3. Admin Dashboard — Headcount Analysis

URL: admin.cloud-hrms.com/#/admin/dashboard — the first screen after admin login. Breadcrumb: 🏠 › Home › Headcount Analysis.

  Screen 3 — Admin Dashboard: Headcount Analysis (Top Section)

Left Sidebar visible elements: "Cloud HRMS Suite" (purple logo text), Admin profile photo (red outfit woman) + "Admin / Admininstrator" label, MAIN section label, then: Dashboard (highlighted blue/active), Employees ›, Attendance ›, Shift ›, Leave Management ›, Assets, Announcements, Holidays

Top bar: ☰ hamburger | ⬛ expand | 🏷 English flag | 🔔 bell with red "1" badge | "Admin" text | Admin avatar photo (top-right)

Page title: "Headcount Analysis" (large, left) | Breadcrumb top-right: 🏠 › Home › Headcount Analysis

3 Summary Metric Cards:
• BLUE: 👥 icon | 12 | CURRENT EMPLOYEES | white progress bar | "↑ Active Workforce"
• GREEN: 👥 icon | 27 | APPROVED HEADCOUNT | progress bar | "↑ Sanctioned Strength"
• ORANGE: 🏷 icon | 15 | VACANT POSITIONS | progress bar | "↓ Open Positions"

Charts row (3 panels):
• Age Mix: Concentric ring chart (5 rings, multicolour). Legend left: 18-24:2, 25-34:2, 35-44:7, 45-60:1, 61-80:0. Bar chart below: 18-24(➕2), 25-34(➖2), 35-44(➕7)
• Gender Mix: Large donut (gold-yellow segment majority + dark blue segment). Legend: 4 Male 8 Female
• Department Wise Headcount: Vertical blue bar chart, 10 dept bars, Y-axis 0-5, dept names on diagonal X-axis

Admin Dashboard — Headcount Analysis. Admin logged in (name + photo in sidebar and top-right). Notification bell shows 1 unread item. Settings cog visible on far right edge.

3.1 Summary Metric Cards

Each card also shows a white progress bar and a directional label (e.g., "↑ Active Workforce") indicating the metric's trend context.

3.2 Analytics Charts

  Screen 4 — Admin Dashboard: Scrolled Down (Lower Charts)

Top row (two charts, visible from scrolled position):
• LEFT — Age by Department stacked bar chart: Each bar = one department, stacked by age band. Tooltip popup visible: "Backend Development / 35-44 / 1" (pink highlight on that bar segment). Legend: ■18-24 ■25-34 ■35-44 ■45-60
• RIGHT — Gender by Department grouped bar chart: Blue bars = Male, Yellow bars = Female side by side per department. Legend: ■Male ■Female

Bottom row (two charts):
• LEFT — "Approved vs Actual HC": Horizontal bar chart. GREEN bar labelled "12" (shorter = Actual). ORANGE bar labelled "27" (longer = Approved). Below: "Actual ⊕12" and "Approved ⊕27"
• RIGHT — "Dept — Actual / Approved / Vacant": Combination chart. Green bars=Actual, Red-pink bars=Vacant, Blue curved line=Approved. Departments: DevOps Department, Design Department, Account Department, Backend Development, Director & Management, Quality Assurance. Legend: ⬤Actual ⬤Vacant ⬤Approved

Sidebar note: "Payroll ›" now visible at bottom of sidebar

Dashboard lower section — 4 additional analytical charts. The Dept—Actual/Approved/Vacant combo chart (bottom-right) is the most powerful for recruitment planning.

Dept — Actual / Approved / Vacant (Combination Chart): The most detailed chart. Green bars = actual staff, Red bars = vacancies, Blue curved line = approved headcount trend, across 6 key departments. Legend: ●Actual ●Vacant ●Approved.

4. Employee Management Module

4.1 Employee List

Navigate: Sidebar → Employees → Employees.

  Screen 5 — Employee List (Full Directory)

Sidebar sub-menu expanded under Employees: Probation / Contractual | Employees | Loan Approval | Vehicle Management

Search bar (🔍 magnifying glass, placeholder "Search") top-left
4 action icons top-right: ≡ Filter | + Add | ↻ Refresh | ⬇ Export/Download

Table columns: ▢ Checkbox | Code | Image | Information | Details | Employee Type | Status | Actions

9 employee rows (all Active):
• 10012 | Sophia Miller photo | SOPHIA MILLER / CNIC:1761515271621 / sophia.miller@email.com | Chief Technology Officer / Director & Management / Belpark Estates, 764 Finchley Road, London, NW11 7TH | Permanent | Active | ✎🗑👁
• 10011 | Matthew Baker photo | MATTHEW BAKER / CNIC:3235632445464 / matthew.baker@outlook.com | Sr. Software Quality Eneginer / Quality Assurance | Contractual | Active
• 10010 | Inga Beale photo | INGA BEALE / CNIC:6754312214416 / ingalol@outlook.com | Assitant Project Manager / Acccount Department | Permanent | Active
• 1009 | Alison Cooper photo | ALISON COOPER / CNIC:5464416561611 / alisonv@applecloud.co | Assitant Project Manager / Design Department | Permanent | Active
• 1008 | Peter Harrison photo | PETER HARRISON / CNIC:5676554165156 / peterz@outlook.com | Technical Project Manager / Mobile Application Department | Contractual | Active
• 1007 | Emma Walmsley photo | EMMA WALMSLEY / CNIC:4456087651156 / emmawalmsley432@gmail.com | Sr. Software Engineer / Backend Development | Contractual | Active
• 1006 | Emily Jones photo | EMILY JONES / CNIC:3310070221367 / emilyjones@gmail.com | Sr. Software Engineer / Frontend Development | Permanent | Active
• 1005 | Alex Brown photo | ALEX BROWN / CNIC:3330166777119 / alexrown876@gmail.com | DevOps Engineer / DevOps Department | Permanent | Active
• 1004 | Lisa Wang (partial) | HR Officer / Admin & HR / CNIC:3100588250261 | Permanent | Active

Employee directory — 9 of the organisation's employees shown with codes (10012 down to 1004), profile photos, contact/CNIC info, designations, departments, employment type, and Active status badges.

4.2 Edit Employee — Basic Tab (Personal Information)

Click ✎ Edit on any row. URL: admin.cloud-hrms.com/#/admin/employees/edit-employee/[ID]

  Screen 6 — Edit Employee: Basic Tab — Personal Information Section

Profile header (always visible, all tabs):
Circular photo (Sophia Miller) | "Sophia Miller" (large heading) | "Chief Technology Officer" | Active badge | 👤 ID: 10012 | 🏢 Dept: Director & Management | 📅 Joined:2025-09-01
TOP-RIGHT corner: "Switch Employee" labelled box showing "10012 - Sophia Miller (sophia.miller@email.co" with ✕ button to clear/close

Tab bar (scrollable left/right with < > arrows): Basic | Salary | Family Info | Education | Work Experience | Documents | Shift Settings | Bank Details | Assets | Leave Settings | Attendan› (clipped by screen edge)

"Edit Employee Information" section heading (with person-edit icon)

Personal Information section (collapsible ∧):
Row 1: Title=Miss (dropdown) | First Name*=Sophia | Last Name=Miller | Full Name (auto, greyed label)
Row 2: Father Name=Jhony Miller | Husband Name=(empty) | Gender=Female (dropdown) | Marital Status=Single (dropdown)
Row 3: Email=sophia.miller@email.com (✉ envelope icon) | Phone=443 456 532 (📱 phone icon) | Employee Code*=10 012 | Employee Status*=Active (dropdown)
Row 4: Emergency Contact Number=(empty, full-width left) | Tag*=Active (dropdown)

Edit Employee — Basic Tab. Profile header always shows employee name, title, status, ID, dept, and join date. Switch Employee dropdown (top-right) allows jumping to any other employee profile.

4.3 Basic Tab — General Information

  Screens 7 & 8 — Basic Tab: General Information Section (Scrolled)

General section (below Personal Information, same Basic tab):

Row 1: Date of Birth=07/06/1989 (📅) | Place of Birth=United Kingdom | Blood Group=B+ (dropdown) | Religion=Christian (dropdown)
Row 2: CNIC*=17615-1527162-1 (with 🖐 fingerprint/scan icon on right) | CNIC Issue Date=11/02/2003 (📅) | CNIC Expiry Date=(empty 📅) | Family Code=(empty)
Row 3: Passport Number=(empty) | Place of Issue=(empty) | Passport Issue Date=(empty 📅) | Passport Expiry Date=(empty 📅)
Row 4: Driving License Number=(empty) | Nationality=USA (dropdown) | Country=America (dropdown) | State=New Jersey (dropdown)
Row 5: Base Town=Dover (dropdown) | Address=666 Network Way, City, State, 12345 (multi-line text area, full-width right)

Company section header visible at very bottom (collapsed, click ∨ to expand)

General Information section of the Basic Tab — identity documents, nationality, and residential address for Sophia Miller. CNIC field has a fingerprint icon indicating biometric record linkage.

4.4 Basic Tab — Company Information

  Screen 9 — Basic Tab: Company Section

Company section (expanded, below General section):

Row 1: Location*=Belpark Estates, 764 Finchley Road, London, NW1… (dropdown, text truncated) | Department*=Director & Management (dropdown) | Sub Department=(empty dropdown)
Row 2: Section=(empty dropdown) | Sub Section=(empty dropdown) | Designation*=Chief Technology Officer (dropdown)
Row 3: Grade*=Management (dropdown) | Grade Type=management (greyed/auto-filled, read-only) | Date of Joining*=01/09/2025 (📅) | Date of Confirmation=01/09/2025 (📅)
Row 4: NTN Number=(empty text) | Employee Type*=Permanent (dropdown) | Report To=(1001) - John Doe (with ✕ clear button on right)
Row 5: Skill=Highly Skilled (dropdown, half-width left)

EMPLOYEE DIGITAL SIGNATURE section (below Company):
Left box: Pen/signature icon ✎ preview area (teal-bordered, selected state)
Right: Dashed-border upload area: "Choose file   or click here to select"

Company Information section. Sophia Miller = CTO, Director & Management dept, Management grade, Permanent type, reporting to John Doe (1001). Digital signature upload area at bottom.

4.5 Basic Tab — EOBI & Social Security + Save Buttons

  Screen 10 — Basic Tab: EOBI, Social Security & Action Buttons

EOBI section (🏛 institution icon):
• "Enable EOBI" toggle = ON (blue with white ✓)
• "Overwrite Contributions" toggle = OFF (grey with white —)
• EOBI Number field (empty text input with calendar/picker icon 📅 on right)
• Employee Contribution (0%) field = 0
• Employer Contribution (0%) field = 0

Social Security section (🌐 globe icon):
• "Enable Social Security" toggle = ON (blue ✓)
• Social Security Number field (empty text input)

Bottom action bar (sticky at screen bottom):
• Cancel (red/coral button) | Save (blue button) | Save & Continue → (green button with right arrow →)

EOBI and Social Security sections at the bottom of the Basic Tab. Both schemes are enabled for Sophia Miller but registration numbers have not yet been entered. Three action buttons visible at bottom.

4.6 Salary Tab

  Screen 11 — Salary Tab: Structure, Standard Allowances & Deductions

Salary tab active (underlined blue in tab bar).

Salary Structure Settings section:
• Salary Structure* = "General Salary with Deduction" (dropdown ⌄)
• Gross Salary* = 55000 (editable text field)
• Basic Salary = 44000 (greyed/read-only, auto-calculated)
• Net Salary = 65350 (greyed/read-only, auto-calculated)

Employee Allowances table (blue header 🏞):
Columns: ALLOWANCE | ALLOWANCE TYPE | SALARY TYPE | PERCENTAGE | ALLOWANCE VALUE
Row: House Rent Allowance | Percentage (blue pill badge) | Gross | 20% | 11,000

Employee Deductions table (pink/red header):
Columns: DEDUCTION | DEDUCTION TYPE | SALARY TYPE | PERCENTAGE | DEDUCTION VALUE
Row: EOBI | Fixed (red pill badge) | — | — | 150.00 (shown in red)

Salary Tab — "General Salary with Deduction" structure. Gross=55,000 → Basic=44,000 (auto) → Net=65,350 (auto). House Rent Allowance at 20% of Gross = 11,000. EOBI fixed deduction = 150.

  Screen 12 — Salary Tab: Employee Other Allowances & Other Deductions

Employee Other Allowances section (blue header, "+ Add" button top-right):
Columns: ALLOWANCE | ALLOWANCE TYPE | SALARY TYPE | PERCENTAGE | ALLOWANCE VALUE | ACTIONS
Row 1: Medical (dropdown) | Fixed (dropdown) | — | — | 10000 | 🗑 (red)
Row 2: House Rent Allowance (dropdown) | Percentage (dropdown) | Gross (dropdown) | 10 % | 5500 | 🗑 (red)

Employee Other Deductions section (pink/red header, "+ Add" button):
Columns: DEDUCTION | DEDUCTION TYPE | SALARY TYPE | PERCENTAGE | DEDUCTION VALUE | ACTIONS
Row 1: Income Tax (dropdown) | Fixed (dropdown) | — | — | 5000 | 🗑

Bottom bar: Cancel (red) | Save (blue) | Save & Continue (green)

Salary Tab — Other Allowances: Medical (Fixed 10,000) + House Rent (10% of Gross = 5,500). Other Deductions: Income Tax (Fixed 5,000). All rows have dropdown selectors and a red delete icon.

4.7 Family Info Tab

  Screen 13 — Family Info Tab

Family Info tab active (underlined).
"Lists of Family Members" section (👭 people icon) with "+ Add" button top-right

Table columns: # | FIRST NAME | LAST NAME | RELATION | CNIC NO. | PHONE NO. | (delete)

Row 1: 🔸1 | Jhony | Miller | Father ⌄ | 87869-6708047-8 | 175858585 | 🗑
Row 2: 🔸2 | Maya | Miller | Mother ⌄ | 12855-8974715-2 | 282982585 | 🗑

Cancel (red) | Save (blue) | > Save & Continue (green)

Family Info Tab — Two family members: Father (Jhony Miller, CNIC: 87869-6708047-8) and Mother (Maya Miller, CNIC: 12855-8974715-2). Row numbers shown as blue-outlined circles (1, 2).

4.8 Education Tab

  Screen 14 — Education Tab

Education tab active (underlined).
"Lists of Education Information" (🎓 graduation cap icon) with "+ Add" button

Table columns: INSTITUTE NAME | DEGREE | DEGREE NAME | START DATE | COMPLETION DATE | OBTAINED MARKS (CGPA)

Row: University of Cambridge… (truncated dropdown ⌄) | Masters (dropdown ⌄) | Business (text) | 03/05/2016 (📅) | 31/08/2019 (📅) | 3.8

Horizontal scrollbar at bottom of table | Cancel | Save | > Save & Continue

Education Tab — Sophia Miller: Masters in Business from University of Cambridge (Mar 2016 – Aug 2019), CGPA 3.8. Scroll right to see any additional columns.

4.9 Work Experience Tab

  Screen 15 — Work Experience Tab

Breadcrumb: 🏠 › Employees › Edit
Work Experience tab active. "Lists of Work Experience" (💼 briefcase icon) with "+ Add" button

Table columns: COMPANY NAME | DESIGNATION | START DATE | END DATE | DESCRIPTION | DOCUMENT

Row: Abc (text) | Developer (text) | 19/05/2021 (📅) | 29/10/2023 (📅) | "Roles & responsibilities…" (placeholder) | 📎 Attach (blue outlined button) | 🗑

Horizontal scrollbar visible at bottom

Work Experience Tab — Previous employment at "Abc" as a Developer (May 2021 – Oct 2023). The blue Attach button uploads an experience letter or reference document for that role.

4.10 Documents Tab

  Screen 16 — Documents Tab

Documents tab active. "Employee Documents" (📄 document icon) with "+ Add" button

Table columns: MEDIA CATEGORY | DESCRIPTION | DOCUMENT | (delete)

Row: Policy Documents (dropdown ⌄, full-width left) | "Brief document details" (placeholder text input) | 📎 Attach (blue outlined button with paperclip) | 🗑

Cancel (red) | Save (blue) | > Save & Continue (green)

Documents Tab — "Policy Documents" selected as media category. One empty row ready to fill. The Attach button opens a file picker. Delete icon (trash) removes the row.

4.11 Shift Settings Tab

  Screen 17 — Shift Settings Tab: “Update Shift Setting”

Shift Settings tab active. Page heading: "Update Shift Setting"

Row 1: Name*=General Shift (text input) | Type*=Shift (dropdown ⌄) | Shift*=General Shift (dropdown with ⏰ clock icon)
Row 2: Rest Days*=Saturday, Sunday (dropdown with 🛋 sofa icon on left)
Row 3 (three toggles in a row):
• Custom Rest Days = ON (blue ✓)
• Overtime = OFF (grey —)
• Grace Time = OFF (grey —)
Row 4: Description* = "General Shift" (multi-line text area, full width)

Cancel (red) | Save (blue) | Save & Continue (green)

Shift Settings Tab — "Update Shift Setting" form for Sophia Miller. Assigned "General Shift" type with Saturday+Sunday rest days. Custom Rest Days ON; Overtime and Grace Time OFF.

4.12 Bank Details Tab

  Screen 18 — Bank Details Tab: Employee Bank Details

Bank Details tab active. Section: "Employee Bank Details" (🏛 bank icon)

Row 1: Account Title*=Sophia Miller (with 🏴 ID card icon on right) | Account Number*=12989287217418 (with # icon on right)
Row 2: Employee Bank*=Goldman Sachs (dropdown ⌄ with 🏛 bank icon on right) | Employee Payment Type=Bank (dropdown ⌄ with 💳 card icon on right)
Row 3: Branch Code*=48585 (with 📍 location pin icon on right) | IBAN Code*=GS48582141578214 (with 🌐 globe icon on right)

Cancel (red) | Save (blue) | > Save & Continue (green)

Bank Details Tab — Sophia Miller: Goldman Sachs bank, Bank transfer payment, branch code 48585, IBAN GS48582141578214. Each field has a contextual icon on the right edge.

4.13 Assets Tab

  Screen 19 — Assets Tab: Assigned Assets

Assets tab active. Section: "Assigned Assets" (🖼 laptop/monitor icon) with "+ Add" button

Table columns: SELECT ASSET | SERIAL NUMBER | ASSIGNED DATE | RECEIVED FROM | RECEIVED DATE | BUY BACK DATE

One blank input row (ready to fill):
Please Select (dropdown ⌄) | e.g. SN-123456 (placeholder text) | mm/dd/yyyy (📅) | HR / Dept (placeholder) | mm/dd/yyyy (📅) | mm/dd/yyyy

Horizontal scrollbar visible at bottom of table
Cancel (red) | Save (blue) | > Save & Continue (green)

Assets Tab — One blank row ready to fill. No assets currently assigned to Sophia Miller. Scroll right to see the Buy Back Date column (6th column, partially off-screen).

4.14 Leave Settings Tab

  Screen 20 — Leave Settings Tab

Leave Settings tab active (underlined).

Leave Policy* field (full-width dropdown): = Management

"Is Leave Allowed" label with toggle switch = ON (blue with white ✓)

Bordered inner panel containing 4 toggle switches in a row:
• Is Leave Approval Needed = ON (blue ✓)
• Is Mobile Leave Allowed = OFF (grey —)
• Is Web Leave Allowed = OFF (grey —)
• Is CPL Allowed = OFF (grey —)

Leave Restrictions* field (full-width dropdown, 🚫 no-entry icon on left): = None

(Save buttons appear when scrolling down past this section)

Leave Settings Tab — "Management" leave policy assigned. Is Leave Allowed = ON (master switch). Is Leave Approval Needed = ON. Mobile Leave, Web Leave, and CPL are all OFF. No restrictions (None).

4.15 Leave Settings Tab — Leave Policy Details (Scrolled)

When you scroll down on the Leave Settings tab, two additional sections appear showing the leave policy quota breakdown for this employee.

  Screen 21 — Leave Settings Tab — Leave Policy Details (scrolled view)

Two sub-sections visible when scrolled:

Leave Policy Details section (grey header):
Columns: LEAVE TYPE | IS ACTIVE | MONTHLY AMOUNT | YEARLY AMOUNT
• Sick leave badge | Toggle = OFF/greyed (checkmark visible but inactive) | Monthly: 8 | Yearly: 8
• Casual leave badge | Toggle = OFF/greyed | Monthly: 10 | Yearly: 10

Employee Leave Policy Details section (grey header):
Columns: LEAVE TYPE | IS ACTIVE | MONTHLY AMOUNT | YEARLY AMOUNT
• Sick leave badge | Toggle = ON (blue ✓) | Monthly: 8 | Yearly: 8
• Casual leave badge | Toggle = ON (blue ✓) | Monthly: 10 | Yearly: 10

Bottom bar: Cancel (red) | Save (blue) | Save & Continue (green)

Leave Policy Details — the top section shows the policy-level defaults (inactive/greyed). The lower 'Employee Leave Policy Details' section shows the actual active entitlements for this specific employee: Sick Leave (8/year) and Casual Leave (10/year), both enabled.

4.16 Attendance Setting Tab

The Attendance Setting tab (11th tab in the employee profile) controls how attendance is tracked, verified, and approved for this specific employee. It reveals more options when Attendance Permission is toggled ON.

  Screen 22 — Attendance Setting Tab — Basic State (Attendance Permission OFF)

Tab bar: Basic | Salary | Family Info | Education | Work Experience | Documents | Shift Settings | Bank Details | Assets | Leave Settings | Attendance Setting (active) | Next of Kin | Allowances

Page title: "Attendance Settings"

Two toggle cards side by side:
• LEFT card: "Attendance Permission" — toggle = OFF (grey —)
• RIGHT card: "Auto-Mark Attendance" — toggle = ON (blue ✓)

Three action buttons: Cancel (red) | Save Changes (blue) | Save & Continue (green)

Note: When Attendance Permission is OFF, no additional options appear (compact view). The tab bar also now reveals two more tabs beyond Leave Settings: Next of Kin and Allowances.

Attendance Setting Tab — basic state. Attendance Permission is OFF (employee uses default system attendance). Auto-Mark Attendance is ON (system automatically marks attendance based on shift schedule). The expanded tab bar shows Next of Kin and Allowances are also available tabs.

  Screen 23 — Attendance Setting Tab — Expanded (Attendance Permission ON)

Attendance Permission = ON (blue ✓) — reveals all attendance sub-options below
Auto-Mark Attendance = OFF (grey —)

Left column of toggles (all OFF/grey):
• Manual Attendance — "Directly through the admin portal"
• Mobile App Attendance — "Via Employee Mobile Application"
• Web App Attendance — "Via Employee Web Portal"
• Selfie Verification — "Force camera capture on check-in"

Right column of toggles (all OFF/grey):
• Attendance Approval — "Manager Approve Attendance"
• Missing Attendance Approval — "Manager Approve Missing Attendance"
• Outdoor Duty (OD) — "Allow Outdoor Duty"
• OD Approval — "Manager approval required for OD"

Geo/Network Restrictions* dropdown (full-width) = None (with 📍 location pin icon)
Cancel | Save Changes | Save & Continue

Attendance Setting Tab — expanded state when Attendance Permission is ON. All 8 attendance method/approval toggles become visible. Currently all sub-options are OFF. Geo/Network Restrictions set to None.

4.17 Next of Kin Tab

The Next of Kin tab (12th tab) records the employee's primary emergency contact — the person to notify in case of an accident, medical emergency, or urgent situation.

  Screen 24 — Next of Kin Tab — Emergency Contact (Next of Kin) Form

Tab bar shows: Attendance Setting | Next of Kin (active/underlined) | Allowances

Section heading: "Emergency Contact (Next of Kin)" (with person icon 👤)

Form fields (all empty — awaiting entry):
Row 1: First Name* (required, with person icon 👤) | Last Name* (required)
Row 2: Relationship* (required dropdown ⌄) | CNIC / Govt ID (Optional)
Row 3: Emergency Phone Number* (required, with phone icon 📞, half-width)

Action buttons: Cancel (red) | Save (blue) | > Save & Continue (green)

Next of Kin Tab — Emergency Contact form for Sophia Miller. All fields are empty and awaiting entry. First Name, Last Name, Relationship, and Emergency Phone Number are required fields. CNIC/Govt ID is optional.

4.18 Allowances Tab (Bonuses)

The Allowances tab (13th and final tab) is dedicated to recording one-time bonuses and special payments made to the employee, separate from their recurring monthly salary structure.

  Screen 25 — Allowances Tab — Lists of Bonuses

Tab bar: Next of Kin | Allowances (active/underlined)

Section heading: "Lists of Bonuses" (with gift/bonus icon 🎁) and "+ Add" button top-right

Table columns: TYPE | AMOUNT | YEAR | DATE | (delete)

One blank input row (ready to fill):
Type = Please Select (dropdown ⌄) | Amount = 0.00 (numeric input) | Year = Please Select (dropdown ⌄) | Date = mm/dd/yyyy (📅 date picker) | 🗑 delete

Action buttons: Cancel (red) | Save (blue) | > Save & Continue (green)

Allowances Tab — Lists of Bonuses section with one blank input row. No bonuses are currently recorded for Sophia Miller. Click + Add to insert additional rows for multiple bonuses.

4.19 Probation / Contractual Module

Navigate: Sidebar → Employees → Probation / Contractual. This module provides a dedicated filtered view of employees currently on probationary or contractual terms, separate from the full employee directory. Breadcrumb: 🏠 › Admin › HR › Probation Employees / Contractual Employees.

  Screen 26 — Probation / Contractual — Probation Tab (currently empty)

Page title: "Employees" | Breadcrumb: 🏠 › Admin › HR › Probation Employees

Two tab buttons at top:
• Probation tab = active (white background, blue checkmark ✓ + bold text)
• Contractual tab = inactive (grey, calendar/document icon)

Search bar (🔍 icon, placeholder "Search") top-left of table area
Three action icons top-right: ≡ Filter | ↻ Refresh | ⬇ Export

Table columns: Code | Image | Information | Details | Date of Joining | Expected Confirmation | Employee Type | Status | Actions

Table body: Empty (no data rows)
Pagination: Items per page: 50 | 0 of 0 | ‹ › navigation

Probation tab — currently 0 employees on probation. The 'Expected Confirmation' column (unique to this view) shows when the probationary period is scheduled to end for each employee.

  Screen 27 — Probation / Contractual — Contractual Tab (currently empty)

Same page, Contractual tab now active:
Breadcrumb: 🏠 › Admin › HR › Contractual Employees

Two tab buttons:
• Probation tab = inactive (document/calendar icon)
• Contractual tab = active (blue checkmark ✓ + bold text)

Table columns (different from Probation view): Code | Image | Information | Details | Date of Joining | Contract Expiry Date | Employee Type | Status | Actions

Table body: Empty (0 of 0)
Same search, filter, refresh, export icons available

Contractual tab — currently 0 contractual employees. The key column difference from Probation view: 'Contract Expiry Date' replaces 'Expected Confirmation' — showing when the contract is due to expire.

5. Attendance Module

Navigate: Sidebar → Attendance (expand sub-menu). The Attendance module contains two key screens: Attendance Sheet (visual calendar view of daily attendance) and Generate Timesheets (export detailed timesheet reports).

5.1 Attendance Sheet

The Attendance Sheet provides a visual day-by-day calendar grid of an employee's attendance for any selected date range. Breadcrumb: 🏠 › Attendance › Sheet.

  Screen 28 — Attendance Sheet — John Doe (1001), Apr 1 – Jun 30, 2026

Page title: "Attendance Sheet" | Breadcrumb: 🏠 › Attendance › Sheet

Filter bar (top):
• Select Employee field = "1001 - John Doe" (with ✕ clear button)
• From Date* = 01/04/2026 (calendar picker 📅)
• To Date* = 30/06/2026 (calendar picker 📅)
• Search button (blue outlined)

Filter label below: "Filtered by: Apr 1, 2026 – Jun 30, 2026"

Legend (top-right):
• ⊗ Weekend (grey circle with minus)
• ✅ Present (green circle with checkmark)
• ❎ Leave / Absent (red circle with X)
• ⭐ Holiday (gold/yellow star)

Table:
Header row: Employee Name | numbered date columns (1–30 for each month, scrollable horizontally)
John Doe row (ID: 1001, with photo): a continuous scrolling row of ✅❎⭐ symbols per day
Horizontal scrollbar at bottom to navigate across months

Attendance Sheet — John Doe's attendance from April 1 to June 30, 2026. Green checkmarks = Present, Red X = Leave/Absent, Gold stars = Holidays, Grey circles = Weekends. The row scrolls horizontally to show all 90 days.

How to View an Attendance Sheet

5.2 Generate Timesheets

The Generate Timesheets screen allows administrators to produce detailed timesheet reports for one or all employees over a selected period. Breadcrumb: 🏠 › Admin › Attendance › Generate Timesheets.

  Screen 29 — Generate Timesheets — Employee Wise, Jane Smith (1002), April 2026

Page title: "Generate Timesheets" | Breadcrumb: 🏠 › Admin › Attendance › Generate Timesheets

5 filter fields in a row:
• Type* = "Employee Wise" (dropdown ⌄) — generate for a specific employee
• Employee = "1002 - Jane Smith" (with ✕ clear button)
• Year* = "2026" (dropdown ⌄)
• Month* = "April" (dropdown ⌄)
• Day = "All" (dropdown ⌄)
• Generate button (blue outlined)

Content area below: Empty (results appear here after clicking Generate)

Generate Timesheets — configured to generate a timesheet for Jane Smith (1002), Employee Wise, for the entire month of April 2026. Click Generate to produce the report.

How to Generate a Timesheet

5.3 Employee Timesheets — Detailed View

The Timesheets sub-menu item (under Attendance in the sidebar) opens the full Employee Timesheets screen. This is the most detailed attendance view in the system, showing day-by-day breakdown with check-in/out times, hours calculations, and row-level actions. Breadcrumb: 🏠 › Admin › Attendance › Employee Timesheets. URL: admin.cloud-hrms.com/#/admin/attendance/time-cards

  Screen 30 — Employee Timesheets — Full Detail Table (John Doe, Apr 1 – Jun 30, 2026)

Page title: "Employee Timesheets" | Breadcrumb: 🏠 › Admin › Attendance › Employee Timesheets

Filter bar (top):
• Employee = "1001 - John Doe" (with 👤 person icon) | From Date* = 01/04/2026 | To Date* = 30/06/2026 | Get Time Card button (blue outlined, top-right)

Legend row: ⚫ Holiday | ⚫ Gazetted Holiday | ⚫ Absent | ⚫ Leave
Summary stats (top-right):
• 🕐 Total Required Hours: 340
• ✅ Total Present Hours: 216.83
• 🟥 Total Short Hours: 183.31
• Show Time In Minutes toggle (OFF)

4 Filter tabs: ✓ All (active) | Present | Short Time | Absent

Table columns (scrollable): Date | Day | Status | Shift Name | Time In | Time Out | Late In Hours | Early Out Hours | Late Between Hours | Required Hours | Present Hours | Short Hours | OverTime Hours | Total Present Hours | Actions

Sample rows visible:
• 01/04/2026 Wednesday Present General Shift 09:08:00 → 16:08:00 | Late: - | Early Out: 2.87 | Required: 8 | Present: 15.83
• 03/04/2026 Friday Absent (pink/red row) | Time In: - | Short Hours: 8
• 04/04/2026 Saturday Holiday (peach/orange row) | 0 required hours
• 10/04/2026 Friday Absent (pink row) | Short Hours: 8

Actions column per row (3 icons): 👁 View | 📅 Apply Attendance | ↻ Override Shift

Employee Timesheets — the most detailed attendance view. Each row shows full daily breakdown. Pink/red rows = Absent. Orange/peach rows = Holiday. Actions let you view detail, apply attendance, or override shift for individual days.

Summary Statistics Explained

Table Columns Explained

Row-Level Action Icons

• 👁 View (eye icon) — Opens the Attendance Detail popup showing all attendance logs for that specific day.
• 📅 Calendar/Apply icon — Opens the Apply Attendance dialog to manually add or correct a time-in/time-out record for that date.
• ↻ Override Shift icon — Opens the Override Shift dialog to temporarily reassign a different shift to the employee for a specific date range.
• 🟥 Red X icon (visible on Absent rows only) — Opens the Apply Leave dialog to retroactively apply a leave type to an absence.

5.4 Timesheets — Action Popups

Three action popups are accessible from the Actions column on the Employee Timesheets screen. Each opens as a modal dialog over the timesheet table.

  Screen 34 — Attendance Detail Popup — Logs for 01 Apr 2026, John Doe

Modal title: "Attendance Detail" | Subtitle: "01 Apr 2026 · John Doe"

Section: "Attendance Logs" (blue left border label)
Table columns: Date | Time In | Time Out | Type | Reason | ℹ Info

Two log rows for 01 Apr 2026:
Row 1: 01 Apr 2026 | → 10:05:00 (green arrow, Time In) | ← 16:08:00 (red arrow, Time Out) | Manual badge | Reason: testing | ℹ
Row 2: 01 Apr 2026 | → 09:08:00 | ← 18:55:00 | Manual badge | Reason: Attendance | ℹ

Close button (red, bottom-right)

Behind modal: Full timesheet table with 01/04/2026 Present, 03/04/2026 Absent highlighted, etc.

Attendance Detail popup — shows all individual attendance log entries for a single day. April 1, 2026 for John Doe has two Manual entries: one from 10:05–16:08 (reason: testing) and one from 09:08–18:55 (reason: Attendance). The green arrow = Time In, red arrow = Time Out.

  Screen 35 — Apply Attendance Dialog — Manual Attendance Entry for John Doe

Modal title: "Apply Attendance" (blue/purple header)

Form fields:
• Employee (read-only, greyed): John Doe (with 👤 person icon on right)
• Type* = Manual (dropdown ⌄ + hierarchy icon)
• Date* = 02/04/2026 (date picker 📅)
• In Time* = 10:05 (time input with 🕐 clock icon)
• Out Time* = 19:05 (time input with 🕐 clock icon)
• Reason* = (empty text area, required)

Two buttons at bottom-right: Close (red) | Apply (blue)

Apply Attendance dialog — used to manually enter or correct a time-in/time-out record for a specific date. Type is set to Manual, date is 02/04/2026, In Time 10:05, Out Time 19:05. A Reason must be entered. Click Apply to save the record.

  Screen 36 — Override Shift Dialog — Temporary Shift Change for John Doe

Modal title: "Override Shift" (blue/purple header)

Form fields:
• Name field (text input, with 👤 employee icon on right)
• Type = employee (greyed, read-only, with 👥 group icon on right)
• Employee = John Doe (with 👤 person icon on right)
• To Shift* = (dropdown ⌄ with 📋 copy icon — select the replacement shift)
• From Date = 02/04/2026 (date picker 📅)
• To Date = 02/04/2026 (date picker 📅)
• Description = (large text area with 📄 document icon)

Two buttons: Close (red) | Apply (blue)

Override Shift dialog — temporarily reassigns a different shift to the employee for a specific date range (here 02/04/2026 to 02/04/2026 = one day only). Select the replacement shift from the 'To Shift' dropdown. The override reverts automatically after the specified date range ends.

  Screen 37 — Apply Leave Dialog — Retroactive Leave Application from Timesheets

Modal title: "Apply Leave" (blue/purple header)

Form fields:
• Employee (read-only, greyed): John Doe (with 👤 person icon on right)
• Leave Type* = (dropdown ⌄ + 👥 icon — select leave category)
• Remaining Leaves Amount = (auto-filled when Leave Type is selected, with 📅 icon)
• Half Leave toggle = OFF (grey) — for half-day leave applications
• Date From* = 03/04/2026 (date picker 📅)
• Date To* = 03/04/2026 (date picker 📅)
• Reason* = (required text area)

Two buttons: Close (red) | Apply (blue)

Apply Leave dialog — opened from the red X icon on an Absent row in the timesheet. Retroactively applies a leave type (e.g., Sick Leave, Casual Leave) to the absence on 03/04/2026. The Remaining Leaves Amount auto-populates once a Leave Type is selected. Half Leave toggle allows applying only a half-day.

5.5 Mark Attendance

Navigate: Sidebar → Attendance → Mark Attendance. This screen shows a centralised log of all attendance records across all employees — filtered by type (Normal, Missing, OD, Manual) or viewed as All. It also provides the Mark Manual Attendance action button. Breadcrumb: 🏠 › Admin › Attendance › Attendance.

  Screen 31 — Mark Attendance — Attendance Log (Sophia Miller, All Type, April 2026)

Page title: "Attendance" | Breadcrumb: 🏠 › Admin › Attendance › Attendance

Four filter tabs (top-left): Normal | Missing | OD | All (active, blue ✓)
"Mark Manual Attendance" button (blue outlined, top-right)
Search bar | Filter ≡ | Refresh ↻ | Export ⬇ icons

Table columns: sr# | Employee Code | Employee Name | Date | In Time | Out Time | Type | Reason | Status

15 rows visible (all Sophia Miller, Employee Code 10012, Type: auto):
All rows show In Time: 09:00:00 and Out Time: 19:00:00, Reason: "System Generated Auto…" (truncated), Status: —
Dates (unordered): 29/04, 30/04, 16/04, 13/04, 14/04, 21/04, 17/04, 23/04, 22/04, 15/04, 28/04, 27/04, 24/04, 03/04, 08/04/2026

Mark Attendance screen — showing all attendance records for Sophia Miller (10012) in April 2026. All records are Type=auto (system-generated Auto Log) with 09:00–19:00 standard times. Status column is blank (no special flag). Records appear unordered by date.

Attendance Type Filter Tabs

Attendance Record Types

5.6 Attendance Approval

Navigate: Sidebar → Attendance → Attendance Approval. This screen lists all attendance records that require or have undergone manager approval. Records are filtered into three workflow states. Breadcrumb: 🏠 › Admin › Attendance › Attendance Approval.

  Screen 32 — Attendance Approval — Approved Records List (Sophia Miller, April 2026)

Page title: "Attendance Approval" | Breadcrumb: 🏠 › Admin › Attendance › Attendance Approval

Three workflow status tabs:
• Submitted for Approval (pending review)
• Approved (active, blue ✓) — currently viewing approved records
• Rejected (denied records)

Search bar | Filter ≡ | Refresh ↻ | Export ⬇ icons top-right

Table columns: ▢ Checkbox | Employee Code | Employee Name | Date | In Time | Out Time | Type | Reason | Status | Actions

Multiple rows for Sophia Miller (10012), all April 2026 dates:
All records: In Time 09:00:00 → Out Time 19:00:00 | Type: auto | Reason: System Generated Auto Log | Status: —
Dates: 29/04, 30/04, 14/04, 13/04, 15/04, 27/04, 28/04, 24/04, 16/04, 17/04, 21/04, 22/04, 23/04, 06/04, 08/04 and more

Actions per row: 👁 View (eye) | 🗑 Delete (red trash)

Attendance Approval — Approved tab showing all approved auto-generated attendance records for Sophia Miller (10012) in April 2026. Standard 09:00–19:00 auto records, all auto-type. Each row has a View and Delete action.

  Screen 33 — Employee Attendance History Popup — Jane Smith (1002)

Modal title: "Employee Attendance History" (blue/purple header with ✕ close button)

Section 1: "Report To Employee"
Table: Image | Employee Code | Employee Name
Row: Jane Smith photo | 1002 | Jane Smith

Section 2: "Check-in / Check-out Details"
Columns: In Method | Out Method | In MAC | Out MAC | In Latitude | Out Latitude | In Longitude | Out Longitude | In Image | Out Image | Machine Location
Row: admin | admin | — | — | — | — | — | — | [grey photo placeholder] | [grey photo placeholder] | —

Section 3: "Approval History"
Columns: Employee Name | Employee Code | Status | Designation | Reason | Type | Date & Time
Row: — | — | Approved | — | Auto Approved | manual | 26-May-19 1:34:05

Close button (blue, bottom-right)

Behind modal: Attendance Approval list with multiple employees (John Doe 1001, Mike Johnson 1003) showing Approved status badges

Employee Attendance History popup — opened by clicking the View (eye) icon on any Attendance Approval row. Shows three sections: who the record reports to (Jane Smith, 1002), the technical check-in/check-out method details (admin entry, no GPS/MAC data), and the approval history (Auto Approved, manual type, May 26 2019 1:34:05).

Attendance Approval Workflow States

Employee Attendance History Popup — Field Reference

5. Frequently Asked Questions

6. Troubleshooting Guide

7. Glossary of Terms

8. Best Practices