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[ADDON] HRM features – Essentials module for UltimatePOS

Note: This document explains the HRM (Human resource management) feature in Essentials module. For other feature in Essential module refer here.

After you have installed & configured Essentials module you will see the HRM menu along with Essentials menu in the left sidebar.

HRM modules consist of:

  1. Leave types & Leaves.
  2. Attendance
  3. Payroll
  4. Holiday
  5. & related settings

Leave types

  1. Only admin can manage leave type (add or edit)
  2. Fields:
    1. Leave Type: Enter the name of the type of leave.
    2. Max leave counts: Maximum number of leaves allowed for the leave type.
    3. Leave count interval: This can be “Current month” or “Current financial year” or “None”. It is the interval for the maximum leave counts.

For example: If employees can take 12 Sick Leave in 1 year then:
Leave Type = “Sick Leave”
Max leave counts = 12
Leave count interval = “Current financial year”

Leave Management

  1. Add leave: Leave Type(dropdown list), Start Date, End Date, Leave type, Reason (text area)
  2. Default status of a leave added is pending
  3. Admin can change the status: status(pending, canceled, approved) by clicking on leave status column button.
  4. Inbuilt app Notification will be sent to admin when a new leave it added.
  5. Inbuilt app Notification will be sent to the applied user when the status is changed by admin.
  6. Only admin can delete a leave.
  7. Reference no. Will be generated automatically for every leave to uniquely identify them. You can change the reference no prefix from HRM -> Settings (Leave Reference No. prefix)
  8. Leave Instructions: You can enter special instruction for users before applying for leaves from settings “Leave Instructions” field.

Leaves Summary for a user

  1. For admin: Admin can view leave summary of all other users. On leaves page filter by an employee name and it will show the summery in the bottom of page.
  2. For Users: Always visible to a user his/her summary.

🎥 Video on leaves management

Attendance by admin & other users

  1. Users can add there own attendance, admin can add attendance of every user.
  2. Attendance fields for admin: Employee, Date, Ip address(auto get the users ip address), note, clock_in_time, clock_out_time.
  3. Attendance by non-admin users: User can add there own attendance by clicking on “Clock In” button present in top navigation bar and clock-in adding a note. And click on “Clock Out” button before leaving the workplace for checkout and adding a clock-out note.
  4. Total work hours will be displayed when admin select a particular user and it is always visible to a non-admin user.
  5. If admin wants to add attendance for users & don’t want user to add there attendance then it can be disabled by unchecking “Allow users to enter their own attendance”

Shift management:

Please watch the below view demostration for details of attendance & shift management.

Video Demonstration


  1. Only admin can add payroll & other users can view only there own payroll.
  2. Reference no. will be generated for Payroll. You can change the Payroll Reference No. prefix from settings.

Adding Payroll

  1. For adding payroll click on Add button in payroll menu.
  2. Select Employee and the month/year of payroll.
  3. If any existing payroll for the period then it will be shown for editing or new payroll can be added.
  4. Fields:
    1. Total work duration: Duration of work will be auto-calculated based on attendance
    2. Duration Unit: Unit of work like month/hour/week or other.
    3. Amount per unit duration: Price per duration.
    4. Total: Total work duration x Amount per unit duration
    5. Allowances: add as many allowances you have for the employee. Allowances will be added in final payroll.
    6. Deductions: add deductions for the employee. Deductions will be subtracted in final payroll.
  5. Gross amount = Total + Sum of Allowances – Sum of Deductions
  6. Inbuilt app Notification will be sent to the user when payroll is added.


  1. Only admin can add holiday.
  2. Other users can view holidays applicable for there location.

Adding Holidays

Fields: Name, Start Date, End Date, Business Location, Note

Permission & Settings for management for HRM

Approve Leave:

By default only admin can approve leave added by other users. But you can assign the Approve leave permission to any other role & assign it to a user. User having approve leave will be able to approve leaves added by other users.

Allow users to enter their own attendance:

You will find this option in HRM -> Settings -> HRM tab. If enabled other user will be able to enter there own attendance and vice-versa.

Version Log:

Released – V3.1 Nov 26, 2021

  1. NEW: Add sales targets of logged in user-added to hrm dashboard
  2. NEW: Sales target commission on payroll implemented
  3. NEW: Settings to target calculation.
  4. NEW: Note field added for each user in payroll
  5. FIX – Illegal operator and value combination issue on creating payroll issue fixed

Released – V3.0 May 02, 2021

  1. Bulk processing of payroll

Released – V2.3 Dec 31, 2020

  1. Code improvement & fixes

Released – V2.2 Aug 25, 2020

  1. NEW:New Dashboard
  2. NEW: Add leave for multiple employees at once implemented
  3. FIX: Clock out note issue fixed
  4. Improvement: Department and designation added to payroll list

Released – V2.1 May 20, 2020

  1. Users shift management: Create different shifts with start time, end time & holidays. Assign the shift to users based on their shift. The user will have to check-in in the assigned shift only.
  2. Grace time before check-in, after check-in, before checkout, after check-out in shifts.
  3. Improvements in admin adding of attendance of other users to allow adding different check-in & checkout time for each users
  4. Import attendance from xls file.
  5. Adding shift type: Fixed shift(fixed checkin-checkout time) & Flexible shift (fixed working hours)
  6. Update designation error

Released – V2.0 February 27, 2020

  • Compatible with UltimatePOS 3.0
  • Many fixes & improvements

Released – V1.1 October 10, 2019

  • Permission for other users to approve leave.
  • Delete Payroll
  • Add pre-defined Allowances & Deductions for employees
  • Major improvements in To-Do: Assign to-do to other employee, Add Priority(Low, Medium,High, Urgent), Status (New, In-Progress, Hold, Completed), Start & End date, Estimated hours
  • Adding comments in To-Do
  • Document attachement to To-Do

Released – V1.0 August 7, 2019

  1. Payment for Payroll
  2. Deducting payroll payment in profit & loss report
  3. IMPORTANT NOTE: Before updating make sure you have version 2.15 of UltimatePOS released on august 7, 2019

Released – V0.6, May 8, 2019

  1. File size display in documents
  2. Document viewer
  3. Send notification to all users when message is sent.


  1. Initial Release
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