Book a demo
FEATURES
The full feature list.
All 126 features of SmartMy HRMS, grouped by area, each with the first plan that has it. Features marked "With SmartMy …" work when you also use that product.
Compare the plans side by side →ON THIS PAGE
01Roles and access02Foundation: employees and organisation03Shifts, offs and holidays04Attendance capture05Attendance processing06Leave07Payroll engine08Statutory, India09Income tax (TDS)10Payroll output and accounts11Loans, increments, bonus12Recruitment13Joining and probation14Letters, cards, documents, assets15Travel, expenses, benefits16Performance, conduct, learning17Agency staff18Exit19Views, approvals, reports20Self-service, app, notifications21Links and platform22More in the product01
Roles and access
3 featuresEach employee sees only their own records; managers see their team at any level belowEmployees see only their own records and managers see everyone below them in their team, so nobody needs a spreadsheet of who may see what.
HR officers limited to the companies, departments or locations given to themAn HR officer works only on the entities, departments or locations you give them.
Access levels within HR down to sections of the employee recordDecide which HR staff see which parts of the employee record, down to sections such as salary or documents.
02
Foundation: employees and organisation
7 featuresEmployee record: PAN, Aadhaar, UAN, PF, ESIC, passport, family, nominees, emergency contacts, education, previous employment, background checkOne record holds every statutory number, family and nominees, emergency contacts, education, past jobs and the background check.
Departments with sub-departments, designations, grades, employment types, staff categories, work locationsModel the organisation the way it is: departments and sub-departments, designations, grades, employment types, staff categories and work locations.
Policies set by company, location, department, category, grade or employee; the most specific one winsSet attendance, leave and other policies at any level, from the entity down to one employee; the most specific one applies.
Stages (probation, confirmed, notice, separated) and employee code numberingTrack where each employee stands, from probation to separation, and number employee codes your way.
One person with employee records in several group companies (People, group view)A person who works for several of your entities keeps one identity, with a group view of all their records.
Transfers and promotions with effective dates and historyTransfers and promotions take effect on a date and stay in the employee's history.
Transfer to another group company, keeping the person, UAN and serviceMove someone to another entity of the group without losing their UAN or their years of service.
03
Shifts, offs and holidays
5 featuresFixed, night, rotating, split and flexible shiftsEvery kind of shift a business runs, including night, rotating, split and flexible hours.
24-hour rotations with team offsets; shift swaps accepted by the colleague and approved by the managerRun round-the-clock rotations with teams offset from each other; employees swap shifts with a colleague's acceptance and the manager's approval.
Weekly-off patterns (for example Sundays plus 2nd and 4th Saturdays), half-day offsSet weekly offs such as Sundays plus the 2nd and 4th Saturdays, and half-day offs.
Holiday calendars with public and restricted holidays, yearly quota, holidays declared on the dayKeep holiday calendars with public and restricted holidays, a yearly quota of restricted ones, and holidays declared at short notice.
Roster planner: employees by days for 1, 2 or 4 weeksPlan who works which shift across one, two or four weeks on one screen.
04
Attendance capture
3 featuresCheck-in on the web, only from the networks the policy allowsEmployees mark attendance on the web, but only from the office networks your policy allows.
Check-in from the employee's approved phone with selfie and place checkEmployees check in from their own registered phone with a selfie and a location check.
Face recognition for attendance: a tablet in the HRMS app as a kiosk records the punch by face, and the phone check-in checks the face instead of the selfie (consent in the app, at the kiosk or on paper; enrolled by the attendance office; no photo kept)A tablet at the entrance records each employee's punch by face, and the phone check-in checks the face instead of a selfie; only with the employee's consent, and no photo is kept.
05
Attendance processing
6 featuresOne record per employee and day: status, paid days, loss of pay, late / early / overtime minutes, the rules applied in plain wordsEach day gets one attendance record with status, paid days, loss of pay and late, early and overtime minutes, and says in plain words which rule applied.
Grace for late and early, deductions from leave or as loss of pay, minimum hours for half and full daySet grace minutes, what happens after them (leave deducted or loss of pay) and the hours needed for a half or full day.
Regularisation requests (single and bulk), on duty, work from homeEmployees correct missed punches one by one or in bulk, and apply for on duty or work from home.
Overtime minutes by policy, converted to comp-offOvertime is counted by your policy and can turn into comp-off.
Corrections by authorised HR only, with a reason, logged before and after; "changed by HR" reportOnly authorised HR can change attendance, with a reason; the before and after are logged and reported.
Monthly attendance register with totals, filters and CSV exportA monthly register with totals and filters, exported to CSV.
06
Leave
5 featuresLeave types with yearly, quarterly or monthly credits, pro-rata for joinersCreate any leave type with yearly, quarterly or monthly credits, prorated for new joiners.
Limits per request, notice, half days, proof beyond N days, sandwich ruleSet the rules: maximum days per request, notice, half days, proof after a number of days and the sandwich rule.
Year end: carry forward, encash, lapse; credits that expireAt year end, leave is carried forward, encashed or lapsed by your rules, and some credits can expire.
Comp-off for work on offs and holidays; permissions (short leave)Working on an off day or holiday earns comp-off; short permissions are handled as well.
Approval per leave type: none, manager, HR, or manager then HRChoose per leave type who approves: nobody, the manager, HR, or the manager and then HR.
07
Payroll engine
8 featuresSalary components set up without code (fixed, % of another, % of CTC, slab, rate x quantity, monthly input)Build any salary component yourself: fixed, a percentage of another, of CTC, a slab, rate times quantity or a monthly input.
Standard India salary template; salary by annual CTC or monthly gross with breakupStart from a ready Indian salary structure and set pay by annual CTC or monthly gross with the breakup worked out.
Salary revisions with effective dates and historyEvery revision takes effect on a date and stays in the history.
Payroll run per company and pay period from the attendance record; joining, leaving or a salary change mid-periodRun payroll per entity and period straight from attendance, with joiners, leavers and mid-month salary changes prorated.
Monthly inputs, reimbursements, salary on hold and release, arrears component by componentAdd monthly inputs and reimbursements, hold and release salaries, and pay arrears component by component.
Payroll approval steps and a review screen for approvers without payroll rights; released salaries paid together with their own bank file and letterPayroll goes through approval steps, with a review screen for approvers who have no payroll rights; held salaries paid later get their own bank file and letter.
Pay preparation for other countries: gross pay without Indian statutory, file for an outside payrollFor staff outside India, prepare gross pay without Indian deductions and hand a file to the local payroll.
Payroll lock, reopen with a reason, audit trail, confidential salariesLock a finished payroll, reopen it only with a reason, keep an audit trail and hide salaries from those who should not see them.
08
Statutory, India
5 featuresPF (VPF, EPS split, ceiling or actual wages, EDLI and admin charges) with the ECR filePF worked out the way the rules say, including VPF, EPS, wage ceilings, EDLI and admin charges, with the ECR file for upload.
ESI contribution with the monthly fileESI is calculated each month and the upload file is ready.
Professional tax by state, labour welfare fundProfessional tax by each state's slabs, and the labour welfare fund.
Gratuity provided monthly in the accountsGratuity is provided for each month in the accounts, so the liability is never a surprise.
Minimum wage check by state, zone and skill; register of wages and muster rollSalaries are checked against the minimum wage for the state, zone and skill, and the wage register and muster roll are kept.
09
Income tax (TDS)
3 featuresBoth tax regimes, monthly TDS by projection, tax sheet on every payslipMonthly TDS from a projection of the year under either regime, with the tax working on every payslip.
Employee's tax declaration with a comparison of the two regimes; proofs accepted or rejected by payrollEmployees declare investments and compare the two regimes; payroll accepts or rejects the proofs.
Form 16 Part B, Form 12BA, Form 12BB as PDF; challans; Form 24Q data in ExcelForm 16 Part B, 12BA and 12BB as PDFs, challans, and Form 24Q data in Excel.
10
Payroll output and accounts
3 featuresPayslip in the company's layout as a password-protected PDF, sent by emailPayslips in your layout as password-protected PDFs, emailed to each employee.
Salary register in Excel; bank transfer files in formats set up on a formThe salary register in Excel and bank transfer files in your bank's format, set up on a form.
Accounting entries per company for salaries, payments and loansSalaries, payments and loans post to the accounts of each entity.
11
Loans, increments, bonus
3 featuresLoans and advances: interest free, flat or reducing, recovery in payroll, EMI holiday, top-up, foreclosure, statementGive loans and advances, interest free or with interest, recovered through payroll with EMI holidays, top-ups, early closure and a statement.
Increment cycle with proposals, budgets, approval by HR then top management, letters, arrearsRun the yearly increment with proposals, budgets and approval by HR and then management, with letters and arrears.
Statutory bonus and company bonusesPay statutory bonus and your own bonuses through payroll.
12
Recruitment
21 featuresManpower requisitions approved before postingManagers ask for headcount, and the request is approved before any job is posted.
Job postings: internal and on a public careers page with an application form and knock-out questionsPost jobs inside the company and on a public careers page with an application form and knock-out questions.
Candidate pipeline, duplicate matching, talent poolMove candidates through stages, catch duplicates and keep good ones in a talent pool.
Interview rounds with a panel, scorecards and each panelist's own locked assessmentSet interview rounds with a panel; each panelist scores on a scorecard and their assessment is locked once given.
Offer with salary breakup, approval, offer letter PDF, accept or decline on a link; the employee is made from the accepted offerMake an offer with the salary breakup, get it approved, send the PDF, let the candidate accept or decline by link, and create the employee from the accepted offer.
Resume bank: upload, versions, search, folders, merge, suggestions, consent and retention; import from a spreadsheetKeep every resume with versions, search, folders, merging and suggestions, with consent and retention handled; import from a spreadsheet.
Job boards: postings fed to boards, applications taken in by mail or file, monthly costsSend postings to job boards, take applications in from mail or files, and track what each board costs a month.
Employee referrals with a bonus paid in parts through payroll, leaderboardEmployees refer candidates; the referral bonus is paid in parts through payroll and a leaderboard keeps score.
Recruitment agencies with their own pages, fees and replacement period; the fee becomes a vendor billAgencies submit candidates on their own pages, with fees and a replacement period; their fee becomes a vendor bill.
Candidate self-fill form; background verification with packages, agencies and checks before joiningCandidates fill in their own details, and background checks run through packages and agencies before joining.
Candidate tests (online or at a kiosk) with markingCandidates take tests online or at a kiosk and are marked automatically.
Hiring drives: campus, walk-in, job fair; institutions, queues and a live boardRun campus drives, walk-ins and job fairs with institutions, queues and a live board.
One-way video interviewsCandidates record answers to your questions on video, and the panel watches when it suits them.
Hiring manager workspace, blind screening with a reveal log, and a recorded selection decision with back-upsHiring managers get their own workspace, can screen blind with a log of reveals, and record the selection decision with back-up candidates.
Stage rules without code, with a dry run and undoMake rules for what happens at each stage without code, try them on a dry run and undo them.
Manpower plan, headcount budget, supplementary requests, hiring freeze and exceptionsPlan headcount and its budget, handle extra requests, and freeze hiring with exceptions.
Recruitment service levels, ageing and delay reasons; recruiter load, monthly targets and My DayTrack time to fill, ageing and delay reasons, recruiter load, monthly targets and each recruiter's day.
Do-not-hire list with overrides; former employees recognised and rehired on the same personKeep a do-not-hire list with overrides, and recognise former employees so a rehire continues the same person.
Internal moves with the current manager's consent, release date and transfer orderEmployees move internally with their manager's consent, a release date and a transfer order.
Recruitment dashboard and 14 reports (screen, Excel, PDF, app)A recruitment dashboard and 14 reports, on screen, in Excel, as PDF and in the app.
Apply on WhatsApp (with a connected WhatsApp number)Candidates apply by WhatsApp when you have a connected WhatsApp number.
13
Joining and probation
11 featuresPre-joining link without a login: upload documents, accept policies, confirm the joining dateNew joiners use a link, without a login, to upload documents, accept policies and confirm their joining date.
Onboarding tasks across departments with owners, due dates and escalationJoining tasks go to IT, admin and other departments with owners, due dates and escalation.
Probation review, confirmation letter, extension up to the policy limitReview probation, send the confirmation letter, or extend it up to the policy limit.
Offer versions, the candidate's counter-offer and a negotiation logKeep every version of an offer, the candidate's counter-offer and the negotiation log.
Joining bonus and relocation with claw-back through payrollPay a joining bonus or relocation and recover it through payroll if the person leaves early.
Pay bands and salary fitment against peersCheck a new salary against the pay band and against peers before you offer it.
Joining watch from accepted offer to day one: risk score, touch-points, joining page, joining date requestsWatch candidates from the accepted offer to day one with a risk score, touch-points, a joining page and date change requests.
Joining kit signed electronically, nomination formsThe joining kit and nomination forms are signed electronically.
Medical fitness checks: rules, clinics, results, joining held until fitSet fitness rules and clinics, record results, and hold joining until the person is fit.
Buddy, first-day details and a first-week planGive each joiner a buddy, the first-day details and a plan for the first week.
30 / 60 / 90 day check-ins of new joiners; early attrition and early-leaver reportsCheck in with new joiners at 30, 60 and 90 days and see early attrition and early leavers.
14
Letters, cards, documents, assets
5 featuresEmployee documents with scans and a reminder before expiryKeep each employee's documents with scans and get a reminder before one expires.
Originals kept in custody, lent back with a promised return dateTrack original certificates held by the company and lent back with a promised return date.
Letters from templates (appointment, salary certificate, experience and others), requests by employees, bulk generation, QR page that confirms a letter is genuineMake letters from templates such as appointment, salary certificate and experience letter, on request or in bulk, with a QR page that proves a letter is genuine.
ID cards with QR: print, issue, re-issue with a charge through payrollPrint and issue ID cards with a QR, and charge a re-issue through payroll.
Assets: request, issue with acknowledgement, return, damage or loss recovered from salaryEmployees request assets; issue them with an acknowledgement, take them back, and recover damage or loss from salary.
15
Travel, expenses, benefits
3 featuresExpense claims with bills, checked line by line by accounts; own vehicle per kmEmployees claim expenses with bills, accounts check each line, and own-vehicle travel is paid per km.
Travel: entitlements by grade and city, requests with itinerary and advance, company bookings, settlement against the advanceSet travel entitlements by grade and city; employees request trips with an itinerary and advance, the company books, and the claim is settled against the advance.
Flexible benefit plan with declarations, bills and year-end closingEmployees declare a flexible benefit plan, submit bills, and the year closes cleanly.
16
Performance, conduct, learning
4 featuresAppraisals, simple or 360 degree, with goals, calibration and a rating that feeds increments and bonusRun simple or 360-degree appraisals with goals and calibration; the rating feeds increments and bonus.
Discipline: memo or show-cause, reply, committee hearing, fines and unpaid suspension through payroll, appealsIssue a memo or show-cause, take the reply, hold a committee hearing, and apply fines or unpaid suspension through payroll, with appeals.
Training: courses, sessions, nominations, attendance, certificates with expiry, required hoursRun courses and sessions with nominations, attendance, certificates that expire and required hours.
HR policies with versions, audience and acknowledgement deadlinesPublish HR policies with versions to the right people and track who acknowledged them by the deadline.
17
Agency staff
1 featuresAgencies with rates and licence; agency workers' attendance; monthly bill built from attendance and compared with the agency's invoiceKeep contract-labour agencies with rates and licence, record their workers' attendance, and build the monthly bill from it to compare with the agency's invoice.
18
Exit
3 featuresResignation and other separations with notice from policy, approval, buyout or waiverHandle resignations and other exits with notice from policy, approval, and buyout or waiver of notice.
Exit interviews and clearance per departmentHold exit interviews and get clearance from each department.
Full and final: held salary, leave encashment, gratuity, loans, dues, final TDS, approved by HR then accounts; relieving letterSettle full and final with held salary, leave encashment, gratuity, loans, dues and final TDS, approved by HR and then accounts, and issue the relieving letter.
19
Views, approvals, reports
7 featuresOne approvals inbox with delegation, reminders and escalationEvery approval in one inbox, with delegation when someone is away, reminders and escalation.
Multi-level approval chains per company and kind of request, set up in one clickSet approval chains of any length per entity and kind of request, made ready in one click.
Employee 360 screen; organisation chart with search and CSV exportSee everything about an employee on one screen, and an organisation chart you can search and export.
Vacancies on the organisation chart (open positions from recruitment)Open positions from recruitment show on the organisation chart.
Reports: headcount, attrition, leave liability, attendance changed by HRHeadcount, attrition, leave liability, and attendance changed by HR.
Reports: salary cost by company, department, component and monthSalary cost by entity, department, component and month.
Reports: training hours, travel and expense analysisTraining hours, and travel and expense analysis.
20
Self-service, app, notifications
3 featuresEmployees and managers sign in on the web with their own login and work on their own recordsEmployees and managers sign in on the web with their own login and work on their own records.
Phone app for employees, managers and HR (attendance, leave, approvals; more sections as the tier adds them)One phone app for employees, managers and HR: attendance, leave and approvals, with more sections as your plan adds them.
Notices by email and inside the product for requests, decisions, reminders and escalationsRequests, decisions, reminders and escalations reach people by email and inside the product.
21
Links and platform
6 featuresWith SmartMy Campus: teaching / non-teaching flag, vacations and vacation duty that earns leaveFor schools and colleges on SmartMy Campus: teaching and non-teaching staff, vacations, and vacation duty that earns leave.
With SmartMy Campus: guest faculty paid per lecture taken from the timetableGuest faculty are paid per lecture, counted from the Campus timetable.
Grievance (confidential complaints, POSH committee) includedA confidential complaints channel with a POSH committee is included.
Go-live import from Excel: employees, statutory details, bank, documents, opening leave balances, past attendanceBring employees, statutory details, bank, documents, opening leave balances and past attendance in from Excel on day one.
Several companies in one account, each holding HRMS; a person is counted in the company that employs themRun several entities in one account; a person is counted in the entity that employs them.
Canteen, hostel and shop purchases recovered from salary as a payslip line, settled at exitCanteen, hostel and shop purchases are recovered from salary as a payslip line and settled at exit.
22
More in the product
11 featuresWage runs paid daily, weekly, fortnightly or twice a month, with loans, bank file and accountingPay workers daily, weekly, fortnightly or twice a month, with loans, bank file and accounting.
Management reports: payroll comparison, joiners and leavers, increments, bank letter, statutory statementsPayroll comparison, joiners and leavers, increments, the bank letter and statutory statements.
Provisions report: gratuity, bonus and leave liability at the encashment rateSee the gratuity, bonus and leave liability you are carrying, at the encashment rate.
Go-live import of the year's pay so far, open loans and assets heldBring in the year's pay so far, open loans and assets held when you go live mid-year.
Maternity benefit rules (weeks, eligibility, medical bonus)Maternity benefit by the rules: weeks, eligibility and the medical bonus.
Approved agency bill becomes a vendor bill in accountingAn approved agency bill becomes a vendor bill in the accounts.
Staff chatStaff chat with each other inside SmartMy, one to one or in groups.
Attendance devices (ZKTeco / eSSL): punches come straight from the device; charged per devicePunches come straight from ZKTeco or eSSL attendance devices, charged per device.
Paid overtime, shift allowances and part-time pay through payrollPay overtime, shift allowances and part-time staff through payroll.
AI screening of applications: resume reading, match score, ranking, interview questionsAI reads resumes, scores and ranks each against the job, and suggests interview questions.
Single sign-on with Microsoft / Google, directory sync, automatic deactivation on exitStaff sign in with Microsoft or Google, users sync from your directory, and access ends by itself when someone leaves.
See which plan has what.
Compare plans