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Phone app for employees, managers and HR

One SmartMy HRMS app for everyone: employees check in, apply for leave and see payslips. Managers approve and see their team, and HR and payroll do their daily work. The server decides what each person sees, by the same access as the web.

PLANSEvery plan

Built and tried against our test systems; not yet run on phones at a customer, and not in the app stores yet.

Compare plans How it works

The problem it solves

Field and site staff cannot reach a computer, so attendance and leave come in on paper or by phone call.
A leave request waits a week because the manager is travelling and never opens the HR software.
Employees call HR for a payslip, a leave balance or a salary certificate.
Separate apps for employees and for HR mean two logins and two sets of rules.

How it works

Sign in with your web login and password or a passkey. If your Entity switches it on, a 6-digit code to your mobile number works too.
The app opens on My day: today's attendance, the check-in card, your leave balance and what waits for you. The Menu holds the same areas as the web.
To check in from the phone, register the phone once. HR approves it; then Check in takes the time from the server, with a photo and the place if your Entity asks for them.
Apply for leave or an attendance request from the phone. Your manager sees it in Approvals, with a count, and approves or rejects it with a reason.
Payslips, letters, tax declarations, loans, claims and the other sections appear as your plan and your role give them.
When you sign out, the payslips and reports you opened are removed from the phone.

Everything it does

Signing in

Login and password, the same as on the web; Keep me signed in on your own phone
Sign in with a passkey
Sign in with a code: a 6-digit code by WhatsApp or SMS to the mobile number on the employee record. It is valid 5 minutes to start with, used once
Codes: at most one a minute and five an hour per person; five wrong codes end it; sent from your message credits
Report confidentially (with SmartMy Grievance): an employee reports with their name or anonymously

For every employee

My day: today's status, first in, punches, leave balance and requests waiting
Attendance: the month with paid days, loss of pay and late days, and each day's punches. Requests for regularisation, on duty, work from home, permission, overtime and shift swaps; restricted holidays
Leave: balances, apply with half days, cancel, comp-off claims
With Growth: payslips and wage slips with the PDF, income tax declaration and proofs, Form 16, and loans and advances. Also letters, documents, ID card, assets, resignation and exit
With Scale: company feed, appraisal, goals, one-to-ones, feedback, skills, training, policies to acknowledge, travel, flexible benefits, referrals, internal jobs, joining tasks and first-week plan
Projects and time (Growth, with the project engine): tasks and time kept without signal and sent when the phone is back online

Attendance from the phone

Off for everyone until HR allows a person; one approved phone per person, and approving a new one stops the old
Where: only inside the work location, anywhere with outside flagged, or anywhere with the place recorded
Photo required or not, set in the attendance rule; the time is always the server's
Face check instead of the photo, and a face kiosk on a shared tablet (Scale); the kiosk keeps matches while offline and sends them later

For managers

Approvals: every request that waits for you, including those delegated to you or escalated, and approvals from other SmartMy products you use
The team's leave and attendance requests, the attendance register, holiday choices
Employee 360 and the organisation chart, with the same reach as on the web
With Scale: probation reviews, team appraisals and goals, manpower requisitions, interviews and shortlists, clearance tasks and exit interviews

For HR and payroll

Approve phones and allow phone attendance; correct a day of attendance with a reason
With Growth: letters to issue, assets, tax proofs, loans paid out, and payroll runs (make payslips, approve, email, mark paid, hold a salary). Also salaries on hold, wage runs, separations and the full and final
Reports with PDF and Excel: headcount and attrition, salary cost, leave liability, payroll comparison, statutory statements, the bank letter
With Scale: applications, offers, joiners, tests, candidate forms, background verification, resume bank, hiring drives, custom reports

What stays on the web

Set-up: salary components and templates, leave and attendance policies, shifts, tax slabs, approval chains, letter templates
Creating or changing an employee record and salaries
Statutory returns, bank files, registers and Form 16 / 24Q files

Who uses it

EmployeeChecks in, applies for leave and requests, reads payslips and letters, and follows their own requests.

Field or site staffChecks in from the one approved phone, with a photo and place where the Entity asks.

ManagerApproves leave and requests on the go, and sees the team's attendance and records.

HR officerApproves phones, corrects attendance, issues letters and works on separations from the phone.

Payroll officerRuns payroll steps, holds or releases a salary, and reads payroll reports.

Where you use it

The SmartMy HRMS app, for Android and iPhone: built and in testing, not in the app stores yet
Web: the same work in the HRMS back office, where employees see only their own menus
Not for candidates: they use the links they are sent (offer, joining page, test, form)
Not working offline, except projects and time, and the face kiosk

What you control

Settings

Phone Attendance Allowed, per employee: off to start with
Where a person may punch: inside the work location, anywhere with outside flagged, or anywhere
Photo required: in the attendance rule
Sign-in by Code in the HRMS App: off to start with, per Entity. Send the Code By WhatsApp, else SMS (the default), SMS or WhatsApp. Code Valid For 5 minutes
Each person can switch off email, SMS or WhatsApp for themselves; notices in the app always arrive

Approvals

Every approval chain of SmartMy HRMS: requests are approved or rejected in the app's Approvals, with the same levels as the web

Notifications

Push notices to the app: 160 HRMS events have a push message, for example Leave to Approve, Leave Decided, Approval Waiting and Approval Escalated. Built and in testing with the app
Sign-in code: by WhatsApp or SMS to the employee's mobile number
In the app: the count on Approvals and the requests waiting on My day

Works with

SmartMy Projects engineTasks and time in the same app, kept without signal (Growth).

SmartMy GrievanceReport confidentially from the sign-in screen and inside the app.

Questions

Can we download the app today?

Not yet. The app is built and in testing, and it is not in the app stores. Everything it does is available on the web in the meantime.

Is the app in Starter?

Yes. Starter gives attendance, phone check-in, leave, holidays, approvals, Employee 360 and the organisation chart. Payslips, tax, loans and the HR work of payroll come with Growth; hiring, appraisals, feed and the rest with Scale.

Can an employee mark attendance from home?

Only if HR allows it. Phone attendance is off for everyone to start with. HR allows it per person and chooses inside the work location only, anywhere with outside flagged, or anywhere with the place recorded.

Do employees and HR need different apps?

No. It is one app. The server sends each person only the sections their role gives, so an employee sees their own records and HR sees their daily work.

Can people without email sign in?

Yes, if your Entity switches on sign-in by code. The employee types the mobile number on their record and gets a 6-digit code by WhatsApp or SMS, from your message credits.

Does it work without signal?

Mostly not. Projects and time and the face kiosk keep work and send it later. Attendance, leave and approvals need a connection.

Related features

ATTENDANCECheck-in on the web, the phone and attendance devicesStaff mark attendance in the browser from the office network, or from their own approved phone with a selfie and a location check. ZKTeco and eSSL device punches come straight to the server. All punches of a person count together for the day.ATTENDANCEFace attendance on a kiosk tablet or the phoneA tablet with the SmartMy HRMS app at the entrance records each punch by face after a blink. The phone check-in checks the face instead of taking a selfie. Only people who gave consent are enrolled, and no photo is kept: only numbers made from the face.LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.ENGAGEMENT, GOALS AND HR TOOLSSign-in with a code, passkeys and single sign-onEvery employee and manager has their own login and works on their own records. In the app they can sign in with a one-time code by WhatsApp or SMS, or with a passkey. On the web they use a password, a passkey or your Microsoft or Google account. Leavers' accounts are switched off.VIEWS AND REPORTSEmployee 360 and organisation chartOne screen shows everything about an employee: profile, attendance, leave, pay, loans, assets, documents and what is pending. Each viewer sees only the parts their role allows. The organisation chart covers the whole group, with search, CSV export and open positions.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.

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