Administrator Guide

System administration and configuration.

Table of Contents

1. Admin Responsibilities
2. User Management
   1. Creating Users
   2. Resetting Passwords
   3. Role Management
3. Department Configuration
   1. Adding Departments
   2. Assigning Employees
4. Leave Configuration
   1. Leave Types
   2. Annual Reset
5. Payroll Administration
   1. Monthly Payroll Process
   2. CPF Submission
6. Expense Administration
   1. Category Management
   2. Bulk Approval
7. Calendar Administration
   1. Managing Holidays
   2. Company Events
8. Reports
   1. Available Reports
   2. Exporting
9. System Settings
   1. Company Information
   2. Email Configuration
10. Security
    1. Best Practices
    2. Audit Logs

---

Admin Responsibilities

As a system administrator, you can:

• Manage all employee records
• Configure departments and roles
• Process payroll
• Set up leave types and policies
• Manage expense categories
• Create company-wide events
• Access all reports

---

User Management

Creating Users

1. Navigate to Staff Directory > Add Employee
2. Fill in required fields:
   • Email (must be unique)
   • First and last name
   • Department
   • Position
   • Role (Staff, Manager, HR, Admin)
3. System generates temporary password
4. Employee receives welcome email

Resetting Passwords

1. Go to employee profile
2. Click Actions > Reset Password
3. New temporary password generated
4. Employee notified by email

Role Management

Role	Permissions
Staff	View own data, submit requests
Manager	+ Approve team requests
HR	+ Manage employees, payroll
Admin	Full system access

---

Department Configuration

Adding Departments

1. Go to Settings > Departments
2. Click Add Department
3. Enter:
   • Name
   • Code (unique identifier)
   • Description
4. Save

Assigning Employees

Employees are assigned to departments via their profile.

---

Leave Configuration

Leave Types

1. Navigate to Settings > Leave Types
2. View/edit existing types:
   • Name
   • Code
   • Default days
   • Description

Annual Reset

Leave balances automatically reset on January 1st.

---

Payroll Administration

Monthly Payroll Process

1. Prepare
   • Verify employee salary info is current
   • Check for new hires/terminations
2. Generate
   • Navigate to Payroll > Run Payroll
   • Select month/year
   • Review calculations
   • Generate payslips
3. Review
   • Check CPF calculations
   • Verify deductions
   • Compare to previous month
4. Finalize
   • Approve payroll
   • Mark as Paid after bank transfer

CPF Submission

Export CPF data for submission to CPF Board.

---

Expense Administration

Category Management

1. Go to Settings > Expense Categories
2. Add/edit categories:
   • Name
   • Code
   • Description

Bulk Approval

Approve multiple expenses at once:

1. Select expenses in list
2. Click Bulk Actions > Approve
3. Confirm

---

Calendar Administration

Managing Holidays

1. Navigate to Calendar
2. Add public holidays for the year
3. Set as “All Day” events
4. Choose “Holiday” type

Company Events

Create company-wide events visible to all employees.

---

Reports

Available Reports

Report	Description
Employee List	All employees with details
Leave Summary	Leave taken by employee
Payroll Summary	Monthly payroll totals
Expense Report	Claims by category/period
CPF Report	CPF contributions summary

Exporting

All reports can be exported as:

• PDF
• CSV
• Excel

---

System Settings

Company Information

Update company details displayed in the system:

• Company name
• Address
• Contact information
• Logo

Email Configuration

Configure email notifications:

• Sender address
• Email templates
• Notification preferences

---

Security

Best Practices

• Use strong passwords
• Review user access regularly
• Monitor audit logs
• Keep the system updated

Audit Logs

View system activity:

• User logins
• Data changes
• Approvals