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Get Started with Runtime HRMS

Welcome to Runtime HRMS. We're glad that you decided to give it a try. Runtime HRMS is not just a software service, but it is a promise made by us to you. We promise that by using our service, you will be able to develop a happier workplace. With happier and more fulfilling experience at work, your people will be able to perform more and this software will pay back it's price many times over. This guide will take you through some basic steps to get started.

Setting Up

Add Masters

Once you are logged in, go to Setup menu and click on "Locations". Here, you will see one default location created for you. You can rename this and provide a meaningful name like 'New Delhi' or 'Mumbai'. If you operate from multiple locations, you can add them by clicking on 'Add' button and providing the location name. Similarly, you can create Cost Centers, Departments, Grades and Designations. Adding all the entries on these setup items is recommended before proceeding to next step.

Leaves & Leave Policies

Go to Setup > Leave & Attendance. We've added a couple of default leave types like 'Casual Leave' and 'Sick Leave'. You can edit these and add more as per your requirement. For each leave type, you can define grant, lapse and encashment policies. For more information on this topic, you can refer to this link.

Statutory Deductions

In case you have ESI or PF applicable on your business, you need to enable the deductions. To access settings for statutory deductions, go to Setup > Statutory > ESI (or PF). We have detailed information on all the deductions in following articles:
  • ESI Settings
  • PF Settings
  • Professional Tax Settings
  • Income Tax Settings
More information on configuring statutory deductions can be found here.

Add or Import Employees

After you have done the initial setup described above, you can go ahead and create employees. There are two ways in which you can do this:
  • Adding single employee from 'Add Employee' option
  • Import multiple employees from Excel
To add employees one by one, go to Employees Menu and click on 'Add New Employee'. Fill out the form and click 'Save & Continue'. You can add more information like Addresses, Personal Information, Family members and more on the following page. To import employees from excel, go to Employees Menu and click on 'Import Employees'. Click 'Download' at the top to download an excel file. In the downloaded excel file, fill out your employee information. If you already have employee data in an excel file, you can copy-paste data from it. Once the file is ready, select the values like Location, Cost Center, Department, Designation, Workshift on screen and upload the file. Note: If you are uploading from multiple locations/departments etc. split your file in multiple files and upload one by one by selecting the correct values. For detailed guide on adding a single employee, click here. For instructions on uploading multiple employees using excel, click here.

Update Employee Salary

For each employee added, you need to fill out their salary details. Again, this can be done in two ways:
  • Updating single employee salary
  • Bulk Update Salary
To update salary for one employee, go to Employees Menu and click on 'All Employees'. Search for the employee using location/department dropdown or type a few characters in employee search box and click on 'Load' Once you see the employee record in the table below, click on 'Edit' icon at end of the row. Go to 'Salary' tab and provide the salary details on this page. You will see salary components as defined in earlier steps. Enter the amount and click on 'Save' To bulk update salary for multiple employees, go to 'Data Capture' > 'Bulk Salary Update' Select the month and year from which you want to update salary and click on 'Load' button to show list of employees. You will see salary components on columns and employee names on rows. Enter salary information and click on 'Save' icon at end of each row to update salary.

Employee Attendance

Employee attendance can be marked using following options:
  • Using Runtime Workman mobile application
  • Manual Attendance marking for each employee
  • Uploading attendance for multiple employees using Excel template
To read more about above options, click here.

Run Payroll

Once you have created employees, updated their salaries and marked attendance, you are ready to process payroll. Go to Data Capture > Payroll Run. Click on 'Start' button. If the period displayed is not correct, you need to add relevant period under Setup > General > Periods and set it as active period. Depending upon the number of employees, payroll processing will take a few seconds to a few minutes to finish.

View Reports

After finishing payroll run, you can view Salary Register for your company or and Salary Slips for individual employees. To generate salary reports go to Reports > Salary Reports > Salary Summary. Select a location or department if you wish to see the report only for that location or department and click on "View Summary" to view the gross numbers on screen. Following options are available to generate further reports:
  1. Export Summary: Exports the displayed summary in excel (just gross salary, gross deductions and net salary)
  2. Salary Register (Excel): Download full salary register with inidividual components, deductions and employee details in excel format.
  3. Salary Register (PDF): Export salary register in an well arranged format in a PDF file.
  4. Salary Slips: Exports salary slips of individual employees in PDF format
  5. E-Mail Salary Slips: E-Mails salary slips of individual employees to their 'Official E-Mail' address (if saved in employee profile).
This is a high level guide to get you started with Runtime HRMS. To know more about a particular topic, click on the relevant links included in the guide. To view list of all help articles, click here.