feedback
  • Configurable and customizable reports and dashboards
  • Automatic reminders with ready to use email templates
Note: Upgrade your free application to process feedback for more than 2 employees and get advanced features with multiple configuration options. You can also get additional free and paid products to build your own HR software.

Enterprise product offers a completely customizable 360 Feedback software

Learn more about Empxtrack 360 Feedback
Post enrollment, you will receive an application setup link with verification code on your registered email id. Once you login to Empxtrack , complete the initial set up of the application in just a few mins:

  • Upload company logo - Upload your company’s logo and answer a few questions.
  • Setup Basic Settings - Setup new password and specify the time period.
  • Add Employees - Fill in the employee information to create an employee profile.
  • Select More Products - Choose more products of your choice at no cost to build your own HR software.
Once all the steps are completed, click on Login to the portal and go live with the application.
Empxtrack allows an HR Admin to carry out 360 feedback of an employee in a few steps.

  • Setup company logo, password and add employees to complete the initial application setup.
  • HR Admin initiates the 360 feedback for an employee by creating a list of reviewers and specifying an employee name whose feedback needs to be initiated.
  • The system automatically sends an email to each reviewer (including the person whose review is initiated) suggesting them to complete the review.
  • All reviewers submit the feedback to HR Admin. Once the feedback is finalized, HR can view a summary report. View and download 360 reports with average ratings for each group, comparison of self vs others, hidden strengths and blind spots.

Empxtrack allows the HR Admin to edit individual reviews and modify the list of reviewers even when the feedback is initiated.
Yes, you can access Online help to get detailed instructions on how to use Empxtrack free 360 feedback software.
Click on Start 360 Feedback for an employee. Enter the employee name whose 360 needs to be done. Add the reviewers by inputting employee names. Type the name of reviewers corresponding to Seniors, Peers and Subordinates and then click icon.

Empxtrack allows inclusion of external reviewers in the 360 review advanced version.
Empxtrack provides list creation to include seniors, peers and subordinates as reviewers. In the free offering, you can setup 360 review absolutely free for upto 2 employees with 10 reviewers (1 self review, 3 senior, 3 peers, 3 subordinates)

Paid version allows you to add external reviewers in the feedback process.
Employees are allowed to fill their self review. By default, the reviewee (the employee being reviewed) is already considered as one of the participants involved in the feedback process.

Once the feedback plan is initiated, a notification is sent to the employee to fill their self review.
Yes, you can add new attributes. On the Homepage, click the Product configurations icon and go to Performance management. Click Configure 360 feedback under it. In the Selected Attributes section, click the Add new attribute, fill details and save them. The new attributes will show on the list of Selected attributes.
Empxtrack provides multiple reports and dashboards that help in identifying hidden strengths and blind spots of employees. Some of the reports are:

  • Feedback summary report - This report displays average rating and overall scores of all reviewers. You can also download the summary report.
  • Review report - This report shows individual ratings provided by reviewers against each competency.
  • Radar chart - A chart that displays scoring for all competencies in a graphical representation. It can be used to spot gaps between respondent groups.
  • Feedback status dashboard - The dashboard shows the status of feedback in different states such as initiated, started, completed and ongoing.
HR Admin is allowed to manage reviewers once the 360 review is initiated. Click Manage Reviewers button to remove an existing reviewer, add a new reviewer in the list of participants or change the status of 360 review.
Yes, Empxtrack allows you to add questions as per your choice. While configuring the feedback form, you can click the Add new attribute button in the Selected attributes section and write your question in the Attributes title. Once the feedback is initiated, the reviewers will be able to see the questions in the feedback form.

When you configure the feedback form with new attributes or questions, it will not impact the employees whose feedback is already initiated.

The new questions would only show in the forms of the employees whose feedback gets initiated after the change of the questions.
Empxtrack allows a reviewee to view only the names of the reviewers, but not the feedback. The reviewee cannot see feedback comments and ratings given by the reviewers, thus maintaining the anonymity of the 360 feedback process.
Empxtrack allows setting up of employee data in two ways -
  • Add employees one by one - Enter basic details of one employee at a time and create an employee profile. Add employee details in the specified format to avoid errors.
  • Upload employee data using CSV file in one go - Download sheet, fill details of multiple employees in the same format (to avoid errors) and upload it in the system.

Watch a short video on how to add employees in Empxtrack using both the methods
If employees are not added in Empxtrack 

  • Go to the HR admin Homepage and click Add, edit employee tab.
  • Click Add an employee and specify personal details of the employee.
  • Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information. 
  • A notification will be received by the employee with login credentials.
If employees are already added in Empxtrack  

  • Go to the HR admin Homepage and click View employees tab.
  • Under Portal Options, click Send emails on the left side.
  • Select Welcome email from the Select template dropdown. Email will be sent to the employee with login credentials to access Empxtrack.
On the Homepage, click the Product Configurations icon . Then, Under Employee Management, click the Setup HR admin link. Specify the name of the employee whom you want to provide HR admin rights and click Select employee.
During the application setup, you can click on the Request support link and send your query to us. Post application setup, click on the Communicate icon on the Homepage and click Request support icon. Send your query and we would be happy to help you.
Once the 360 review is initiated by HR, reviewer and the reviewee receives an email which directs them to the feedback form. Alternatively, they can also check the feedback initiation message from TODOs icon or Message Center.

The feedback form contains multiple attributes to review an employee. Respondents are required to give the rating for each attribute and submit the form.
Yes, Empxtrack provides multiple configuration options to configure feedback plans, reports, reviewer list, workflows and more.

Upgrade your free trial to get advanced configurations and customization options.
Empxtrack has pre-configured email templates for you. Watch a video on how to setup, view and edit email templates in Empxtrack.

You can configure emails, once you complete the application setup by following the path: On the Homepage, click Product Configurations icon and click Employee Communication under the Employee Management section.

Send email to employees page appears. For the Select template field, select the option as Blank template. Write a customized message in the Email Content field, and click Preview email to view the format. Click Send.
Empxtrack allows users to upload their company logo to personalize the application.
Empxtrack offers a comprehensive list of paid products to the customers. Upgrade to buy additional feedbacks or get advanced features (such as multiple 360 plans, flexibility in list creation, option to add external reviewers, and more).

Besides, Empxtrack allows you to purchase additional products such as Employee appraisal, Exit management, Leave, Attendance, India payroll, Applicant tracking, Timesheet and more.

Performance Appraisal

Empxtrack offers a no-obligation Free access with 5 free evaluations, to allow you to explore the product and understand its functionality. You also get a self services portal with employee login, company directory, company policy documents, calendar and social feeds. Main features of the free offering are:

  • Quick and easy setup
  • Free Appraisals for upto 5 employees (with maximum 3 participants - employee, manager and HR)
  • Three appraisal workflows to choose from (HR to manager, HR to employee to manager, and HR to employee to manager to HR)
  • Optional self appraisal
  • Goals creation in appraisal
  • Multiple appraisal forms
  • Configurable rating scale, competencies and help instructions
  • Appraisal status dashboard to view progress
  • Multiple full data reports and analytics
  • Automatic reminders with ready to use email templates
 
Note: Upgrade to get additional appraisal licenses or advanced features (such as multiple appraisal plans, customizable workflows and approvals, customizations for 9-grid potential calculations etc.). You also get additional free and paid products.

Enterprise product offers a completely customizable performance appraisal system.

Learn more about Empxtrack Appraisal
You can try out Empxtrack appraisal by enrolling for 5 free appraisals. Post enrollment, you will receive an application setup link with verification code on your registered email id. Once you login to Empxtrack, complete the initial setup of the application in just a few minutes:

  • Upload company logo - Upload your company’s logo and answer a few questions.
  • Setup Basic Settings - Setup new password and specify the time period.
  • Add Employees - Fill in the employee information to create an employee profile.
  • Select More Products - Choose more products of your choice at no cost to build your own HR software.
Once all the steps are completed, click on Login to the portal and go live with the application.
Empxtrack allows HR manager to conduct appraisal for employees in a few steps:

 

The flowchart shows the process when the selected appraisal workflow is Employee -> Manager -> HR Manager. You can even select the workflow as Employee to Manager, where manager closes the appraisal process.

Notes: (a) Depending upon the workflow selected by the HR manager, the number of steps in an appraisal process varies.

(b) Employee and Manager can add goals during the appraisal in the Goalsheet form to evaluate employee’s performance and achievements.
Yes, we have a Product Guide that you can download once you login to the application. The product guide has step by step instructions to setup and use Empxtrack Performance Appraisal.

You can also access Online help to get instructions.
In the enterprise appraisal application, you can involve multiple participants including employee, manager, HOD, reviewer, HR, CEO and more.

Whereas in the free appraisal product where you can conduct 5 free evaluations, the process involves 3 participants - Employee, Manager and the HR manager.
Yes, with Empxtrack, you can get multiple configuration options to modify appraisal forms, workflows and rating scale as per your needs.
Yes, Empxtrack appraisal software allows customizations to map your company workflows. In the Enterprise edition of Empxtrack, you get the flexibility to choose initiator and associated workflows as per your choice.

In Empxtrack offering, of 5 free appraisals, you will get 3 workflows that can be set at the initiation of the appraisal.

  • 2 step appraisal - HR to Manager (where manager closes appraisal)
  • 3 step appraisal - HR to Employee to Manager (where manager closes appraisal)
  • 4 step appraisal - HR to Employee to Manager to HR (where HR finalizes appraisal)
Advanced paid version of Empxtrack offers custom workflows. Upgrade your free application to avail this feature.
You can manage rating scales as per your choice. Follow the path to select a required rating scale - Go to Product configurations >> Performance Management >> Appraisal forms >> Select a plan and go to Forms and Settings >> Click on a form where you want to modify rating scale

In the Empxtrack Free Appraisal, configure Goalsheet, Competency and Submit forms, click Manage Rating to modify the rating type and options. You can configure how the ratings choices will show up in the form. There are multiple options available for rating and comments display.
Empxtrack sends out automatic notification to the employee once the appraisal is initiated. HR can also send reminders to the employees and manager for timely completion of the appraisal process.
Once the appraisal is initiated, the employee receives a message in the Message Center to fill self appraisal. Employees can rate their achievements and provide ratings and comments against all goals and competencies. Watch a video on how employees complete self-appraisal in Empxtrack.

The Manager can view these ratings and comments while carrying out employee appraisal. This helps in understanding how an employee perceives his or her own performance.

Participation of employees in their appraisal makes the entire process more transparent and meaningful.
The enterprise edition of Empxtrack gives you the flexibility to select an appraisal initiator of your choice. The initiator can be anyone - employee, reviewer, manager, HR manager, CEO, etc. In addition, you can select any workflow associated with the initiator to meet your company needs.

Try Empxtrack with 5 free evaluations. The appraisal process is initiated by an HR Manager/ HR Admin (the person who has enrolled for the product). Watch a video on how to initiate appraisal for an employee.

Login to Empxtrack and complete the initial application setup by selecting a preferred workflow. Add employees in the application whose appraisal needs to be initiated. Once you start appraisal, select employees click Create appraisal for an employee. The system will create an appraisal for the selected employees, the workflow will start and notification for self appraisal will go to the employee (depending upon workflow).

Note: Empxtrack appraisal allows initiation of free appraisal for minimum 1 and maximum 5 employees.
Empxtrack offers multiple appraisal plans with configurable forms. Additionally, you can customize the appraisal plans to meet your company requirements. There is full flexibility to manage visibility rules, forms and their settings, and configurations related to the timeframe of each performance appraisal plan.

Try Empxtrack with 5 free evaluations. Get one appraisal plan with multiple pre-configured appraisal forms that can be modified.
Empxtrack provides multiple full data reports to analyze employee performance. Set your own report parameters, apply filters and generate reports. You can download the report in CSV format or even save the reports in the system for future reference.

The free trial offers reports such as appraisal status, appraisal rating, appraisal scores. Paid version of Empxtrack offers multiple reports that includes competency cross tab report, self appraisal cross tab report etc. and supports multiple dashboards for faster analysis of appraisal data. It also allows schedulers to automatically send the reports in email.
You can view 9 grid Performance Potential graph in the advanced paid version of Empxtrack. Upgrade free application to get this dashboard for quick identification of high potential employees.
Employee evaluation is based on goals and competencies.

  • Managers and employees capture achievements against each goal.
  • Ratings and comments are provided for each competency for fair evaluation.
Empxtrack allows setting up of employee data in two ways -

  • Add one by one - Enter basic details of one employee at a time and create an employee profile. Add employee details in the specified format to avoid errors.
  • Upload employee data using CSV file in one go - Download CSV file format, fill details of multiple employees in the same format (to avoid errors) and upload it in the system.

Watch a video on how to add employees in Empxtrackusing both the methods
Yes, the manager is allowed to add goals and capture employee achievements during an appraisal process.
The system automatically sends a notification to the employee (whose appraisal has been initiated) to complete their self appraisal. Once the employee completes self appraisal, it is submitted to the manager (depending upon the selected workflow). The manager then puts comments and ratings and submits it to the HR manager. HR finalizes the appraisal.
Yes, Empxtrack provides advanced Appraisal with multiple plans, more workflow options, configurable reports and more flexibility to manage the appraisal process. Upgrade to avail these functionalities.
If employees are not added in Empxtrack 

  • Go to the HR admin Homepage and click Add, edit employee tab.
  • Click Add an employee and specify personal details of the employee.
  • Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information. 
  •  A notification will be received by the employee with login credentials. 
If employees are already added in Empxtrack  

  • Go to the HR admin Homepage and click View employees tab.
  • Under Portal Options, click Send emails on the left side.
  • Select Welcome email from the Select template dropdown. Email will be sent to the employee with login credentials to access Empxtrack.
During the application setup, you can click on the Request support link and send your query to us. Post application setup, click on the Communicate icon on the Homepage and click Request support icon. Send your query and we would be happy to help you.
On the Homepage, click the Product Configurations icon . Then, under Employee Management, click the Setup HR admin link. Specify the name of the employee whom you want to provide HR admin rights and click Select employee.
Empxtrack has pre-configured email templates for you. Watch a video on how to setup, view and edit email templates in Empxtrack.

You can configure emails, once you complete the application setup by following the path: On the Homepage, click Product Configurations icon and click Employee Communication in the Employee Management section.

Send email to employees page appears. For the Select template field, select the option as Blank template. Write a customized message in the Email Content field, and click Preview email to view the format. Click Send.
Empxtrack allows users to upload their company logo to personalize the application. Users can also update their company information, add their own employees and configure the workflows as per company process.
Empxtrack offers a comprehensive list of paid products for the customers. You can either choose to buy additional appraisal licenses to conduct appraisal for more than 5 employees or upgrade to get advanced features (such as multiple appraisal plans, configuration in workflow, etc.).

Besides, Empxtrack allows you to purchase additional Empxtrack products such as Employee portal and HRIS, Exit management, 360 Feedback and more.  
Empxtrack offers a comprehensive list of paid products for the customers. Upgrade to buy additional appraisal licenses or get advanced features (such as multiple appraisal plans, configuration in workflow, etc.).

Besides, Empxtrack allows you to start using additional Empxtrack products such as Exit management, 360 Feedback, Leave, Attendance, India Payroll, Applicant Tracking, Timesheet and more.

Exit Management

Empxtrack allows you to conduct upto 2 exits at absolutely no cost. Functionalities are available for HR Admin and employees. You also get a self services portal with employee login, company directory, company policy documents, calendar and social feeds. Some of the features are:

  • Quick and easy setup
  • Easy resignation capture for multiple roles-employee, manager and HR
  • Department wise clearance for smooth and offboarding
  • Exit survey and interview to solicit feedback from the leaver
  • Communication with employees using pre-configured email templates
  • Exit analytics to analyze exit reasons and take corrective actions
  • Configurable reports and yearly exit dashboards
Note: Track exits for 2 employees absolutely free. Multiple upgrade options are available for more employee exits, advanced configurations, additional features and free and paid products.

Enterprise product offers a completely customizable Exit Management software

Learn more about Empxtrack Exit Management
Post enrollment, you will receive an application setup link and a verification code on your registered email id. Once you login to Empxtrack application, complete the initial  application setup in just few minutes:

  • Upload company logo - Upload your company’s logo and answer a few questions.
  • Setup Basic Settings - Setup new password and specify the time period.
  • Add Employees - Fill in the employee information to create an employee profile.
  • Select More Products - Choose more products of your choice at no cost to build your own HR software.
Once all the steps are completed, click on Login to the portal and go live with the application.
Empxtrack allows setting up of employee data in two ways -

  • Add employees one by one - Enter basic details of one employee at a time and create an employee profile. Add employee details in the specified format to avoid errors.
  • Upload employees using spreadsheet in one go - Download sheet, fill details of multiple employees in the same format (to avoid errors) and upload it in the system.
Watch a short video on how to add employees in Empxtrack using both the methods
Empxtrack allows HR Admin to conduct exit in just a few steps:

  • On the Homepage, click on the Manage Exit tab
  • Click Start exit process for an employee
  • You can either add a new employee to the system or select an existing employee to initiate exit
  • Specify mandatory details such as last working date, date of joining, type of exit and more
  • Select the checkbox to send exit survey form to the exiting employee when the Exit is initiated
  • Setup clearance managers by specifying the names
  • Initiate the exit for the selected employee
Once the exit is initiated, the exiting employee receives an email with the exit survey form and all clearance managers receive a request to complete clearance.
If employees are not added in Empxtrack 
  • Go to the HR admin Homepage and click Add, edit employee tab.
  • Click Add an employee and specify personal details of the employee.
  • Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information. 
  • A notification will be received by the employee with login credentials. 
If employees are already added in Empxtrack  
  • Go to the HR admin Homepage and click View employees tab.
  • Under Portal Options, click Send emails on the left side.
  • Select Welcome email from the Select template dropdown. Email will be sent to the employee with login credentials to access Empxtrack.
Yes, we have a Product Guide that you can download once you login to the application. The product guide has step by step instructions to setup and use Empxtrack Exit Management.

You can also access Online help to get instructions.
To change the HR Admin, go to Product Configurations icon . Under Employee Management, click the Setup HR admin link. Specify the name of the employee whom you want to provide HR admin rights and click Select employee.
Empxtrack simplifies communication with multiple employees through emails. The HR Admin can configure an email and select multiple employees to share a common message to all. Watch a video on how to setup, view and edit email templates in Empxtrack.

On the Homepage, go to Product configurations and click on the Employee communication link under the Employee Management section.

  • Send email to employees - Select an existing email template or select None to write the message yourself. Select all the employees to whom you want to send the message and cc the email to selected employees.
    Once the email is drafted, you can preview it and then send it.

  • Share password with employees - Go to Send password to employee tab. Select the employees and choose an option for the Password generation option field, and click Send password.
Yes. With Empxtrack, you can get multiple configuration options to add multiple clearance types and associate them with clearance managers and modify exit survey form as per your needs.
When the employee exit is initiated, a notification is sent to the leaver to fill the exit survey form and to clearance managers to give clearance on behalf of their department.

Once the HR manager receives clearance from all the departments, the employee is marked exited in the system.
When an employee exits from your organization, they may require clearance (or approvals) from various managers or departments.

Empxtrack allows you to set up different clearance types and associate them with clearance managers.
Post clearance from all departments, click on Mark employee as exited the system icon to finalize the exit of an employee.
Empxtrack simplifies communication with multiple employees through emails. The HR manager can configure an email and select multiple employees to share a common message to all. Watch a video on how to setup, view and edit email templates in Empxtrack.

On the Homepage, go to Product configurations and click on the Employee communication link.

  1. Send email to employees - Select an existing email template or select None to write the message yourself. Select all the employees to whom you want to send the message and cc the email to selected employees.Once the email is drafted, you can preview it and then send it.
  2. Share password with employees - Go to Send password to employee tab. Select the employees and choose an option for the Password generation option field, and click the Send password button.


Empxtrack has pre-configured email templates for you. Watch a video on how to setup, view and edit email templates in Empxtrack.

You can configure emails, once you complete the application setup by following the path: On the Homepage, click Product Configurations icon and click Employee Communication in the Employee Management section.

Send email to employees page appears. For the Select template field, select the option as Blank template. Write a customized message in the Email Content field, and click Preview email to view the format. Click Send.
With Empxtrack, you can view exit analytics and generate a full data report.Multiple dashboards are available to help HR and leadership in analyzing the exit data. View dashboards related to yearly exit requests and exit reasons, and exits based on employee tenure.
During the application setup, you can click on the Request support link and send your query to us. Post application setup, click on the Communicate icon on the Homepage and click Request support icon. Send your query and we would be happy to help you.
Empxtrack allows users to upload their company logo to personalize the application.
Empxtrack offers a comprehensive list of paid products for the customers. Upgrade to buy additional exits or get advanced features.

Besides, Empxtrack allows you to start using additional Empxtrack products such as 360 Feedback, Performance Appraisal, Leave, Attendance, India Payroll, Applicant Tracking, Timesheet and more.

Employee Portal and HRIS

Empxtrack Employee Portal allows you to create up to 25 employee records at absolutely no cost.
Get employee database (HRIS), leave, attendance along with Company Directory, Social Feed, Birthdays and Work Anniversary updates, Polls, Company Policy Documents, Search feature and Event Calendar. Some of the features are:

  • Quick access and setup
  • Functionalities available for employee, manager and the HR Admin
  • Company directory and documents
  • Calendar and social feed
  • Chats and polls
  • 360 pulse and suggestion capture
  • Leave and attendance
  • Configurable reports in multiple downloadable format
  • Employee communication and letter generation
  • Employee profile login
Note: You can use Empxtrack Free product for up to 25 employees. Upgrade to the paid version to create more than 25 employee records. Get advanced features and additional products.

Enterprise product offers a completely customizable Employee Self Service Portal.

Learn more about Empxtrack HR Portal 
Post enrollment, you will receive an application setup link with verification code on your registered email id. Once you login to Empxtrack, complete the initial setup of the application in just a few minutes:
  • Upload company logo - Upload your company’s logo and answer a few questions.
  • Setup Basic Settings - Setup new password and specify the time period.
  • Add Employees - Fill in the employee information to create an employee profile.
  • Select More Products - Choose more products of your choice at no cost to build your own HR software.
Once all the steps are completed, click on Login to the portal and go live with the application.
Yes, we have a Product Guide that you can download once you login to the application. The product guide has step by step instructions to setup and use Empxtrack Employee Portal and HRIS.

You can also access Online help by clicking on the following links:

Yes. Empxtrack offers multiple product configuration options to modify company directory settings, company policy documents, polls, social feed, attendance and leave rules, and more.
The free product doesn’t offer custom workflows. By default, the approval workflow for employee data update is - Employee to HR manager. Upgrade to an advanced paid version of Empxtrack to get configurable workflows.
Empxtrack provides comprehensive reports to analyze employee data and make informed decisions. Select columns to generate full data reports and download them in the CSV format.

Watch a short video on how to generate configurable reports in Empxtrack

Note: Advanced paid version of Empxtrack provides intuitive dashboards for quick analysis of employee data and allows schedulers to automatically send the reports in email.
Empxtrack allows setting up of employee data in two ways -

  • Add one by one - Enter basic details of one employee at a time and create an employee profile. Add employee details in the specified format to avoid errors.
  • Upload employee data in one go - Download CSV file format, fill details of multiple employees in the same format (to avoid errors) and upload it in the system.

Watch a video on how to add employees in Empxtrack using both the methods
Yes, the HR Admin can add employee data in the system after application setup. To upload mass data, go to Product configurations on the Homepage and click Employee data in the Uploads section. To add one employee at a time, click on Add, edit employee tab on the HR admin’s homepage, and create an employee profile.

Watch a short video on how to add employees in Empxtrack
As soon as all the steps under Setup application are complete, the HR can take the portal live and start using Empxtrack instantly. Get full access to all the features to manage employee data, leave, attendance and explore additional functionality (such as Company directory, Social feed, etc).
Empxtrack offers functionalities for - Employees, managers and HR.
It is a platform for social interaction and engagement amongst employees. Through social feed, the employees remain updated about key events and announcements in the organization. For example, employees get to know about other’s birthdays, work anniversaries, promotions, rewards etc.
Basic details of all employees are displayed in the company directory. You can quickly search for the relevant employees by specifying their name in the search box. Click on the View Profile  icon to visit the employee profile. The HR manager can configure the fields and their order of the appearance to personalise the company directory.

To configure fields for company directory, go to Product configurations and then click Company directory settings under Employee portal setup. You can add as many fields as you want to display in the directory.

Note: The free product does not provide a hierarchical view in the Company directory. Upgrade your free product to the advanced paid version of Empxtrack to avail this feature.
Empxtrack allows employees to add events or tasks in a few clicks. Go to the Event calendar and click on the Add an event button. Schedule an event by specifying the subject, agenda, location, event date, employees to be invited and other information. Once the information is saved, a calendar invite in email is sent to all the attendees.

You can even check the availability of the attendees before putting them on the invitation list.
Empxtrack provides a Calendar, where you can view the schedule of your subordinates, managers or a specific employee before adding an event. Once you know the availability, it becomes easy to request and block their time for meetings.
Employees have 24x7 access to company policy documents that contain important company information, such as company policies, leave policy, holiday calendar, information on upcoming company events, etc. On the employee portal, click the Company policy documents tab on the Homepage to access important company documents and links.

Note: Advanced paid version of Empxtrack provides Group based visibility of company documents.
If employees are not added in Empxtrack 
  • Go to the HR admin Homepage and click Add, edit employee tab.
  • Click Add an employee and specify personal details of the employee.
  • Select the checkbox labelled as Send a welcome email to employee once the record is added such that they can update the rest of their information. 
  •  A notification will be received by the employee with login credentials. 
If employees are already added in Empxtrack  
  • Go to the HR admin Homepage and click View employees tab.
  • Under Portal Options, click Send emails on the left side.
  • Select Welcome email from the Select template dropdown. Email will be sent to the employee with login credentials to access Empxtrack.
During the application setup, you can click on the Request support link and send your query to us. Post application setup, click on the Communicate icon on the Homepage and click Request support icon. Send your query and we would be happy to help you.
Empxtrack simplifies communication with multiple employees through emails. The HR manager can configure an email and select multiple employees to share a common message to all. Watch a video on how to setup, view and edit email templates in Empxtrack.
On the Homepage, go to HR Manager Tasks and click the Employee communication link:
  1. Send email to employees - Select an existing email template or select None to write the message yourself. Select all the employees to whom you want to send the message and cc the email to selected employees. Once the email is drafted, you can preview it and then send it.
  2. Share password with employees - Go to Send password to employee tab. Select the employees and choose an option for the Password generation option field, and click the Send password button.
Empxtrack has pre-configured email templates for you. Watch a video on how to setup, view and edit email templates in Empxtrack.
You can configure emails, once you complete the application setup by following the path: On the Homepage, click Product Configurations icon and click Employee Communication in the Employee Management section.
Send email to employees page appears. For the Select template field, select the option as Blank template. Write a customized message in the Email Content field, and click Preview email to view the format. Click Send.
To change the HR Admin, on the Homepage click Product Configurations icon . Then, under Employee Management, click the Setup HR admin link. Specify the name of the employee whom you want to provide HR admin rights and click Select employee.
Empxtrack allows users to upload their company logo to personalize the application.
Empxtrack offers a comprehensive list of paid products for the customers. You can either choose to buy additional licenses to use HR portal for more than 25 employees or upgrade to the advanced versions to get advanced features (such as multiple leave types, more attendance configuration options, etc.).

Besides, Empxtrack allows you to purchase additional Empxtrack products such as Exit management, Performance management, Recruitment and more.
Either an employee's personal information will be updated directly, or it goes through an approval process. It depends on your company’s workflow. Empxtrack HRIS system sends your employees notifications when their information is updated in the system.
No. We understand it is time-consuming and confusing to have different credentials to log in to various HR tools. With Empxtrack, you don't have to go through any of this. It offers a single-sign-on feature. You can access other tools with only a one-time login feature.
Yes, Empxtrack human resource information software allows managers to view historical employee information such as employment details, appraisal, leave, travel history, and many more. It also helps them understand which employees are top and low performers.
Empxtrack offers an option where HR and managers can mark employees at risk of leaving the organization. HR and the leadership can discuss issues of at-risk employees and take corrective action to engage and retain employees.
Empxtrack offers a comprehensive list of paid products for the customers. Upgrade to buy additional licenses for more than 25 employees or get advanced features (such as multiple leave types, more attendance configuration options, etc.).

Besides, Empxtrack allows you to start using additional Empxtrack products such as Exit management, Employee appraisal, 360 Feedback, Payroll, Applicant tracking, Timesheet and more.

Upgrade Empxtrack

We have been in the HR Tech industry since 2009. Over time we realized the software is being procured in a very difficult manner where you talk to salesperson, request demos, go through RFPs, and a long sales cycle follows with many follow-ups.

This is time consuming and disheartening especially for SMBs. To mitigate your risk and give you a WoW experience, we offer various parts of the product - absolutely free.

Our goal is to give you complete control and we hope that once you trust us, you will give us many opportunities to serve you.

Absolutely. We will not share, sell or compromise your employee data in any way. Our intent is to develop and sell HR software and we have been doing this since 2009. You can read our Privacy policy for more information.
Empxtrack is sold in 2 different ways:
  1. Self services: what you are using currently and
  2. Through sales channels.
In self services, you can pay by credit card and manage the product configurations yourself. You can also add or change functionality as your needs evolve and buy support hours if required.

In the second option, you get an enterprise level HR product with a dedicated team, project manager and long terms contracts.
There are some parts of the product such as Performance Appraisal, 360 Feedback, Exit etc. that are based on usage.
For example in the 360 feedback product, you may just want to buy ten 360 Feedbacks although 50 employees may be providing the feedback. In such a case, you will need to only pay for the 10 feedbacks and will be able to initiate ten 360 feedbacks.
There are some parts of the product such as Employee Portal, Payroll, Advanced configurations etc. that are based on the number of employees you store in the system. Such products require you to specify the employee count. There will be a monthly charge on your credit card.
Active and resigned employees are counted in employee licenses. In an employee count based product such as Payroll or Employee Portal and HRIS, you cannot add more employees than the number of employee licenses.
You cannot reduce the licences below the existing employee count. On changing the license count, the product modifies all employee count based subscriptions to automatically change to the new employee count from the next billing cycle.

Start for Free means that the product is free for the first offering whether it is usage based or employee count based. For additional purchases, you will have to pay on the basis of actual licenses.

For example, if you have started the Appraisal product for Free, then you will get the first 5 appraisals for free every year and post that, you will have to buy additional licenses.

For a usage based product such as Appraisal, we don't ask you to update employee licenses. You get the option to buy more Appraisals by clicking the Buy more button.

Alternatively, if you start with an employee count based product such as Payroll, we will not ask you to update employee licenses till you exceed the employee count. The only time we will ask you to Update employee licenses is when you buy another employee count based product or exceed the free count.

Let us explain to you with an example: If you have enrolled for an employee count based product like Employee Portal & HRIS, we will not bill you till you exceed the free count. So if there are 25 free licenses, and you upgrade to 30 employees, we will only bill you for the additional 5 employee licenses for the product you enrolled in. For additional employee count based products like Payroll, you will be billed for the entire 30 employees.

Once the employee licenses are increased to 30 for each product and you want to again reduce to the free count i.e. 25, the subscription for the Free product will be cancelled and you will be able to use it for the free count.

If you need assistance, don’t hesitate to Request Support anytime. Click on the Communicate icon or Help and Videos icon given on the top menu of your application Homepage. Under that, click on the Request support link. You can send us a message and soon our team will get in touch with you.You can also write to us at [email protected]
Yes, we will continue to add more features and advanced configuration options. We will send you an email whenever there are changes.
Yes, we have a Request support link in the HR Manager login. On the HR Homepage, you will see Quick access icons on the top right side of the screen. Click on Communicate icon there. Under that, click on the Request support link. You can submit your query through that.
We only accept payments through Credit Card and currently support Stripe or Razorpay (depending on your geographical location). We are working on adding more options such as Paypal in the near future.
After your purchase, you will be able to personalise the application as per your needs.
 
Empxtrack will provide you full customer support. A dedicated account manager will be provided to you who will look into the implementation process and assist you thereafter.